Welcome Center Roles and Content
The Welcome Center is a virtual experience to accommodate on-site, hybrid and remote work schedules.
Many transactional and operational items in the onboarding process are still managed by the Welcome Center team in University Human Resources. Of course, hiring managers and the local HR team play an important role in the new hire's successful onboarding experience. Below are some of the actions the Welcome Center handles and the responsibilities of the hiring managers and local HR teams in the onboarding process.
If your new hire is not able to participate in the Welcome Center, they must be provided with thorough onboarding by their hiring manager and local HR team. This includes completing all Welcome Center actions below, as well as all administrative and compliance-related training tasks.
Visit the Welcome Center's website
| ACTION/RESPONSIBILITY | WELCOME CENTER | EMPLOYEE | HIRING MANAGER/ LOCAL HR TEAM |
|---|---|---|---|
| Send offer letter to new hire | X | X | |
| Enroll new hire in Welcome Center | X | ||
| Instructions to Create SUNet ID and enable Two-Step Authentication | X | ||
| Complete I-9 documentation | X | ||
| Upload photo and obtain ID card if working on campus otherwise download Stanford for Mobile App | X | ||
| Learn about commuter tools and incentives on Stanford Transportation's website | X | ||
| Apply for Caltrain Go Pass and Clipper Card/VTA Eco Pass from Stanford Transportation | X | ||
| Complete Directory and AlertSU Contact Information in StanfordYou | X | ||
| Complete External Emergency Contact Information in StanfordYou | X | ||
| Complete Visibility Settings for your Directory Information in StanfordYou | X | ||
| Sign the SU-18 Patent Agreement in Axess | X | ||
| Assign identified Mandated Reporters | X | X | |
| Assign school, unit or department-specific trainings | X | ||
| Learn to use and complete your Axess timecard | X | X | |
| Provide new hires with a Benefits Overview and remind them of their 31 day enrollment deadline | X | ||
| Provide new hires with a Retirement Savings Overview and when they are eligible to enroll | X | ||
| Complete Payroll Direct Deposit | X | ||
| Complete W-4 (Federal) and DE-4 (State) withholdings | X | ||
| Review Welcome Center Virtual Onboarding for recorded presentations | X | X | |
| Review Resources page within the Welcome Center website for valuable onboarding tools | X | X | |
| Review Onboarding Checklist to continue completing all assigned trainings and administrative tasks in Axess or StanfordYou | X | X | X |
| Grant authority/access to necessary systems and buildings | X | ||
| Review job description, school/unit/department org chart, and local policies with new hire | X |