Hire/Internal Transfer Checklist
New employees are a tremendous asset to the University community. The University's employees are our most critical
investment in achieving our vision, mission, and goals. Long term retention of any new employee starts at recruitment.
Now that you have your new employee recruited with a planned start date, you want to foster their (and your) success.
Use this checklist as a resource to ensure that you have all of the needed elements to help get your employee off to the
best start possible. This list is meant to serve as a resource and starting point. This document can be modified to meet
the individual needs of the department/hiring manager/position.
Employee Name:
Home Department:
Employee Campus ID:
Supervisor’s Name:
PREPARING FOR YOUR NEW EMPLOYEE
Item
Description and Resources
New/returning to NC State University: Work with department/college representative
to ensure the PeopleSoft hire action is approved prior to the employee's start date.
Once the hire action is approved, the employee will then have access to the MyPack
Portal, an active Unity ID, and an NCSU email address. Without an approved hire
action, the employee will not be able to obtain access to campus applications,
systems (Moodle and Collaborate Learning Management Systems), ID card, building
access, parking passes, etc. http://onboarding.ncsu.edu/frequently-askedquestions/#Q1
1
Enter & approve
PeopleSoft hire action
prior to employee's
start date.
The following should be routed through your unit’s workflow to be submitted to
HRIM for approval of the hire action.
 Hiring proposal
 Offer letter/Contract
 Personal Information Form (PIF)
 Resume/CV (if submitted by candidate)
 Background Check endorsement
 Patent agreement for all EPA positions and SPA research positions
Employees transferring from another NC State University position:
To ensure there is no break in service, no termination action should be processed at
the “old” department level for employees transferring to another NC State University
department. The “new” department should:
 Complete the HR System Correction/Rehire/Transfer form
 Attach supporting documents:
 Hiring proposal
 Offer letter
 Resume/CV (if submitted by candidate)
 Background Check endorsement
 Patent agreement for all EPA positions and SPA research positions
 Route through your unit’s workflow to submit to HRIM to enter the transfer
action. Materials can be scanned/emailed or mailed to the HRIM
representative.
1
Dept Rep
initial or
“n/a”
2
Ensure hire/transfer
has an appointment
with the Onboarding
Center for their first
day.
The Onboarding Center will take care of a lot of the "new hire stuff" that
employees/departments would have to take care of on their own otherwise. As long
as there is an approved hire action for the employee, the following items will be
taken care of during the employee's Onboarding Center appointment: Campus One
Card, Parking Pass, I-9, Tax withholding (W-4, NC-4), W-2 consent, direct deposit,
New Employee Orientation registration, Benefits Orientation Registration, emergency
contacts, emergency alerts, foreign national tax assessment reminders, discussions of
secondary employment, and discussion of conflict of interest.
http://onboarding.ncsu.edu/
Employees transferring from another NC State University position: The Onboarding
Center would like to meet with transferring employees to cover things such as getting
an updated ID card, talk to them about parking options in the new location, and
several other items related to the changes in their position.
3
Refer employee to
the Moving With the
Pack program if they
are relocating.
4
Inform colleagues and
co-workers of the
employee's start
date.
This is a comprehensive Real Estate Services Program tailored to meet the unique
needs of each employee and designed to minimize the stress associated with moving.
Services include cash-back incentives for home sale and purchase, utility connection
and disconnection convenience services, local school information, mortgage
discounts, rental assistance, moving van services, and more.
www.movingwiththepack.com
Prior to arrival of the new employee, ensure that current employees are aware of the
new employee's start date, work location, and position. The announcement could
possibly be provided via email or during a staff meeting. Sample announcements can
be found at:
http://onboarding.ncsu.edu/creating-a-positive-new-employee-experience
Ensure departmental IT staff is aware of the hire. Consider all IT access issues;
computer assigned and set up; access requests for specific applications have been
submitted prior to start date; give access to department calendars. (e.g., HR System,
Financials, Moodle, SIS, etc.) Some require approval via the Security Access Request—
SAR. These can be tracked on the Asset Tracking Form.
