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Department of Medicine
On-Boarding Comprehensive Checklist
SECTION I: PRE-START DATE CHECKLIST - DIVISION ADMIN/MANAGER/SUPERVISOR
Done Task Academic Ees-in-Train Classified Student Due
(date) Staff /Student Asst Staff Hourly
Business cards--to order use on-line form located Pre-start
http://www2.medicine.wisc.edu/home/files/domfiles/hr/Medical%20School%20
Business%20Card-2007.doc
Computer equipment--ensure hardware and software is available and Pre-start
installed, contact IT at help@medicine.wisc.edu or see link for more
information http://kb.wisc.edu/medicine/12624
Computer Sign-ons--Determine appropriate information systems needs and Pre-start
complete forms for ee signature on first day; see this site for most access
forms--http://www.cio.wisc.edu/itaccess/
Computer DOM Email sign-on--Send new employee computer account Pre-start
checklist to IT by sending email to help@medicine.wisc.edu; link for form is:
http://kb.wisc.edu/images/group58/12615/NewAuthorizationForm.pdf
(Jennifer/IT working on new policy requring DOM email; link will go here)
Lab coat--order from typical vendor (currently no standard process for DOM, Pre-start
each division has separate process)
Locker--arrange for at UWHC/VA if needed Pre-start
New Employee Orientation--schedule NEO session with HR for Wednesday Pre-start
during first week of work (or before) by sending an email to
HR@medicine.wisc.edu plus schedule meetings with others for initial
orientation
Office space and furniture--ensure available Pre-start
Pager--order thru UConnect at Pre-start
http://apps.uconnect.wisc.edu/tools/pager_request/
Parking--where to park your first day; alternative transportation; parking Pre-start
application requires Net ID; instruct ee to apply for parking on-line at this link -
http://transportation.wisc.edu/resources/apply.aspx
Phone--Land line phones, phone numbers and voice mail may be ordered by Pre-start
contacting DoIT (authorized divisional user must contact);
http://www.cio.wisc.edu/itaccess/detail.aspx?sgid=29
Signage--acquire appropriate signage for MFCB by contacting Facilities Pre-start
Designer - mjjelinek@medicine.wisc.edu
SECTION II: START DATE AND BEYOND CHECKLIST - DIVISION ADMIN/MANAGER/SUPV
Done Task Academic Ees-in-Train Classified Student Due
(date) Staff /Student Asst Staff Hourly
Badge/ID--for UW, provide information on how to acquire WISC card ID: NEO too
http://www.wiscard.wisc.edu/service.html#1 (must have photo ID in order to
access My UW/Net ID); must appear in person at Union South with ID and be
entered into HRS; call ahead 262-3258
Badge/ID--UW Health, give completed form to new ee who presents at NEO too
G5/142 CSC for picture and ID; MUST BE SIGNED BY HR;
http://www2.medicine.wisc.edu/home/hr/hrforms (This gives general building
access).
Building access--provide work unit access such as security codes, after 1st Week
hours access--if needed, keys, etc. (for ADRC, J5/M CSC access--send email
request to UW Police at access@mhub.uwpd.wisc.edu with badge#; for MFCB
access send an email to move@medicine.wisc.edu
Building Guide, Midvale--link is for all staff located at 310 N. Midvale 1st Week
https://www2.medicine.wisc.edu/home/administration/310-n-midvale
Building Guide, MFCB--link is for all staff located in Medical Foundation 1st Week
http://www.med.wisc.edu/facilities/mfcb/policies-and-procedures/27491 Centennial Building (MFCB)
for all staff located in Health Sciences Learning 1st Week
Building Guide, HSLC--link is Center (HSLC)
http://www.med.wisc.edu/files/smph/docs/hslc/hslc-facilities-use-guidelines.pdf
Building Guide, WIMR--link is for all staff located in Wisconsin Institutes for 1st Week
http://www.med.wisc.edu/files/smph/docs/wimr/wimr-facilities-use-guidelines- Medical Research (WIMR)
master.pdf
Computer training--on use of applicable software systems and familiarize 1st Week
with DOM/Division website
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Done Task Academic Ees-in-Train Classified Student Due
(date) Staff /Student Asst Staff Hourly
Emergency procedures for work unit--review emergency response guide 1st Week
and, depending on position duties, also review the blood borne pathogens
plan; discuss person's specific role regarding safety--fire, tornado, etc.
