{"id":3675,"date":"2023-01-13T16:29:07","date_gmt":"2023-01-13T22:29:07","guid":{"rendered":"https:\/\/www.macalester.edu\/employment-services\/?page_id=3675"},"modified":"2025-03-18T10:25:11","modified_gmt":"2025-03-18T15:25:11","slug":"recruiting-hiring-onboarding-employees","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/human-resources\/managers-toolkit\/recruiting-hiring-onboarding-employees\/","title":{"rendered":"Recruiting, Hiring, Onboarding Employees"},"content":{"rendered":"<p>This process helps managers fill new or vacant staff positions.&nbsp; Human Resources partners with hiring managers for this process, and provides resources and guidance from start to finish.&nbsp; To begin recruiting, please first review the following processes and then take action with Human Resources.<\/p>\n\n\n<accordion-container\n    tag=\"section\"\n    class=\"accordion-group block-container\"\n    >\t\n\t<div class=\"accordion-group__outer\">\n\t    \t    <ul class=\"accordion-group__list\">\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-1\"\n\t                        id=\"accordion-group-heading-button-1\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Getting Started<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-1\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><h2>Request a Compensation Analysis<\/h2>\n<p>You&#8217;ll start your recruiting efforts by reaching out to the Compensation and Benefits Manager, Randi Hartman. You&#8217;ll be provided with a copy of the current job description and asked to make any updates to ensure it accurately reflects the position.<\/p>\n<p><span style=\"font-weight: 400\">Also, if your vacancy is due to a departure or a promotion, don\u2019t forget to submit a <\/span><a href=\"https:\/\/www.macalester.edu\/human-resources\/employee-status-forms\/?doing_wp_cron=1674683374.4369819164276123046875\"><span style=\"font-weight: 400\">status form<\/span><\/a><span style=\"font-weight: 400\"> to Human Resources for the departure or promotion.<\/span><\/p>\n<h2>Requisition Intake Worksheet<\/h2>\n<p><span style=\"font-weight: 400\">Once the job description accurately reflects the role, you will complete the Requisition Intake Worksheet. This worksheet will ask you to provide additional details on your salary budget, funding sources, what changes there are to the role, and if there are any comparable positions on campus. It will also require you to upload the most current version of the job description.<\/span><\/p>\n<h2>Information Collection &amp; Compensation Analysis<\/h2>\n<p>Once the Compensation and Benefits Manager receives your Requisition Intake Worksheet, we\u2019ll analyze the information you provided to complete a compensation analysis.\u00a0 This can take 2 \u2013 4 business days for us to complete, and we\u2019ll send you the compensation data when we\u2019ve finalized our analysis. Once the compensation analysis data has been provided, the Talent Acquisition Manager will schedule an intake meeting. If your position is part of Academic Affairs, we\u2019ll also use this time to get the required additional approvals for budgets and FTEs. Please take this into account when planning your recruiting timeline.<\/p>\n<h3>Hiring Manager Action Items<\/h3>\n<ul>\n<li>Reach out to the Compensation and Benefits Manager.<\/li>\n<li>Complete any necessary Employment Status Form(s), if applicable.<\/li>\n<li>Review and revise the job description.<\/li>\n<li>Complete the Requisition Intake Worksheet.<\/li>\n<\/ul><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-2\"\n\t                        id=\"accordion-group-heading-button-2\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Opening a Requisition<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-2\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><h2>Intake Meeting<\/h2>\n<p>During the Intake Meeting, you and the Talent Acquisition Manager will go over the details of the position and the job posting.\u00a0 You\u2019ll need to know what, if any, pay range you\u2019ll want to disclose, how long you want the job posted, and what networks you can tap to source good candidates.\u00a0 The Talent Acquisition Manager will also go over our recruiting platform and tool with you (iCIMS), as well as any other relevant information that may apply.<\/p>\n<h2>Posting Position<\/h2>\n<p>After the intake meeting, email the finalized job posting to the Talent Acquisition Manager so that she can create the position and draft the posting in iCIMS. The posting will then get routed to you and your direct supervisor for approval.\u00a0 When everyone has signed off, she will post to the agreed upon boards and set the posting to go live.<\/p>\n<h3>Hiring Manager Action Items<\/h3>\n<ul>\n<li>Draft a job posting.<\/li>\n<li>Attend the Intake Meeting.<\/li>\n<li>Finalize posting details.<\/li>\n<li>Approve finalized job posting for go-live.<\/li>\n<\/ul><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-3\"\n\t                        id=\"accordion-group-heading-button-3\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Filling a Position<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-3\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><h2>Candidates Apply<\/h2>\n<p>Once the posting has gone up, candidates will start to apply.