Hiring Coordinator Training
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Agenda
• What is Onboarding?
• Onboarding module 411
• “How-to”: your role as a Hiring Coordinator
• A chance to “practice”
• Following up with the Hire
• Transition information: from current to new
• New Hire Experience
Before we begin…
• The Onboarding module will be used for:
– Staff
– Faculty
– Students
What is Onboarding?
• State the components of the first phase of the SuccessFactors Onboarding module
• Explain your role as a Hiring Coordinator in phase one of the Onboarding module
What is Onboarding?
Type in the
chat box:
What do you
think of when
you hear the
word
What is Onboarding?
Onboarding: The
process of integrating employees into their new work environment to ensure they’re
engaged and productive employees.
What’s the Big Deal?
• 90% of employees make their decision to stay at a company within the first 6 months
• Employees who attend a well-structured
onboarding program are 69% more likely to remain at a company up to 3 years
• Well-executed onboarding leads to higher job engagement, decreased turnover, better
performance, and lower stress amongst employees
UC Onboarding: A Phased Approach
Phase 2: Date TBD
• Buddies for the New Hire
• Recommended people they should meet
• Ordering phone, computer, email, etc. • Schedule meetings for New Hires
Phase 1: October 26
New Hire Portal – available to Hires as soon as Hiring Coordinator kicks off onboarding
Phase 1: October 26 Electronic New Hire forms (e-signatures now accepted)
Benefits of Phase 1
• Hires can complete paperwork before they start • Hires will have access to a portal which provides
information in a single place they didn’t have before; they can learn more about working at UC before they start
• Hiring Coordinators can track their progress through the Onboarding workflow
• Captures delayed I-9s to improve compliance with federal regulations
• Streamlines the process of taking a Hire from the “hiring event” into the onboarding process
• Orientation takes less time because Hire has already completed paperwork
A Hiring Coordinator Onboarding Reference Guide will be provided at the end of the session.
Your Role as a Hiring Coordinator
As a Hiring Coordinator, you will:
• Initiate Onboarding for recruited Hires through the SuccessFactors Recruitment module
• Kick-off the onboarding process in SuccessFactors Onboarding for all Hires (both recruited and
non-recruited hires) to welcome the Hire to UC and invite him/her to compete the New Hire Step
• Follow-up with the Hire to ensure he/she has completed the New Hire Step and has taken advantage of the New Hire portal
Onboarding Module
411
Critical Steps Prior to Onboarding
New Hire accepts offer, completes Phase II of
application
Background Check successfully completed,
if applicable
Hire moved through Talent Pipeline until
“Hired At UCFlex” status
Non-Recruitment Event PCR or Form submitted
Hire is entered into UCFlex
Once entered in UCFlex, Hiring Coordinator receives
email that Hire is entered in UCFlex Hiring Coordinator completes
“Post-Hire Verification” step in SuccessFactors Onboarding,
triggering the New Hire Step Hiring Coordinator
receives email that Hire is entered in UCFlex Hiring Coordinator initiates Onboarding in SuccessFactors Recruitment SuccessFactors Recruitment Hires Non-Recruitment Event Hires Background Check successfully completed, if applicable Waiting period until
10am the next business day for the Hire(s) to be loaded into Onboarding
When can Onboarding be kicked off?
Slide 22
OTL21 Is this the correct email? or is it the same as the reminder one sent 7 days before start date?
When can Onboarding be kicked off?
According to the United
States Citizenship and
Immigration Services
(USCIS), when can the
When can Onboarding be kicked off?
UC policy also does not require that you wait
until a particular number of days prior to start
date to begin paperwork.
EXCEPTION: Student OPERS waivers
may not be filled out until 30 days prior to start date. However, current practice
(which will remain) is that the student does not receive the form until he/she comes in with documentation to complete the I-9 on the first day of work for pay.
