New Hire Process Steps for Faculty/Appointed Personnel
- Department prepares a draft offer letter and reviews "Tips to Hiring New Employees."
- Department completes a Hiring Form.
- 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.
- 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.
- Department forwards offer letter to employee.
- Employee returns letter of acceptance.
- Department requests a benefits packet and registers him or her for a new employee orientation by calling 621-3662.
- Employee completes a New Employee Packet as soon as possible.
- Department reviews and follows I-9 instructions carefully.
- Department completes the supervisor/departmental portion of the I-9 with the employee present or obtains notarized 1-9 documentation from employee.
- 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.
- Department reviews New Employee Packet to ensure that employee has signed the employee information form, notification of policies and the benefits/retirement agreement form.
- Department obtains the appropriate dean/director/department head signatures.*
- 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.
- 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.
- Systems Control reviews budget, I-9 form and documentation and enters required information into the Personnel Services Operating Systems (PSOS).
- An Employee Identification Number (EID) will be generated and forwarded to the
employee through the hiring department.
- 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.
- 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.
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