ONBOARDING Frequently Asked Questions
Last Updated: October 26, 2020 7:06:56 PM PDT
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Expand section Getting Started
What browsers are acceptable for use within the solution?
All of the following browsers are supported:
Firefox
Chrome
Safari
Internet Explorer
The following browsers provide the highest level of functionality and are preferred:
Firefox
Chrome
Safari
Firefox
Chrome
Safari
Internet Explorer
The following browsers provide the highest level of functionality and are preferred:
Firefox
Chrome
Safari
How do we know the e-mails from UC San Diego Human Resources won't go into the Spam folder?
Because of the variability that exists between internet browsers, we do not know that our e-mails won’t end up in a new hire’s spam folder. The ONBOARDING solution relies heavily on technology (e-mail); consequently, the hiring department representative should always ensure that a new hire offer is preceded and/or followed up with a phone call.
How will I know what access (role) I will be assigned in the ONBOARDING Environment?
Your role will be assigned to you by your department and should be communicated to you by your supervisor.
Where can I find training for the ONBOARDING Solution?
The ONBOARDING Solution Training Resources Library on Blink contains links to the computer-based tutorial, quick reference job aids and much more.
Will the ONBOARDING Solution bring about changes to our current processes or policies?
Use of the solution will bring about the following changes:
1. All offers of employment are required to be extended via a formal, written Offer Letter.
2. All departments using the ONBOARDING Solution agree to the digital storage of all forms, and understand that the Payroll Office is the office of record and official steward of the data the forms contain. All requests for copies of forms must go through Payroll.
1. All offers of employment are required to be extended via a formal, written Offer Letter.
2. All departments using the ONBOARDING Solution agree to the digital storage of all forms, and understand that the Payroll Office is the office of record and official steward of the data the forms contain. All requests for copies of forms must go through Payroll.
How does use of the ONBOARDING Solution change the hiring process for Foreign Visitors?
Hiring professionals will no longer be required to complete the Glacier Record Request Form on BLINK. The Glacier team is notified of the Foreign Visitor Hire automatically through the Solution.
Can I use fragments of the ONBOARDING Solution to perform only those automated functions I choose?
The ONBOARDING Solution must be used in it’s entirely – no bifurcation of the Solution is permitted.
Are individuals who transfer from other UC campuses to UC San Diego considered to be “new hires”?
Yes, all transfers from other UC campuses are new hires to UC San Diego.
How are Inter-Location or Multi-Location appointments handled?
Inter-location or Multi-Location appointments are not new hires, and would be processed outside the ONBOARDING Solution. The procedure is as follows:
1. For employees with temporary inter-location or multi-location appointments, the appointments are processed manually outside of the ONBOARDING environment using a paper form. The HOME location is where employees’ personnel records are housed. The HOST locations are the locations to which the employees are assigned for the appointment.
2. If your location or department is serving as the HOST location, the process is as follows:
3. When your organization is the HOME location, the process is as follows:
1. For employees with temporary inter-location or multi-location appointments, the appointments are processed manually outside of the ONBOARDING environment using a paper form. The HOME location is where employees’ personnel records are housed. The HOST locations are the locations to which the employees are assigned for the appointment.
2. If your location or department is serving as the HOST location, the process is as follows:
- Access and complete the online form.
- Obtain home location information from home location department
- Complete all fields in Host Location Information section.
- Obtain host location signatures.
- Route to appropriate office at home location (Do not forward if signatures have not been obtained or form is not complete)
3. When your organization is the HOME location, the process is as follows:
- Receive completed and signed form from host campus.
- Obtain appropriate home campus personnel signatures.
- Forward to Home Campus Payroll Office to coordinate payment.
Expand section Offer Distribution
Under "union representation" on the Offer Letter, is it possible to add the union the position is associated with and a link to the contract site?
Initiators may include this information in the box labeled “Additional Offer Details”.
