Carnegie Mellon University

Weekly Onboarding Sessions

The Office of Human Resources hosts onboarding sessions for new staff members every Monday from 9 to 11:45 a.m.* These comprehensive sessions enable new employees to complete all onboarding tasks before arriving at their department, provide personal contact with the Office of Human Resources on their first day and help ensure compliance with the Form I-9 requirement. 

Since these weekly sessions focus on onboarding tasks, new employees are still encouraged to attend the monthly New Hire Orientation to learn more about personal and workplace safety and security, university policies, CMU's mission and culture and the additional benefits of being a CMU employee.

*Please note that in-person onboarding sessions have been suspended in response to COVID-19 precautionary directives. New employees are encouraged to participate in virtual weekly onboarding sessions via Zoom. The Office of Human Resources will contact new employees to provide session details and Zoom invite as well as instructions for completing their I-9 in response to COVID-19.

  • All staff located in Pittsburgh who begin work on the first business day of the week will be automatically enrolled in the onboarding session on their first day. Hiring managers are encouraged to start their new employees on a Monday whenever possible to take advantage of the full onboarding session.
  • New staff who do not begin work on the first business day of the week will be automatically enrolled in the onboarding session the following week. The hiring department will need to facilitate the completion of Section 2 of the Form I-9 and obtaining a CMU ID card.
  • Faculty members and instructional staff are not being automatically enrolled in weekly onboarding sessions at this time. If you would like to enroll a faculty member for an upcoming session, please contact the HR Service Center with the name and hire date of the new faculty member. You may also request that all new faculty members from your area be enrolled in future onboarding sessions.
  1. The HR Service Center will email the new employee in the weeks leading up to their first day, encouraging them to reach out with any onboarding questions, urging them to complete the first set of onboarding tasks in their Workday inbox and inviting them to the weekly onboarding session. The hiring manager and department initiator will be copied on the email.
    • Attendees will be instructed to complete onboarding part 1 tasks in Workday prior to the session. Instructions can be found on the New Faculty and Staff: Required Tasks pages.
      • Form I-9 Section 1
      • Review Documents
      • Personal Information
      • Disability Self-Identification
    • New employees should pay special attention to the Andrew Account task, since they will need an Andrew ID and DUO Two-Factor Authentication to complete the onboarding part 1 tasks in Workday prior to the onboarding session.
  2. A second email will be sent on the Thursday or Friday before the new employee’s first day to confirm the location of the onboarding session and to provide the appointment time prior to the start of the session to complete Section 2 of the Form I-9, if necessary. The hiring manager and department initiator will be copied on this email as well.
  3. Following the onboarding session, the HR Service Center will send an email thanking the employee for attending the session, asking for any follow-up questions and providing the presentation slides.

Sessions take place on campus; location will be confirmed via email the Thursday or Friday before the session. Attendees should park at the East Campus Garage (if driving) and will receive a validated parking ticket at the session. Attendees should bring the documentation listed on the New Faculty and Staff: Your First Day page.

Continental breakfast will be served from 8 to 9 a.m. Attendees who did not complete section 2 of the Form I-9 in advance should plan to arrive at the onboarding session location prior to 9 a.m.; assistance will be available by appointment, and appointment times will be confirmed via email the Thursday or Friday before the session.

Beginning at 9 a.m., new employees will complete the second set of onboarding tasks in Workday and hear overviews on parking, payroll and benefits. At the conclusion of the session, attendees will be escorted to The HUB on the lower level of Warner Hall to obtain their CMU ID Card. The hiring manager will be asked to confirm whether someone from their department will come to meet the new employee at The HUB at 11:45 or if they should be directed to a specific location after receiving their ID Card.

Agenda

8:00 – 9:00 Continental breakfast
Complete onboarding tasks part 1 and Form I-9 section 2 by appointment
9:00 – 9:10 Welcome and review agenda
9:10 – 9:30 Complete onboarding tasks part 2 as a group
9:30 – 9:40 Parking & Transportation Services
9:40 – 9:50 Payroll overview
9:50 – 10:00 Break
10:00 – 10:45 Health and tuition benefits overview
10:45 – 11:00 Life insurance and leaves overview
11:15 – 11:35 Benefits enrollment
11:35 – 11:40 ID Card Services
11:40 – 11:45 Closing and Q & A
11:45 – 11:55 Obtain ID Card at The HUB

The Department of Homeland Security (DHS) announced that it will exercise discretion to defer the physical presence requirements associated with completing Section 2 of the Form I-9. The following process has been implemented to satisfy the Form I-9 requirement at CMU at this time:

  1. Log in to Workday and complete Section 1 and the other onboarding tasks in your inbox before or on your first day of employment, as instructed on the HR Service New Faculty and Staff page.
  2. Within the first three days of employment, following the first day of employment, scan your documents for Section 2 and upload them according to the instructions found in the Uploading Supporting Documents in Workday Quick Guide [pdf].
    1. You can use the free app Adobe Scan that is available in the Apple App Store or in GooglePlay to take a picture.
    2. Please do not email your documents.
  3. You will be required to show your original documents in person, and at that time will be contacted by an HR representative to set up an appointment.