New Employee Orientation Checklist

New Employee Orientation Checklist

University of Illinois Library at Urbana-Champaign

Questions? http://www.library.illinois.edu/administration/human/

Name                                                                                                                                                  

Beginning Date                                                                                                                                  

Job Title                                                                                                                                             

Department/Unit                                                                                                                                

Office Address                                                                            Mail Code                                      

Street Address                                                           Office Phone Number                                      

Supervisor/Unit Head                                                                                                                         

On or Before the First Day of Employment:

 

With the Library Human Resources Office (may not be necessary for those employed other places on campus previously) :

      Receive logon and temporary password for NESSIE: https://newhire.uihr.uillinois.edu/cf/newhire/

      Schedule date for Benefits Orientation: https://nessie.uihr.uillinois.edu/cf/benefits/index.cfm?Item_ID=3195

      Schedule date for SURS Orientation (optional): https://nessie.uihr.uillinois.edu/cf/benefits/index.cfm?Item_ID=141

      Establish user Net ID for email logon, user name and password: http://www.cites.illinois.edu/netid/

      Complete I-9, requires two forms of identification, or passport: http://www.ahr.illinois.edu/employees/newemp.html#I-9

      Schedule time for University Staff Identification Card: http://www.icard.uillinois.edu/

      Visit Campus Parking: http://www.parking.illinois.edu/

Visit IT Help Desk, Computer usage and issues:

      IT Help Desk web page (Who is Library IT, Work Requests, List of Services): http://www.library.illinois.edu/it/helpdesk/index.html

      Permissions: http://www.library.illinois.edu/it/helpdesk/permissions.html\

      More Tips and How-tos: http://www.library.illinois.edu/it/helpdesk/howto/index.html

      List of services: http://www.library.illinois.edu/systems/services.html

      Set campus Active Directory (AD) account password if not yet done

      If unit web editor, request CMS account and training (access given by Robert Slater)

      File Storage Options

      Get subscribed to appropriate Library Listservs.

      Loanable equipment: http://www.library.illinois.edu/ugl/about/LoanableTechnology/technology.html

      If Voyager access is needed, ask your supervisor to fill out online a Voyager account request form: https://www-s2.library.illinois.edu/staffonly/voyaccrequest2.php

      PaperCut printing: http://www.library.illinois.edu/it/helpdesk/index.html

      Email options

      Request LYNC activation

      Appropriate use of computers: http://www.cam.illinois.edu/viii/viii-1.1.htm

      Entry in Library online phone directory (both departmental and individual listings): http://www.library.illinois.edu/it/helpdesk/phonebook.html

      Ability to log in to OTRS (Supervisor must log a request in OTRS with employee’s NetID to request access): https://www-s2.library.uiuc.edu/otrs/customer.pl

      How to find the hostname and Inventory number on your computer (needed for an OTRS request): http://www.library.illinois.edu/it/helpdesk/hostname.html

      LibGuides (access given by Merinda Hensley)

      Register for Illini Alert: http://www.cites.illinois.edu/illinialert/

      CITES Status of Services: http://status.cites.uiuc.edu/index.cgi

      CARLI System Status: http://blog.carli.illinois.edu/sys-status/

 

 

After Start of Work:

Compensation

      Process complete for payroll

      Time sheets Web instructions: http://www.library.illinois.edu/administration/busoff/Payroll/stafftimesheet.html

      Positive time reporting for academic staff: http://www.ahr.illinois.edu/employees/ler/positive.html

      Paycheck distribution/direct deposit: https://nessie.uihr.uillinois.edu/cf/benefits/index.cfm?item_id=1054&rlink=674

      Pay date Payroll schedules: http://www.obfs.uillinois.edu/cms/one.aspx?portalId=909965&pageId=919536

      Accessing earning statements: https://nessie.uihr.uillinois.edu/cf/comp/index.cfm?Item_id=1055&rlink=674

      Holidays (standard) and floating holidays (fiscal year): https://nessie.uihr.uillinois.edu/cf/benefits/index.cfm?item_id=1309&rlink=1194

      Vacation: https://nessie.uihr.uillinois.edu/cf/benefits/index.cfm?item_id=1403&rlink=1194

      Sick Leave: https://nessie.uihr.uillinois.edu/cf/benefits/index.cfm?item_id=1366&rlink=1194

      Notification of appointment for academics: https://nessie.uihr.uillinois.edu/cf/benefits/index.cfm?item_id=1080&rlink=1074

 

Attendance

      Benefit usage reporting

      Hours of work

      Flexibility of schedule, requesting change to work schedule

      Requesting time off for vacation

      Using sick leave, calling in sick, “requesting” sick leave when appropriate

      Tardiness

      Requesting leaves, forms required, FMLA, parental, bereavement

      Absences from regular duties, work related

      Inclement weather: http://www.shr.illinois.edu/Weather_Related_Information.pdf

      Breaks

 

Safety and Security

      Library Staff ID card Supervisor needs to request through OTRS Library Facilities

      Request Keys Supervisor needs to request through OTRS Library Facilities see Library Facilities page

      Keys & Key Policy: http://www.library.illinois.edu/prescons/about_us/policies_procedures/key_control_policy.html

