Instructor New Hire Onboarding

Complete the required new hire forms via DocuSign.

To initiate click on the link under "Hiring Forms," and complete all required fields:

• Employment Application
• Personal Data Form
• Sexual Harassment Policy
• Social Security Notice

Note: all areas requesting employee ID will be completed by an HR Representative.

Schedule your virtual new hire appointment with an EHR representative by visiting the link below. Please only schedule an appointment if our team has reached out to you.

Book time with your HR Representative:

• Alejandra Killekar
• Aaron Simental

You are required to complete Section 1 of the I-9 Form using the I-9 Tracker electronic system to verify your eligibility to work in the United States. In addition, you will need an authorized agent to inspect your documents during your virtual appointment.

The United States Department of Homeland Security will allow employees to use an Authorized Agent to complete the in-person physical inspection of the employee’s work authorization documents while meeting with us on Zoom.

The Authorized Agent must be over 18 years old and it is best practice to designate a non-family member (e.g., a neighbor, friend, colleague). We are currently making exceptions for family members and they may assist you.

Please note you and the Authorized Agent should physically be in the same room as you when meeting with HR via Zoom. HR will guide you through the process during the meeting.  We expect this meeting to be approximately 15 minutes.

When scheduling your virtual onboarding appointment, please include your Authorized Agent’s full legal name and email address where prompted.

Please complete your new hire documents and schedule your virtual onboarding appointment that includes your authorized agent in the next 1-2 weeks to avoid any delays in the hiring process.

You will receive an email from employment.authorization@universityofcalifornia.edu.

Please be sure to complete section 1 before our meeting. All fields are required, including a Social Security Number (if applicable). Please note Section 1 will ask you to upload your documents, however, this is not a requirement at the time. 

The complete list of acceptable I-9 documents may be viewed here: https://integrationdev.i9complete.com/Content/tracker/pdf/ListOfAcceptableDocuments_EN.pdf

Please have the original document(s) ready for our meeting as the Authorized Agent will be viewing them in person with you and adding the information to section 2 electronically.

As a reminder, you and your authorized agent will be together physically on this call while meeting with Extension Human Resources via Zoom.

Before you meet with Extension Human Resources and your Authorized Agent be sure to complete section 1 of your 1-9. The Authorized Agent will receive an email from employment.authorization@universityofcalifornia.edu to complete Section 2 during our Zoom meeting.

No action is needed on the agent’s end until we all meet via Zoom to complete section 2 electronically.

Please note that the agent and the new hire should be in the same room since the agent will be inspecting the work authorization documents when meeting with Human Resources via Zoom.

Please have the email from the I-9 system handy during our meeting.

Note: We recommend having stable Wi-Fi.

Once you meet with your HR representative your hire will be processed. Once your hire has been completed, an HR Representative will email the new hire with the next steps.

The estimated timeline to process your new hire is 2 weeks.

Your UCLA Logon ID will be the same as your UCLA Email Address.

Please choose something you don’t mind sharing with students, staff, and other instructors.

Your UCLA Logon ID and UCLA Email Address cannot be changed and will be yours throughout your time at UCLA (even if you leave and come back).

Creating your UCLA Logon ID and password is essential for you to access your email, required training, and the payroll system.

1. Create your UCLA Logon ID with your UCLA Employee ID Number (UID): https://accounts.iam.ucla.edu/register  
2. Set up Multi-factor Authentication: Single Sign-On (SSO) requires 2-factor authentication for all faculty, staff, student, and affiliate accounts. The preferred method for 2-factor authentication is using a mobile phone, either via the Duo app or SMS text messaging. How to activate your UCLA Logon Multi-factor Authentication 

Activate and access your UCPath Portal using your UCLA Logon ID: https://ucpath.universityofcalifornia.edu/

Be sure to:

• Set up your tax withholdings, and enroll in direct deposit
• Add your Emergency Contact information

Create your UCLA Email: https://g.ucla.edu

Once you create your UCLA email address, please email your Extension Human Resources Representative and your Program Representative with your new UCLA email address for systems access.

Note: Critical UCLA notifications may be sent to this email address. If you are not able to check it frequently, we recommend setting up mail forwarding to an email address you monitor often.

Visit http://lms.ucla.edu to access the required training. Once logged in select "Required Training" and you will be directed to training courses you need to complete.

Mandated training will be assigned as required, and our training system will automatically send email reminders of when they are due annually, ensuring compliance and convenience for all.

For more information, please visit the UCLA Training Compliance website: https://compliance.ucla.edu/training

UC Vaccine Policy Requirements:

All are required to self-attest to being up to date with COVID-19 and Influenza (flu) vaccinations. These steps can be taken in the UCLA COVID-19 Action Center.

Where to get vaccinated:

Make COVID-19 and influenza (flu) vaccine appointments through a medical provider, pharmacy, clinic, or at a public vaccination site. Please visit the UCLA Vaccinations page for more information about where to get vaccinated.