New Employees
Welcome to Saint Mary's College of California! We are glad that you have chosen to join our campus community.
Your First 90 Days at SMC!
For New Hires
Completion of your new hire forms is needed to establish your SMC ID, email, and access to other systems such as Canvas. If you are a new faculty or staff member, please stop by The Office of Human Resources prior to your official start date to turn in your completed forms and establish your right to work in the U.S., in compliance with the rules and regulations of the Immigration Reform & Control Act of 1986 (please see the I-9 Form).
Within three business days of their start, all new Saint Mary's employees must complete the Department of Homeland Security I-9 Form and provide documentation proving their identity and eligibility to work in the United States. If proof of eligibility is not provided by this time, the College will terminate employment.
Verify Eligibility for Employment (I-9)
To comply with U.S. law, Saint Mary’s College must verify eligibility for employment for all new and rehired employees, within three business days of hire, by collecting a Form I-9 and reviewing original documents that establish the employee's eligibility to work in the United States.
Make an I-9 Appointment
- You are responsible for scheduling an in-person I-9 appointment to meet a Human Resources
representative to review and confirm your ability to work in the United States. - Book an Appointment
- Office of Human Resources is located on the Garden Level of Filippi Administrative Hall (FAH)
Documentation to Bring to the Appointment
- You will need to provide original or certified copies of your documentation (no photocopies) as proof
of your eligibility for employment. - For more information about acceptable identity verification
documents, please see the link: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents
Current employees that need to re-verify due to a change in status, employment authorization, or employment authorization documents
- Schedule an in-person I-9 appointment with Human Resources.
Book an Appointment
Office of Human Resources is located on the Garden Level of Filippi Administrative Hall (FAH) - Bring current and valid document(s) to the appointment
- If possible, please bring recently expired documents to the appointment to ensure we have all
necessary documents on file.
Prior to Official Start Date
Please visit the Office of Human Resources on the Garden Level of Filippi Admin Hall to turn in New Hire Docs, and show your original identification to complete the I-9 verification process.
Staff employees will receive an email with login credentials to our new HRIS, Paylocity, to complete their new hire documents. Despite filling out all paperwork online, you are still required to present your original I-9 documentation in person at The Office of Human Resources.
Faculty, and all other employees not classified as staff, should complete the following forms and return via email, hr@stmarys-ca.edu, or in person the following documentation:
- I-9 (Section 1 only, signed and dated; list of acceptable documents are outlined on pg. 2 of the form)
- W-4 Form
- DE-4 (CA State Withholding Form)
- Direct Deposit Form
- Personal Data Form
- Resume or CV
- Motor Vehicle Registration Form** (only if your job requires you to access an SMC vehicle; see note)
**Note: The Motor Vehicle Authorization Form document applies to new hires in Campus Safety, Facilities or Athletics, and anyone else who will be driving as part of their role here at SMC. If your job requires you to drive as part of responsibilities, you should complete the MVR.
Completing all your paperwork well before the term begins will allow the College to prepare your supporting services in advance of your first class meeting (ID, email, class rosters, library access, and Canvas) and is strongly recommended. Also if a faculty member has worked for the College previously, they need only provide I-9 information if it has been more than three years since they last completed their I-9 form for the College or if their current I-9 form is no longer valid.
Relevant Links
Other relevant links are listed below. If you have any questions, please reach out to hr@stmarys-ca.edu.
Recruitment & Onboarding Team
Location
Our HR Office Suite is located in the basement "Garden Level" of the Filippi Admin Building.
Office hours
9am to 4pm Monday - Thursday
9am to 3pm on Friday
Recruitment and Onboarding Team
Karin Hein
New Employee Resources
You are officially a Gael! What comes next? View the New Employee Checklist and FAQs to have a successful start at SMC.
