Hiring Employees

As part of the Quick-Look Assessment, a multifunctional committee prepared recommended changes to common hire dates and the onboarding process in late January. A new process has been formally accepted where common hire dates will remain on the first of each month and the following three Mondays. Onboarding will coincide with common hire dates for faculty, staff and graduate assistants. Student workers will have the option to be onboarded at the corporate hub level on additional dates ahead of their common hire date. Orientation takes place on the first of each month and the third hire date of the month. Hires with start dates on the second or fourth hire date of the month have the option to attend orientation on either of the days it is offered.While the common hire date process is effective immediately, the implementation of the restructured onboarding process will be effective April 1.

What to Know and What to Expect When Hiring Employees

Depending on the type of employee Hiring Managers want to hire (i.e., graduate assistant, staff, student), they can expect the following general steps to occur.

• Graduate Assistant or Student Employee – These position types are not recruited/advertised through Workday. Once the Hiring Manager has selected the graduate assistant or student employee whom they would like to hire, the Hiring Manager or designee will Initiate an Onboarding Request Form.

• Staff – Position vacancies for staff positions are posted/advertised by the Hub HR Professional through a job requisition in Workday, followed by the recruiting and selection process. See related sections below for more information about posting positions and the recruiting/selection process. Once the Hiring Manager selects the finalist for the staff position, the Hiring Manager or designee will Initiate an Onboarding Request Form prior to making a verbal offer to the final candidate. 

Hiring Managers are encouraged to contact their respective Hub HR Professional with questions about the hiring process.

Posting Positions

Contact your department’s Hub HR Professional for assistance with creating a job requisition in Workday and receiving all necessary approvals to create a new position or to advertise a vacant position. Positions must be posted for at least five (5) days and will be removed after 15 days unless a Hiring Manager needs the position to be posted for a longer period.

Recruiting and Selection

Identifying and selecting outstanding candidates to fill a position is critical to the ongoing success of Texas A&M University. Understanding the recruiting business process helps Hiring Managers plan and execute a successful search. The Hub HR Professional will help Hiring Managers navigate this important step.

Common Hire (Start) Dates

All offers of employment for student employees, graduate assistants, staff, and faculty positions must use one of the four pre-determined common hire dates available each month. Please see the schedule below for more details.

Pre-Hire Requirements

Newly hired employees (i.e., graduate assistant, staff, student) may not begin work until the following processes are completed and the Hiring Manager is notified that the new hire is cleared to begin working:

1. Background Check– Usually completed within 24-48 hours of a prospective employee providing the required information to run their background check. For Staff hires, the background check must clear at least five business days before the hire date. This timeframe is needed to successfully complete the hire process in Workday and to ensure a positive Onboarding experience on the new hire’s first day.  
2. Degree Verifications– Prospective employees selected for positions requiring a degree must have their degrees verified.  Information is submitted to a clearinghouse and results are usually received within 24-48 hours of the submission. Additional time is needed in special circumstances.
3. Form I-9, Employment Eligibility Verification- U.S. Citizenship and Immigration Services (USCIS) requires the completion of the Form I-9 to verify the identity and employment authorization of individuals hired for employment in the U.S.. The Form I-9 has two sections that must be completed. Both sections of the form can be completed as soon as a prospective employee accepts an employment offer but must ultimately meet the following completion dates:
   1. Section 1 – To be completed by the employee NO LATER than the hire date
   2. Section 2 – To be completed by the employer NO LATER than three business days from the hire date. The employer or an authorized representative MUST meet IN PERSON to verify documents. 

NOTE: To maintain compliance with USCIS, new hires are not authorized to perform work until the I-9 process has been completed.

Onboarding Form

A standardized onboarding process for employees provides the foundation for a great employee experience, enhanced engagement, and increased retention rates. As a result, HROE has implemented an Onboarding form in Laserfiche which creates an automated, streamlined, and uniform onboarding process for all employee types (full-time, part-time, and temp/casual staff, graduate assistant, student workers, etc.). To ensure every new employee is prepared for day one and positioned for success, HROE seeks to partner with departments to strengthen the onboarding experience. Visit the HROE Laserfiche Project webpage to learn more about the Onboarding form currently in use for all customers supported by our Customer Support Hubs (with the exception of the Qatar campus).

Onboarding

New hires will attend a central onboarding event typically held on their intended start date (first day of employment). Your Hub HR Professional will assist with scheduling new hires to attend the onboarding event. Your Hub HR Professional is here to help you every step of the way!