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New Hire Process Steps for Faculty/Appointed Personnel

1. Department prepares a draft offer letter and reviews "Tips to Hiring New Employees."
2. Department completes a Hiring Form.
3. Department completes a Request for Budget Change (RBC) if required. Department sends draft offer letter, hiring form, curriculum vitae/resume, and letters of recommendation to Provost Office (for continuing or tenure-eligible employee or lecturer, teaching or adjunct faculty) or Human Resources (for all other appointed personnel) prior to extending an offer to the employee.
4. Provost Office/Human Resources makes necessary changes and/or approves hiring documents and faxes changes or notifies department for pickup. Department prepares official letter of offer with revisions, corrections, appropriate signatures and department letterhead.
5. Department forwards offer letter to employee.
6. Employee returns letter of acceptance.
7. Department requests a benefits packet and registers him or her for a new employee orientation by calling 621-3662.
8. Employee completes a New Employee Packet as soon as possible.
9. Department reviews and follows I-9 instructions carefully.
10. Department completes the supervisor/departmental portion of the I-9 with the employee present or obtains notarized 1-9 documentation from employee.
11. Department makes a copy of the I-9 identification documents provided by the employee and attaches the copy to the I-9 form. Note: Departments must let employees choose the documents to be used from the list provided.
12. Department reviews New Employee Packet to ensure that employee has signed the employee information form, notification of policies and the benefits/retirement agreement form.
13. Department obtains the appropriate dean/director/department head signatures.*
14. Department attaches the signed offer letter, a copy of employee’s curriculum vitae/resume, and letters of recommendation to the hiring form and forwards all completed documents to Human Resources for review and processing.
15. Human Resources reviews documents and contacts department for any additional information and forwards hiring documents to Systems Control within 48 hours. Note: Requests for additional information, incomplete or missing documents may delay processing.
16. Systems Control reviews budget, I-9 form and documentation and enters required information into the Personnel Services Operating Systems (PSOS).
17. An Employee Identification Number (EID) will be generated and forwarded to the employee through the hiring department.
18. Employee retains the EID card and/or memorizes the number for Benefits enrollment and other services and programs. The EID will also appear on the employee’s PAF and paycheck or pay advice.
19. Department completes a Department New Hire Checklist and reviews the Tips to Hiring New Employees webpage.

*If university budget or hiring restrictions are in effect, procedures may be altered to reflect additional authorization and approval requirements.