Please Note
Due to the Oasis transition, please contact Human Resources at humres@drew.edu prior to initiating an update to ensure you are completing the correct forms.
Recruitment & Onboarding
Recruitment & Onboarding
I Want to Fill a Position...
Step 1: Submit your request to your respective area VP or Cabinet Member for approval. A completed Job Description Questionnaire Template (JDQ) will be needed.
Step 2: Once step 1 is approved, review the Job Posting and Offer Letter Instructions for the Applicant Tracking System (ATS), then go to https://portal.oasisassistant.com to have your vacant/new position advertised.
Step 3: Once a candidate has been selected via the ATS, complete the ATS Offer Letter or use the Offer Letter Request Form (for internal hires not done through the ATS)to generate an offer letter for a new hire, temporary employee, intern, or volunteer.
If filling a temporary position, please also complete Temporary Employee Request Form and send to Budget@Drew.edu.
*Please note that steps 1, 3 and 5 pertain to staff positions only. For information on this process for faculty, please contact the Provost’s office.
Step 4: Complete the UT Technology Needs Form to update UT of the tech needs (i.e. phone line, computer/laptop, Banner access) of a new hire or current Drew employee who is moving office locations or changing jobs.
Step 5: Once the new hire is onboarded, return the Job Description Template to Human Resources with both the supervisor and new hire’s endorsements.
I Want to Make an Employment Detail Change to My Employee...
Step 1: Complete the Confirmation Letter Request Form to generate letters confirming transactions like title changes, departmental transfers, promotions, salary increases, renewals etc.
Step 2: Forward an updated Job Description Questionnaire Template (JDQ) to HR (relevant for all situations except salary increases and renewals where there has been no change to the duties of the role). If warranted by the nature of the change, complete the UT Technology Needs Form to update UT of the tech needs (i.e. phone line and computer).
I Want to Provide a Non-Drew Affiliate System Access...
Complete the Affiliate Personal Data Form and return to HumRes@Drew.edu.
*Please note that access is provided in 1-year increments unless a shorter time frame is indicated. It is the responsibility of the sponsoring department to contact HR to extend or renew access.
I am a New Faculty or Staff Hire...
Welcome to Drew! To help facilitate your acclimation to the University, we have created a checklist to keep track of the items required from you.
Onboarding Checklist
Task |
Information |
Due Date |
Role |
|
| 1 | Return Signed Offer Letter & Employee Data Form | Upload completed Employee Personal Data Form and signed offer letter to HR via secure folder. This step will trigger activation email needed for step 3.
When uploading, please be sure to respond to the “Who are the files from?” with your name in “Last Name, First Name” format. |
One week after receiving offer letter. | All Employees; Not applicable to agency temps* |
| 2A | Onboard with Oasis | Register on the Oasis New Hire Login Page using the information from the Oasis EOB Orientation Flyer. Oasis Onboarding Login Guide. | As soon as possible but at least 3 weeks prior to your start/hire date | All Employees; Not applicable to agency temps* |
| 2B | Upload document(s) for I-9 verification
|
We are required to examine the documents that support your identity and eligibility to work in the US. Please upload your item(s) from the List of Acceptable Documents via Dropbox.
Please also make note of the Additional Documentation Requirements for non-immigrants and exchange visitors. |
As soon as possible but at least 3 weeks prior to your start/hire date | All Employees; Not applicable to agency temps* |
| 2C | Register for Oasis Employee Services Website (ESW) | After your I-9 Form Acceptable Document(s) have been verified, you will receive an email with instructions for signing up on the Oasis Employee Services Website (ESW) (due to the volume of submissions and your hire date, this may take a few days). This email will include your Employee ID, which you will need for registration.
The ESW is where you can review pay stubs, make changes to tax forms, view personal info, payroll records, employee discount programs, and register to receive W-2s electronically.
|
Within 48 hours of receiving ESW registration email | All Employees; Not applicable to contractors, agency temps* or volunteers |
| 2D | Review and Enroll in Benefits
(if eligible) |
Review Benefits Summary. You will receive an email notifying you when you’re able to enroll in benefits via the Oasis Employee Services Website (ESW)
|
Within 72 hours of receiving benefits email | Only benefits-eligible employees |
| 3 | ULogin Credentials & Establish Drew Email Account** | The activation email from Banner referenced in Step 1 will come to your personal email with info on how to establish a Drew email and other tasks**. | r | All |
| 4 | Enroll in Duo | Once ULogin has been established, register for Duo Two-Factor Authentication System. For help, contact Helpdesk. | Start date | All |
| 5 | Submit Confidentiality Agreement | Complete the Drew University Confidentiality Agreement | Start date | All |
| 6 |
Review & Submit Other Mandatory Forms | Access relevant forms based on part time or full time status here.
When uploading, please be sure to respond to the “Who are the files from?” with your name in “Last Name, First Name” format. |
End of first week | All employees |
| 7 | Get a Campus ID | Click here for more information. | End of first week | All employees; Issued to others as needed |
| 8 | Register for Parking | Please contact Campus Security. | End of first week | All |
| 9 | Departmental Onboarding & Retrieving Office Keys |
Complete any department-specific new hire tasks outlined by your supervisor. If an order has been made for you, bring ID to Facilities Department to retrieve keys. |
Start date | All Employees; Check with supervisor |
| 10 | Complete Online Training |
Login credentials will be emailed a few weeks after start date.
|
Within 14 days of receipt of training email | All Employees; Not applicable to contractors, agency temps* or volunteers |
|
*Not the same as “Drew Temp” as Drew Temps are paid and employed by the University as opposed to an external entity. |
||||
**Please note that your prior existence in Drew’s Banner systems will preclude you from receiving the activation email in Step 3. If this is the case, you may be able to resurrect access to your Drew email by simply resetting your password if you have forgotten your login credentials. Otherwise, if you have not received your activation email within 48 hours of completing Step 1, please contact the HR Office at HumRes@Drew.Edu.
I am a Student Employee...
Please refer to the Student Employment website for further information.