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Stage 3: Post-Recruitment

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  6. Stage 3: Post-Recruitment

Stage One
Pre-Recruitment

Stage Two
Active Recruitment

Stage Three
Post-Recruitment

Stage Four
Local Onboarding

Onboarding is a critical part of the employee lifecycle, a process, not an event. It is the supervisor’s opportunity to set the tone, build trust, and help your new team member transition successfully into their role and your department's culture. A thoughtful onboarding process, especially during the first 6 months, directly impacts long-term employee engagement and retention. As a manager, your involvement and leadership are key.  

Tip:  Effective onboarding improves employee retention by 82% and productivity by more than 70%. [Source: Brandon Hall Group Research]

Stages 1 and 2 must be completed prior to beginning Stage 3.

Steps to Complete

Step 1: New Hire Paperwork

  • Ensure proper compliance with all new hire paperwork. Required forms for the new hire include: I-9, W-4, direct deposit, Act 132 

  • The I-9 is a legal form that designates an employee's right to work in the United States.  This form should be completed before an individual’s first day, but not after their third day. Noncompliance with this process could result in fines to the department.

  • Confirm benefits enrollment and orientation.  A benefits orientation is assigned in their offer letter.  New employees have 30 days to elect medical coverage; otherwise, a default plan is selected for them by the university.

Tip: Having a quick conversation about each form helps ensure everything is completed correctly and gives your new hire confidence in the process.

Step 2: Workspace & Technology

  • Prepare a clean and welcoming workspace. Contact Facilities early for cosmetic improvements (paint, furniture, etc.) 

  • Order any required equipment/software ahead of time (laptops, Zoom phones, etc.) or refurbish/prepare current equipment

  • Think about needed system access (Banner, ARGOS, Raptor, etc.) Consult with your STEM business manager on starting the access request forms.

 Budget Tip: Include new-employee setup costs in your department's resource planning budget.

Step 3: Payroll & HR Systems

  • Add new employee to TimeClock Plus: contact Payroll to ensure the reporting structure is set up and correct.  You will need to log in to approve time in this system regularly.

  • Ensure access is available for your new employee in PageUp: PageUp is our Talent Management System and houses many HR related tools such as position descriptions, performance reviews, and learning opportunities. 

  • Double-check all payroll documentation has been submitted to ensure timely pay.

Step 4: Parking & Access

  • Contact your new hire before their first day to confirm all arrival details.

  • Send the parking permit, provide a parking map identifying designated parking areas, include first day instructions and building access info - plan when and where to meet the new employee.

Step 5: Stakeholder Notification

  • Let colleagues and key partners know a new team member is joining. Templates for these announcements can be found in your onboarding portal within PageUp.

Resources

Move to Stage 4: Local Onboarding >>>