New Employee Onboarding


We are excited to have you as a part of the Cairn community. To help you hit the ground running, we have developed this walkthrough for new employees. Please review each of the steps closely and complete the necessary new hire forms as soon as you can.

If you have any questions, please do not hesitate to contact our Human Resources office or your department supervisor.

Cairn Employees
Office of Human Resources

Before you arrive:

Background Checks

All employees are required to obtain the PA State Police Criminal background clearance before employment begins. Additionally, those who regularly work with minors (Admissions, Athletics, and CCAA staff, and others as notified) are required to obtain all three clearances required by Pennsylvania.

Previously-obtained clearances are accepted provided they were issued no more than 90 days prior to Cairn date of hire.

Please begin this process immediately. Follow the step-by-step instructions in the document below:

Background Check InstructionsSTEP 1

New Hire Forms

pencil and documentsWe want to be able to pay you! As soon as you can, please submit the following forms. You cannot work or be paid until these are completed:

 Direct Deposit Authorization Agreement.pdf

 Employee Information Form - Personal Data.pdf

 I-9 Employment Eligibility Verification Form.pdf

 Residency Certification Form.pdf

 W-4 Federal Tax Form.pdf

If you live in New Jersey, please also complete:

New Jersey Tax Form.pdf

And if you live in NJ, IN, MD, OH, VA, or WV, we also need:

Emp's Statement of Non-PA Residence-Tax Form.pdf

Information collected is used for payroll purposes as well as to create your various Cairn system accounts, including email and eLearning (for faculty).

Send your completed forms through the HR Secure Submit form (right).


During your first days of work:

Get your ID card

ID CardContact the Human Resources Department at to schedule a time to have your photo taken and your ID card made.


Important Information to Review and Acknowledge

Please read through the following, and sign the corresponding acknowledgements.

  • Employment Handbook
  • Safe Campus
  • Faculty Manual (for FT, PT, and adjunct faculty only)

Motor Vehicle Registration

Make sure you have your Cairn ID, and then register your vehicle online.

  • Click the link below
  • Review the Regulations to know where to park.
  • Complete the online form to obtain a parking decal. Parking is free for faculty and staff, but registration is still required.
  • Pick up your parking decal at the Business Services Office during office hours (Monday-Friday between 8am-4:30pm). You will need your Cairn ID, Driver’s License, and Vehicle Registration in order to collect your permit.

Until you receive your parking decal, please park in Visitor Lot E (if here during regular business hours).

Register your vehicleSTEP 5

Update your emergency information

telephoneLet us know how to get in touch with you in the event of an emergency and subscribe for emergency SMS alerts:

  • Click on the link below.
  • Enter the required information.
  • This will enable you to receive text alerts for weather-related closings or other campus emergency notifications.
Sign up for emergency alertsSTEP 6


OrientationOrientation is online and self-paced.  Aim to complete the orientation during your first week of employment. You’ll find yourself well acclimated and ready to take on your job responsibilities!

If you are eligible for benefits, please be sure to complete Module 2.4 and schedule a follow-up appointment with H.R. to process enrollment.

  • Log in to eLearning with your Cairn username and password.
  • Click on Training: Cairn Employee Training
  • Complete Units 1 and 2. Faculty, also complete Unit 3.
Begin your orientationSTEP 7

Additional on-boarding

The process of becoming acclimated to the University and to your responsibilities will vary from person to person.  Your immediate supervisor (Dean or Director) or his/her designee, can offer assistance and will arrange for the following to be provided, as applicable to your department and position:

  • Office space and keys
  • Computer
  • Cell phone
  • Credit card
  • Cairn attire

What time do I start?


Typical business hours are 8:00am to 4:30pm, but may vary by department or position. Your employment start date should have already been communicated with your offer letter. Don’t hesitate to contact HR or your supervisor if you have any questions.


What should I wear?

Employees should dress cleanly and professionally. You can get as fancy as you’d like, but business casual will suffice. Jeans and sneakers may be worn as appropriate for your work responsibilities.


Do I need to bring anything with me?

A valid photo ID, any new hire forms you haven’t already submitted, and your winning personality! We’ll handle the rest.


Where should I park?

On your first day, you are welcome to park in one of the Visitor lots or anywhere else that is convenient until you get your parking permit.

Here’s a map to help you start getting oriented.


When’s lunch?

There are a lot of great lunch spots near campus, and many of them offer discounts for Cairn ID holders. Our very own Furman Dining Commons serves up some tasty options as well, and at a great price for faculty and staff. Most employees will break around 12 or 12:30 for their lunch hour.

No sad desk lunches! Even if you are brown-bagging it, head over to the caf (or out by the pond on a nice day) and get to know some students or colleagues from other departments.


Any other questions?

Once again, please do not hesitate to contact your supervisor or Human Resources ( or 215.702.4541) with any questions!