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Temporary Process for Hiring and Onboarding New Employees

West Virginia University has directed all supervisors to maximize the number of employees who are working from home in response to COVID-19. As such, the Division of Talent and Culture and WVU Shared Services wanted to provide an update on how we plan to manage the hiring and onboarding of new employees in the coming weeks.

Hiring managers:

  • All in-person sessions of New Mountaineer Onboarding (NMO) have been canceled until further notice, and Talent and Culture will share this update with any newly hired employees who already are scheduled for a session. The Leadership and Organizational Development has developed a virtual option for NMO. Talent and Culture is sharing the link to that program along with instructions for remote processing with all new hires. New hires completing the virtual program also will be given the option to attend NMO in person once we return to campus.

  • Talent and Culture is reaching out to all hiring managers regarding their plans to prepare new hires for virtual work until the COVID-19 situation is resolved.

  • We also are providing information to new hires on remote payroll processing and benefit enrollment to ensure their transition to WVU is as seamless as possible.

  • Hiring managers should provide new employees a copy of WVU’s travel guidance to be sure they understand the procedures in place. Please also encourage new employees to follow ENEWS for the latest WVU news and information.

Hiring managers with open requisitions:

  • We will continue to recruit the very best applicants for open positions. We also will continue to screen candidates and interview virtually.

  • No in-person interviews should be scheduled at this time. Several tools are available for virtual interviews, including Microsoft Teams and Zoom.

  • Once you have selected a candidate, the hiring process will continue through the contingent offer and background check phase.

  • Formal offers will only be created once all background information is completed. These offers will list a start date of “To Be Determined.”

  • Only managers hiring essential personnel will be permitted to set start dates at this time. Contact your HR Partner if you have any questions.

  • If you do not foresee filling your open position in the next 90 days based on the current situation, you may consider closing the search and reopening it at a later time. Contact your HR Partner or Talent Strategy to discuss the status of your search.

New employee processing:

  • The Shared Services offices currently are closed to walk-in visitors, and new employees who need to process for payroll should complete the necessary forms remotely.

  • New employees should email Sarah.Keith@mail.wvu.edu and include their full legal name, anticipated start date, current location (city, state), and they will be sent instructions for processing. If the employee’s anticipated start date is more than 30 days out, please encourage them to wait until closer to their start date to begin this process.

  • Given current travel restrictions and other complexities related to COVID-19, Shared Services is working with Tax Services on processing international new hires on a case-by-case basis.

  • Please encourage international new hires to contact Shared Services at 304-293-6006 or SharedServices@mail.wvu.edu to develop a plan of action tailored to their specific situation.

  • All new benefit-eligible employees can review and complete required benefits forms and explore optional benefits by visiting the New Employee Benefits page.

We appreciate your patience and understanding during these unusual circumstances. Contact Shared Services or your HR Partner with any questions.