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New Hire Proposal document sample
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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\f7dd21e3-7140-412f-9db4-65f78826342e.xls 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\f7dd21e3-7140-412f-9db4-65f78826342e.xls 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\f7dd21e3-7140-412f-9db4-65f78826342e.xls 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\f7dd21e3-7140-412f-9db4-65f78826342e.xls Revised 6/24/09
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