Employee Health
TB testing—placement and reading (records not kept by HR or UWHC Anyone w/direct patient or study participant Prior to
employee health); tests available from UWHC Employee Health Service, call contact patient
263-7535; must present valid SMPH ID contact,
Immunizations: It is an expectation that all immunizations are up-to-date, Any one with direct patient/study participant then
including Hepatitis B; however, we don't require proof nor documentation to contact annually
personnel file
Evaluation period (if applicable)--length--12 months 1st Week
Healthlink--the process for healthlink access and training changes frequently 1st Week
so see link on DOM/HR website for the flowchart and directions:
http://www2.medicine.wisc.edu/home/hr/healthlink. All documentation must be
submitted thru your HR representative
Introductions--to co-workers and functions in work area 1st Week
List Serves--add to appropriate list serves, department electronic calendars, 1st Week
team folders, proxy lists, etc.
Mail system--inter-office mail system, CSC mail codes, postage, and 1st Week
shipping services
Mentor--consider assigning mentor, person responsible for initial job training 1st Week
and DOM acclimation
Office functions--Info on how to order supplies, requisitions, etc. and how to 1st Week
use equipment such as fax, printer, copier
Position description--ensure that four copies of PD that have been sent are 1st Week
signed by supervisor and employee; return all copies to HR
Position specific orientation--instruction and training regarding duties, 1st Week
training manuals, self-study, expectations, as well as notice of future meetings,
committees, task forces, and commitments
Probationary period--(if applicable-new to SMPH or promo) and probationary 1st Week
evaluation process (classified is typically a six-month probation period unless a
supervisory position, which is twelveDOM accounting link for forms and
Purchase card authorization--see months) 1st Week
process, http://www2.medicine.wisc.edu/home/accounting/pcard
Researchers - Additional Resources/Training Materials (with PI) 1st Week
Safety Dept for UW--Biological safety, occupational health, chemical & 1st Week
environmental, radiation http://www2.fpm.wisc.edu/safety/ All Research faculty and staff
Research Policy & Compliance--research policy advisory council, human 1st Week
research protections program, responsible conduct, research misconduct,
conflict of interest & outside activities, human pluripotent stem cell research,
reasonable compensation for RAs All Research faculty and staff
Lab Animal Science--American Association for Laboratory Animal Science; 1st Week
http://www.aalas.org/index.aspx All Research faculty and staff
Time keeping--appropriate procedures for recording time--leave reports, 1st Week
timesheets, and how to have supervisor approve; complete alternative work
schedule (academic) if part time or not typical 8 hour day schedule
Tour--work space, i.e., office/lab, work unit, restrooms, break areas 1st Week
Training--and professional development opportunities and expectations;
tuition reimbursement policy
Vehicle Use Agreement--(for staff who use a fleet car or drive personal car 1st Week
for work purposes); obtain signed vehicle use agreement, notify staff of
personal auto liability responsibility, link is
http://www.bussvc.wisc.edu/risk_mgt/drivetable.html
Work hours and expectations--attendance, punctuality, lunch, breaks, 1st Week
overtime (if applicable/hourly), time sheets, on-line calendar, sign-in/out
procedures, how and who to call for unscheduled absences, how to request
and schedule time off--permission, confirmation
SECTION III: PRE-START DATE CHECKLIST - HUMAN RESOURCES/PAYROLL 1st Week
Done- Task Academic Ees-in-Train Classified Student
date Staff /Student Asst Staff Hourly
Caregiver Background form--sent out with appointment letter--ee sends Anyone with regular, direct contact with Complete 1st Week
back to SMPH; need prior to requesting healthlink access UWHC patients; complete cover letter, w/in 60
http://www.med.wisc.edu/files/smph/docs/for_staff_faculty/hr/caregiver- give to ee for them to complete form days of
background-check-form-instructions.pdf and send directly to SMPH hire
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Done Task Academic Ees-in-Train Classified Student Due
(date) Staff /Student Asst Staff Hourly
Credentialing/privileging--licensed professionals & faculty
Electronic personnel record--enter new employee info into WebHR and Due
JEMS; start date must be atleast 7 days after entry into HRS
Net ID--if requested, apply for New Hire Net ID prior to start date (by sending
email request netid@ohr.wisc.edu at OHR/payroll. This allows ee to apply
early for parking--typically parking information is given at NEO)
NEO--add to roster (G/HR/tables/new employee orientation roster)
Organizational chart--update ASAP
Personnel file--create and file--See HR checklist for full scope of duties
Payroll set-up--(Paydata, JEMS, Kronos)
Position description--send four copies of to supervisor for his/her and NEO-HR
employee's signature; then send fully signed copy to ee
SECTION IV: START DATE AND BEYOND CHECKLIST - HUMAN RESOURCES/PAYROLL
Done- Task Academic Ees-in-Train Classified Student Due
date Staff /Student Asst Staff Hourly
COMPLETE AFTER NEO
NEO--ensure all new employees complete on-line NEO by checking at least
monthly the NEO web site (Payroll & HR Manager)
Email address--HR (PH) adds correct DOM email address to HRS/CPAD
from NEO roster
COMPLETE DURING NEO - HR/Payroll (see slides and on-line checklist)
Badge/ID--for UW, provide information on how to acquire WISC card ID: DA/SUPV
http://www.wiscard.wisc.edu/service.html#1 (must have photo ID in order to too
access My UW/Net ID); must appear in person at Memorial Union with ID and
be entered into IADS/HRS
Badge/ID--UW Health, give completed form to new ee who presents at F8/183 DA/SUPV
CSC for picture and ID; MUST BE SIGNED BY HR; too
http://www2.medicine.wisc.edu/home/hr/hrforms (This gives general building
access).
