New Employee Checklist

Congratulations! You've survived recruitment, hired a new staff member, and are ready to move on to orientation. Below are two checklists to guide you, the new employee's supervisor, through this important orientation process.

Checklist #1: the Human Resources/Business Office

For hourly non-appointed staff, Please contact UITSPAY to initialize paperwork/payroll steps.

For appointed staff, the UITS HR Coordinator will schedule a UITS welcome session with your new employee on or prior to their appointment date. This meeting serves multiple purposes like a one-stop shop.

New employees complete steps required to initialize their employment/payroll and receive valuable information about our department and their benefits. New staff employees fall into different catagories (New to IU, transfers from elsewhere on campus, hourly becoming appointed, etc.) so the necessary steps will vary.

A welcome message and meeting invitation to your new hire is sent via email. Embedded in this welcome email are useful links including how to secure an email account; complete online payroll forms; link to benefits video; instructions for obtaining a parking permit; and housing information as needed.

The following processes are part of the onboarding process. Most of these steps are triggered by a notification that is sent to a limited internal distribution list.

• I9/everify -online through everify system. Employee completes Section One. o complete the employer portion of the I-9, the employee should bring identification including social security card, drivers license, etc to the UITS Recruitment Coordinator or Payroll Associates

• UITS picture identification badge -UITS Recruitment Coordinator or Payroll Associates

• Card Key for Building access -UITS Recruitment Coordinator or UITS Payroll Associates

• IU Network ID -new employee creates own account at http://itaccounts.iu.edu(All hiring paperwork must be fully processed before the systems will recognize the individual's affiliation with the University and provide the appropriate eligible resource choices)

• Name added to Phone list - Sher Adkins

• E-mail distribution lists and telephone directory -Sher Adkins

Employees have 30 calendar days from their hire date to enroll in benefits and will receive an email from University Human Resources inviting them to enroll online. Our goal is for the new stff member to be ready and choice confident as soon as possible.

Some campuses offer campuswide benefit orientations that employees are invited to attend. These invitations are sent to their email addresses. The employee may choose to attend their campus meeting or allow UITS HR to discuss benefits as part of the new employee meeting. If conducted at the department level, UITS HR provides them with a benefits summary and several benefit website links to review. The information within these web links is discussed during their the new employee meeting. Discussion topics include:

• http://www.indiana.edu/~uhrs/benefits/pto-exempt.html (Paid time off for professional staff)-OR-
• http://www.indiana.edu/~uhrs/benefits/pto-nonexempt.html (Paid time off for support staff)
• http://www.indiana.edu/~uhrs/benefits/HealthEmpContrib2013.html (Employee contributions for medical and dental plans)
• http://www.indiana.edu/~uhrs/benefits/2013/health-compare.html (Benefit table comparing coverage levels)
• http://www.indiana.edu/~uhrs/benefits/dental.html (Dental information)
• http://www.indiana.edu/~uhrs/benefits/medco_express.html (Prescription information)

Employees have 30 calendar days from their hire date to enroll in benefits so attending the campuswide event and/or meeting with UITS HR Coordinator or overview benefits is is beneficial for them to be choice confident as soon as possible.

Checklist #2: The supervisor and/or the team

Because each group and unit is slightly different, and because we want the new employee experience to be persoanized, the following checklist contains some of the things your team or you will want to prepare or conduct prior to or within their first few days at work. Remember you are not alone in this effort! An asterisk (*) indicates other resources that are available to assist you, and of course you'll have many ideas of your own to include.

• Office space cib-space-request@oncourse.

• >Physical Mailbox for campus and paper mail -Send email to phone@indiana.edu

• Workstation/appropriate software Please contact Executive and Internal Tech Support to request computer support and setup assistance

• Phone/cell/internet/long disatance authorization order form

• Data Access
  1. Once the employee creates their network id, you may have them complete the Online User Agreement
  2. Set up access to appropriate team/project/divisional directories
  3. OTP token for secure data access are ordered/deactivated through -> Services -> Administrative Systems -> Data Access -> Step 3. Ensure that youir employee visits http://access.iu.edu to activate their token.

• Business cards are purchased through the following form https://webdb.iu.edu/uitsfs/scripts/bcards/bcards.cfm

• Office supplies are available in each print/scan/fax room

• General tour*(1)

• Personal introductions

• New employee announcement*(2)

• Discuss your expectations and team practice regarding work days, shift, telecommuting, requesting time off, absence notification, reporting time off, and any productivity activity monitoring/measurement tools used.

*(1) The facilities manager conducts tours of all UITS.

*(2) If you prefer, the UITS Human Resources Officer can help prepare and issue an announcement organization-wide.

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