The goal of the onboarding process is to welcome your new hire to not only your department/unit but also our University Community. Onboarding is a collaborative and strategic process that aims to provide new employees with the tools and resources to make them feel welcome and comfortable in their new role. This is an ongoing process that does not end on day one but continues throughout the first three to six months of their employment.
Starting a new position may be a daunting time for a new employee. Keeping this in mind, managers should recognize that establishing open and clear communication is key to a successful onboarding experience and sets the foundation for the employees introduction to the department/unit.
It is a managers responsibility to educate their new employee in the following areas:
- Job duties and responsibilities
- Related policies and procedures
- Department/Unit’s mission and goals
- Department/Unit’s culture
- Organization structure
The resources below are here to guide you through the process of Onboarding your new employee.
Onboarding Workflow
- Onboarding Process
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To onboard a new employee, the following needs to occur:
- Signed offer letter is returned
- New Template-Based Hire is submitted into the PeopleSoft (HCM) software
- New employee’s I-9 and E-Verify process is completed
- Check in with the new employee providing first day guidance
- New employee starts
- Signed offer letter is returned
Onboarding Resources
- Benefit Orientation
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The New Employee Orientation (NEO) is designed specifically for new full-time employees to learn more about Rutgers and help them to successfully acclimate to the University. Participants will also receive information on the many opportunities and array of benefits afforded to them as a Rutgers employee, including health plans, paid time off, and pension programs.
Departmental personnel – or Managers, as appropriate – should schedule orientations for new employees following the completion and approval of the employee's records in the appropriate Payroll System. New employees should submit completed benefits forms to the appropriate Human Resources Department within 14 working days from hire date.
(The link must be accessed on a computer connected to the Rutgers University network or while connected through virtual private network (VPN) service.)
- Completing the I-9 & E-Verify Process
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Resources on the I-9 and E-Verify Process can be found here.
- Entry into PeopleSoft (HCM) Process
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The following resource/instruction guides are available to assist with entry of your new hire into PeopleSoft (Human Capital Management System - HCM).
Template-Based Hire Overview:
New Hire Instructions for Template-Based Hires for Preparers:
- Class 1 Faculty Template-Based Hire Instructions for HR Preparers
- Class 1 Staff Template-Based Hire Instructions for HR Preparers
New Hire Instructions for Template-Based Hires for Approvers:
Additional resources for the Template-Based Hire Process can be found on the HCM Blog.
- New Employee Welcome Page
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University Human Resources has prepared a New Employee Welcome Guide that helps new employees navigate the New Hire Process and provide valuable links to resources and community information. This guide should be communicated to your new employee during your department/unit's Onboarding Process.
- Onboarding Roadmap For Managers
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University Human Resources has prepared an Onboarding Roadmap for Managers that helps managers navigate the New Hire Process and provide valuable resources and information.
- Setting Up An Employee's NetID
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In order for your new employee to receive a NetID they must be on payroll. You will want to inform your new employee about the requirement for a NetID and how to obtain one online. All employees are required to have a NetID upon employment, and most should have received communication about their NetID prior to employment.
In addition to obtaining their NetID, employees will be able to manage their Rutgers University email addresses through the NetID website.
QUESTIONS/SUPPORT
- For Onboarding support please contact your HR Consultant or HR Generalist for assistance. Contact information can be found on ourdirectory under "HR Consulting" for your HR Consultant or "Employment Services" for your HR Generalist.