New Employee Onboarding Process

What type of employee?Payment forms needed:
Student or Irregular Help Employee (Hourly)Personnel Record Card -
No Memorandum of Agreement required.
Adjunct Faculty (lump-sum payment, payment in addition, or stipend - includes irregular help that are not paid hourly)Depending on type of work, the department will need to fill out a Temporary & Adjunct Non-Credit Personnel Action Form or an Adjunct Faculty/Credit Personnel Action Form. A Memorandum of Agreement must be completed prior to any work commencing.
Benefit-Eligible EmployeePermanent PCN Personnel Action Form. If a benefit-eligible employee is receiving a payment in addition, lump-sum payment, or stipend a Memorandum of Agreement (or equivalent) must be completed prior to any work commencing. 

I am hiring a:

Step 1: Ensure you have Presidential approval to make a verbal offer to your candidate.

Step 2: Hiring Manager informs Human Resource Services (HRS) of chosen candidate and a job offer is made contingent on a background check.

HRS will email new employee to remind them to send their official transcript to HRS.

Step 3: HRS sends the background check information to the candidate via the email address used in ApplicantPro. Upon completion of the background check, HRS notifies the hiring manager and enters the new employee into Colleague (information including personal email address). If the background check comes back with incriminating information, the hiring manager will follow the background check policy to move forward with hiring the new employee.

  • Background checks are typically returned to HRS within 24-72 hours

Step 4: The hiring manager will send the new employee a written offer with salary information as approved by the VP/President.

Step 5: Hiring manager (or department) completes the Permanent Personnel Action Form (look up Warrior ID number in Colleague).

Step 6: FOR PROFESSIONAL STAFF ONLY: Upon successful routing of the Personnel Action Form, the Budget Office will create the new employee's Employment Contract. The hiring manager notifies the new employee to check their email provided in ApplicantPro for the employment contract and other important onboarding steps (indicated below). The Employment Contract is sent to the President for signature. After the President signs the Employment Contract, HRS then emails the Employment Contract to the new employee via RightSignature. The Employment Contract is sent to the email the new employee provided in ApplicantPro.

Step 7: Hiring Manager will notify new employee to watch their email, as HRS will email the New Hire Documents (I9, retirement information, life insurance, etc.) via RightSignature to the email the new employee provided in ApplicantPro for completion. New employee will provide identification to HRS as required by the I-9.

Step 8: HRS emails the Email Account Creation Form along with their Warrior ID number to the email the new employee provided in ApplicantPro. The new employee's @lcsc.edu email address will be created by IT within 1-2 business days. The new employee will receive on-screen notification after completing the Email Account Creation Form to contact IT Helpdesk to access their new email.

Step 9: After the new employee's @lcsc.edu email address is created, IT will send the new email address to HRS for entry into Colleague.

Step 10: After 24 hours of the completion of the Email Account Creation Form, a WarriorWeb account will automatically be created by IT.  IT sends an email to the new employee at their personal email address (as entered by HRS into Colleague) and their @lcsc.edu email address notifying the employee that their WarriorWeb account has been created with instructions on how to access it and complete the FERPA tutorial.

Step 11: The new employee will then access their WarriorWeb account to complete their FERPA tutorial. Upon completion, the new employee will inform their hiring manager that they have completed the FERPA tutorial.

  • The FERPA tutorial is found by clicking "employee" and "FERPA Tutorial."

Step 12: Upon the new employee's completion of the FERPA tutorial. The hiring manager will confirm completion of the FERPA tutorial via Colleague on screen XFWW. The hiring manager will then complete the New Account Access Form. This allows the hiring manager to tell IT the programs the new employee is going to need access to. For questions, or more information, please refer to the IT Workflow website or contact IT at 208-792-2231. Computer access can take up to 5 business days.

Step 13: The hiring manager will begin following the onboarding checklists found here.

Step 14: Once the new employee's new hire paperwork (I-9, retirement selection, personal data sheet, etc.) and Personnel Action Form have been successfully processed, HRS will enter the new employee into the LUMA system. The employee will then receive 3 emails from LUMA to their @lcsc.edu email address:

  1. Welcome to the State of Idaho
  2. The employee's new State ID
  3. Benefit Enrollment Information (this includes W4s and Direct Deposit information).

