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Human Resources

Onboarding Tips for Managers

Listed below are some tips to help your new hire have a pleasant experience when in-processing at Employee Resources:

For Budget Employees:

  • If you keep new hire packets in your department, make sure they are up-to-date (hint: check the W-4 and A-4 forms). Contact Employee Resources if you need more.
  • Please make sure the correct new hire packet matches the employee (an Adjunct/Substitute Faculty new hire packet for adjuncts, etc.)
  • Inform your new hire he/she must possess the proper identification; he/she must have proper documentation within three business days after onboarding, or employment will be terminated
  • Once the new hire has completed onboarding, he/she will be given a card containing his/her employee ID, MEID, and email address
  • Instructions on how to log in and out of HRMS will be given to the new hire
  • Instructions on how to create a permanent password will be given to the new hire
  • When the employee's job terminates, please use the Exit Notice Distribution List to inform those who have a need to know and place an end date on the employee's RPS
  • Six Month Rule: If an employee is rehired to the same or different department and six months have passed, the employee must complete a new Employee Data Form, a W-4 form (federal withholding), and an A-4 form (Arizona withholding), and a new RPS must be created
  • One Year Rule: If an employee is rehired to the same or different department and one year or more has passed, he/she must complete an entire new hire packet (proper identification is also required) and a new RPS must be created
  • If an employee is hired/rehired from another MCCCD campus, the Six Month Rule or One Year Rule apply

For Work Study Employees:

  • Inform your new hire he/she must possess the proper identification; he/she must have proper documentation within three business days after onboarding, or employment will be terminated
  • Please make sure the correct new hire packet matches the employee (an Adjunct/Substitute Faculty new hire packet for adjuncts, etc.)
  • Work Study new hires must have a financial aid award letter (which the student can download from SIS).
  • Work Study new hires must have a job description letter from the Career Counseling Department before onboarding
  • Once the new hire has completed in-processing, he/she will be given a card containing his/her employee ID, MEID, and email address
  • Instructions on how to log in and out of HRMS will be given to the new hire
  • Instructions on how to create a permanent password will be given to the new hire
  • When the employee's job terminates, please use the Exit Notice Distribution List to inform those who have a need to know and place an end date on the employee's RPS
  • Six Month Rule: If an employee is rehired to the same or different department and six months have passed, the employee must complete a new Employee Data Form, a W-4 form (federal withholding), and an A-4 form (Arizona withholding), and a new RPS must be created
  • One Year Rule: If an employee is rehired to the same or different department and one year or more has passed, he/she must complete an entire new hire packet (proper identification is also required) and a new RPS must be created
  • If an employee is hired/rehired from another MCCCD campus, the Six Month Rule or One Year Rule apply

For Adjunct Instructors and Substitute Faculty:

  • If you keep new hire packets in your department, make sure they are up-to-date (hint: check the W-4 and A-4 forms). Contact Employee Resources if you need more.
  • Please make sure the correct new hire packet matches the employee (an Adjunct/Substitute Faculty new hire packet for adjuncts, etc.)
  • Inform your new hire he/she must possess the proper identification; he/she must have proper documentation within three business days after onboarding, or employment will be terminated

  • Instructors should bring the following documents to Employee Resources when in-processing:

    • A job application
    • A résumé
    • Official transcripts (or, at least official transcripts should be ordered and sent to the following address):


      Glendale Community College
      Attention: Employee Resources
      6000 W. Olive Ave.
      Glendale, AZ 85302
  • Once the new hire has completed in-processing, he/she will be given a card containing his/her employee ID, MEID, SIS ID, and email address
  • Instructions on how to log in and out of HRMS will be given to the new hire
  • Instructions on how to create a permanent password will be given to the new hire
  • When the employee's job terminates, please use the Exit Notice Distribution List to inform those who have a need to know and place an end date on the employee's RPS
  • Six Month Rule: If an employee is rehired to the same or different department and six months have passed, the employee must complete a new Employee Data Form, a W-4 form (federal withholding), and an A-4 form (Arizona withholding), and a new RPS must be created
  • One Year Rule: If an employee is rehired to the same or different department and one year or more has passed, he/she must complete an entire new hire packet (proper identification is also required) and a new RPS must be created
  • If an employee is hired/rehired from another MCCCD campus, the Six Month Rule or One Year Rule apply
  • Although adjunct instructors are allowed to teach at multiple campuses within the same semester, they are limited to a combined total of no more than 3 classes or 9 load hours per semester


In this site:

Human Resources
(623) 845-3400
(623) 845-3777 Fax

We welcome feedback.

Content revised 4/9/12