Extra Credit: Welcoming New K–12 Employees

Caring well for your new hires is ministry stewardship. A streamlined onboarding process for teachers and staff helps to eliminate stress for both the school administrator and the new hire. It also ensures that you have all of the necessary paperwork completed and filed in a timely manner. 

It’s important to develop a clear onboarding process for your new employees to follow. Once you have completed the interview process and are ready to make the candidate an offer, be prepared to complete the following onboarding tasks, at a minimum:

• Prepare an offer letter, job description, and any related documents, such as a confidentiality agreement.

• Deliver employment documents to the job candidate to obtain all necessary signatures.

• Complete a background check. Note: The application process should include the person’s written permission to conduct a background check.

• Have the employee complete new-hire paperwork, such as a direct deposit authorization form, withholding forms for Federal (W-4) and state (if needed), and benefit enrollment forms.

• Verify the employee’s identity and eligibility for employment, as required by law.

• Complete the employer side of the IRS I-9 form within three days of the employee’s start date.

• Add the new employee to your school’s internal staff directory and other directories as needed.

• Create accounts granting employee access to email, websites, and others if needed.

• Conduct new employee orientation.

• Deliver an employment handbook and obtain a signature confirming that the employee received it.

This is just a recommended starting list. Your school may have additional steps for supporting new hires.

Time saver: Automate your onboarding process

Automating your onboarding process is an effective way to immerse your new hires in school culture. Ministries that do this are able to have new employees complete much of the paperwork before their first day of work, which means they can start training on day one. 

Automating your onboarding process is part of the Human Capital Management (HCM) feature offered by MinistryWorks® by Brotherhood Mutual. HCM allows administrators to track in real-time where the applicant is in their paperwork completion and it ensures you don’t miss out on receiving required documentation like the W-4 or the I-9.

HCM makes it easy for administrators to spend less time on paperwork, devote more time to training, and stay on mission. HCM also offers secure document storage, painless benefits management, and seamless payroll integration.

Learn more about how HCM helps you focus on people, not paperwork, or request a quote or demo.

Posted November 2022

The information in this article is intended to be helpful, but it does not constitute legal advice and is not a substitute for the advice from a licensed attorney in your area. We strongly encourage you to regularly consult with a local attorney as part of your risk management program.