Prospective Hire – Department Initiation Process

  1. Department will receive notification of a potential hire.
  1. Department PEEP will check to see if the potential hire is in Canopy. If the individual is in Canopy and is in an active status with the E workstation (in an EPIN), then the Initiation to Hire form is NOT needed. Continue with normal hiring process.
  1. If the potential hire is not in Canopy or is not an E workstation employee, the Department PEEP will need to complete the web based Initiation to Hire Form. This form will be sent to the individual and direct him/her to another web based form to complete. The Initiation to Hireis located at:

Department PEEP will need the following information:

Prospective Hire’s Last Name, First Name and email address

Hiring Department

Adloc

Title

Position Type (Faculty, Staff, Student)

Hire Date

Department Contact

Department Contact Email

*Please note that the Research Professor title(s) will fall under the Staff category under Position Type.

  1. When Department PEEP clicks on the Submit button an email will be sent to the prospective employee to complete the Prospective Hire Form. (Once the Initiation to Hireform is submitted, it is no longer available.)
  1. Individual will receive the email and click the link to the web based Prospective Hire Form and complete the form.
  1. When the Prospective Hire Form is submitted, then HR will conduct the review and will complete as applicable, the background check, the degree verification, the UIN setup, and Guardian I-9 remote login.
  1. Once the review is completed the Department Contact will receive an email from : (example below)

From:

Sent: Wednesday, July 23, 2014 10:53 AM

To: Ninette Portales

Subject: Pre-onboardingProcess completed

A review has been conducted by Engineering Human Resources and Portales, Patricia has been cleared to begin employment.

Their UIN is: 333003333

The Adloc is: 0832102

If you have any questions, please email r call 979.458.7699.

If prospective employee needs a temp SSN, that number will be included in the email above.

  1. Be sure to check if applicable, dual employment, minor’s release, foreign national employment eligibility (J-1 sponsored student approval process), etc.
  1. The Department PEEP will continue the On-Boarding steps:
  2. As applicable, set up in Glacier, iBenefits, etc.
  3. Send email to employee to complete the OnBoarding steps (email attachment available ; let employee know to check their junk mail
  4. Inform employee how to submit paperwork (set up an appointment, mandatory orientation details, etc.) and complete Section 2 of Form I-9
  5. Other information
  1. The Employee will provide the orientation paperwork to hiring department and Department PEEP will complete the remaining steps: EPA, forms submission, etc.