HR-Onboarding-Checklist - Excel by wanghonghx

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									                                                                              HR's Internal Departmental New Hire Steps

                                                                        HR New Hire Onboarding Checklist
Who in
department
is in charge
of
introducing
this to the                                                                                                                                      UAF Hire Internal/     UAF Hire
New Hire     Form (or What Needs To Be Completed)                          Form/Document Location or individual(s) to handle                     External               Exempt/Non-Exempt      Completed

              Job form(s)                                                  uakjobs-Hiring Proposal / M:\PPA, Admin\PPA\Job Forms                 All Staff              All Staff                  
              New Hire Packet
              Welcome Letter                                               M:\PPA, Admin\PPA\Welcome to HR Letter                                All Staff              All Staff                  
              Appointment/Contract Letter                                  Web- http://www.alaska.edu/labor/non-represented-staff-gra/ OR        All Staff (Not Temps   All Staff (Not Temps
                                                                                                                                                                                                   
                                                                           M:\PPA, Admin\PPA\Appointment Letters                                 or Students)           or students)
              Student Status Verification                                  Web - Resources - Student Employment -                                Students only          Students only
                                                                           http://www.alaska.edu/hr/forms/PDF/student_stat_verif_b171.pdf                                                          £

              HR Confidentiality Agreement                                 M:\PPA, Admin\PPA\Confidentiality Agreements                      All Staff                  All Staff                  
              Demographic/Personal Information Form                        Web - Forms -                                                     External Hire              All Staff
                                                                           http://www.alaska.edu/hr/forms/PDF_ent/personal_demographic_form_                                                       
                                                                           ent.pdf
              I-9 form                                                     Web - Forms- http://www.alaska.edu/hr/forms/PDF_ent/i-9_ent.pdf   External Hire              All Staff
              (with copies of appropriate documentation, originals to be
              shown after hire) A copy of the Social Security Card or                                                                                                                              
              documentation that the social security number has been applied
              for is needed (this is an IRS requirement)
              W4                                                             Web - Forms- http://www.alaska.edu/hr/forms/PDF_ent/fw4_10_ent.pdf External Hire           All Staff
                                                                                                                                                                                                   
              Notice of Previous Injury and Illness Form                   Web - Forms- http://www.alaska.edu/risksafety/g_forms-library/SIF.pdf External Hire          All Staff
                                                                                                                                                                                                   
              Direct Deposit                                               Web - Forms- http://www.alaska.edu/hr/forms/PDF/b210-au.pdf           External Hire          All Staff                  
              Disclosure of Employment or Services Outside                 Web - Forms-                                                          External Hire          All Staff
              of the University of Alaska                                  http://www.alaska.edu/hr/forms/PDF_ent/EthicsDisclosureForm_staff_s                                                     
                                                                           tudent_ent.pdf
              Disclosure by UA Employee Relating To Employment Of          Web - Forms-                                                          External Hire          All Staff
                                                                                                                                                                                                   
              Immediate Family Members (Lilac Paper)                       http://www.alaska.edu/hr/forms/PDF/employ_immed_family.pdf
              Banner Security Access Forms                                 Web- Personnel- Forms and Templates                                   All Staff (Not         All Staff (Not
              (HR & Financial Services)                                    HR- https://cms-prod-                                                 Temps/Students)        Temps/Students)
                                                                           edit.uaf.edu/files/uafhr/Banner%20Access%20Request%20Form%20H
                                                                           R-5.pdf                                                                                                                 
                                                                           Financial Services-
                                                                           http://www.uaf.edu/files/finsvcs/Banner_Access_Request_Form-Aug-
                                                                           2009.pdf
              Request domain account                                       OIT-Help Desk http://www.alaska.edu/oit/sc/about/forms.xml            All Staff              All Staff
                                                                                                                                                                                                   
              Computer Account Request/Change Form
              UAF Parking Permit Information/Application                   Parking Web Site- http://www.uaf.edu/fs/services/parking/staff-faculty- External Hire        All Staff
                                                                                                                                                                                                   
                                                                           student-par/
              Polar Express Card Information                               M:\PPA, Admin\PPA\HR New Hire Info & Documents\HR New Hire External Hire (Not                All Staff (Not
                                                                                                                                                                                                   
                                                                           Info-Docs\Polar Express Card Information                                Temps)               Temps/Students)




