When you make a verbal offer to a student, be sure to explain what happens next. You can share this information by email, in person, or during a video call.
What to Expect- Receiving Their Appointment (Offer) Letter
The student will receive an email from DocuSign containing their appointment (offer) letter along with other important information related to their employment at Fleming. This package is referred to as an “envelope” and includes:
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- Welcome to Fleming DocuSign Instructions
- Appointment Letter
- Information on the Optional CAAT Pension Enrollment
- Payroll Pay Date Schedule
- Payroll’s Timesheet Deadlines
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The student must review and sign the offer letter within 5 business days.
⏳ If the letter is not signed within this timeframe, the offer will expire and cannot be accepted later.
If the Student is New or Returning After 6+ Months:
After signing the offer letter, the student will automatically receive a second email from DocuSign with the subject line:
“Fleming – New/Rehire Documents – [Student Name]”
⚠️ No action is required from you at this stage – the system is set up to send this automatically.
This second DocuSign package includes mandatory onboarding documents. Once completed, these forms are sent directly to HR for processing.
These Documents Must Be Completed Before the Student Starts Work
Let the student know they cannot begin working until all forms are completed and submitted.
The second email will ask them to complete and/or upload the following:
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- Fleming DocuSign Instructions
- Employee Personal Data Form
- Personal Tax Credit Forms: Federal TD1 and Provincial TD1-ON, (2 pages each – used by Payroll to calculate tax deductions)
- Banking Information – upload a void cheque or direct deposit form from the bank
- Proof of Eligibility to Work in Canada (if their Social Insurance Number starts with a 9, they must upload their SIN and valid work permit)
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Sample forms are available via the links above if you’d like to review them with your student in advance. Do not send the sample forms to the student. They must complete and sign the official documents using the link in the second DocuSign email.