New Instructor Onboarding Requirements
This page applies to instructors who are new to Syracuse University, or who have had a break in PTI service of more than 2 consecutive academic years. Returning instructors with continuous service do not need to complete these steps again.
HR Shared Services conducts its own review and makes all determinations on whether a PIF and/or background check is required. Departments do not make that call. Noting an instructor's status when submitting a letter request helps HRSS prepare, but HRSS will independently verify and initiate any required steps after the offer is accepted.
What Happens After an Offer Is Accepted
Once an instructor accepts their offer, HRSS reviews the record and initiates any required steps. For instructors who require onboarding, the following occurs:
Step 1: PIF and Background Check
If applicable, HRSS initiates the Personal Information Form (PIF) and background check simultaneously after offer acceptance.
The instructor receives the PIF through OnBase and must complete it as soon as possible. Automated reminders are sent every 48 hours until submitted.
The background check authorization arrives from automations@instascreen.net. The instructor must respond within 24 hours of receiving it.
HRSS creates the SUID within 2 business days of receiving the completed PIF.
The instructor cannot begin their appointment until the PIF has been processed and, where required, the background check has cleared.
Step 2: Onboarding Communication
Once the background check clears — or once the PIF is processed if no background check is required — HRSS sends the instructor their official welcome email containing their SUID, NetID activation instructions, and first-day checklist.
Step 3: I-9 Verification
The I-9 must be completed no later than the instructor's first day of work.
Instructor Type | How to Complete |
|---|---|
Teaching on campus | In person at the Office of Human Resources, 621 Skytop Road, Suite 1001. Mon-Fri, 8:30am-4:30pm. Original acceptable documentation required — copies not accepted. |
Teaching fully remote | Virtually with an HR Representative. HRSS will provide separate instructions. Ensure the fully remote checkbox is checked on the Letter Request tab in the PTI database before submitting. |
Instructors cannot set up direct deposit or access tax withholding settings in MySlice until their I-9 has been completed and processed by HR.
What PTI Database Admins Should Do
HRSS owns this process end-to-end. Your role is to support it:
When submitting your letter request to hroffers@syr.edu, note if an instructor is new to SU or returning after a 2+ year gap — this helps HRSS flag the record for review, though HRSS will make its own determination
Flag remote instructors by checking the "Are all course duties being performed fully remote?" box on the Letter Request tab before submitting — this determines which onboarding path HRSS sends the instructor
Set expectations with the instructor — let them know a PIF and background check may be required, cannot be skipped, and that a slow response on their end can push back their start date
Contact HRSS early if you know a new instructor is coming — do not wait until the letter is ready to flag the situation
Timeline Guidance
These requirements take time to complete. Working backward from any payroll deadline, the following lead times apply:
Milestone | Approximate Lead Time |
|---|---|
Background check clears | Allow 3-5 business days from authorization submission |
Instructor completes PIF and background check authorization | PIF: as soon as possible. Background check: within 24 hours of receiving the email |
SUID created by HRSS | Within 2 business days of completed PIF |
HRSS initiates PIF and background check | At or shortly after offer acceptance |
If a new instructor is identified late, contact HRSS immediately at hrservice@syr.edu or 315.443.4042. Delays at any step in this chain can result in the instructor missing a pay period.