Monday, October 20, 2025

Hiring, Onboarding - How to for the Mortgage Business - Step-by-Step using MortgageManuals

Hiring & Onboarding Workflow 

Scope: This reflects the hiring and onboarding procedures as contained in your manuals and forms. All placeholders from the earlier draft have been replaced with the correct taxonomy and form IDs from your FORMS list. 

A. Common Hiring & Onboarding Flow (All Roles)

Day 0 (Pre‑Offer)

  1. Requisition approved and job description finalized
    • Manual location: 7‑25 Employment and Compensation Practice
    • Forms/tools: FORM 7‑26‑1 OPS COMP New Hire Checklist.docx (initiated for requisition)

  2. Candidate screening, interviews & reference checks
    • Manual location: 7‑25 Employment and Compensation Practices; 7‑26 Checking Background – Credit, Background and Housing Agencies
    • Forms/tools: FORM 2‑72‑1 New Hire Reference Check.docx

We have updated the background check process to emphasise the MLO NMLS FBI Criminal Background Checks DO NOT supplant regular employment background checks for things like driver's licenses, cybersecurity, civil legal actions, previous employment and GSE checks. Also, ALL employees should have background checks, not just MLOs. See Chart 2-72-1 Background Check Matrix


Day 1 (Conditional Offer)

3. Offer letter issued
• Manual location: 7‑25 Employment and Compensation Practices
• Forms/tools: FORM 7‑26‑1 OPS COMP New Hire Checklist.docx (section for Offer of Employment)

  1. Background checks completed (credit, criminal, housing agencies as role‑specific)
    • Manual location: 7‑26 Background Checks
    • Forms/tools: FORM 2‑72‑1 New Hire Reference Check.docx (supplemented by vendor background reports)

Day 1‑3 (Pre‑Start Provisioning)
5. IT account provisioning & device assignment (least privilege, MFA, encryption)
• Manual location: 2‑90‑23 Controlled Access by Job Duty; 2‑90‑24 Password Security; 2‑90‑25 IT Device Security
• Forms/tools: FORM 2‑90‑21 IT Security Inventory.xlsx; FORM 2‑94‑1 Remote Work Setup and Annual Review Checklist.xlsx (for remote staff)

  1. Training assignment (initial role‑based training)
    • Manual location: 2‑72 Mandatory Non‑NMLS Annual Training (new hire training rubric); 7‑45 Employee Training Calendar
    • Forms/tools: FORM 2‑72 Mandatory Non‑NMLS Annual Training Rubric.xlsx; TRAIN 1‑70 BSA, AML and SAR Employee Training 2023.ppt

Day 1 (Start Date)
7. New‑hire orientation; policy acknowledgements (Code of Conduct, IT, AML/Red Flags)
• Manual location: 7‑A Employee Handbook (General Employment Policy, Conduct, Drug‑Free Workplace, Harassment); 2‑93 Red Flag Plan
• Forms/tools: FORM 1‑70 AML Red Flags Checklist.docx; Policy acknowledgement section of FORM 7‑26‑1 OPS COMP New Hire Checklist.docx

  1. System access validated by manager
    • Manual location: 2‑90‑23 Controlled Access by Job Duty
    • Forms/tools: FORM 2‑90‑21 IT Security Inventory.xlsx

Day 1‑30 (Post‑Start)
9. Complete required initial trainings (AML, OFAC, Red Flags, Fair Lending, Privacy, InfoSec)
• Manual location: 2‑72 Training Policy; 7‑45 Training Calendar
• Forms/tools: FORM 2‑72 Mandatory Non‑NMLS Annual Training Rubric.xlsx; FORM 1‑70‑1 AML‑BSA Self Audit Checklist.xlsx (QC validation)

  1. IT security validation: encryption, patching, AV, MFA enforced
    • Manual location: 2‑90‑24 Password Security; 2‑90‑25 IT Device Security; 2‑90‑26 Patch Management
    • Forms/tools: FORM 2‑90‑21 IT Security Inventory.xlsx

  2. 30‑day performance & compliance review
    • Manual location: 7‑30 Performance Reviews; 7‑02.3 Performance Reviews
    • Forms/tools: FORM 7‑26‑1 OPS COMP New Hire Checklist.docx (completion sign‑off); Performance Appraisal.pdf

B. Role‑Specific Add‑Ons

Mortgage Loan Originators (MLOs)

  1. SAFE Act license/registration & NMLS sponsorship verified
    • Manual location: 2‑71 Compensation & SAFE Act Compliance
    • Forms/tools: FORM 2‑71‑2 LO Comp Plan Commissions Individual.docx; FORM 3‑39 Loan Originator Employment Agreement.doc

  2. NMLS ID disclosure in advertising & signatures
    • Manual location: 2‑30 Consumer Advertising; 2‑71 SAFE Act Advertising IDs
    • Forms/tools: FORM 3‑21 ORIG COMPL Advertising and Website Review Checklist.xlsx