D:\Docstoc\Working\pdf\af0bd124-0eac-41b5-bc79-1c8920c0c820.xlsx                                                                                                                                  Revised 6/24/09
                                                                                 HR's Internal Departmental New Hire Steps
Who in
department
is in charge
of
introducing
this to the                                                                                                                                    UAF Hire Internal/     UAF Hire
New Hire     Form (or What Needs To Be Completed)                             Form/Document Location or individual(s) to handle                External               Exempt/Non-Exempt      Completed

              Computer:
              Set up E-mail account                                           OIT-Help Desk                                                    External               All Staff, except
                                                                                                                                                                                                 
                                                                              Indicate on the Computer Account Request/Change Form                                    students
              Set up Computer Login- Groups or Shared Drive Path (access      OIT-Help Desk                                                    All Staff, except      All Staff, except
              to shared drive- hr_sharded on 'uaf-c2.uaf.edu' and Users)      Indicate on the Computer Account Request/Change Form             students               students                   

              Give new employee access to UAF HR Leave Calendar               HR - Missi                                                       All Staff              All Staff
                                                                                                                                                                                                 
              Give new employee access to VCAS Conf. Rm. (206 ASC)            Lee Ann x6664, lamerson@alaska.edu                               All Staff              All Staff                  
              Create/update position folder on M - hr_shared on 'uaf-         Missi                                                            All Staff (Not Temps   All Staff (Not Temps
                                                                                                                                                                                                 
              c2.uaf.edu with new employee                                                                                                     or students)           or students)
              Add Network Printers/Personal Printers                          OIT or Missi                                                     All Staff              All Staff                  
              AOL Instant Messenger                                           http://download.aim.com/client/69                                All Staff              All Staff
              (When installing AIM do the custom install. Uncheck all boxes                                                                                                                      
              then click next)
              Set up as Administrator on computer                            OIT-Help Desk                                                     All Staff              All Staff
                                                                                                                                                                                                 
                                                                             Call in a ticket x8300 (Give full computer name)
              Set up Thunderbird (optional)                                  OIT-Help Desk                                                     All Staff              All Staff
                                                                             Call in a ticket x8300
                                                                                                                                                                                                 
                                                                             Email: IMAP Incoming: fnrdw1.email.uaf.edu (use your own domain
                                                                             name) Outgoing:smtp.uaf.edu
              Internet: do you have bookmarks that you need/want to save and OIT-Help Desk                                                     Internal UAF Staff     All Staff
                                                                                                                                                                                                 
              be brought here?                                               Call in a ticket x8300                                            Only




D:\Docstoc\Working\pdf\af0bd124-0eac-41b5-bc79-1c8920c0c820.xlsx                                                                                                                                Revised 6/24/09
                                                                              HR's Internal Departmental New Hire Steps
Who in
department
is in charge
of
introducing
this to the                                                                                                                                     UAF Hire Internal/   UAF Hire
New Hire     Form (or What Needs To Be Completed)                          Form/Document Location or individual(s) to handle                    External             Exempt/Non-Exempt   Completed

              Housekeeping:
              UAF Key Authorization (approved by Brad, Missi, or Roxi) -   Missi's files                                                        All Staff            All Staff
              keys: 220106 (Admin Svcs Main Door) and 2201 (108 HR                                                                                                                           
              Entrance)
              UAF Admin Services Bldg Code [from building coordinator    call building coordinator (Lee Ann) at x6664                           All Staff            Exempt Only
              (Lee Ann)]                                                 (Key Slip) after ee receives code give copy of key slip with code to                                                £
                                                                         building coordinator
              Phone Services Request - request that billing show current Telephone Services Work Request on-line-                               All Staff (Not       All Staff (Not
              person and Phone ID show their name - might need to have http://www.alaska.edu/oit/telephone/work_request.xml                     Temps/Students)      Temps/Students)         £
              voice mail password reset
              UAF Business Card Order Form (2 pages)                     M:\PPA, Admin\PPA\HR New Hire Info & Documents\HR New Hire             All Staff            Exempt Only
                                                                         Info-Docs\Exempt Staff Business Card Info
                                                                                                                                                                                             £
                                                                         http://www.uaf.edu/marketing/standards/graphic/uaf-templates/

