College of Liberal Arts

New Employee Processing

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Refer to the UT Austin HR’s New Employee Checklist for a complete walk through of this process.

How It Works

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  1. Extend an offer letter to the potential hire. Consult the CoLA HR’s template for this letter. The offer is made contingent on a background check. Submit a background check via the Background Check Administration.
  2. New employee signs and returns the letter with the background check form. Submit the background check form to central HR.
  3. When you get the letter back, complete the recruiting summary in HRMS. Mark all candidates whom you did not interview as either: "reviewed, does not meet minimum qualifications," “incomplete application” (if they did not provide some of the required materials), or “reviewed, non-competitive”. For the candidates that you interviewed, give reasons based on the preferred qualifications of the job posting for why you did not select this candidate. For the candidate that you hired, also use reasons from the preferred qualifications for why this candidate was selected. When you approve the recruiting summary, an appointment will be generated in *DEFINE.
  4. Register the new employee for the campus-wide New Employee Orientation and the College of Liberal Arts New Employee Orientation
  5. Review the New Employee Checklist in preparation for the new employee’s arrival. If the new employee attends the campus-wide New Employee Orientation on their first day of work, many of these tasks will be completed in central HR. If they will not attend orientation on their first day, ask the employee to bring their I9 documentation to work within the first three business days.
  6. If the employee will need access to the mainframe, have one of your departmental *DPUSER contacts establish a mainframe logon for the employee. Add the new employee to the appropriate desks and views and request authorization for any applications they will need.
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Last Modified: 30 June 2010