MEMORANDUM
To:
Hiring Managers
From: Amy Grubbs, Onboarding Center Manager
RE:
Onboarding Center Services
NC State’s Onboarding Center is excited to welcome new employees to the Pack. Effective September 3, 2013 our
services are available to all new employees and rehires for SHRA, EHRA non faculty, faculty, post doc, and nonstudent temporary employees. Our goal is to create a new hire experience that welcomes, acclimates, engages, and
retains new hires in the Wolfpack community by making a positive first impression and providing them with the
necessary information and resources to be productive on their first day, first week, and first months of employment.
In order to provide our new hires with an outstanding onboarding experience, we need your help.
Departments/Colleges will complete the following before the employee’s first day:
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Issue the offer letter once the hiring proposal is approved via PeopleAdmin
Send Background Check Disclosure and Release to new employee
Send PIF to new employee to complete
Enter the action into PeopleSoft via the Start Employment tool (SEP) and receive HRIM approval
Ensure that the employee has an appointment with the Onboarding Center on their first day of employment.
To ensure a successful onboarding experience for all new employees, it is vital for the PeopleSoft action to be
entered and approved before the employee’s first day of employment.
Once the PeopleSoft action for a new employee is started by your HR representative, your new employee will
receive an email welcoming them to the University and asking them to contact the Onboarding Center to set up an
appointment on their first day. Once the hire action is approved by HRIM, the new employee will receive an email
with information on their Unity ID, how to set up their password and how to login to the New Hire Checklist via
the MyPack Portal. The PeopleSoft initiator and the “reports to” person will receive a copy of this email as well.
The PeopleSoft initiator and the “reports to” person will also receive an email that has information about the
employee’s Gmail account. The department will determine the appropriate time to share that email and information
with the new employee. The Onboarding Center does not send Gmail account emails to new employees.
New hires will meet with us on their first day of employment to take care of the new hire “paperwork” in one stop
so that they can return to their departments ready to be productive. The appointment will last approximately 30
minutes. Please note that if the PeopleSoft action is not approved prior to the employee’s start date, the employee
will not be able to do several action items and will have to return to the center a second time.
The following items are done at the employee’s appointment with the Onboarding Center:
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Complete the I-9
Complete the NC-4 and W-4
Complete the W-2 consent
Set up Direct Deposit
Request a parking permit
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Sign up for New Employee Orientation
Sign up for Benefits Orientation (employee may also complete online)
Receive campus One Card
Emergency contacts in MyPack Portal
Sign up for emergency alerts in MyPack Portal
Discuss Secondary Employment (if needed)
Discuss Patent Agreement (if needed)
Discuss Conflict of Interest (if needed)
Tax assessment reminders
Assist with any incomplete checklist items
Please communicate with your new employees to let them know what to expect. Ex: “Once the hire action is
started, you will receive a Welcome Email directing you to contact the Onboarding Center to make an appointment
for your first day. The email will come from the onboardingcenter@ncsu.edu email address.” We also ask that
you coordinate with your new employee on the best time for them to make an appointment with the Onboarding
Center for their first day.
Departments can schedule times for the new employee to attend New Employee Orientation (NEO100) and
Benefits Orientation (BEN100-EHRA and SHRA or NEO201-Post Docs). Employees can also schedule times for
NEO100 and BEN100/NEO201 when they contact the Onboarding Center. The appointments can be scheduled
before the employee’s appointment with the Onboarding Center so that the employee can attend NEO as soon after
their start date as possible.
If your department/college has a unit specific orientation in addition to what is done at the Onboarding Center, be
sure to talk with the group that coordinates that for your unit to make sure new employees are scheduled
accordingly.
Take a look at our website to familiarize yourself with the resources that are provided to both you as a department
as well as the new employee. http://onboarding.ncsu.edu
Thank you for partnering with us on this effort. Feel free to reach out to us if you have any questions.
http://onboarding.ncsu.edu
onboardingcenter@ncsu.edu
919-513-1278