5
Address IT system
and application
access needs.
6
Ensure telephone is
available and
voicemail password
has been reset.
For employees transferring from another NC State University position: It is
recommended that the “new” department reach out to the “old” department on
campus to coordinate the SAR changes. If the employee was previously in a position
that required access to the same systems via SAR, the new department should
process a SAR request to update the employee’s access. The new department should
remove the “old” department information and add the new. The old department
should not submit a revoke action if access will be needed in the new role. The new
department will be able to submit the SAR request on the employee’s effective date
in the department as they will not have access to them prior. If both departments
enter SAR requests, one will likely override the other, so communication between the
departments is key.
If there is not a telephone located/assigned to the work station, order one in enough
time for it to arrive and be installed prior to the employee’s start date (if applicable);
if there is already a phone, then work with OIT for password resets or other hook-ups
as needed.
http://oit.ncsu.edu/telephony
2
7
8
Equipment (e.g. keys,
personal protective
equipment, etc.) has
been secured for
issuance.
Order name plate and
other desk supplies as
needed.
9
Prepare initial
training plan.
10
Americans with
Disabilities Act (ADA)
11
12
13
14
15
16
17
18
Check in with
employee a few days
before their start
date.
Parking Options
Work Attire
Position Description
Put together a
welcome packet from
the department
Order business cards
(if appropriate)
Organization Chart
Assign a "buddy"
Work with Facilities Liaison to get keys or to submit order to Lock Shop to request
keys if needed.
http://www.ncsu.edu/facilities/building_info/liaison/
This may be a good time to start completing the Asset Tracking Form in order to have
items prepared before the employee’s start date.
http://www.ncsu.edu/human_resources/forms/er/astrack.pdf
Work with your Building Liaison to submit an AIM request for name plate. Are there
enough initial supplies to get started? (ex: pen, pencils, highlighters, stapler, paper
clips, sticky notes, note pads)
http://www.ncsu.edu/facilities/building_info/liaison/
Draft a training plan/schedule which includes mandatory training and possible
employee development activities for the upcoming year. A sample training plan can
be found at:
http://onboarding.ncsu.edu/creating-a-positive-new-employee-experience
Work with the Office of Institutional Equity and Diversity (OIED) to address ADA
accommodations (Only if requested by employee).
http://dso.dasa.ncsu.edu/ada-employment-accommodations
Employees will often have last minute questions and not know who to contact.
Notify the employee of when and where you will meet him/her on his/her first day;
identify employee entrances to the facility and where to park.
Ensure the employee knows where to park his/her vehicle if applicable. Employees
can obtain their parking permit up to 14 days before their start date as long as their
hire action has been approved. Note: the employee will be charged from the day the
permit is requested. If the employee doesn’t already have a permit, coordinate
getting them a temporary permit before their first day. The Onboarding Center can
also work with the employee during the Onboarding appointment to request a C or
CD permit. 919-513-1278.
Advise the employee on proper work attire for the position, e.g. Uniforms, safety
boots, business casual, etc. Make sure uniforms or personal protective gear are
ordered in advance of the employee’s start date (as applicable)?
http://www.ncsu.edu/ehs/safetyplan/forms/HAZARDAS.pdf
Review the duties in detail. A copy can be printed from PeopleAdmin. This document
should be provided to the employee as part of a welcome packet (see below).
Include things such as: position description, department employee guide (if you have
one), contact names for the department, schedule for first week, department/unit
organization chart, map of campus with building highlighted, mission/vision for the
unit, HIPAA and FERPA information (if applicable).
http://onboarding.ncsu.edu/creating-a-positive-new-employee-experience
Confirm with the employee how they would like their name to show on their business
cards.
http://www.ncsu.edu/brand/category/stationery/
Add the new employee to the organizational chart and share it with them on their
first day.
