From the time a candidate accepts their offer for employment until the first day of work, there are multiple steps along the way. This article outlines the roles, responsibilities and timeframe for each of the steps. For steps that are dependent on prior steps, an indication is included. It is essential to know that many of these steps are sequential and take time to move through the stages.
Offer Letter Signed
- Candidate receives and accepts the offer letter via Workday.
- HR point of contact shifts from Talent Acquisition to Talent Development.
Background Check
Dependent on: Offer letter signed.
- All staff employees must complete a background check.
- New hires will receive an email from our vendor, Accurate Background, and must authorize the check to be conducted.
- No other onboarding steps can be completed until the background check is finished. Background checks can take, on average, 7 - 10 business days to complete.
Once the background check has cleared, Talent Development will reach out to the new hire and hiring manager with the next steps.
Hiring Manager Step
Dependent on: Background check completed.
- The hiring manager will complete a step in Workday for the employee onboarding.
- Hiring manager should be developing their onboarding plan at this stage.
New Hire Onboarding Tasks
Dependent on: Hiring manager step completed in Workday.
- New hire onboarding tasks will kick off after the background check and the manager step have been completed. Please do NOT update any of your information until you receive the emails asking you to do so.
- Our onboarding tasks guide is available to assist you.
- After you have completed some or all of the tasks, you will no longer be able to log in with your temporary credentials. This is normal.
- Within 24 hours, you will receive an email to your personal email with the subject "Emerson College - Finalize Your Account." Follow the instructions in that email to set up your new Emerson password.
- At this point, the Emerson email account will be created.
- New username = firstname.lastname.
- New email will be firstname.lastname@emerson.edu.
- Note: Some people may have a number included in the user name and email address.
- Log back into Workday to complete any remaining onboarding steps, including the first part of your federal I-9 form.
Federal I-9 Form and Required Timeframe
The I-9 form is a federal requirement for work authorization and must be completed by 3rd day of employment. There are no exceptions to this. Failing to complete the I-9 by the federal requirement deadline can result in adverse actions, including termination of employment. So let’s do everything we can to ensure it does not come to that!
There are two parts to the federal I-9 form.
- Part 1 is completed in Workday.
- Part 2 requires presenting original documents in person to HR or an authorized representative.
To Do Now
- Schedule your in-person appointment between now and your 3rd day of employment.
- Note: If you are a remote employee or are beginning your temporary employment remotely, you must complete your in-person document presentation at a college or university near you. All steps for this process are outlined in our I-9 process.
We must stress the importance of this step. Complete both steps of your I-9, including verifying your documents, no later than the 3rd day of employment.
Emerson ID Card
Dependent on: Emerson credentials created.
Please plan on obtaining your Emerson ID first thing on your first day physically on campus. Be sure to read the instructions so your ID will be ready for you to pick up. If you are a fully remote staff member, please read the remote instructions.
New Hire Orientation
New hire orientation is held on Zoom. Please review the Orientation article for all information.