New Hire Procedure and Interview Guide

New Hire Procedure

Hiring managers will complete a job requisition form to request that a job be posted. HR will receive notification for the request for approval. Once approved, the hiring managers will be notified. 

Applicants will create a profile in the applicant portal and apply for open positions.  Hiring managers will receive an email notification when someone applies for the position. Hiring managers will screen applicants, schedule interviews, and provide prospective new hires with the link to complete the Checkster/Harver process (reference check). They will also request a background check or send the applicant for fingerprints (depending on the position) and upload a Work Permit to the Applicant's Profile, if applicable.   Once we have the background check or fingerprint results, Checkster Report, an offer of employment can be made. Fingerprint results will be uploaded to the applicant/employee's Employee Documents in UKG. The hiring manager will navigate to HR Actions and Hire the applicant. HR > HR Actions New Scribe: How to Hire a New Employee

This is accomplished through a workflow in UKG. Once submitted, the request will move to the HRIS Specialist for approval and processing. Once the HRIS Specialist approves, the applicant's status moves from Applicant to Preboarding status. A Preboarding Checklist is assigned and must be completed on or before the employee's first day of work. An employee with a Preboarding status can not clock in or work until their I9 is Verified. Once the Preboarding Checklist is complete, a New Hire Checklist is assigned. All forms/paperwork are completed in UKG. Within the New Hire checklist is a link to update personal information, including date of birth and all forms: OH Tax, W-4, signed Job Descriptions, and Direct Deposit information. Also included in the checklist is a link to the online orientation, NEO I & II.  The hiring manager will monitor the progress of completing the New Hire Checklist in UKG. 

Documentation not collected in the Checklist but still needed are Degree/Transcripts. The hiring manager will upload these to the employee's Documents. Hiring managers will send a Change Request form to add any secondary positions/cost centers needed to the Rate Table. 

• How to Hire a New Employee 

• Interview Guide