A buddy is someone who partners with a new employee during his/her first few
weeks of employment. While primarily responsible for offering advice and guidance
regarding the day-to-day aspects of working at NC State (where the bathrooms are
located, how to make copies, etc.) The buddy may also offer encouragement and
knowledge of resources, as they help introduce the new employee to the NC State
culture.
http://onboarding.ncsu.edu/creating-a-positive-new-employee-experience
3
ON NEW EMPLOYEE’S FIRST DAY
Item
Description and Resources
Greet/Welcome/Acclimate to space
1
2
Ensure someone
(preferably the
supervisor) is
designated to greet
the employee when
they arrive.
Introduction to
Colleagues and Coworkers
3
Work
location/Facility tour
4
Meal/Break Room
Facilities
5
6
7
Ensure employee is
scheduled for New
Employee
Orientation
Ensure employee is
scheduled for
Benefits Orientation
(or will complete the
online orientation)
Work Hours/Break
Periods
WebLeave
8
9
How & where to
clock in or complete
time sheet (if
applicable)
Some units post a "welcome" sign or provide snacks in the employee's work space to
greet them when they arrive. A sample/template for a welcome sign can be found at:
http://onboarding.ncsu.edu/creating-a-positive-new-employee-experience
Introduce the employee to his/her peers and other key staff in the group. Be sure to
include people who may be a contact for them as a new employee, e.g. departmental
HR representative, Executive Assistant, their Buddy, etc.
Provide a tour of the facility, noting restrooms, break rooms, points of entrance/exits,
smoking areas, bulletin boards, recycling, mail room, elevators/stairs, vending
machines, copy rooms, supply rooms, etc. Encourage sensitivity and respect for coworkers (noise, radios, conversation, and speaker phones, perfumes/colognes).
Provide the new employee with information on where he/she can eat, e.g. snack bar,
campus dining locations, local restaurants, at their desks, etc. Ensure the new employee
is aware of rules pertaining to office refrigerators, water and coffee funds, etc.
Employees generally register for New Employee Orientation during their Onboarding
appointment.
http://onboarding.ncsu.edu/new-employee-orientation/
Employees generally register for Benefits Orientation during their Onboarding
appointment.
http://onboarding.ncsu.edu/new-employee-orientation/
Ensure employee knows what time to report to work and when his/her shift ends, when
lunch breaks can be scheduled, and where he/she can go on break.
Enter new employee into WebLeave system. If transferring from another NC State
University position, coordinate with the previous department to have the new employee
transferred to new department.
http://www.ncsu.edu/human_resources/benefits/leave/empldtachange.php
Does the employee clock in at a physical time clock, online, or do they complete a time
sheet? When are the timesheets due and to whom? Time sheets are required for FLSA
Non-Exempt permanent positions and bi-weekly employees. Cover any specific time
recording requirements for effort reporting or specific projects.
http://www.ncsu.edu/human_resources/classcomp/time_records.php
4
Dept Rep
initial or
“n/a”
Safety, Security and Well-being
10
11
Manager's safety
checklist
Emergency
Evacuation
Procedures
Complete the Manager's Safety Checklist with the new employee. This checklist must
be completed and reviewed with all new employees by their manager prior to the
commencement of work activities. A new employee is an employee who is a new hire,
transfer into a department from within the University, graduate, post doc, or other
student. Graduate students whose University activity is limited to class attendance do
not require this training.
This checklist must also be completed and reviewed with all volunteers by their manager
in the same manner as it applies to employees.
http://www.ncsu.edu/ehs/2010/managercklst.html
Ensure the employee understands what to do and where to go if required to evacuate
the building. Provide a map of assembly areas and discuss requirements to check in
with the supervisor.
Equipment/Supplies
12
13
14
15
Complete Asset
Tracking Form
IT Equipment
Issuance and Use
Supplies Use and
Requisitioning
Use of Personal
Electronic
Equipment
The form is used to track University assets that are assigned to the individual for
authorized business use. Ensure the employee has all equipment necessary for the
position. Ensure the employee is trained on proper use and maintenance of all
equipment. (e.g., computers, phones, uniforms, personal protective equipment, etc)
http://www.ncsu.edu/human_resources/forms/er/astrack.pdf
Ensure the employee can log on to his/her computer and has access to all necessary
applications. Work with your unit IT support or contact the NCSU help desk.
http://help.ncsu.edu/
Provide guidance on the forms, processes, and approvals necessary to purchase supplies
in the unit.