\u00a0 You can expect to start seeing applications coming your way for your review though the iCIMS platform.\u00a0 You and your hiring committee should regularly review applications to stay on top of the volume.\u00a0 Use this time to determine which candidates you are interested in pursuing and be ready to share those names. When the posting period has ended, you\u2019ll meet with the Talent Acquisition Manager to get her candidate recommendations, to go over the Candidate Pool\u2019s Self-Identification Report, and to determine who should move forward and who should be dispositioned out of the pool.<\/p>\n<h2>First Round Interview Process<\/h2>\n<p>Now you have worked with your Hiring Committee and the Talent Acquisition Manager to select which candidates you\u2019d like to move forward into first-round interview. \u00a0You should send out interview invitations to those individuals. Some options for first-round interviews are phone screens conducted by the Talent Acquisition Manager, phone screens conducted by the hiring manager, or an alternative course of action that has been previously discussed. The Talent Acquisition Manager will disposition any candidates not advancing to second-round interviews.<\/p>\n<h2>Second Round Interview Process<\/h2>\n<p>After the first-round interviews, you will work with your hiring committee and the Talent Acquisition Manager to determine which candidates you will advance to second-round interviews. You will also want to finalize what questions you want to ask and who you want involved in those interviews.\u00a0 The Talent Acquisition Manager will produce a new Candidate Pool\u2019s Self-Identification Report based on your narrowed pool for you to review with your hiring committee. If you are having additional rounds of interviews, you\u2019ll follow this same structure until you have selected your final candidate.<\/p>\n<h2>Candidate Reimbursement<\/h2>\n<p><span style=\"font-weight: 400\">Human Resources will cover the following approved expenses when a candidate traveling 100 miles or more is brought to campus for a final round interview. Eligible expenses include:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Domestic air travel (economy only)<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Meals (excluding alcohol)<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Transportation, Parking, and Fuel<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Lodging &#8211;\u00a0 we recommend they stay at The Briggs House. Hiring Managers should first check with Catherine Westby to see if there is availability before booking other accommodations. <\/span><span style=\"font-weight: 400\">Human Resources will cover up to 2 nights of lodging expenses for a candidate.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">Costs associated with department lunches during the interview process will be the responsibility of the department and not Human Resources.\u00a0<\/span><\/p>\n<p><b>Submitting Receipts<\/b><span style=\"font-weight: 400\">\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">Hiring Managers should collect all eligible receipts at the end of the candidate&#8217;s trip and submit as one request to Jaclyn Howard for processing. You will need to include the position title, candidates full name, and home address in the email. Reimbursements will be issued via check and mailed to the address provided. <\/span><\/p>\n<h2>Offer Process<\/h2>\n<p>When you and your hiring committee have selected your final candidate, you will want to reach out to the Talent Acquisition Manager.\u00a0 You\u2019ll provide the rate of pay \u2013 and confirm that it\u2019s within budget \u2013 and land on a proposed start date.\u00a0 Once these details are worked out, the Talent Acquisition Manager will extend the verbal offer to the final candidate.\u00a0 During that conversation, she\u2019ll lay out the rate of pay, the start date, the background check policy, and the COVID vaccination policy.\u00a0 If the candidate needs time to consider the offer, she will also confirm a date by which they will give us their decision.\u00a0 Once the verbal offer is accepted, the Talent Acquisition Manager will provide next steps to both the candidate and to you, the hiring manager.<\/p>\n<h3>Please Note<\/h3>\n<ul>\n<li>Resources for developing inclusive behavior-based questions are available through the Manager\u2019s Toolkit on the Human Resources website.<\/li>\n<li>We ask that you allow at least 10 business days between the initial offer and the proposed start date to allow processing time for the background check and other requirements. Rushing this process may lead to poor onboarding and first day experiences.<\/li>\n<li>Each search is unique. The Talent Acquisition Manager may reach out mid search if the candidate pool is not as robust as needed.<\/li>\n<\/ul>\n<h3>Hiring Manager Action Items<\/h3>\n<ul>\n<li>Review applications and select candidates for interviews.