              Initial Stamp -N32 - 5/8" round                             Missi- Order from Arctic Office                                       Personnel/           Personnel/Payroll
              Color-Blue, Text- middle line, Font- Times New Roman, Size-                                                                       Payroll Techs        Techs
                                                                                                                                                                                             £
              22,
              Style-Center
              SHRM Membership Form (2 pages)                              Website -                                                             All Staff            Exempt Only
                                                                          https://ecom.shrm.org/TimssSolutionSite2004_TPRO/EBusinessDe                                                       £
                                                                          fault.aspx
              Mail In-Box                                                 Missi                                                                 All Staff            All Staff               £
              Sign-Out Board (Front)                                      Missi                                                                 All Staff            All Staff               £
              HR Web Site                                                 Missi                                                                 All Staff (Not       All Staff (Not
                                                                                                                                                                                             £
                                                                                                                                                Temps)               Temps)
              HR Routing Forms                                             Missi                                                                All Staff            All Staff               £
              HR Phone #, E-mail, and IM                                   Missi                                                                All Staff            All Staff
                                                                           M:\HR Reference\HR Phone Numbers & Emergency                                                                      £
                                                                           Preparedness\Staff Phone, Email & IM




D:\Docstoc\Working\pdf\af0bd124-0eac-41b5-bc79-1c8920c0c820.xlsx                                                                                                                            Revised 6/24/09
                                                                           HR's Internal Departmental New Hire Steps
Who in
department
is in charge
of
introducing
this to the                                                                                                                          UAF Hire Internal/   UAF Hire
New Hire     Form (or What Needs To Be Completed)                       Form/Document Location or individual(s) to handle            External             Exempt/Non-Exempt   Completed

              HR New Employee Form (Initial Stamp, Pin, Name Plate,     Missi                                                      All Staff              All Staff
              Staff List, Birthdays)                                    M:\PPA, Admin\PPA\HR New Hire Info & Documents\HR New Hire
                                                                                                                                                                                  £
              Change document for Temps                                 Info-Docs\New Employee Order Form - Name Plate and HR Pin

                 1) Order Magnetic Pin (Trophy Cache)                   Missi                                                        All Staff (Not       All Staff (Not
                                                                        M:\PPA, Admin\PPA\HR New Hire Info & Documents\HR New Hire   Temps/Students)      Temps/Students)         £
                                                                        Info-Docs\trophy cache - keep this fax 1-30-06
                 2) Order Name Plate (Facilities EWORF)                 Missi                                                        All Staff (Not       All Staff (Not
                                                                                                                                                                                  £
                                                                        http://facilities.alaska.edu/ua/eworf/login.cfm              Temps/Students)      Temps/Students)
                 3) Add Emergency Contact Info                          Missi                                                        All Staff            All Staff
                                                                        M:\HR Reference\HR Phone Numbers & Emergency
                                                                        Preparedness\Staff Emergency and Home contacts AND                                                        £
                                                                        M:\HR Reference\HR Phone Numbers & Emergency
                                                                        Preparedness\Staff Phone Tree
                 4) Add Birthday Information                            Missi- M:\PPA, Admin\Admin\HR Birthdays &                    All Staff            All Staff
                                                                                                                                                                                  £
                                                                        missGreetings\Human Resources Birthday List
              Update personal information in Edir                       New person                                                   All Staff            All Staff
              https://edir.alaska.edu                                   M:\HR Reference\Computer Information\EDIR Updating Your                                                   £
                                                                        Record
              Subscribe to the HR List Serve                            New person                                                   All Staff            All Staff
                                                                                                                                                                                  £
                                                                        http://www.uaf.edu/uafhr/personnel/
              Update HR Budget spread sheet- Give copy of job form      Kris                                                         All Staff            All Staff               £
              Create uakjobs employee account                           New person                                                   All Staff (Not       All Staff (Not
                                                                                                                                                                                  £
                                                                                                                                     Temps/Students)      Temps/Students)
              Update PD with incumbent once ee has an ee/user account   Supervisor/Missi - uakjobs.com/hr                            All Staff (Not       All Staff (Not
                                                                                                                                                                                  £
                                                                                                                                     Temps/Students)      Temps/Students)
              Print timesheet                                           Sherri B/Missi                                               All Staff            All Staff               £
              Show new hire the "UAF HR Reference Guide"                Binder on reference bookshelf                                All Staff            All Staff               £
              Set-up for Orientation                                    Supervisor/Missi                                             External Hire or     All Staff (Not
                                                                                                                                     non benefited        Temps/Students)
                                                                                                                                                                                  £
                                                                                                                                     Internal hire (Not
                                                                                                                                     Temps)
              Show around office & building                             Missi/Supervisor                                             All Staff            All Staff               £




D:\Docstoc\Working\pdf\af0bd124-0eac-41b5-bc79-1c8920c0c820.xlsx                                                                                                                 Revised 6/24/09

								
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