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Purpose
The new hire employee form is designed to streamline the onboarding process for all employee types, including full-time, part-time, contingent, and work-study / student worker personnel. It ensures that all relevant departments receive the necessary information to promptly provide the new hire with the equipment and access they need.
- HR will inform the hiring manager of the new hire's name, email address, the last four digits of their AIMS number, and their start date.
- Once this information is received, the hiring manager and/or admin can complete and submit the new hire form
- Hiring manager or department admin should not create the new hire ticket until they have received clearance from Employee Services.
Instructions
Hiring manager or department admin submits a New Hire Form:
- Go to the Okta Dashboard, select the "Aims Help Center" tile or go to https://help.aims.edu.
- Choose Account or Access, then Request a Service.
- Choose Approved New Hire Service Request, then Request Service.
- Fill in the form:
- Provide details for the person’s full name, job title, A number (last 4), email address, and many requirements (work location, laptop type, phone, shared folders, etc).
- The person completing the form must indicate the relationship to the new hire (admin or manager). If the department admin creates the ticket, the hiring manager must approve the ticket as well. TeamDynamix will send an approval notification to the hiring manager/supervisor to approve.
- When the ticket is submitted, Employee Services will receive a request (task) for final approval.
- When Employee Services approves the task, a number of processes are kicked off to provide TeamDynamix tasks to the relevant departments (IT, Facilities, Security, Workday). In addition to the tasks email notifications will be sent to: Jerry Harvey (Board), Darla Underhill (Payroll), Paul Lind (Finance), and Stephanie Ralston (BizLibrary).
All of the departments then fulfill the requests and close the tasks. The ticket should then close automatically, or the original requestor (hiring manager or department admin) can close it.
If a ticket is started and the potential employee later declines the job during the new hire process, the requestor can choose “Withdraw request” within the ticket, and all tasks will be canceled.