Onboarding Express Hires (Faculty and Students)

This guide explains how Express Hires (faculty, students, JF27/Postdocs - University only) enter onboarding outside SuccessFactors requisitions and how the Onboarding Team initiates required tasks and email instructions. It clarifies key data entry steps and how task completion triggers SAP interfacing and hire finalization.

Kristin Coombs
5 steps
10 seconds

Keep in mind the following when onboarding Express Hires: - Express Hires do not go through SuccessFactors requisitioning. - Examples of Express Hires include faculty positions, student positions (Job Code 699), and JF27 (including Post Docs) positions in the University. - The Hire iForm initiates SuccessFactors Onboarding in two ways: - The Personal Data section includes an I9 Email address that must be completed for the hire to receive an invitation. - When the unit submits the Hire iForm, an onboarding record is created in Success Factors. At this point the Onboarding Team can complete the Onboarding Team Tasks. - The Hire iForm will wait until Section 2 of the Form I-9 and E-Verify tasks are complete before interfacing with SAP and completing the hire process.

Express Hire - Students

In the **Personal Data** section of the Hire iForm, enter the student's email address in the I9 email address section. Once the business units submits the Hire iForm, the student will receive a system-generated email to complete all required onboarding tasks.

Because of how a student hire begins, Onboarding will never include their actual date of birth. All students will default to the standard date of 10/24/1929. Students **must** update their birthday in Personal Data. An error message will appear if they do not correct this information, preventing them from moving forward.

Once the unit submits the Hire iForm and the student is in Onboarding, use the following guides to continue onboarding: - [Onboarding Team Tasks - Starting the Onboarding Process for the Onboardee Quick Reference Guide ](https://scribehow.com/o/GMDQMboCSgCDgj3pui6TDA/viewer/Onboarding_Team_Tasks_Starting_the_Onboarding_Process_for_the_Onboardee__0qAvdd9wTuiPFltNi6a_2A?referrer=documents&back_to=/workspace%23documents__IKgVCjYdTCG2NHyNKslGQg)and begin at the **Welcome Email - Notification Example - Onboardee Action Required** section to continue with the onboarding process. - Use the [Monitoring the Status of the Onboardee in Onboarding Quick Reference Guide ](https://scribehow.com/o/GMDQMboCSgCDgj3pui6TDA/viewer/Monitoring_the_Status_of_the_Onboardee_in_Onboarding__tcf8ykyYSdO7xgoRwZP_1A?referrer=documents&back_to=/workspace%23documents__IKgVCjYdTCG2NHyNKslGQg)to monitor the status of the onboardee as they complete their required tasks.

Express Hire - Faculty Members

A faculty member completes the **New Faculty Member Form** in the DFAC function. This form starts the onboarding process.

Once the faculty member is in onboarding, use the following guides to continue onboarding: - [Onboarding Team Tasks - Starting the Onboarding Process for the Onboardee Quick Reference Guide ](https://scribehow.com/o/GMDQMboCSgCDgj3pui6TDA/viewer/Onboarding_Team_Tasks_Starting_the_Onboarding_Process_for_the_Onboardee__0qAvdd9wTuiPFltNi6a_2A?referrer=documents&back_to=/workspace%23documents__IKgVCjYdTCG2NHyNKslGQg)and begin at the **Welcome Email - Notification Example - Onboardee Action Required** section to continue with the onboarding process. - Use the [Monitoring the Status of the Onboardee in Onboarding Quick Reference Guide ](https://scribehow.com/o/GMDQMboCSgCDgj3pui6TDA/viewer/Monitoring_the_Status_of_the_Onboardee_in_Onboarding__tcf8ykyYSdO7xgoRwZP_1A?referrer=documents&back_to=/workspace%23documents__IKgVCjYdTCG2NHyNKslGQg)to monitor the status of the onboardee as they complete their required tasks.

If the Onboarding Team has questions during this process, University and School of Medicine users should contact [**recruitment@duke.edu**](mailto:recruitment@duke.edu)[**.**](mailto:recruitment@duke.edu) and Duke Health users should contact [**DUHSTAPreboarding@duke.edu**](mailto:DUHSTAPreboarding@duke.edu)[**.**](mailto:DUHSTAPreboarding@duke.edu)

Onboarding Express Hires (Faculty and Students)

Kristin Coombs
5 steps
10 seconds

Express Hire - Students

Express Hire - Faculty Members

A faculty member completes the **New Faculty Member Form** in the DFAC function. This form starts the onboarding process.