<\/li>\n<li>Coordinate with the Talent Acquisition Manager and your hiring committee regarding interview plans and questions.<\/li>\n<li>Tell the Talent Acquisition Manager who your final candidate is and confirm rate of pay and proposed start date.<\/li>\n<\/ul><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-4\"\n\t                        id=\"accordion-group-heading-button-4\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Hiring an Employee<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-4\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><h2>Hiring Process<\/h2>\n<p>The next step in the process is the Wage Notification Statement.\u00a0 The Talent Acquisition Manager will initiate this form in iCIMS, and it will be routed to you and then to the candidate.\u00a0 You\u2019ll both have to sign off on it before we can move on to the next step, which is the Offer Confirmation Letter.\u00a0 The Talent Acquisition Manager will initiate the Offer Confirmation Letter as well, and will copy you on it.\u00a0 This letter contains the relevant information for the position. Concurrently, the Talent Acquisition Manager will send the candidate a notice regarding the background check process.\u00a0 The candidate will receive a notification from Orange Tree, our vendor, to complete their background check profile.\u00a0 These usually take 2 \u2013 4 business days to come back once the candidate has completed their portion.<\/p>\n<h2>Onboarding Process<\/h2>\n<p>The candidate is considered officially hired after completing a successful background check, and this is when you can start sharing the news with your department and with the campus.\u00a0 This is also when we will transition the individual from a Candidate to an Employee in iCIMS.\u00a0 We will send the new employee information on what onboarding tasks they need to complete, which relate to the onboarding profile and the Form I-9.\u00a0 At this point, we will also send you the <a href=\"https:\/\/docs.google.com\/document\/d\/1ki8lFKwt-1o5Zkv7-ySAlRN7BFHbEz6vyh6WlsSszYU\/edit?usp=sharing\">Hiring Manager&#8217;s Onboarding Checklist<\/a> as an iCIMS task. This will help you create a positive first-day experience for your new employee.<\/p>\n<p>Once the new employee has completed their onboarding tasks, we will move them into our primary HRIS system. \u00a0This step will allow the new employee to get a Mac ID number, and depending on timing, they may receive their username\/email.\u00a0 During this time, it will be important for you to review the <a href=\"https:\/\/docs.google.com\/document\/d\/1ki8lFKwt-1o5Zkv7-ySAlRN7BFHbEz6vyh6WlsSszYU\/edit?usp=sharing\">Hiring Manager&#8217;s Onboarding Checklist<\/a>. Many of these tasks require you to have the Mac ID and\/or email address, but it will help you plan accordingly.<\/p>\n<h2>Closing a Requisition<\/h2>\n<p>Once the candidate is officially hired, the Talent Acquisition Manager will close the requisition.\u00a0 This includes making sure the posting is moved into a Closed \u2013 filled status in our system and dispositioning the remaining candidates via automated message, email, or phone call as is appropriate.<\/p>\n<h3>Please Note<\/h3>\n<ul>\n<li>New employee Macalester accounts are created through an automated process which is dependent on the new employee completing their required onboarding tasks. Once the new employee takes those necessary steps for us to move them into our HRIS system, the account can be generated. The new employee will receive an automated message to their personal email account about setting up their Macalester account no more than 10 days before their start date.<\/li>\n<li>You the hiring manager will also receive a New Hire Notification around the same time which will provide you pertinent information such as their Mac ID and Email.<\/li>\n<\/ul>\n<h3>Hiring Manager Action Items<\/h3>\n<ul>\n<li>Sign the electronic Wage Notification Statement.<\/li>\n<li>Review the <a href=\"https:\/\/docs.google.com\/document\/d\/1ki8lFKwt-1o5Zkv7-ySAlRN7BFHbEz6vyh6WlsSszYU\/edit?usp=sharing\">Hiring Manager&#8217;s Onboarding Checklist<\/a>.<\/li>\n<li>Warmly welcome your new employee on their first day!<\/li>\n<\/ul><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-5\"\n\t                        id=\"accordion-group-heading-button-5\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Hiring Manager&#8217;s Onboarding Tasks<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-5\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><p><span style=\"font-weight: 400\">It is essential that new employees start their time at Macalester with the core tools and resources needed to be successful in their role starting on day one. Use the <a href=\"https:\/\/docs.google.com\/document\/d\/1ki8lFKwt-1o5Zkv7-ySAlRN7BFHbEz6vyh6WlsSszYU\/edit?usp=sharing\">Hiring Manager&#8217;s Onboarding Checklist<\/a> to help plan for their arrival, their first day, first week, and first 30 days. <\/span><\/p>\n<p><strong>The items below must be completed prior to your new hire\u2019s first day. It is recommended that you complete these items as soon as you have received the new employee\u2019s Mac ID &#8211; Do NOT wait until it\u2019s just a few days before their start date due to some of these tasks requiring up to two weeks advance notice to be completed. <\/strong><i><span style=\"font-weight: 400\">*Please note, a Mac ID cannot be generated until the new employee completes their onboarding tasks. Please remind your new employee to complete these tasks as soon as possible before their first day.