New Employee: Onboarding & Orientation

Owned by Sara Yilmaz
Last updated: Feb 14, 2023Version comment

This process outlines the FASS procedure for onboarding new employees and conducting orientations. Departments may have additional onboarding procedures for new employees.

See New Employee Onboarding and Orientation Workflow

Step-by-step guide

  1. Supervisor receives checklist for new employees from FASS HR and completes all relevant fields.

  2. The new employee receives and completes employee portion of UO HR Onboarding Checklist including attending all relevant orientations.

  3. The supervisor reviews position description (PD) with new employee and returns a signed copy to FASS HR.

FASS Agent Step-by-step guide

 Click here to expand...
  1. Once the employee has accepted their formal offer in MyTrack, their 95# will be created. New employee is prompted via email to complete employee information forms through MyTrack. Completion of these forms will prompt creation of a DuckID and PAC.
  2. FASS HR updates internal documents in accordance with the New Employee Checklist (NEC):
    1. Creates a personnel folder in the correct department folder.
    2. Saves a copy of the employee's application materials, background check confirmation, and formal offer letter in their folder.
    3. Updates the Employee Master Workbook.
    4. Prepares two copies of the employee's PD.
  3. Two weeks before the new employee's start date, FASS HR emails new employee welcome email with onboarding instructions and orientation dates.
  4. FASS HR Recruiter coordinates with the position's supervisor to gather necessary IT hardware needs.
  5. FASS HR creates a New Employee ticket via Jira notifying the following stakeholders and attaches NEC Supervisor Checklist. This ticket should contain the new hire information, the Banner information, the technology support needs, and any other details particular to the recruitment.
    1. See New Employee: Onboarding Ticket for details. 
  6. FASS IT coordinates with Supervisor and/or USS to set up workstation and order equipment as necessary.

  7. FASS HR schedules employee for orientations:

    1. FASS Payroll orientation
    2. FASS HR orientation
    3. UO New Employee Benefits orientation
    4. UO Campus New Employee orientation
  8. FASS Payroll: Completes FASS Payroll orientation.
    1. Prepares hiring packet. 
    2. New employee brings the correct identification to the orientation and completes hiring documents.
    3. FASS Payroll reviews pay schedule, employee leaves and protections, takes a picture of the new employee for a badge if appropriate.
  9. FASS HR: Completes FASS HR orientation. 
    1. Prepares PD, acknowledgement form, standards of conduct (SoC).
    2. Reviews PD, SoC, Collective Bargaining Agreement (CBA) with new employee.
    3. Confirms new employee is signed up for UO Benefits orientation, UO New Employee orientation, and the VPFA New Employee Orientation.
  10. FASS HR completes NEC by sending orientation document portfolio to new employee and Supervisor via email.
  11. FASS Payroll enters new employee into AiM if appropriate, creates a department badge, and ensures Banner record is complete.


Forms


Resources and Links

UO HR New Employee Checklist: LINK

UO HR Roles & Responsibilities Chart: LINK

PD: Position Description

SoC: Standards of Conduct

CBA: Collective Bargaining Agreement

NEO: New Employee Orientation

NEC: New Employee Checklist

I-9 Documentation: LINK

BANNER GUIDE: Bundled Hire Docs: LINK