Processors

  • LOS/PII access controls
    • Manual location: 4‑0 Processing Module; 2‑90‑23 Controlled Access
    • Forms/tools: FORM 4‑01 PROC Loan File Set Up Checklist.xlsx

Underwriters

  • Appraiser Independence compliance
    • Manual location: 2‑73 Appraiser Independence; 5‑0 Underwriting
    • Forms/tools: FORM 2‑73‑4 Reconsideration of Appraised Value.pdf

Closers/Funders

  • Wire/escrow verification & closing QC
    • Manual location: 6‑0 Closing Module; 2‑90‑22 Physical Office Security (escrow document controls
    • Forms/tools: FORM 6‑2 CLOS QC Pre‑Closing Document Prep Funding Review.docx; FORM 6‑5 CLOS PROC Closing Notification Tickler.doc

Operations/Admin

  • Records retention & access
    • Manual location: 2‑90‑50 Document Retention & Destruction; 7‑0 Operations
    • Forms/tools: FORM 2‑90 Document Retention Reference.gdoc; FORM 7‑10 Employee Roster.xls

C. Timelines Summary

  • Pre‑offer: requisition, references, background checks (7‑25, 7‑26, FORM 2‑72‑1).

  • Pre‑start: IT provisioning (2‑90‑23/24/25, FORM 2‑90‑21); training assignment (2‑72, FORM 2‑72 rubric).

  • Start Day: orientation & policy acknowledgements (7‑A, FORM 7‑26‑1).

  • Within 30 days: required trainings complete (2‑72, 7‑45, FORM 2‑72 rubric); 30‑day review (7‑30, FORM Performance Appraisal).

D. Hiring & Onboarding Rubric (Manual Citations & Forms)

Role Procedure Step Manual Location Form(s) Notes
All Requisition & job description 7‑25 Employment & Compensation FORM 7‑26‑1 OPS COMP New Hire Checklist Covers posting/approval
All Background/reference checks 7‑26 Background Checks FORM 2‑72‑1 New Hire Reference Check Includes credit & housing
All Offer letter 7‑25 FORM 7‑26‑1 OPS COMP New Hire Checklist Offer embedded in checklist
All IT provisioning 2‑90‑23/24/25 FORM 2‑90‑21 IT Security Inventory; FORM 2‑94‑1 Remote Work Setup Checklist Device & access setup
All Training assignment 2‑72; 7‑45 FORM 2‑72 Training Rubric Role‑based, includes AML/OFAC
All Policy acknowledgements 7‑A; 2‑93 Red Flags FORM 1‑70 AML Red Flags Checklist; FORM 7‑26‑1 New Hire Checklist Includes handbook policies
All Performance/60‑day review 7‑30; 7‑02.3 Handbook Performance Appraisal.pdf 60‑day review built into handbook
MLO SAFE Act licensing 2‑71 FORM 2‑71‑2 LO Comp Plan; FORM 3‑39 Employment Agreement Must be complete before origination
MLO NMLS ID in ads 2‑30; 2‑71 FORM 3‑21 Ad & Website Review Checklist
Processor File/LOS PII access 4‑0; 2‑90‑23 FORM 4‑01 Loan File Setup Checklist Secure handling
Underwriter Appraiser Independence 2‑73; 5‑0 FORM 2‑73‑4 Reconsideration of Appraised Value
Closer Wire/escrow verification 6‑0; 2‑90‑22 FORM 6‑2 Pre‑Closing Checklist; FORM 6‑5 Notification Tickler
Ops/Admin Records retention 2‑90‑50; 7‑0 FORM 2‑90 Document Retention Ref.; FORM 7‑10 Employee Roster

E. Forms Index (Corrected for Hiring/Onboarding)

  • FORM 7‑26‑1 OPS COMP New Hire Checklist.docx → Section 7‑26 (Background & Hiring)

  • FORM 2‑72‑1 New Hire Reference Check.docx → Section 7‑26 (used with Training)

  • FORM 7‑10 Employee Roster.xls → Section 7‑28/7‑29 Personnel Records

  • FORM 2‑90‑21 IT Security Inventory.xlsx → Section 2‑90‑25 Device Security

  • FORM 2‑94‑1 Remote Work Setup Checklist.xlsx → Section 2‑94 Remote Access

  • FORM 2‑71‑2 LO Comp Plan docs → Section 2‑71 SAFE Act/Compensation

  • FORM 3‑39 Loan Originator Employment Agreement.doc → Section 2‑71 SAFE Act/MLO

  • FORM 3‑21 ORIG COMPL Advertising & Website Review Checklist.xlsx → Section 2‑30 Advertising

  • FORM 2‑73‑4 Reconsideration of Appraised Value.docx → Section 2‑73 Appraiser Independence

  • FORM 6‑2 CLOS QC Pre‑Closing Checklist.docx → Section 6‑0 Closing

  • FORM 6‑5 CLOS PROC Closing Notification Tickler.doc → Section 6‑0 Closing


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