Hiring - 3. Submit Onboarding Task to Help Desk

Once all of the steps in the previous stages, Hiring - 1. Before You Post the Job and Hiring - 2. New Employee Paperwork, have been completed and the new hire has successfully passed their background check, the hiring manager/director needs to submit a task through the help desk to begin the employee's onboarding process.

Submit the Onboarding Task

1. Log into Salesforce (https://ceceuofu.lightning.force.com/lightning)

2. Navigate to UCL Home (if this is your first time, you should start there.)

3. Go to the Employee Management page. Confirm that you have all of the information necessary to complete your onboarding request.

4. Select "Onboarding"

5. Fill out the form and submit! Be sure to complete the form all the way to the Confirmation screen.

   • Once you are finished, you will receive a confirmation email and a notice of any tasks you have been assigned. Watch for follow-up information from the Onboarding staff as applicable.

Teams involved in onboarding strive to have everything complete prior to the new employee's first day. However, this is not always possible. It is our goal to communicate with hiring managers throughout the process so that you know what's going on. The following is a breakdown of what we endeavor to accomplish prior to the new hire's arrival.

1. HR/Payroll Processes 

1. Employee Information (ePAFs - for more information, see the University HR website)

2. Upon arrival, complete new hire paperwork

   1. I-9

   2. W-4

2. Finance Processes

1. Access to Management Reports

2. PCard information

3. Reallocation paperwork

4. UShop/Amazon Information/Training

3. Operations Processes

1. Request new phone extension, when applicable, or associate new employee unid with existing phone extension

2. Grant access to Canvas Orientation class

3. Conduct UCL new employee orientation

4. Grant building/door access

5. Assign keys, when applicable

6. Assign Kronos Supervisor

7. Setup Kronos Supervisor Access, when applicable

8. Update emergency response lists

4. IT Processes

1. Set up Outlook/email

2. Grant access to unit email, when applicable

3. Set up phone

4. Access to unit's main phone line

5. Access to unit voicemail

6. Provide/set up compute

5. Systems & Data

1. Verify FERPA Certification

2. Grant system access, as applicable
   

   • Intranet

   • PeopleSoft (please note that PeopleSoft access in particular can take longer to obtain because access is granted by the Registrar's Office)

   • CLSS (Limited to two team members per Unit. Access requested by UCL Systems & Data Team but granted by Scheduling Office and may take longer to obtain access.)

   • Astra (Limited to one team member per Unit. Access requested by UCL Systems & Data Team but granted by Scheduling Office and may take longer to obtain access.)

   • Salesforce (Limited to employee role)

   • Canvas (Limited to employee role)

   • Jira (Limited to employee role)

   • Confluence (Limited to employee role)