New Hire Onboarding

New Hire Onboarding Form
*****Your new employee's I-9 documentation must be submitted/processed and you must have reviewed the Supervisor's New Hire Checklist by HR before you may utilize this tool*****

I-9 dependent information you need to know before starting this form:
- Employee YC email
- Employee Y#
Not I-9 dependent, but action needed prior to starting this form:
- Supervisor have employee submit their ID card photo online at this link: https://www.yc.edu/v6/enrollment-services/onecard-first.html
Not I-9 dependent, but beneficial to know, if applicable:
- New employee's physical workspace and the location
- Building access needs (ID card access/physical keys)
- Cabinet/desk key numbers
- Equipment needed from ITS
- Facilities related needs
- Phone related needs
- If the new employee will be a time sheet approver, and if so, who for
- Who the dean/director is for your area that has permission to approve building access requests through Facilities (ID card access/physical keys)
Completion of this online form will generate emails to the relevant departments to complete work requested, such as: office wall sign, name plate, facilities requests, phone services, ITS equipment, keys/building access, etc.

If you need assistance with this form or have any questions, please contact HR x2217
Have you completed the necessary steps using HR's 'Supervisor New Hire Checklist' to be able to fill out this New Hire Onboarding Form?*

YesNo
As a respondent to this form, are you the new employee's supervisor or are you authorized by the new employee's supervisor to submit this on their behalf?*

I am the supervisorI am authorized by the supervisor
You may not complete this form at this time.

Please start with the Supervisor's New Hire Checklist on the Human Resources webpage for a successful new hire onboarding experience.

Employee/Supervisor Information
New Employee Name:*

First NameLast Name
New Employee Y#:*
Must follow this format: Y01234567
New Employee's YC Email Address:*

Confirmation Email
New Employee Job Title:*
Use their official job title as designated by HR
New Employee Start Date:*

MonthDayYear
Supervisor Name:*

First NameLast Name
Supervisor's YC Email Address:*

Confirmation Email
Which location(s) will the new employee be working at? *select all that apply**

CTECChino ValleyPrescottPrescott ValleySedonaVerde ValleyMostly Online/Remote (No physical work space on campus)
Please provide specifics on the location of the new employee's work space:*
Campus/Center: Building: Room Number: Please fill in value next to the prompt or leave fields blank that do not apply. You may also remove fields that don't apply and input other information as applicable to this prompt.

Work Space
Does the new employee need a wall name sign for their work space?*

YesNo
What information needs to be listed on their wall name sign?*
Line 1: Line 2 (Optional): Line 3 (Optional): Please fill in the value next to the prompt.
Do you have additional notes regarding wall name sign? If yes, insert them below:
If none, please leave field blank
Does the new employee need a name plate for their desk?*

YesNo
What information would you like listed on their name plate for their desk?*
Name to be displayed on desk name plate: Other Information to be listed on name plate (if applicable): Please fill in the value next to the prompt (e.g. Pamela vs. Pam Beesly, job title if necessary). You may also remove fields that don't apply and input other information as applicable to this prompt.
Do you already have a base that the name plate sits on, or do you need a new one?*

I already have oneI need a new one
Does their work space require any facilities related services?*

YesNo
If you need a new computer for your employee, please complete the ITS Computer Request Form
Please describe the ITS equipment needed for their work space:*
(ex: a new laptop, a new keyboard, a second computer monitor, speakers, or a webcam for their computer, etc.)

Services
Does the new employee require any of the following phone services? *select all that apply*

Phone number assignmentOther Phone Needs
Please list more specific information regarding your phone related needs from above:*
(ex: xxxx extension belonged to a previous employee and I would like to use it for the new employee, the new employee needs to be able to answer/receive calls on behalf of xxxx extension, a new phone or headset is needed, etc.) List N/A if none
Do they require access to a copier/print code, or scanning capability to a shared folder?*

YesNo
Do they require any of the following? *select all that apply*

Name tagBusiness cards
Is the new employee a time sheet approver?*

YesNo
Please enter the first and last names of the employees whose time sheets the new employee will approve:
Name(s): Position Number(s):Please include names and position numbers to maximize payroll's time in completing this request for you

This user needs access to:*

Departmental Copiers - Black & White ONLYDepartmental Copiers - Color Printing @ $.15/copy, FOAP RequiredDepartmental Copiers and YC Print Services - Black & White ONLY, NO FOAPDepartmental Copiers and YC Print Services - Color Printing, Premium Options, FOAP RequiredScan-to-folder Utility - ITS Required
FOAP(S)

Email address of the person responsible for ordering name tags to whom the proof should be sent:*
example@example.com
Name as it should appear on the name tag:*
Pronouns (optional):
Title or Department Name (optional):
Badge Color (select one):*

GOLDWHITE
Fastener (select one):*

MAGNETBAR PIN

Enter the following information as it should appear on the business cards:
Name:*

First NameLast Name
Pronouns (optional):
Job Title:*
Department:*
Office Phone Number:*
Fax Number (optional):
Email*
example@example.com
Departmental Website (optional):
Primary Campus or Center:*

Prescott CampusVerde CampusPrescott Valley CenterSedona CenterChino Valley CenterCTEC Center
Content for back side of card:*

YesNo

Building Access
Does your new employee require any of the following building access items? *select all that apply* Note: Please have your employee submit their ID card photo online right away at this link: https://www.yc.edu/v6/enrollment-services/onecard-first.html

Door access tied to their ID cardKeys (ex: office door, desk, or cabinet)
Does the new employee have their employee ID card yet? If not, please have your employee submit their ID card photo online right away at this link: https://www.yc.edu/v6/enrollment-services/onecard-first.html*

YesNo
What building/door access does the new employee's ID card need?*
Hover over the text box for additional instructions
Door/office/room #'s for key(s) needed:
Please format each key as Building x / Room x. Replace 'X' with a value. Hover over the text box for additional instructions. If none, please leave field blank
Workspace cabinet/desk key lock number(s):
(ex: F300, F301) If none, please leave field blank
Other key(s) needed:
Please be as specific as possible. (ex: mailbox key(s) with mailbox # or name, communal cabinet key(s) with lock #, etc.) If none, please leave field blank
Enter the YC email for the dean/director who is in charge of approving building access requests for your department:*

Confirmation EmailPlease Read Hover Text for More Info!

Designee Signature

By signing this form, you are certifying that you are authorized to sign on behalf of the supervisor and that you approve the information you are submitting. You also acknowledge that upon submission of this form, automated emails will be issued to the appropriate person(s) to fulfill the needs of the new employee as applicable.
Designee, what is your name?*

First NameLast Name
Designee, what is your YC email?*

Confirmation Email
Designee Signature:*

Supervisor Signature

By signing this, you are certifying that you are the new employee's supervisor and that you approve the information you are submitting. You also acknowledge that upon submission of this form, automated emails will be issued to the appropriate person(s) to fulfill the needs of your new employee as applicable.
Supervisor Signature:*
Should be Empty:

New Hire Onboarding Form

Employee/Supervisor Information

Work Space

Services

Building Access

Designee Signature

Supervisor Signature