Advancement · School Operations

New staff, ready
on day one.

A new hire’s first week goes wrong in predictable ways: no login on the first morning, an I-9 that nobody finished, a teacher who never walked the lockdown route. Add each new employee with a start date. The checklist puts the work in the order it happens, works out the Form I-9 deadline from the first day and flags what is late or about to be.

Add a new hireWhat you get
$5one-time · every device you sign in on
Buy · $5

Included with Caveat Classroom and Whole-school licenses. Or get it in the School operations toolkit, $49 for 52 items.

New hires

The worked example is made up: a teacher starting Monday, an aide eight days in with a late I-9, and an office assistant whose background check is not back. Use initials or employee numbers. Saved on this device only.

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What you get

Advancement · School Operations$5 · included with Classroom and Whole-school licenses

What you finish with
A record per new hire: initials, position, kind of position, first day, the colleague showing them around and fourteen checks in three stages. Works out days to the start and the I-9 Section 2 due date; totals open items and names the next start; flags a late or due I-9, an uncleared background check, a missed safety walk-through, a benefits window running out, accounts not requested and no colleague named.
Who it is for
Principals, office managers, HR staff and operations leads who bring new staff into a school.
Format
Browser checklist with a saved record per new hire. Prints one hire, every hire in a table or a blank paper copy; downloads a spreadsheet (.csv); exports and imports a file.
Access
$5 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the School operations toolkit ($49) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The School Operations space in Caveat Advancement.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Add the hire the day the offer is signed.
  2. Work the before-day-one list that week.
  3. Use the first-day list as the morning’s agenda.
  4. Watch the I-9 date in the flags.
  5. Close the month with the last two questions.

Add a new hire

Onboarding, stage by stage

Onboarding in the order it happens1Offer signedStart the background check andrequest accounts.2Before day oneClearance back, W-4 and I-9Section 1 ready.3Day oneSafety routes, reporting duty,keys and logins.4Business day threeForm I-9 Section 2 must bedone by now.5Day 30Benefits window often closes;first real conversation.6Day 90Ask what was missing and fixthe list.Onboarding in the order it happens1Offer signedStart the background check and requestaccounts.2Before day oneClearance back, W-4 and I-9 Section 1ready.3Day oneSafety routes, reporting duty, keys andlogins.4Business day threeForm I-9 Section 2 must be done by now.5Day 30Benefits window often closes; first realconversation.6Day 90Ask what was missing and fix the list.
Only the I-9 timing is a federal rule for every employer. Background checks, trainings and benefits windows depend on your state, your school and your plans.

The one federal deadline

Form I-9 has two clocks. The employee completes Section 1 no later than the first day of work, and the employer examines documents and completes Section 2 within three business days of that day. A late form is still completed, with a note of why; it is not skipped.

Everything else is local

Background check rules, required trainings and probation periods come from your state, your district or board and your contracts. Edit the checklist items to match them; the tool keeps whatever you mark.

Sources

  1. U.S. Citizenship and Immigration Services. Form I-9 instructions and the I-9 Central guidance on completing Sections 1 and 2 (uscis.gov).
  2. Internal Revenue Service. Form W-4, Employee’s Withholding Certificate (irs.gov).
  3. U.S. Department of Education, Student Privacy Policy Office. FERPA guidance for school officials (studentprivacy.ed.gov).
  4. Child Welfare Information Gateway. Mandatory reporters of child abuse and neglect (childwelfare.gov).
  5. Society for Human Resource Management. Onboarding new employees: maximizing success (shrm.org).

The worked example is made up. This checklist keeps your own records; it is not legal advice. Check state and school requirements with your district or counsel. Nothing you type is sent to Caveat. Support: team@caveatacademic.com.