New Employee Checklist
Congratulations! You've survived recruitment, hired a new staff member, and are ready to move on to orientation. Below are three checklists to guide you, the new employee's supervisor, through this important orientation process.
Checklist #1: the Human Resources/Business Office
We like to schedule a UITS welcome session with your new employee on or prior to their appointment date. We have tried to streamline the recruitment process so this meeting serves multiple purposes. They complete paperwork that we need to initialize their employment/payroll and other steps as listed below. As our new staff employees fall into different catagories (New to IU, transfers from elsewhere on campus, hourly becoming appointed, etc.) the necessary steps will vary. Toni Usrey usually sends a welcome message and meeting invitation to your new hire. In this message, she provides many useful links, a meeting agenda, and a list of the items that the employee should bring including social security card, drivers license, etc. Please contact UITSPAY to initialize paperwork/payroll steps for new hourly employees.
Please see this page to request computer support and setup assistance https://uitslsp.iu.edu
You may request business cards via a web form at the following url: https://webdb.iu.edu/uitsfs/scripts/bcards/bcards.cfm
If the new staff member needs a long distance ID number and phone service assistance, please use the following url: http://www.indiana.edu/~uitsfin/phones.html when requesting one.
Our new employee message initiates other processes below marked by *. The other processes require either the employee's or manager's action.
- I9/UITS application/W4 -Lynda Johnson ( UITS Payroll Associates for hourly)
- UITS Staff ID -Lynda Johnson(UITS Payroll Associates for hourly)
- Card Key -Lynda Johnson (UITS Payroll Associates for hourly)
- USERIDs -new employee creates own account at http://itaccounts.iu.edu(All hiring paperwork must be fully processed before the systems will recognize the staff member and generate a network id.)
- Administrative Accounts -send email to secaccts@indiana If necessary, employee fills out user agreement and supervisor should send a request for access to the appropriate Data Manager (the Contact List is at http://www.indiana.edu/~iudata/list.html).
- Name added to Phone list - Lynda Johnson
- Mailbox -Send email to phone@indiana.edu
- LAN account -send email to uitslsp@iu.edu
- E-mail distribution lists and telephone directory - Lynda Johnson
We provide them with a staff handbook packet whose contents might vary according to new employee catagory, but generally includes
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Employees who are new to IU (and hourly staff becoming appointed) are invited to a campuswide orientation at which time they enroll in benefits. We preview these benefit options with them at the welcome session.
Checklist #2: The supervisor and/or the team
Because each group and unit is slightly different, and because we want the new employee to believe their orientation is a personal one, the following checklist contains some of the things your team or you will want to prepare or conduct in his or her first days at work. Remember: you are not alone in this effort! An asterisk (*) indicates where other resources are available to assist you, and of course you'll have many ideas of your own to include.
- Office space/keys, etc.
- Workstation/appropriate software
- Contents for desk: calendar, tape dispenser, stapler, paper, IU/Bloomington phone directories
- General tour*(1)
- Personal introductions
- (Technical) skills assessment: UITS Ed Program? HRM training?*(2)
- Periodical routing list
- New employee announcement*(3)
- Scheduling/reporting time off
*(2) The Manager of IT Training and Education Programs and/or the UITS Human Resources Officer can make suggestions
*(3) If you prefer, the UITS Human Resources Officer can help prepare and issue an announcement organization-wide.
