These policies govern the hiring, onboarding, and employment processes for non-faculty personnel at NOBTS. They supplement the Employee Handbook and are applicable to all divisions hiring full-time and part-time non-faculty employees. This includes procedures for creating new positions, conducting background checks, and properly initiating employment through Paycom.
2. Creating and Approving New Positions
Before any offer of employment can be extended:
All new positions, whether part-time or full-time, must be approved in writing by the Senior Vice President for Business Administration.
No hiring steps should be initiated until approval is obtained.
Once approved, the hiring supervisor may proceed with onboarding as outlined below.
3. Hiring and Onboarding Process
3.1 General Steps
Initiate Early Begin hiring steps at least one week prior to the intended start date to allow time for paperwork, background checks (see 3.2 for more information), and approvals.
Complete Employee Authorization Form
Available at nobts.edu/adminpolicies/payroll.html
Must include the employee’s personal email and phone number, not seminary-issued credentials.
Must be signed by the supervising personnel for the respective department which could include division chair, academic dean/AVP, Provost/VP, and the SVP for Business Administration before submission to HR.
Paycom Onboarding
New employees will receive an email from Paycom at their personal email to complete onboarding documents.
No employee may begin work until Paycom onboarding is completed and clearance is granted by HR.
Form I-9 Documentation
Employees must present required I-9 documentation to the Business Office.
Remote employees must coordinate with HR for compliant off-site verification.
Final Clearance to Begin Work
HR will notify supervisors when the employee is fully cleared to begin compensatory work.
Work performed before clearance is a violation of NOBTS policy.
3.2 Background Checks
Required for all non-student, non-minor new hires.
Background check consent is requested via Paycom prior to onboarding.
Results are reviewed by HR; serious findings are referred to the Director of Security for assessment and recommendation.
Employees may not begin work until the background check has cleared and the employee is approved.
Note: NOBTS does not conduct fingerprinting on employees.
3.3 Specific Hiring Scenarios
New Hire (Part-Time or Full-Time)
Requires full onboarding via Paycom.
Submit I-9 documents in person to HR.
Must wait for HR clearance before starting work.
Rehire – Former Employee (Left in Good Standing, <12 Months)
May resume employment once all authorization signatures are obtained.
HR must confirm whether onboarding steps are required.
Supervisors must check with HR for clearance before start date.
Rehire – Former Employee (Left in Good Standing, >12 Months)
HR will determine if additional paperwork is needed.
Employee may start after clearance and any required documentation is complete.
Rehire – Former Employee (Not in Good Standing)
Requires explicit approval from the VP for Business Administration.
If approved, HR will direct any required documentation or onboarding steps.
4. Special Notes by Employment Type
4.1 Full-Time Employees
Approval required for all full-time positions prior to hiring.
Must attend:
Benefits Meeting with Director of HR and Payroll
AFLAC Meeting – Employees may decline if desired.
If transitioning from part-time to full-time, additional steps may apply; HR will provide guidance.
4.2 Part-Time Employees
Approval required for new part-time positions.
Follows same onboarding process as outlined above.
4.3 TA/Grader Hires
The new hire process does not apply to TA/Grader positions.
TA/Grader policies follow separate academic and accounts payable guidelines.
4.4 Contract Teachers
Hired via formal email from a Dean or AVP.
Must meet academic and theological qualifications.
Issued a semester-based contract with start and end dates.
5. Payroll and Position Changes
Employee Authorization Forms must be submitted before employment begins or a status/pay rate changes.
No employee may begin work or receive pay without an active and approved authorization form.
Separation Notices are required for all terminations and must be submitted to HR before the last day worked.
6. Overtime Policy
Overtime (OT) must be approved by the SVP for Business Administration.
OT is discouraged and only permitted when necessary for institutional operations.
Supervisors must coordinate OT requests with both HR and the SVP's Office.
7. Contact Information and Questions
For questions regarding eligibility (e.g., minors, international students), hiring policies, or onboarding processes, please contact:
Shelly Cooper, Director of HR and Payroll Human Resources Office NOBTS Business Office 504-816-8045 hr@nobts.edu
