New Hire Processing Presentation - UCLA Health

Human Resources
Online On Boarding System
New Hire Onboarding System
 We began piloting Greentree Onboarding to new hires at RRMC
as of January 1, 2012.
 Effective April 2, 2012, the system will be rolled out to SMH,
FPG and NPH.
 The onboarding system allows us to begin processing incoming
new hires before day one.
New Hire Onboarding System
 The process can begin as soon as a hiring offer is accepted.
 Managers should immediately submit the TRF with all the
information to [email protected] and your EDB
Please include new hire’s email address
Let your new hire know to look for an email from Greentree
Communication with the subject line of “Welcome to UCLA Health
System” within the next 24 hours
 Incoming new hire will receive an introductory welcoming email
with the onboarding link.
New Hire Onboarding System
New hire is asked to do the following:
Step 1: Schedule New Hire Processing appointment
Link is available on the online letter with dates
Managers may also schedule this appointment by using the HR
website at
New Hire Onboarding System
New hire is asked to do the following:
 Step 2: Schedule an appointment with Occupational health
All required information is included
Step 3: Click “Start” button to begin all forms
New Hire Onboarding System
 Data entered once will pre-populate subsequent forms.
 Your New Hire has opportunities to ask questions during the process
through built-in messaging.
 Your HR Representative is able to monitor New Hire activity at any
time during the process and assist when necessary.
Process much more efficient
No paper packet in the mail
No more printing
New Hire session time reduced by 1-1.5 hours
Face-to-face meeting focuses on CICARE, benefits & policies and
explaining forms
Employee only signs the following forms during face-to-face session
Confidentiality Statement, I-9 and Oath and Patent
Forms are stored electronically and can be accessed when
Work with your Recruiter once you have identified your candidate to ensure
all steps are completed. -- job req closed, skills survey/reference check
completed, salary confirmed, etc.
Notify us about your new hire/rehire by e-mailing the completed EDB TRF to
your HR Rep (EDB Preparer), Anjali Fernando [email protected]
and Brenda Carew [email protected]
Delete all old versions of the EDB TRF form.
The new version requires important information about the employee that
will allow us to proceed with the new hire process.
It is available in the HR website under Forms; select EDB Forms
Remind your employees that they must complete all forms online before
attending the new hire session.
If they do not have computer access, please let us know ahead of time so we can
mail them a packet.

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