Onboarding Protocols
During COVID-19
Onboarding: Link to PDF version
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Department Onboarding Protocols Tab Open
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Temporary Out of State/Country work during COVID-19 Tab Closed
Department Onboarding Protocols Accordion Open
Should a department wish to hire an individual, they should observe the following protocols regarding the onboarding process depending on the individual’s previous work history with NAU. Should a department not know or has any questions regarding an employee’s work history with NAU, please contact Human Resources for more information.
Concurrent Hire or Hired within 6 Months of Termination
If a department knows that an individual is an active employee at NAU or if they were a prior employee at NAU whose position was terminated within the last 6 months, a new hire packet, I-9 verification, fingerprinting, and background check are not required. There is no change to current hiring policies or practices for these individuals.
New Hire or Hired after 6 Months of Termination
If a department knows that an individual has never worked for NAU or if their most recent position with NAU was terminated over 6months ago, please observe the following onboarding processes.
New Hire Packet/I-9 Verification
A new hire packet will be required for all new employees to NAU and prior employees whose most recent position was terminated over 6 months ago. Additionally, in accordance with DHS guidelines, all I-9 verifications will need to be completed in-person either at Human Resources or by the employee’s department. I-9 documents submitted electronically for verification will no longer be accepted.
If an employee had sent in their I-9 documents electronically for verification purposes, they will need to bring their original physical documents to an authorized NAU representative (Human Resources, department administrator, employee’s supervisor, etc.) to be examined in person. Supervisors and department administrators will need to verify that the documents have been examined by sending an email to Maxim Pitroff (Maxim.Pitroff@nau.edu) with the following information so the employee’s records can be updated:
- Employee’s name
- Employee’s ID number
- Documents examined
Fingerprinting
Fingerprinting can now be scheduled through the online Waitwhile app via https://v2.waitwhile.com/welcome/naufingerprinting. Walk-in appointments will not be accepted until further notice.
Background Check
A new background check will be required if an employee has not worked for NAU within the last 6 months. There is no change to the current background check process for these individuals.
Temporary Out of State/Country work during COVID-19 Accordion Closed
Department Protocols – Out of State Employment
Should a department have an employee (faculty, staff, student, GA, part-time temp), who is unable to
return to Arizona temporarily during this time period and is able to work remotely please follow the
steps outlined below or contact Human Resources for more information.
Temporary out of state work as assigned and managed by their supervisor as outlined in the updated Telework
- Requirements and Expectations. Employees will remain, for tax purposes, listed as an Arizona resident with Arizona state taxes and unemployment. They will not be treated as an out of state employees.
- During this time, employees may continue to perform remote work department be charged the out of state fee.
- Provide the HR/Payroll team with the names and employee ID’s of employees temporarily working out of state.
This practice will be reviewed and may be adjusted as the COVID-19 situation
unfolds.
Permanent or ongoing out of state work
- Departments, who are hiring new out of state employees for positions that are not temporary due to COVID 19, follow the current process by obtaining the President’s approval and continue to pay the annual $1,000 out of state employment fee.
- Departments, that have current employees working out of state will continue to follow the current processes and will continue to pay the annual $1,000 out of state employment fee.
- If employees who live and work out of state cannot perform their current duties due to COVID 19, as with other employees, they may use accrued sick, vacation or leave without pay in the short term. Please contact the Human Resources office for further
guidance if necessary.
Department Protocols – Out of Country Employment
Should a department have an employee (faculty, staff, student, GA, part-time temp), who is unable to
return to the US temporarily during this time period and is able to work remotely please follow the steps
outlined below or contact Human Resources for more information.
- Temporary out of Country Employment
- During this time, employees may continue to perform remote work as assigned and managed by their supervisor as outlined in the updated Telework Requirements and Expectations.
- Employees must maintain an US Bank Account. If they are unable to maintain a US bank account NAU will be unable to continue their employment.
- Provide the HR/Payroll team the name and employee ID of employees temporarily working outside the US.
Please note that we are not able to process any New Hires for out of country employees at this
time due to the employment authorization requirements.
Staying Secure While Working Remote
It is important to keep computers and smart phones up to date and to remain cautious about scams, phishing, and other threats while off the NAU campus. Some links to reminders and resources are provided below, including special details for those who may be out of the country.