Benefits--personal meeting/overview of all eligible benefits per "Benefits NEO-HR
Eligibility Decision Table" at http://www.bussvc.wisc.edu/ecbs/bng-benefit-
eligibility-decision-table-uw1486.pdf, this may include benefit summary and
applications, State Group Health, etc. chance to ask questions, refer to UW-
Benefits 101; also includes info on unclassified and classified earned leave
Direct Deposit Form--http://www.bussvc.wisc.edu/ecbs/pay-direct-deposit- NEO-HR
auth-uw1032.pdf
Emergency contact--complete form with info, turn in to HR NEO-HR
Home and Campus Address Form-completed and gave to facilitator NEO-HR
I-9 work authorization--verify and copy employee's documents; enter info into NEO-HR
HireRight electronic I9 system; print out completed I9 and file with documents
in I9 file (note: if has an expiring work authorization date--enter into Web HR
and let Terri P/Amy P know)
Licenses--provide a copy of DEA license and other WI license (mid-levels, NEO-HR
psychologists, other licensed professionals)
NEO Checklist--provide and inform of due date NEO-HR
Parking/Transportation--provide transportation options form and instruct ee NEO-HR
to apply for parking on-line at this link -
http://transportation.wisc.edu/resources/apply.aspx (also supplied by division)
Pay Schedule and List of Holidays/Furloughs--currently printed; could NEO-HR
provide appropriate link--3 types of schedules, acad, class,
student)http://www.bussvc.wisc.edu/ecbs/emp-calendars-schedules-
menu.html
Pay stubs--provide information on how to access My UW, must first have net NEO-HR
ID, Wisc card;
http://www2.medicine.wisc.edu/home/files/Accessing%20Your%20Paychecks-
Personal and Professional Conduct--DOM professionalism; sexual and NEO-HR
verbal harassment, http://www.oed.wisc.edu/sexualharassment/
;Consensual Relations,
http://www.oed.wisc.edu/sexualharassment/consent.html ;Nepotism
http:///www.ohr.wisc.edu/polproced/uppp/1502.html ;and privacy of Patient
Care Information http://www.wisc.edu/hipaa/
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Done Task Academic Ees-in-Train Classified Student Due
(date) Staff /Student Asst Staff Hourly
Phone usage policy and basic instruction--provide policy info plus reiterate NEO-HR
personal long-distance calls from UW land-lines and cell phones are not
permitted (even if reimbursed); directory assistance calls involve a charge, so
please limit to essential usage; the department receives data monthly
Photographs (alert Craig) NEO-HR
Safety and accident reporting--supervisory and ee responsibilities; policy NEO-HR
link is: http://www.ohr.wisc.edu/polproced/UPPP/1301.html
Timekeeping--provide information/instruction on how to enter work time NEO-HR
(Kronos) http://www.bussvc.wisc.edu/uwpc/kronos-user-guide-menu.html
*Currently students only--will be all ees in July 2011?