Ensure the employee is aware of workplace rules and address the use of personal
equipment, e.g., Smartphones, tablets, headphones, etc. Cover home use of equipment
if applicable. http://policies.ncsu.edu/regulation/reg-07-30-14
5
DURING EMPLOYEE’S FIRST 30 DAYS
Item
1
2
3
Add employee to
departmental
communication
groups.
Designation of
Essential Employees
Work Expectations/
Performance Reviews
(Work Plan)
4
Probationary Period
(for SPA employees)
5
Training (Initial and
Ongoing)
6
Travel requirements
and procedures
7
8
9
10
11
12
FLSA Status
Licensing
Requirements
Secondary
Employment (SPA
employees)
Scheduling Time Off
Chain of command
Emergency Contacts
Description and Resources
Update the departmental internal phone list, email groups, website "contact us",
campus directory, list servs, etc.
Discuss the position's designation listed in the offer letter as Essential, Key, or
Mandatory
http://www.ncsu.edu/human_resources/hrim/Mandatory-Essential_KeySelectingFieldValue.php
Provide written standards pertaining to the quantity and quality of the employee's
work and how it will be evaluated. Discuss the performance review rating cycle and
Work Plan.
http://www.ncsu.edu/human_resources/er/perfmgt.php
Provide information on the length of the probationary period, what is expected to
pass the probationary period successfully, and what can be expected if the
employee is not succeeding in the position.
http://www.ncsu.edu/human_resources/er/probation.php
Provide details on mandatory training, on-the-job training, safety training and other
available employee development opportunities, e.g. conferences, tuition
reimbursement, etc. Discuss the time period expected to acquire necessary training.
http://onboarding.ncsu.edu/wp-content/uploads/2013/12/Sample-New-EmployeeTraining-Schedule.docx
Discuss the use of the university's vehicles and travel policy. Ensure the employee
has appropriate licensure for operating vehicles and equipment (if applicable).
http://www.fis.ncsu.edu/controller/travel_reimburse/
Discuss if the employee is entitled to receive overtime or extra time and how it is
earned, tracked, and used (FLSA Non -Exempt employees)
http://www.ncsu.edu/human_resources/classcomp/comptime.php
Discuss whether the work requires professional licensure or certifications, such as a
PE (Professional Engineer), and when that license or certification must be acquired.
Discuss the requirements to maintain licensure and what happens if the license is
not maintained (Driver’s License, CDL).
Provide instruction that before employees engage in secondary employment (any
work that produces income and is performed for an entity outside of the university),
he/she must obtain approval from the unit manager and department head using the
Secondary Employment Approval form. Approval is valid for one year and renewal is
required. The Approval form must be retained in the employee’s departmental file.
http://www.ncsu.edu/human_resources/employment/sndemployment.php
Discuss the unit's process for scheduling time off and the need for prior approval.
Notify the employee who can approve leave if the supervisor is unavailable. Review
use of the leave system.
http://www.ncsu.edu/human_resources/benefits/leave/
Discuss levels of supervision above and below your position. Share protocol for
communicating with staff within and outside of the chain of command.
Make sure you know how to reach the employee, and the employee knows how to
reach you, in case of an emergency. Make sure you know who to contact if the
employee is involved in an emergency situation.
6
Dept Rep
initial or
“n/a”
13
14
15
Office Closings
Staff meeting
schedules
Schedule a follow up
"check in" meeting for
3 and 6 months out.
Several departments on campus have a different holiday schedule from the
University's. Make sure the employee is aware of the differences. Ensure the
employee is included in the call chain for office closings. (Business Continuity Plan)
Let the employee know of staff meetings, safety meetings or other meetings held
and how often. Go ahead and schedule them on their calendar if possible.
Check in with the new employee periodically and make adjustments as needed.
7