Rehiring a Former Duke Employee

This guide walks the Onboarding Team (Hiring Manager, HR Representative, Onboarding Coordinator) through the process when rehiring a former Duke employee.

Kristin Coombs
14 steps
28 seconds

By design, SuccessFactors provides three roles on the Onboarding Team: Hiring Managers, HR Representatives, and Onboarding Coordinator. A unit’s business process determines which role is operationally responsible for the actions outlined in this guide. At Duke University, including the School of Medicine, a business unit’s operational process determines which of these roles will take the actions outlined in this guide for the Onboarding Team. At Duke Health, the Onboarding Coordinator role takes the actions outlined in this guide for the Onboarding Team.

Process

When a former Duke employee begins the onboarding process, the steps are the same as hiring an onboardee with a few differences. The former Duke employee will begin the onboarding process launched by a member of the Onboarding Team. Please see the **Launching Onboarding** section and the **Welcome Email - Notification Example - Onboardee Action Required** section of the [Onboarding Team Tasks - Starting the Onboarding Process for the Onboardee Quick Reference Guide](https://scribehow.com/viewer/Onboarding_Team_Tasks_Starting_the_Onboarding_Process_for_the_Onboardee__0qAvdd9wTuiPFltNi6a_2A?referrer=documents)for details.

In the **New Employee Onboarding Portal**, the rehire will complete Step 1 of the Onboarding Checklist, the **Provide Personal Data** section. Once completed, the former Duke employee will see a message on the left hand side of the Onboarding Checklist informing them the task is currently locked. The system locks the onboardee process and sends an email to the Onboarding Team to review and verify if this is a terminated employee.

Onboarding Team Tasks - Rehire Verification

From the SuccessFactors mainpage, in the **For You Today** section, select **Onboarding Rehire Verification**.

In the **Profile Match Verification** window, a pop-up appears notifying you the onboardee's information matches the records of a terminated Duke employee. Select **OK**.

Select the correct action based on your review of the onboardee's information. Under the List of Possible Profile Matches section, verify the information is correct and select **Rehire with Old Employment**. Select **Rehire with New Employment** if this person has never been to Duke and this is not their information.

In the **Accept as Rehire** window, select **Accept as Rehire** to move forward with onboarding the onboardee as a rehire with old employment. If all information matches but the name (likely due to a marriage, divorce, or other reason for a name change), contact [HR-onboarding@duke.edu](mailto:HR-onboarding@duke.edu) for guidance before moving forward.

Review the rehire's information. Select the **Event Reason** from the drop-down.

Confirm the **Biographical Information**, **Employee Information**, and **National ID Information** is correct. Select **Continue**.

Confirm the **Email Information, Phone Information,** and **Emergency Contacts** are correct. Select **Continue**.

Confirm the **Job Information**, **Employment Details**, and **Job Relationships** are correct. Select **Continue**.

Click **Submit.**

A message will appear informing you the paperwork is updated and the onboardee will be notified about the changes made. Click **OK**.

Below is an example of the "Welcome to Onboarding Application" email notification the onboardee receives. The email welcomes them back to Duke and provides information on resetting their onboarding password. It is necessary to reset the password. . From here, the onboardee will continue to complete the onboarding process as outlined in the [Completing Required Onboardee Tasks Quick Reference Guide](https://scribehow.com/viewer/Completing_Required_Onboardee_Tasks__3OxrZrwQQQejMJaC6heMZQ).

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