New to Onboarding

The Onboarding Portal: Introduction

What is Onboarding? Onboarding is a comprehensive electronic portal that streamlines the completion of new hire forms, background checks, and other pre-employment requirements, enabling seamless coordination and communication between departments, candidates, and Human Resources (HR).

The Onboarding Portal provides:

The ability for departments and HR to track a candidate's progress online.

Clear guidance to candidates and departments on what is required of the candidate and where they are in the process.

Integration of pre-employment requirements from job offer through new employee orientation.

The ability for the candidate and the department to electronically upload additional required documents.

Electronic workflow of department steps and approvals.

Reduction of paper forms from the integration of offline processes into the portal.

Email notifications to track when onboarding is launched, background checks are completed, and candidates are hired.

Training

The FSU Onboarding Training for Department Representatives is available as an interactive, self-paced online module in Canvas. If you are a new Department Representative, serve as a backup to your Department Representative, or would like to refresh your knowledge about the Onboarding Portal, this class is for you!

How to Register

Go to my.fsu.edu. Sign in with your FSU employee credentials.
Under MYFSULINKS select HR > Employee Self-Service > Learning and Development > Request Training Enrollment.
Use course number BTSMT0 to enroll in the online self-paced module.

Training Resources

Quick Reference Guide

Access to the System

To gain full access within the onboarding portal, department representatives will need to request two roles via an electronic Online Role Request (eORR). If you represent multiple departments, you will need to select ZSM roles for each department when submitting the eORR.

FSU_SM_DEPT_ADMIN
FSU_ZSM_DEPT_%%%%%% (The “%” stands for the department ID number.)

Higher-level approvers who will be reviewing and approving items for dual compensation, outside employment, or employment of relatives will not need these roles. They will need FSU_SS_MANAGER.

To allow necessary department staff to track a candidate’s progress only, they can request the FSU_SM_DEPT_VIEWONLY role with the appropriate FSU_ZSM_DEPT roles for your department(s).

Key Processes

The initial discussion with a top candidate should always include an anticipated start date, job details, and next steps.

Explain that next steps are the background check and the University's onboarding process. A contingent offer letter may be provided.
The start date can be confirmed and a formal offer made once the background check has been processed and the department has received a “clear to proceed” notification from Human Resources.

All new hires, rehires, additional jobs, FWS students, and courtesies are appointed through the onboarding process.

Paths:

Place express appointments on the correct path to ensure a smooth login and Onboarding process for candidates (reference training guides > Recruiting Activities). There are two paths for candidates to log into the onboarding portal. If a candidate is a current/former employee or student and they know how to log in via the myFSU portal, they should be placed on Internal Path.

Payroll Deadlines:

How can you ensure your employees are paid on time?

Timely submitting job offers with appropriate start dates and meeting the payroll deadline are key components in ensuring your employees are appointed and paid timely. Lags in submission or approval of actions and incomplete documentation can result in delays in pay, benefits selections, and system access.

Job Offers must be submitted at least 2 weeks in advance of the anticipated start date for all appointments.

Why is 2 Weeks Required?

Sufficient time for candidate steps, including onboarding invitation, background check initiation, and document submission.
Time required to obtain all approvals for job offer, Employment of Relatives, Outside Employment, and Dual Compensation.
Time required for completing department onboarding steps, the criminal history background check, and submitting all the necessary work authorization and onboarding documents.
To be compliant with University Policies and Procedures, ensuring work does not begin until onboarding and all required approvals are complete.

To meet the payroll deadline:

Upload all required documentation into the Supplemental Documents section.
Click “Save and Submit” to submit to HR by the specified due date.
All approval steps in the portal must also be completed on/before the deadline.

The Background Check Process is initiated within the onboarding portal.

In accordance with University Policy 4-OP-C-7-B11, work shall not begin until after any required pre-employment screenings are completed and approval received from the Office of Human Resources.
Departments should still initiate a request through the background check portal for personnel actions not tied to an OMNI Job Offer (promotions, laterals, demotions, reassignments, transfers, and changes in assignment via ePAF, Volunteer, or additional duties or compliance without a personnel action).

The I-9 process must be completed in accordance with the federal deadlines.

Section 1 must be completed on or before the first day of work and Section 2 is due by the third business day.