If the new hire receives and does not act upon an offer, will the ONBOARDING Solution generate a reminder e-mail or does HR have to send one?
The Hiring Department would need to send a reminder.
Expand section Offer Letter Changes
If the start date changes after core forms are completed, and before the Witness Ceremony, how can we update the start date on the new hire’s record?
The amended start date can be entered on the I-9 during the In-Person Witness Ceremony. The Start Date can be amended in PPS when the funding distribution is done once the Witness Ceremony is completed.
The change in the new hire's start date can be done within the ONBOARDING Solution at the time they report for work to complete the In-Person Signing Ceremonies. When the "Begin Signing" button is clicked, a screen opens that informs the HR representative of the recorded start date for this new hire. It then asks if the start date has changed. If No is selected, the signing ceremony flows as usual If, however, Yes is selected, the HR representative is asked to enter the new hire's amended start date. Once the Oath & Patent form is signed, an Offer Letter Modification Document will open. The new hire will acknowledge the new start date by signing the document, and the HR representative will counter-sign it as well. It will digitally attach to the new hire's record for storage in the document repository.
The change in the new hire's start date can be done within the ONBOARDING Solution at the time they report for work to complete the In-Person Signing Ceremonies. When the "Begin Signing" button is clicked, a screen opens that informs the HR representative of the recorded start date for this new hire. It then asks if the start date has changed. If No is selected, the signing ceremony flows as usual If, however, Yes is selected, the HR representative is asked to enter the new hire's amended start date. Once the Oath & Patent form is signed, an Offer Letter Modification Document will open. The new hire will acknowledge the new start date by signing the document, and the HR representative will counter-sign it as well. It will digitally attach to the new hire's record for storage in the document repository.
Why must we amend the Offer Letter for a start date change? Why does the date matter?
- Once the offer is accepted, the Offer Letter is complete and is automatically filed in iDocs. It cannot be edited.
- The Offer Letter is a legal document that is auditable, and it becomes part of the new hire’s official work record. For these reasons, Human Resources requires that the start date accurately reflects the new hire's first day of work.
What is the process to follow when a Candidate requests a change to the Offer Letter before accepting?
If a candidate has received an Offer Letter that is complete and accurate, yet the candidate requests a change made before signing it, the candidate must decline the offer. Instruct them to navigate to the Other Actions tab in the upper right hand corner and select Decline. At that point, if the requested change is acceptable to the hiring manager, the Initiator can clone the record, make the change and distribute the Offer Letter. Anytime a candidate requests a change to a valid and accurate Offer Letter, they must decline.
Expand section Forms Distribution and Completion
Which forms are included in the Core Forms that are distributed to the New Hire?
- Personal Data Gathering Form
- UC W-4 Withholding Allowance
- UC San Diego Policy/Acknowledgment Form
- UC San Diego Admin Policies
- UC Presidential Policies
- UCNet
- Principles of Community
- UC Statement of Ethical Values and Standards of Ethical Conduct
- UC Nondiscrimination and Affirmative Action Policy
- Office for the Prevention of Harassment and Discrimination (OPHD)
- Worker’s Compensation
- Whistleblower & Whistler Protection Policies
- UC San Diego Smoke Free Policy
- Affordable Care Act Exchange Notice (ACA)
- Asbestos Notice
- Substance Abuse
- Family and Medical Leave
- Computer Information Use and Security Statement
- Voluntary Self-Identification of Disability
- Voluntary Self-Identification of Race, Ethnicity and Veteran Status
Why is the Oath and Patent not included in the Core Forms that are distributed electronically?
The New Hire's signature on the Oath and Patent must be witnessed. For this reason, it is included in the In-Person Witness Ceremony.
What is the time limit on completing the forms before data is lost and the new hire must start over?
The time limit is 120 minutes, and this is a default setting within the software.
On the Employee Data Gathering Form, the Education field is located very near the Student Status – does this mean education in general, or is it specific to education at UCSD?