Pre-Onboarding Communication
Email received for both recruited and
non-recruited hires
Slide 25
OTL22 This email is changing. RH will provide a new one this week. (As of 10/7)
Initiating Onboarding
for Recruited Hires
• Initiate the onboarding process within SuccessFactors Recruitment for recruited hires
Initiating Onboarding in
SuccessFactors Recruitment
(for recruited hires only)
Slide 27
OTL2 Ruthie is going to get a screen shot with the start date filled in on the application.
Initiating Onboarding in
SuccessFactors Recruitment
(for recruited hires only)
Initiating Onboarding in
SuccessFactors Recruitment
(for recruited hires only)
If you are initiating Onboarding for multiple Hires, you may initiate Onboarding for all of
them and then access the Onboarding dashboard through the final hire’s application (as in the picture on the right), or through the SuccessFactors home page.
Question Time!
How do you know that it
is time to initiate
Onboarding for a Hire
within SuccessFactors?
Initiating Onboarding in
SuccessFactors Recruitment
(for recruited hires only)
Place a checkmark where you would click to find your new hire to initiate onboarding.
Initiating Onboarding in
SuccessFactors Recruitment
(for recruited hires only)
Initiating Onboarding in
SuccessFactors Recruitment
(for recruited hires only)
Onboarding for
Recruited and
Non-Recruited Hires
• Explain how the onboarding process is initiated for Non-Recruitment Events
• Identify at a high level how each of the four tiles on the onboarding dashboard are used
Hires from Non-Recruitment
Events
• Will be loaded into the Onboarding module
daily
• While Hiring Coordinators do not need to
initiate onboarding within SuccessFactors
Recruitment for Non-Recruitment Events,
they will need to complete the onboarding
process within the SuccessFactors
The Post-Hire
Verification Step
Beginning the Post-Hire
Verification Step
Completing the Post-Hire
Verification Step
A correct email address is critical to the Hire receiving the
email with the link to complete the New Hire paperwork.
Completing the Post-Hire
Verification Step
Beginning the Post-Hire
Verification Step
Question Time!
If you change the
start date, what else
needs to happen?
Completing the Post-Hire
Verification Step
Completing the Post-Hire
Verification Step
Following Up with the
Hire
• Describe what happens if a new hire fails to complete their paperwork prior to the orientation date
• Monitor and audit completion of new hire step by new employee within the Onboarding module
Following Up with the Hire
• Agenda for Day 1 • Important people to meet with • Who will be training them • Training classes required
Transition Plan: Out of Current
By Wednesday, October 21, all hires beginning on or before Friday, October 23 must be at “Hired At UCFlex” status.
Work with your Recruiter as needed.
Thursday, October 22 at 3:00pm is the deadline to complete onboarding using the current, as-is process for anyone starting on or before Friday, October 23.
This includes all paperwork and I-9 verification
Send Hire to Central HR or ISSO to complete prior to 3pm on Thursday, October 22.
• Continue to use the Onboarding
Checklist until Thursday, October 22.
Transition Plan: Into New
For Hires from SuccessFactors:
For hires with a start date of Saturday 10/24 or later
--• On Friday, 10/23, Initiate Onboarding and complete the Post-Hire Verification Step.
• Attend Wednesday or Thursday Jam Session to practice how to complete in the test environment. • At the Friday, 10/23 Jam Session you can receive
assistance in the live environment.
• You will have access to live environment on Friday, 10/23.
For Hires from Non-Recruitment Events:
For hires with a start date of Saturday 10/24 or later
--• New Hire: Complete the New Hire PCR by Thursday, 10/22 before 5:00pm.
• Rehire with a service break: Complete the Non-Recruitment Hire Form and submit to HR Data Operations for processing by Monday, 10/19.
• Form I-9
• W4 Tax Withholding • Policies & Procedures • OPERS or STRS
• Ohio Ethics Law Outline • Ohio State Fraud reporting
Next Steps
For questions about the SuccessFactors
Onboarding module, check your Reference Guide first!
If the answer is not there, email: [email protected]
Remember to check the communication about the transition/cutover plan. Don’t miss key deadlines!