HRS will send an email to the new employee's @lcsc.edu address on their first day with benefit information, a new employee welcome packet, mentor information, etc. Please have your new employee contact Payroll at extension 2204 to learn how to code their time sheet, what their first pay date will be, etc.

Please contact HRS at 208-792-2269 if you have any questions.

Step 1: Ensure you have Presidential approval to make a verbal offer to your new employee.

Step 2: Hiring Manager informs Human Resource Services (HRS) of chosen candidate and a job offer is made contingent on a background check.

HRS will email new employee to remind them to send their official transcript to HRS.

Step 3: HRS runs the background check and notifies hiring manager when the background check is complete. If the background check comes back with incriminating information, the hiring manager will follow the background check policy to move forward with hiring the new employee.

  • Background checks are typically returned to HRS within 24-72 hours.

Step 4: Hiring manager (or department) completes the Permanent Personnel Action Form

Step 5: Upon successful routing of the Personnel Action Form, the Budget Office will create the new employee's Employment Contract. The Employment Contract is then sent to the President for signature. After the President signs the Employment Contract, HRS then emails the Employment Contract to the new employee via RightSignature. The Employment Contract is sent to the email the new employee provided in ApplicantPro.

Step 6: Hiring Manager will notify new employee to watch their email, as HRS will email the New Hire Documents (I9, retirement information, life insurance, etc.) via RightSignature to the email the new employee provided in ApplicantPro for completion. New employee will provide identification to HRS as required by the I-9.

Step 7: HRS emails the Email Account Creation Form along with their Warrior ID number to the email the new employee provided in ApplicantPro. The new employee's @lcsc.edu email address will be created within 1-2 business days. The new employee will need to contact IT Helpdesk to access their new email.

Step 8: After the new employee's @lcsc.edu email address is created, IT will send it to HR for entry into Colleague.

Step 9: After 24 hours, a WarriorWeb account will automatically be created by IT.  IT sends an email to the new employee at their personal email address (as long as their personal email address is in Colleague) and their @lcsc.edu email address notifying the employee that their WarriorWeb account has been created with instructions on how to access it.

Step 10: The new employee will then access their WarriorWeb account to complete their FERPA tutorial. Upon completion, the new employee will inform their hiring manager that they have completed the FERPA tutorial.

  • The FERPA tutorial is found by clicking "employee" and "FERPA Tutorial."

Step 11: Upon the new employee's completion of the FERPA tutorial, the hiring manager will complete the New Account Access Form. This allows the hiring manager to tell IT the programs the new employee is going to need access to. For questions, or more information, please refer to the IT Workflow website or contact IT at 208-792-2231. Computer access can take up to 5 business days.

Step 12: Once the new employee has completed FERPA (this can be checked in Colleague on screen XFWW), the new employee should notify the Division Chair so they can inform the Registrar's Office of completion. The Registrar's Office will have the new employee added to CourseLeaf, and assigned to their courses. This process takes overnight.

Step 13: After the new employee is in CourseLeaf, IT and Elearning must be notified by the Division Chair in order to access their classes in Canvas.

Step 14: The hiring manager will begin following the onboarding checklists found here.

Step 15: Once the new employee's paperwork has been processed in LUMA, the employee will receive 3 emails from LUMA:

  1. Welcome to the State of Idaho
  2. The employee's new State ID
  3. Benefit Enrollment Information (this includes W4s and Direct Deposit information).

HRS will send an email to the new employee's @lcsc.edu address on their first day with benefit information, a new employee welcome packet, mentor information, etc. Please have your new employee contact Payroll at extension 2204 to learn how to code their time sheet, what their first pay date will be, etc.

Please contact HRS at 208-792-2269 if you have any questions.

*Note - If benefit-eligible employee is also teaching adjunct, please use the Permanent PCN Personnel Action Form and proceed to step 4 below.

Step 1: Hiring manager will direct adjunct employee to complete the new hire paperwork (I-9 and Background Check Form) via RightSignature. After completion, the new hire paperwork will automatically be sent to HRS for processing and new employee will bring identification into HRS as required by the I-9.

Step 2: HRS will send an email to the new employee to complete a background check and will notify the hiring manager when the background check is returned. If the background check comes back with incriminating information, the hiring manager will follow the background check policy to move forward with hiring the new employee.