This field is intended to gather information on a new hire’s education in general. It is not specific to UC San Diego.
When completing the forms, there are no red flags to detect whether all info is the same, e.g. it is possible to enter two different SS#, and not get an error message that the numbers are different.
Because certain fields must be editable in case of errors, the technology will not recognize two different number entries as an error. It is programmed to accept the last entry as the correct one and will auto populate the last number entered across the forms.
Can we re-send campus forms to the new hire in the case they deleted them, or so they can make corrections prior to the In-Person Witness Ceremony?
1. If the new hire accidentally deletes the e-mail containing the forms, an Initiator can log into the ONBOARDING environment, pull up their record, and use the re-send button to re-send the forms for completion.
2. If the Initiator determines that errors were made when the forms were completed, the Initiator can use the Push Back for Edit button in the new hire’s record.
2. If the Initiator determines that errors were made when the forms were completed, the Initiator can use the Push Back for Edit button in the new hire’s record.
Expand section Welcome Letter
It seems as if confusion surrounds the complimentary parking pass for new hires. Some new hires are able to get it while others are told they cannot have it. Why can some new hires get the pass while others can’t?
The Complimentary parking pass is available only to first-time new hires to UC San Diego. Any students or TES employees being hired into a full-time position would not qualify, nor would re-hires, or anyone with a prior record established in our payroll system (i.e. in PPS and received a paycheck from UCSD).
Within the Welcome Letter, can we include campus maps and directions?
Campus maps and driving directions are provided on the Welcome New Hire website.
When does a new hire enroll in Direct Deposit?
New hires can enroll in direct deposit on their second day of employment, and this is best done within the new hire’s department.
Expand section In-Person Witness Ceremony
During the In-Person Witness Signing Ceremony, when the New Hire is signing the I-9, the Next Pointer keeps coming back to initial at Preparer/Translator even when there is no Preparer/Translator - Why?
This is correct behavior of the tool; in the case a preparer/translator is necessary, this initial is required. In order to ensure it is completed in instances when it is necessary to do so, it will repeatedly land on that field until such time that the ceremony is complete.
What happens if a person has a name change, and the name on their core hiring forms doesn’t match their name at the In-Person Witness Ceremony?
It is not a problem for the core forms to reflect a different name, so long as that name was the person’s legal name at the time of signing. For new hires who have experienced an official name change event, i.e. marriage, divorce, the name can be changed on the I-9 form during the Witness Ceremony. When the person’s new legal name is entered, it will populate that form and the Oath and Patent. It will not, however, populate the core hiring form data, as the data was entered in a previous signing ceremony.
How do I complete the I-9 Document Identification Verification?
The Department Initiator or Super User needs to determine if the new hire’s document type is acceptable in either List A, B, or C. See the complete list of acceptable documentation for I-9 verification. Enter the document type in the respective list, e.g. A, or B & C. Note that if a document type is entered in List B, it will then require entry in List C. If a document is entered in the A section, only that section needs to be completed. Once entered, the subsequent required fields will show.
What happens if the new hire completes all the necessary forms, but fails to show up for work or communicate with the Department Initiator?
This is a case of a “no call, no show,” and the Department Initiator needs to log on to the ONBOARDING Environment, pull up the new hire’s record, and Cancel the Onboarding Record. This action halts the ONBOARDING record, and notifies the Account Creator to disable any accounts that have been established for this new hire. The new hire receives an e-mail letting them know that the offer from UC San Diego has been rescinded.
What happens if the HR Representative notices an error on the I-9 form after the New Hire Has signed it. Can it be edited?
Once signed by the New Hire, the I-9 Form cannot be edited. The I-9 signing ceremony must be re-initiated and the form must be completed again. To do this, the HR Representative navigates to the Other Actions tab in the upper right hand screen and chooses “Decline To Sign.” The I-9 ceremony will re-set and the New Hire can complete a new I-9 Form.
For more information contact your central office that supports your onboarding process.