<\/span><\/i><\/p>\n<ul>\n<li style=\"font-weight: 400\"><a href=\"https:\/\/macalester.topdesk.net\/tas\/public\/ssp\/content\/serviceflow?unid=d6fbfeafd2de4c29961c607325940c41&amp;from=d0027373-b8ec-43ae-9298-d579a61034f9\"><span style=\"font-weight: 400\">Order computer and Tech Hardware<\/span><\/a><span style=\"font-weight: 400\"> as soon as you have the new employee\u2019s Mac ID\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><a href=\"https:\/\/docs.google.com\/forms\/d\/e\/1FAIpQLScInx9mO6OkIL8HA3BKEUw1-_yxef3hoZTnMhBBT4vSxNtLEQ\/viewform\"><span style=\"font-weight: 400\">Order Office Keys<\/span><\/a><span style=\"font-weight: 400\"> if necessary<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Confirm your new hire\u2019s preferred name and pronouns (important for ordering name tag, business cards, office or desk signs, etc.)<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Order <\/span><a href=\"https:\/\/www.macalester.edu\/communications\/order-center\/\"><span style=\"font-weight: 400\">Name Tag and Business Cards<\/span><\/a><\/li>\n<li style=\"font-weight: 400\"><a href=\"https:\/\/www.macalester.edu\/facilities-services\/workrequests\/\"><span style=\"font-weight: 400\">Order Signage<\/span><\/a><span style=\"font-weight: 400\"> such as Desk Name Plate or Door Sign if needed via a Facilities Service Ticket<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Review the supervisor section of the <\/span><a href=\"https:\/\/www.macalester.edu\/its\/staff-technology-checklist\/\"><span style=\"font-weight: 400\">Staff Technology Checklist<\/span><\/a><span style=\"font-weight: 400\"> or <\/span><a href=\"https:\/\/www.macalester.edu\/its\/faculty-technology-checklist\/\"><span style=\"font-weight: 400\">Faculty Technology Checklist<\/span><\/a><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Request budget and finance access and approval if needed by completing the <\/span><a href=\"https:\/\/www.macalester.edu\/businessservices\/submit-finance-access-approval\/\"><span style=\"font-weight: 400\">Finance Access Form<\/span><\/a><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Order a <\/span><a href=\"https:\/\/www.macalester.edu\/businessservices\/pcard\/\"><span style=\"font-weight: 400\">purchase card<\/span><\/a><span style=\"font-weight: 400\"> (pcard) if needed<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Ensure the work area is clean and ready for your new employee. <\/span><a href=\"https:\/\/www.macalester.edu\/facilities-services\/workrequests\/\"><span style=\"font-weight: 400\">Contact Facilities<\/span><\/a><span style=\"font-weight: 400\"> if cleaning or office furniture needs exist<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Plan your new hire\u2019s first day and\/or week by <\/span>utilizing the <a href=\"https:\/\/docs.google.com\/document\/d\/1ki8lFKwt-1o5Zkv7-ySAlRN7BFHbEz6vyh6WlsSszYU\/edit?usp=sharing\">Hiring Manager&#8217;s Onboarding Checklist<\/a> and being mindful to schedule around the benefits meeting and New Employee Orientation (if applicable). <span style=\"font-weight: 400\">Add 1:1s, team meetings, etc to your new hire\u2019s calendar.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Schedule a time with ITS for your new hire to pick up their laptop and work with an ITS team member to get it set up for the new employee <\/span><a href=\"http:\/\/help.macalester.edu\/\"><span style=\"font-weight: 400\">help.macalester.edu<\/span><\/a><span style=\"font-weight: 400\"> | <\/span><span style=\"font-weight: 400\">helpdesk@macalester.edu<\/span><span style=\"font-weight: 400\"> | 651-696-6525<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">If your new hire is eligible for benefits (0.50 FTE and above), an invitation will be sent to both you and the new hire prior to their first day, for a virtual meeting.\u00a0 It is important for the new hire to attend this meeting so please do not schedule anything else for them during this time and remind the new employee to attend the virtual meeting with HR. (Managers do not need to attend, it is more of a courtesy for planning.\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Stay in touch with your new hire and confirm:<\/span>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Start date and time<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Location of where to meet<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Where to park<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Dress code<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Lunch Plans on first day<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><!-- \/wp:list-item --><\/p>\n<p><!