Congratulations on your new hire! The IT Admin team looks forward to helping you prepare for your new employee’s first day. Please take a moment to review the next steps for on boarding:
- Submit a ticket.
We will need to collect some additional information to begin the onboarding process. Please visit the IT Administration Client Portal and submit a New Student Hire Request form (or click “Request Service” located to the right of this article).
- Complete OU IT Required Documents.
Managers will need to distribute and maintain required IT documents for all student employees. For forms and additional information please see related article Required Student Documents.
- Background Check Consent.
HR will send the new hire a link to complete a background check consent. The link to complete the consent will expire after 48 hours. HR will not approve a hire EPAF before this step is completed.
- Welcome Email (New Employees Only).
The IT admin team will send a welcome email to all new employees. The welcome email includes instructions for completing New Hire Paperwork with HR. New Hire Paperwork is a two-step process.
- Complete New Hire Paperwork electronically via DocuSign. The IT admin team will initiate the paperwork and the new hire will receive an email from OU HR to complete their portion.
- The loyalty oath and I-9 verification must be completed in-person. New hires will need to visit HR after completing the electronic paperwork. Walk-ins are welcome M-F 8-5 (905 Asp Ave.). HR will issue an EMPL ID and receipt upon completion of paperwork. Receipt must be sent to richele.edwards@ou.edu before a Hire EPAF can be entered into PeopleSoft.
- Submit EPAF in Peoplesoft.
The IT Admin team will enter an EPAF to appoint your new student employee. Please refer to the different types of EPAFs below.
- New Employees: A Hire EPAF will be entered after the admin team receives a copy of the New Hire Paperwork completion receipt.
- Current OU Employees (Transferring): A transfer EPAF will be entered to transfer the employee out of their current department and into their new appointment with IT. HR paperwork isn't required. It’s important that the student notifies the other department of their intent to transfer positions. If a termination is processed in the other department, it could delay their IT appointment.
- Current OU Employees (additional job): If the student will continue work in another department on campus, an additional job EPAF will be entered. This type of EPAF will create an additional record for the employee in PeopleSoft. It is important that we ask about their intent to work in another department and assign the correct FTE. Transferring them out of their current position and into IT could result in pay delays for work completed in another department. **Please note that this only applies when both positions are hourly. Employees can not have both an exempt (salary) and non-exempt (hourly) record simultaneously in PS. Please see related article How to Submit Pay for Students with an Exempt Position in a Different Department for additional information.
- The hiring manager will be notified once the EPAF has been executed by HR. Time sheets are typically available within the first few days after approval and new employees will be assigned required training in Onpoint.
HR checklists are attached to this article to help welcome your new employee. Additional info can also be found by visiting the OU HR website (we’ve included some helpful links below). Please see related articles for more information regarding international employees and student work hour limits.
https://newemployee.ou.edu/Student-Employees
https://hr.ou.edu/Learn-Earn-Jobs