  • Background checks are typically returned to HRS within 24-72 hours.

Step 3: Hiring Manager (or department) will complete, and forward one of two Personnel Action Forms and attach a completed Adjunct Employment Agreement. An Adjunct Employment Agreement must be completed prior to any work commencing (please see linked below):

Step 4: The hiring manager emails the new employee the link to complete the Email Account Creation. The new employee's @lcsc.edu email address will be created within 1-2 business days. The new employee will need to contact IT Helpdesk to access their new email.

Step 5: After the new employee's @lcsc.edu email address is created, IT will send it to HR for entry into Colleague.

Step 6: After 24 hours, a WarriorWeb account will automatically be created.  An email is then sent to the new employee at their @lcsc.edu email address notifying the employee that their WarriorWeb account has been created with instructions on how to access it.

Step 7: The new employee will then access their WarriorWeb account to complete their FERPA tutorial. Upon completion, the new employee will inform their hiring manager that they have completed the FERPA tutorial.

  • The FERPA tutorial is found by clicking "employee" and "FERPA Tutorial."

Step 8: Upon the new employee's completion of the FERPA tutorial, the hiring manager will complete the New Account Access Form. This allows the hiring manager to tell IT the programs the new employee is going to need access to. For questions, or more information, please refer to the IT Workflow website or contact IT at 208-792-2231. Computer access can take up to 5 business days.

Step 9: Once the new employee has completed FERPA, the new employee should notify the Division Chair so they can inform the Registrar's Office of completion. The Registrar's Office will have the new employee added to CourseLeaf, and assigned to their courses. This process takes overnight.

Step 10: After the new employee is in CourseLeaf, IT and Elearning must be notified by the Division Chair in order to access their classes in Canvas.

Step 11: Once the new employee's paperwork has been processed in LUMA, the employee will receive 2 emails from LUMA:

  1. Welcome to the State of Idaho
  2. The employee's new State ID

Step 12: Upon the new employee gaining access to LUMA, the hiring manager will assist the new employee in entering their direct deposit and W4 information.

  • For issues logging into the LUMA system, please contact Payroll at 208-792-2204.

Please contact Human Resources at 208-792-2269 if you have any questions.

Step 1: Hiring manager will direct the employee to complete the new hire paperwork (I-9 and Background Check Form) via RightSignature. After completion, the new hire paperwork will automatically be sent to HRS for processing and new employee will bring identification into HRS as required by the I-9 if not attached to the new hire paperwork via the RightSignature link.

Step 2: HRS will send an email to the new employee to complete a background check and will notify the hiring supervisor when the background check is returned. If the background check comes back with incriminating information, the hiring manager will follow the background check policy to move forward with hiring the new employee.

  • Background checks are typically returned to HRS within 24-48 hours.

Step 3: The new student or irregular help employee will need to discuss with their hiring manager if they will need an @lcsc.edu email address or access to LC State Campus computer systems. To accomplish this, they will need to complete the Email Account Creation Form found on the Information Technology website. If the new employee does not have a Warrior ID number, they will contact HRS to obtain their ID number.

Step 4: The hiring manager will need to follow the IT New Hire Workflow to inform IT what access the new employee needs.

Step 5: Hiring Manager (or department) will fill out one of two payment forms, depending on method of payment:

Step 6: HRS will set up the new employee in the State's LUMA system. The LUMA system will then send an auto-generated message to the employee with their new LUMA ID. The hiring manager will assist the new employee in completing their direct deposit and W4s within the LUMA system.

    • For issues logging into the LUMA system, please contact Payroll at 208-792-2204.

*Please follow THIS guide in determining what to pay your student or irregular help employee.*

Please review this flowchart to determine allowable hours for irregular help and student employees. Feel free to contact Human Resources at 208-792-2269 if you have any questions.

Independent Contractors are an individual, business owner, or contractor who provides services to LC State. The general rule is that an individual is an independent contractor if the payer has the right to control or direct only the result of the work and not what will be done and how it will be done.

These payments are handled by the Payroll Department. For more information or if you have further questions, please visit https://www.lcsc.edu/controllers-office/payroll/independent-contractor-payments, or call Payroll at (208) 792-2204 during business hours.