-- \/wp:list --><\/p><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-6\"\n\t                        id=\"accordion-group-heading-button-6\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">First Day Responsibilities<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-6\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><h2>Employee Responsibilities<\/h2>\n<p>On an employee\u2019s first day, they should arrive at Human Resources at about 9:00 a.m. (unless other arrangements have been made) to complete section 2 of the Form I-9. This document is a required federal form that must be completed within 3 business days of their start date. It requires the new employee to bring <a href=\"https:\/\/www.uscis.gov\/i-9-central\/form-i-9-acceptable-documents\">specific forms of identification<\/a> with them on their first day. If an employee does not complete it within this timeframe, we will be required to shut down their job until it has been completed.<\/p>\n<h2><\/h2>\n<h2>Hiring Manager Responsibilities<\/h2>\n<p>Unless otherwise agreed upon, you or another colleague from your department should meet your new employee in Human Resources at 9:00 a.m. This is to create a great first day experience as the new employee isn\u2019t very familiar with campus. It is important to be timely so you can give your new employee a good impression. We also encourage all hiring managers to utilize the <a href=\"https:\/\/docs.google.com\/document\/d\/1ki8lFKwt-1o5Zkv7-ySAlRN7BFHbEz6vyh6WlsSszYU\/edit?usp=sharing\">Hiring Manager&#8217;s Onboarding Checklist<\/a> which you have received on the Preliminary New Hire Notification email, as an iCIMS onboarding task, and in the New Hire Notification email. This checklist lays out the first day, first week, and the first 30 days tasks and responsibilities you hold as a supervisor.<\/p><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t            <li class=\"accordion-group__list-item\">\n\t                <accordion-container-header\n\t                    tag=\"h3\"\n\t                    class=\"accordion-group__item-heading\"\n\t                >\n\t                    <accordion-container-header-button\n\t                        class=\"accordion-group__heading-button\"\n\t                        controls=\"accordion-group-7\"\n\t                        id=\"accordion-group-heading-button-7\"\n\t                    >\n\t                        <span class=\"accordion-group__button-text\">Additional Resources<\/span>\n\t                        <span class=\"accordion-group__icon-wrap\">\n\t                        \t<svg aria-hidden=\"true\" class=\"base-symbol accordion-group__button-icon\" viewbox=\"0 0 12 12\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-plus-small.svg#icon\"\/>\n\t\t\t\t\t\t\t\t<\/svg>\n\t                        <\/span>\n\t                    <\/accordion-container-header-button>\n\t                <\/accordion-container-header>\n\t                <accordion-container-panel\n\t                    id=\"accordion-group-7\"\n\t                    class=\"accordion-group__item-panel\"\n\t                >\n\t                    <div class=\"accordion-group__item-panel-inner\">\n\t                        <p><p>Find this information in a PDF. You can click on the area of the table of contents and it will bring you to the section you want.<\/p>\n<p><a href=\"https:\/\/www.macalester.edu\/human-resources\/wp-content\/uploads\/sites\/344\/2023\/01\/Talent-Acquisition-Recruiting-Without-SAAWG.pdf\">Recruiting, Hiring, &amp; Onboarding Process (PDF)<\/a><\/p><\/p>\n\t                    <\/div>\n\t                <\/accordion-container-panel>\n\t            <\/li>\n\t        \t    <\/ul>\n\t<\/div>\n<\/accordion-container>","protected":false},"excerpt":{"rendered":"<p>This process helps managers fill new or vacant staff positions.&nbsp; Human Resources partners with hiring managers for this process, and provides resources and guidance from start to finish.&nbsp; To begin recruiting, please first review the following processes and then take action with Human Resources.<\/p>","protected":false},"author":290,"featured_media":0,"parent":221,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-3675","page","type-page","status-publish","hentry"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.macalester.edu\/human-resources\/wp-json\/wp\/v2\/pages\/3675","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.macalester.edu\/human-resources\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.macalester.edu\/human-resources\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/human-resources\/wp-json\/wp\/v2\/users\/290"}],"replies":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/human-resources\/wp-json\/wp\/v2\/comments?post=3675"}],"version-history":[{"count":83,"href":"https:\/\/www.macalester.edu\/human-resources\/wp-json\/wp\/v2\/pages\/3675\/revisions"}],"predecessor-version":[{"id":7621,"href":"https:\/\/www.macalester.edu\/human-resources\/wp-json\/wp\/v2\/pages\/3675\/revisions\/7621"}],"up":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/human-resources\/wp-json\/wp\/v2\/pages\/221"}],"wp:attachment":[{"href":"https:\/\/www.macalester.edu\/human-resources\/wp-json\/wp\/v2\/media?parent=3675"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}