New Hire & Returning Employee Resources

Welcome to UC Santa Cruz, or for those of you that are returning staff, welcome back! The Staff Human Resources team is excited to support you as you begin your journey as a new or returning staff member at UC Santa Cruz. The information below provides an overview of what new and returning employees can expect throughout the hiring and onboarding process. Please check in with the Talent Acquisition team for additional information or assistance. 

The onboarding paperwork for newly hired and returning UC Santa Cruz staff is coordinated by Talent Acquisition. We are committed to ensuring all new and returning staff are onboarded in a timely fashion and will:

  • send a welcome email and arrange for new employment paperwork via DocuSign
  • coordinate the work authorization verification process via Tracker I-9
  • conduct an onboarding session to share valuable tools and information
BENEFITS: While we do provide a brief overview of benefits at onboarding, we recommend that all new employees that are planning to opt into benefits attend an in-depth benefits orientation as early as possible after their first day. 

You can find more information at the links below:

Please note: Amid the current COVID-19 environment, all onboarding sessions will be facilitated remotely.

Hire Process Timeline

Once the informal offer from the hiring unit is accepted, Talent Acquisition will work with the hiring unit and the selected candidate to initiate the steps necessary to prepare the new or returning hire for their first day. If a criminal history background check is needed, the selected candidate will receive the formal offer AFTER the background check results are processed.

The employment onboarding requirements vary depending on the type of hire. Please review the onboarding requirements for the appropriate category below:

  • New Hire: not a current or former UC Santa Cruz employee and has no employee record in UCPath.
  • Rehire: a former UC employee with an employee record in UCPath, and has separated with a break in service between their last appointment and the appointment they will be hired into.
  • Intralocation Hire: an active employee in a current UC Santa Cruz appointment, and they will transfer from that appointment into the new UC Santa Cruz appointment without a break in service.
  • Interlocation Hire: an active employee at another UC, and they will transfer from their appointment at the other campus into the appointment at UC Santa Cruz without a break in service. These employees will need to work with our Talent Acquisition team to ensure a smooth transition to UC Santa Cruz.

Step Action New Hire Rehire Intra- location Transfer Inter- location Transfer
1 Employee accepts formal offer of employment from Talent Acquisition and establishes a hire date
2 Employee receives an email from UCPath with instructions to log into the job portal to accept offer
3 Employee receives a welcome email with offer confirmation letter and information about onboarding requirements/appointment
4 Employee received a Google calendar invitation for onboarding session

Employee receives an email request to complete section 1 of Tracker I-9. Section 2 will be completed by your Authorized Representative prior to onboarding or by Talent Acquisition at your onboarding appointment



Employee receives Docusign packet via email to view/review prior to onboarding appointment
7 Employee receives an email from IT Services requesting action to set up your Cruz ID and passwords (email is not initiated until 2 weeks prior to employee hire date)
8 Employee attends New/Rehire onboarding appointment and completes the Tracker I-9 process and electronic Docusign signatures
9 Post-onboarding: employee receives follow-up email with general informational from Talent Acquisition
10 Post-onboarding: employee receives invitation to a benefits orientation from the Benefits Team
11 Post-onboarding: employee receives invitation to a Transportation & Parking orientation from the TAPS Team
Step Action New Hire Rehire Intra- location Transfer Inter- location Transfer


New hires, returning staff members and Interlocation Transfers will be enrolled in an onboarding session with Talent Acquisition. The onboarding is generally attended on the hire date, but under certain circumstances, the employee can request to attend an earlier onboarding session - please mention this request when establishing your hire date during the formal offer call.

Intralocation Transfers (current employees) are required to complete new appointment paperwork, but are not required to attend an onboarding session with Talent Acquisition.

Onboarding for New Hires & Rehires

Onboarding for Current Employees

Tracker I-9 @ UC Santa Cruz

Tracker I-9 is an online tool used by all UC’s to manage and increase compliance of the Federal I-9 Employment Eligibility Verification forms. 

All new and returning employees must complete required steps and provide documentation to verify their identity and authorization to work in the US.

What Does Tracker Do?

  • Processes all I-9s digitally, removing the need to fill out and scan paper forms.
  • Allows the employee to fill out Section 1 of the form before they arrive for their first day.
  • Allows a third party/campus processor (Authorized Representative) to validate documents remotely for Section 2.
  • Tracks compliance of I-9 forms over time:
    • Timeliness
    • Renewals
    • E-verify
    • Reverification

Tracker I-9 Resources and Information

Instructions for new and returning* employees, and their Authorized Representative (if applicable) are included in the welcome email that is sent after a hire date is established. 

*Some returning employees will have an active I-9 that will allow them to skip this process. The employee identification documents will still need to be witnessed, and instructions will be provided in your welcome email.

The use of an Authorized Representative (AR) is designated for new and returning hires that are not working on campus on their first day. The employee will be asked to identify an AR during their offer call, and the AR will be added to the Tracker I-9 workflow.

This process is initiated after the employee receives the welcome email confirming the onboarding information.

  • The employee will receive an email requesting completion of Section 1
  • Once Section 1 is complete, the AR will receive an email allowing access to the Tracker I-9 portal to confirm the employee’s identification
  • The employee must present the required document(s) to the AR in person in order to verify their identity and legal right to work in the US
    • The document(s) must be original and valid - expired documents and copies will NOT be accepted
  • After reviewing the employee identification, the AR will complete Section 2 online
    • The AR should ensure details populated in Tracker I9 are accurate
    • The AR should NOT attach an image of the employee documents in the Tracker portal

To learn more about the Track I-9 process at UC Santa Cruz, including instructions for new/returning employees and requirements for remote I-9’s, please email the Talent Acquisition team at

For more information about Tracker I-9 Complete, including a user manual, visit the University of California Office of the President (UCOP) I-9 Complete website.

Employee Experience

Coming Soon: We are currently developing tools and resources to enhance our new employee experience and will be adding them here shortly.

In an effort to showcase the many benefits available to our UCSC employees, we have created a one-stop-shop resource guide. Please visit our Employee Toolkit for an overview of our campus tools and support services at UC Santa Cruz.

New employees can also utilize our New Employee Checklist to:

  • help navigate tasks required prior to the first day at work
  • come prepared to the onboarding session on first day of work
  • track tasks required in the first few days and weeks of employment
  • learn more about career development, employee assistance and other perks and programs available to staff to promote inclusion and wellness