W4 Federal and State Tax withholding forms plus Veteran's Survey Form, NEO-HR
& Disability Self-Identification Survey for New Employees -
http://www.bussvc.wisc.edu/ecbs/pay-w4-employee-withholding-statement-
uw1389-fillable.pdf
COMPLETE DURING NEO - IT
Computer Usage policy--review policy on “Appropriate use of UW-MSN IT NEO-IT
Resources” link is: http://www.cio.wisc.edu/policies/appropriateuse.aspx
Directory use--within DOM on DOM website, people search NEO-IT
(http://www2.medicine.wisc.edu/home/people-search?preSearch=); UW-
Madison people search at http://www.wisc.edu/directories/?name=Search
DOM Website--look here first for directory, HR information, research NEO-IT
information, etc. http://www2.medicine.wisc.edu/home/
Computer systems--group wise training on email, calendar, etc. plus network NEO-IT
file system and website, remote access (work from home must have a
Email--DOM policy and how file) contact wisc.mail
telecommuting agreement onto forward to istraining@medicine.wisc.edu NEO-IT
Voice mail--how to set up to be delivered as via e-mail; information regarding NEO-IT
on line tutorial DoIT at
http://www.doit.wisc.edu/telephone/voice_mail/tutorial/index.asp
NEW EMPLOYEE COMPLETES ON-LINE via DOM NEO on-line http:/neo.dom.wisc.edu
Introduction to UW Policies and Procedures
Abnormally Hazardous Task Report--SMPH policy link is: Anyone who supervises checklist
http://www2.medicine.wisc.edu/home/hr/hrforms classified staff
Academic staff representation--academic staff link at http://acstaff.wisc.edu/ checklist
Academic/Unclassified Employee Policies and Procedures--links are: checklist
http://acstaff.wisc.edu/ASPP/ASPP2006.pdf and
http://www.ohr.wisc.edu/polproced/UPPP/UpppTableofContents.htm
Attendance and punctuality policy--SMPH checklist
http://docstor.rms.med.wisc.edu/document_11_18203.doc
Classified Employee Handbook--link is: checklist
http://www.ohr.wisc.edu/employee_handbook/index.pdf
Classified Employee Policies and Procedures--link is: checklist
http://www.ohr.wisc.edu/polproced/CPPP/CPPPtblcnts.html
Classified staff work rules-- checklist
http://www.ohr.wisc.edu/polproced/CPPP/cppp_chapter18_app18a-eng.pdf
Council for Non-represented classified staff--link is class, non- checklist
http://www.cncs.wisc.edu/ rep
Dean's letter--regarding work environment, checklist
https://www2.medicine.wisc.edu/home/files/Work%20Environment%20Issues
%20Sept%202010-1_1.pdf
Disability/ADA policies--UW-MSN policies link: checklist
http://www.wisc.edu/policies/disability.php
DOM Mission/vision--http://www2.medicine.wisc.edu/home/dom/mission checklist
Dress Code--UW Health Dress Code policy: checklist
http://www2.medicine.wisc.edu/home/hr/dresscode
Employee Assistance Office--the link is: http://eao.wisc.edu/ checklist
HIPAA training--go to website, create an account (must have an email checklist
address to do so); take the training; print out the HIPAA certificate. Keep one
copy for your records; a hard copy of your HIPAA certificate must be
presented to HR for your personnel file;
https://hipaa.wisc.edu/courses/moodle/login/index.php
Inclement Weather--unclassified
http://www.ohr.wisc.edu/polproced/UPPP/1604.html or classified
http://www.ohr.wisc.edu/polproced/CPPP/cppp_chapter16-04.pdf
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Done Task Academic Ees-in-Train Classified Student Due
(date) Staff /Student Asst Staff Hourly
IT Security 101--on-line course for all IT staff, All IT staff checklist
https://uwmad.courses.wisconsin.edu/d2l/lp/homepage/home.d2l?ou=25940
Managers/supervisors, new to UW System--sign up and attend UW- NEO-HR
Madison's "Principles of Supervision and Management"
https://www.ohrd.wisc.edu/OHRDCatalogPortal/Default.aspx?tabid=29&Series
Key=365
New Employee Orientation UW Madison-- http://www.ohrd.wisc.edu/eo/ checklist
Office for Equity and Diversity--the link is: http://oed.wisc.edu/ checklist
Ombuds Office--confidential resource within SMPH who is independent from checklist
of existing administrative or academic structures and is responsible only to the
dean http://www.med.wisc.edu/for-staff/ombuds-office/main/786
Safety and infection control--complete on-line training at checklist
http://elearning.uwhealth.org/course/ "Safety & Infection Control - Non-
Employees" Take the non-clinical course, if you do not have direct patient
responsibilities; take the clinical course if you provide direct patient care; print
out certificate, keep a copy; send one to HR (hr@medicine.wisc.edu or 310 N.
Midvale Blvd, Ste 304) for your pfile (must have for Healthlink); enrollment key
is "Student"
Student association--Associated Students of Madison, the link is: checklist
http://www.asm.wisc.edu/
Unclassified leave--vacation, sick, holidays, checklist
http://www.ohr.wisc.edu/polproced/UPPP/1602.htm plus
http://www.uwsa.edu/hr/upgs/upg09.pdf
Unclassified Sick leave--unclassified policy checklist
http://www.uwsa.edu/hr/upgs/upg10.pdf
Union contract--union contracts can be found on the Office of State class checklist
Employment Relations (OSER) website at represente
http://oser.state.wi.us/section.asp?linkid=29 d
SECTION V: CHECKLIST - INFORMATION SYSTEMS
Done Task Academic Ees-in-Train Classified Student Due
(date) Staff /Student Asst Staff Hourly
Add picture to website
Announce appointment on DOM website
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