Smart Onboarding is an HR customer service initiative to bring clarity and efficiency to the FSU onboarding process.
This comprehensive electronic onboarding portal streamlines the completion of new hire paperwork, background checks, and other pre-employment requirements. The portal also guides candidates through the process and provides a stellar first impression of FSU.
Learn how to work smarter with the FSU Smart Onboarding portal!
Training modules are available for Department Representatives (see course information below).
Until the COVID-19 crisis is over, in-person training sessions will be replaced by a recorded training session, course code BTSMT0-3000. Request enrollment in OMNI to access video training in Canvas and certify completion to receive course credit.
Current Training Sessions
Enroll in OMNI to access video training in Canvas and certify completion to receive course credit.
To register, log into myFSU and navigate to: Employee Self Service > Learning and Development > Request Training Enrollment. Follow the prompts to search and submit your request.
The Onboarding Portal
The Smart Onboarding portal combines pre-employment requirements in one streamlined process, including integrating background checks into the electronic workflow. We continue to strive for better user experience and improvement to online tools. You can always check this page for the latest Smart Onboarding changes to ensure you’re staying up to date.
- 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. Process includes collecting employee information, tax forms, policy acknowledgements, EEO solicitation, background checks, leave transfer requests, selective service information, benefits information, payroll information, direct deposit, parking, and more.
- The ability for the candidate and the department to electronically upload additional required documents like transcripts, licenses, loyalty oath, certifications, etc.
- Electronic flow of department steps and approvals (including VP/high-level approval.)
- Reduction of paper forms when offline processes are integrated into the system.
- September 2020 – The Smart Onboarding portal was upgraded. It is more user-friendly for incoming candidates and includes helpful features for department representatives. These key features are detailed in the Smart Onboarding Quick Reference Guide for Department Representatives.
- July 2020 – FSU credential (FSUID) logins may be used for current employees, previous employees, and current & former FSU students. Departments must enter the employee/student ID and FSUID when creating express appointments and the candidate will receive a link with instructions to login using their FSU credentials. This enhancement also allows for some existing data to prepopulate into the onboarding session therefore making it a faster process for these candidates.
- It’s important to place express appointments on the correct path to ensure a smooth log in and Onboarding process for candidates (reference training guides > Recruiting Activities). Additionally, corresponding instructions should be shared with candidates so they know what to expect when they receive their onboarding invitation.
- Instructions for Departments to know which path a candidate will log into Onboarding by:
- External Path: If the job offer does not have an employee ID in the FSU Offer – Additional Info section, the candidate will receive an email once Onboarding is launched with the subject of “Welcome to FSU”. The email will direct them to log in: a) as a New User to the Onboarding system by registering, or b) as a Returning User to the Onboarding system with their previous onboarding credentials (these are not their myFSU credentials).
- Internal Path: If the job offer has an employee ID in the FSU Offer – Additional Info section, the candidate will receive an email once Onboarding is launched with the subject of “FSU Onboarding Invitation”. The link will direct them to log in with their myFSU credentials.
- Language to add to email templates that you send candidates (depending on which path the candidate is on):
- Include for New or Returning Users on the External path: Please be on the lookout for an email from FSUOnboard@fsu.edu with the subject line “Welcome to FSU”. From the email, click the New User link and create a user ID, password, and security questions to log into the secure portal and complete the onboarding session. Alternatively, if you have gone through the FSU Onboarding process before, click the Returning Users link to log in with previously created onboarding credentials (these are not your myFSU credentials).
- Include for Rehires/Current Employees or Current/Previous Students on the Internal path: Please be on the lookout for an email from FSUOnboard@fsu.edu with the subject line “FSU Onboarding Invitation”. From that email, you will be prompted to use your FSUID and password to log into the secure portal and complete the onboarding session. If you do not recall the password for your account, FSU IT is available to assist you: 850-644-HELP or visit https://faq.its.fsu.edu/computing/accounts/fsuid-fsu-identity/how-do-i-reset-or-change-my-fsuid-password.
- November 2019 – Smart Onboarding Invitations launched to candidates who are current employees or who are “External-Previous” employees receive a link with instructions to log in using their myFSU credentials.
- October 2019 – Courtesy Appointments are included as an option in the list of Smart Onboarding Invitation types. For assistance navigating the Courtesy Appointment process, access the Appointing Courtesy Candidates via Courtesy Express job aid.
Key Process Changes to Keep in Mind
Initial discussion with top candidate should always include an anticipated start date, job details, and next steps.
- Next steps: BGC and the University's onboarding process.
- The start date can be confirmed once the background check has been processed and the department has received a “clear to proceed” notification.
All hires should be appointed through an OMNI job offer/e-Recruit and should utilize the onboarding portal.
- Your candidate will be hired through one of the following electronic methods:
- A standard advertised opening
- One of the Express pools:
- Faculty Express to appoint OPS Faculty
- GA Express to appoint Graduate Assistants
- OPS Express
- Non-advertised job openings for positions that are exempt from advertising (i.e. Visiting appointments, 0.5 FTE or less, person named in a grant, or hires with an approved waiver of advertisement)
The BGC process is initiated within the onboarding portal for all appointments.
- Departments should still initiate a request through the background check portal for personnel actions not tied to an OMNI-HR Job Offer (promotions, laterals, demotions, reassignments, transfers, and changes in assignment via ePAF, Federal Work Study, Volunteer, and Courtesy personnel actions, or additional duties or compliance without a personnel action.)
The I-9 process is not a pre-check for employment and can be completed after the individual is processed in OMNI.
Gaining Access to the System
To gain full access and functionality within the onboarding portal, department representatives will need to request two roles:
The following role should be requested for view only access for Department Heads/or Staff to track a Candidate’s progress without taking action:
If you cover multiple departments, you will need to select all applicable ZSM roles for each department when submitting the electronic Online Role Request.
Higher level approvers who will be reviewing and approving items for dual compensation, outside employment, or relatives will not need these roles.
Tips & Tricks
- If an employee is transferring from one employee class to another (i.e. OPS Exempt to OPS Nonexempt), the action must be completed through the onboarding process.
- Do not let your candidates expire! An onboarding invitation expires after 21 days if not accessed by the candidate. Stay in touch with your candidates. You are their first line of support.
- Always enter salaried faculty and staff annual compensation at the full-time rate, even when employee is part-time. The system will calculate automatically based on the weekly hours entered.
- If your candidate is an existing employee, rehire, current student, or former student, please enter their Employee ID and FSUID when adding express appointments.
- Deadlines are met when job offer and all documents needed are received, not when submitted.
- Section 3 Rehire on I-9 is only needed for rehired employees who have been terminated for 15 days or more.
- Need to review your candidate’s onboarding progress? You can always navigate to Candidate Console to see their process completion percentage by clicking the “View Process” link.
- Know the difference! “View Onboarding Approvals” is only for reviewing Dual Compensation, Outside Employment, or Employment of Relatives forms. The section “FSU Onboarding Approvals” is an alternate navigation to the forms for approvers to take action on what is pending.
- Onboarding an additional appointment? Remember to consult with Department Rep(s) for employee’s existing appointment(s) to determine the following: No Change, Update, or Terminate. Coach Internal Transfers on how to appropriately answer the Dual Comp question.
- Approvers & Department Representatives should proactively monitor their Worklist and FSU Onboarding Approvals.