Hiring - 3. Onboarding your New Hire

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

Congratulations on your new hire! Here is an email template you can use to welcome your new hire. This template includes a map to the building, where to park and a tentative plan for the first day.

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 each of the processes that occur during onboarding. While some of these tasks will be completed prior to the new hire’s first day, many of these processes require the new hire to be in person, or complete training, and may not be fully completed on the first day.

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. Conduct UCL new employee orientation

3. Grant building/door access and/or assign keys when applicable

4. Prepare workspace (if applicable)

5. KRONOS: Training and assign to a Kronos Supervisor

6. Setup Kronos Supervisor Access (if applicable)

7. Send Employee Handbook Disclaimer for signature

8. Update emergency response lists

4. IT Processes

1. Prepare computer at desk

2. Assign computer permission group membership

3. Grant access to unit email resources as applicable

4. Meet with new hire for computer login and setup (up to 60 minutes, after HR processes)

   1. first.last@utah.edu alias setup

   2. Outlook client, Teams, and Exchange resources setup

   3. Box.utah.edu login, Box Drive setup

   4. Adobe CC login and setup

   5. Printer setup

   6. Off campus property form

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)