Greetings,
Academic Planning and Budgeting (APB) office would like to express our gratitude for all your dedication in supporting the valuable work done within the Division of Academic Affairs. APB understands many of the challenges with onboarding new staff and offers the following checklist and resources as a guide to assist with the process:
HR New Employee Check-In Process: Once the employee has accepted the formal offer of employment (appointment letter) in CHRS they will receive an email prompting them to login to the application site, which will now display a link to an employee portal which has a welcome message and interactive task list for their onboarding requirements. All paperwork is completed and uploaded via this task list. Simultaneously, the new employee will receive a welcome email from the HR staff with helpful instructions on completing the onboarding paperwork, as well as an invitation to schedule a Zoom or in person meeting with HR to present their I-9 documentation and answer any questions. The employee will be required to present a photo id and a social security card (the SSC is required regardless of what other documentation is provided).
- Parking: HR will notify Transportation and Parking of the employee’s hire date, and a temporary two-day pass will be available for the employee to pick up their first day of work. By day two, the employee’s account should be active and they can purchase a parking permit and set up their payroll deduction online. When picking up the temporary permit, please have the employee go to the Transportation and Parking window in the lobby of the Campus Police Department and bring a photo id with them to obtain the permit.
- Computer/Network Access: New employees must complete the CMS Access and Compliance form in Adobe Sign to be granted additional security in CHRS or CI Records. The CMS form will open the PSAR process which will allow an employee's manager to request for security to be assigned to them via a solution center ticket.
- Benefits: HR will schedule a benefits orientation (if applicable) within the employee’s first month. Before contacting the employee, they will reach out to the new employee’s supervisor to make sure the orientation fits within their schedule.
- New Employee Orientation: New Employees will be invited to a New Employee Orientation by HR.
Location: Work with program/area and Academic Space Planning to identify an available space.
Technology Setup: Assess the computer/workstation setup and submit a request via the Computer Request/Refresh form located on the APB website as needed.
DolphinOne ID Card: Once a new employee is entered in PeopleSoft and has an employee ID#, a Dolphin One ID card can be requested by going in person to Student Business Services (SBS) in Sage Hall, or contacting them via email to request a unique link to upload a photo and receive the card by mail (takes longer, but provides a remote option).
Key(s)/Code: Employees need a campus ID card prior to requesting key(s)/code. Once ID is obtained, a request must be submitted by a current CI employee via Azzier- Web Work.
PeopleSoft Access: Once a new employee has an employee ID#, custom PeopleSoft access can be requested by Administration via the PeopleSoft Access Request process as appropriate for the position.
Pharos Copy Access: Should the employee need access to printing or copying upon receiving the DolphinOne card, please have the card run through a networked/Pharos printer to activate. Email ITS- Solution Center to request their access be linked to the home department and provide a six-digit department number for purchases.
Payroll: Report/View Absences & Calendar: Resources and user guides can be found on Absence Management. Each month employees must enter a leave indicator within the payroll system. They should either indicate the time and dates of leave taken or “No Leave Taken.” Please reference the Payroll Calendar for pay days, holidays, and terms dates, etc.
Financial Duties (As Applicable):
- BFA ListServ: Add new employee to the BFA communications on financial matters by emailing Fiscal Services.
- CI Financials: Manager must request access through CI Records PSAR Request form for employee to submit Requests for Goods & Services (RGS), reconcile PCards, etc.
Name Tag (Optional): Orders should be placed through Aswell Trophy and paid via ProCard upon pick up or prior to being shipped (shipping incurs an additional charge).
Business Cards (Optional): Information regarding business card orders can be found on the communications and marketing website.
ProCard (Optional): If ProCard is required for a new employee, please add the employee to the procurement card program by submitting a Procurement Cardholder Account Maintenance Form.
Vendor/Supplier Setup (Optional): For travel reimbursements, purchases, etc. employees must be established as vendors/suppliers in the Common Financial System (CFS). Submit a request to add the employee to vendordata@csuci.edu, including employee name (first & last), department name, six-digit department #, employee ID#, and new employees complete home mailing address.
25Live (Optional): Internal CI Events information can be located on the Events page, including user guides and checklists for scheduling events. Access is automatic and does not require special permission.
OneDrive/Dropbox/G-Drive/Email Groups (Optional): Access must be requested by Administration to grant employee access via a Solution Center ticket.
Cisco Phone/Directory Changes (Optional): Depending on position, the new employee's phone may need to be updated to reflect name or position. A Solution Center ticket should be sent including the phone's MAC ID and location to correct the telephone and the cisco directory.
Campus Directory Changes (Optional): Basic directory information should be entered by HR upon employee hire, but if changes need to be made or additions a request can be submitted via the Request a Directory Change button on the bottom of the individual directory search.