Supervisor's Guide - Permanent Employee Onboarding

Full-Time Faculty, Admin/Exempt, & Classified Employees

Supervisors are responsible for ensuring the steps are completed in the order listed below to ensure there are no delays in the onboarding process.

Important:

A social security card is required for ALL employees prior to starting work. DO NOT PROCEED until you (supervisor) have confirmed they have a social security card. New/replacement social security cards can be requested online HERE.

Faculty must send OFFICIAL transcripts directly to the HR Office during onboarding.

1. Initiating the Hire 
   1. Hiring Authority works with HR Recruiter to determine salary and start date
   2. Once offer is accepted, HR Recruiter will initiate NEOED Onboard account activation
   3. HR will send an email to the employee and supervisor with initial directions

2. Completing New Hire Forms in NEOED Onboard
   1. New hires will get an email with the onboarding link
   2. All new hire documents will be completed online

3. HR Validation of the I-9 Employment Authorization Form, Soc. Sec. Card Submitted
   1. Employee completes section 1 of I-9 online in Onboard
   2. Employees brings  I-9 verification document(s) to HR during the times below (no drop-ins).
      1. Tuesday mornings (10:00am-11:00pm)
      2. Wednesday afternoons (2:00pm-3:00pm)
   3. HR reviews verification documents and signs I-9 employer verification section.
   4. HR collects a Soc. Sec. card copy if not already submitted by the new hire via online onboarding.   

4. Authorization to Begin Work (HR).
   1. HR will send an email to the supervisor and employee to confirm once onboarding is complete.

5. Supervisor’s Orientation Checklist 
   1. Within one week of the employee’s start date, supervisor completes online checklist.
   2. Employee will then receive notification to confirm their acknowledgment by signing off on the checklist.

After Onboarding:

1. Item	Auto Assigned	How to request
   Shoreline employee email	Yes	Activation emailed to employee 3 days before start
   Additional ctcLink access	No	Submit ticket through  Support Center - ctcLink Access.
   Building/Office Keys	No	Complete Key Request form & send to Safety & Security
   Parking Permit Request	No	Complete request form HERE. (NOT for Admin/Exempt)
   Business Cards	No	Complete request through MarketDirect Storefront
   Badges, name plates	No	Request form Service - Requests for Name Badges, N...
   Employee ID Card	No	See here for dates/times
   Access to shared email inbox	No	Submit ticket through Support Center - Shared Inboxes.
   Telephone number	No	Submit ticket through Support Center - Phone Request.
   Printer Code	Yes	Pin number & directions emailed to employee
   SharePoint access	No	Can be assigned at the department level.
   Employee Canvas Training	Yes	For questions, contact elearning@shoreline.edu
   Faculty – Canvas access	Yes	For questions, contact elearning@shoreline.edu