The Importance of Compliance when Onboarding New Employees

Onboarding new hires can be an involved process, and for an institution, compliance is of utmost importance. With each state and institution having its procedures, standards, and requirements, there is a large amount of paperwork and steps to complete before a new member of the faculty or staff even steps foot on campus.  

Onboarding and developing a faculty or staff member requires transparency, accuracy, and tracking to ensure departments, HR personas, and the applicant participate in the process simultaneously 

SHRM identifies four distinct crucial levels of onboarding: 

  • Compliance. At this level, HR teaches new employees about legal and policy-related issues. 
  • Clarification. HR makes sure that new employees understand their unique role, along with expectations. 
  • Culture. HR focuses on exposing new hires to the values and norms. 
  • Connection. HR connects new hires to personal relationships and information networks. 

At PeopleAdmin, we want to help you meet the mandatory compliance needs through automation and technology, freeing you up to focus on clarification, culture, and connection within your process.  

Streamline Your Documents and Forms with Standardized Workflows 

When compliance is automated and streamlined, it can save everyone involved time, money, and effort. The HigherEd Platform allows you to simplify the distribution of required documents and forms, ensuring each new hire is given the same materials, in the same way, every time. Making compliance reporting much more accessible 

Our intuitive reports allow for complete visibility across your organization, creating a continually simplified process with real-time analytics. Each new hire experiences standardization and consistency, while it provides HR personas and the hiring committee a seamless pain-free process.  

Usually, this onboarding paperwork is time-consuming and cumbersome, but with the connected HigherEd Platform, your team and your new hire can stay on track. The Employee Records module allows for all the following tasks to be completed in a workflow and electronically stored:  

  • Employment contracts 
  • Personal data forms 
  • HR payroll forms 
  • I-9 verification form 
  • W-4 form  
  • Title IX form  
  • Policy and Procedure documents  
  • Campus ID forms 
  • Employee handbook acknowledgment form 
  • Confidentiality agreement forms 
  • System security acknowledgment and access forms 
  • State-required notification forms 
  • Benefits and Enrollment forms  

Digitizing your entire lifecycle, including onboarding, can save your university, and its departments time and money. Online forms allow for a transparent process of form completion, allowing for one-time data entry for all parties involved. Once data is in the system, it can travel with that employee throughout their entire tenure. The creation of digital records can be easily accessed and referenced or retrieved in case of an audit. The information is more accurate, thanks to built-in validity checks and required fields.   

Make Your Campus Compliant and Audit-Ready with Employee Records

Building an empowered, engaged, and competent workforce starts long before a new hire walks through your institution’s door. Make a great first impression with comprehensive onboarding processes designed to welcome new hires seamlessly with Employee Records. PeopleAdmin’s Employee Records (formerly Onboard and Records) enables higher education institutions to maintain compliance without the added stress of paper processes, freeing hiring managers and HR teams to focus on personalized communications and meaningful development-driven activities. This, paired with Applicant Tracking System (ATS), gives your institution the resources and data it needs to be successful. With Employee Records, new employees are up to speed and ready to fill their roles quickly, so they can spend more time advancing the institution’s mission.   

 

Watch the On-Demand Employee Records Webinar, How to Create an Integrated Applicant to Employee Lifecycle here. 

2019-11-26T14:17:01+00:00
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