      Library Employee Emergency Procedures Manual: http://www.library.illinois.edu/prescons/disaster_response/eep_flipbook/eep_handbook.html

      Review emergency policies and evacuation plans: http://www.library.illinois.edu/administration/services/sub_policies/p_emergency.html

      Tornadoes and Civil Defense Sirens: http://www.library.illinois.edu/administration/services/policies/tornadoevacuate.html

      Fire Drills: http://www.library.illinois.edu/administration/services/policies/fire_alarm.html

      Location of fire extinguishers

      First Aid

      Ergonomics

      Building and office access during emergencies

      After-hours procedures

      Library Security: http://www.library.illinois.edu/administration/facilities/security.html

      Wellness opportunities: http://www.campusrec.illinois.edu/wellnesscenter/

      Computer security

      Patron confidentiality

 

Personal Concerns

      Employee emergency contact information

      Breaks, lunch periods, available facilities

      Food and drink policies: http://www.library.illinois.edu/prescons/about_us/policies_procedures/food_drink_policy.html

      Restroom locations

      Smoking policy: http://cam.illinois.edu/v/v-B-2.1.htm

      Division of Public Safety: http://www.dps.illinois.edu/

Professionalism

      Appropriate dress

      Appropriate email usage: http://www.library.illinois.edu/administration/services/policies/email.html

      Visitors / Children in the workplace—recommendation and guidelines from Library HR

      Service Values: http://www.library.illinois.edu/administration/services/policies/service_values.html

      Ethics, campus policy, training, and requirements: http://www.ethics.uillinois.edu/

      Conflict of commitment and interest: http://research.illinois.edu/policies/conflicts.cfm

      Workday expectations, full day

      Confidentiality: http://www.library.illinois.edu/circ/policies/Confidential.html

 

Equipment, Supplies, and Property Use

      How to get equipment: http://www.library.illinois.edu/administration/services/policies/equipment_authorizations.html

      Scheduling meeting rooms & instruction areas: http://www.library.illinois.edu/administration/facilities/rooms.html

      Copiers and microform readers, training and usage: http://www.library.illinois.edu/administration/facilities/

      Printing requests and copying

      Copy cards: http://www.union.illinois.edu/services/value_card.aspx

      Printer supplies: http://www.library.illinois.edu/it/helpdesk/staffsupplies.html

      Fixing equipment: http://www.library.illinois.edu/administration/facilities/instructions.html

      Travel reimbursements: http://www.library.illinois.edu/administration/busoff/travel.html

 

Communication

      Library Listservs: LibNews, LibFac, LibStaff: http://www.library.illinois.edu/systems/listserv.html

      Library Gateway: http://www.library.illinois.edu/

      Online Directory: http://www.library.illinois.edu/people/phone.php

      Online Directory updates: http://www.library.illinois.edu/mailform/mail.php?emailcode=directory

      Telephone and Voice Mail, telephone number

      Long Distance Access Code and/or Calling Card information (Unit head should provide to employee)

      Library Staff website: http://www.library.illinois.edu/staff/

      Online Tracking Report Systems (OTRS): https://www-s2.library.illinois.edu/otrs/customer.pl

      Email alias, wiki, blog used by department

      Squirrel mail for departmental email service: http://www.library.illinois.edu/it/helpdesk/cliff.html

      Growing People blog on staff training: http://libstaffdev.wordpress.com/

      IM collaborator (request access via David Ward): http://www.library.illinois.edu/askus/imcollaborator/

      Online Rolodex (request editing access via Jenny Emanuel): http://www.library.illinois.edu/rex/rolodex/

Job Expectations

      Review job description/position announcement, copy with signatures for supervisor and employee

      Employee responsibilities

      Supervisor expectations

      Overview of job duties

      Role of employee within unit/department

      Budget and accounting responsibilities, collection and operating budgets

      Role of unit/department within the Library, organizational chart

      Job responsibilities of other unit members

      Key unit contacts and referrals

      Standards, goals, and objectives of the unit

      Unit forms and reports, statistics: http://www.library.illinois.edu/planning/

      Library committees: http://www.library.illinois.edu/committee/

      Desk Tracker: http://www.library.illinois.edu/it/helpdesk/Desktracker.html

 

Performance Review and Evaluations

      Calendar

      Where to access the forms:

      Goal setting: http://www.library.illinois.edu/export/administration/human/goal_setting_worksheet.doc

 

Benefits Review

      Verify attendance at Employee Benefit Orientation

      Check deadlines for benefit choices

      SURS orientation: https://nessie.uihr.uillinois.edu/cf/benefits/index.cfm?Item_ID=141

      Taking University classes: https://nessie.uihr.uillinois.edu/cf/events/emplogin.cfm

      Tuition waivers: http://www.shr.illinois.edu/records/tuitionwaivers.html

      Employee travel and purchasing discounts: http://ap.illinois.edu/benefits/discounts.html

      Staff development courses

      Professional organizations American Library Association: http://www.ala.org

      Association of College and Research Libraries: http://www.ala.org/acrl

      ALA Support Staff: http://www.ala.org/membership/whoisala/lss

      Staff Development and Training Committee: http://www.library.illinois.edu/committee/staffdevelop/charge.html

      Faculty Staff Assistance Program (FSAP): http://www.fsap.illinois.edu/

 

 

 

 

Calendars

      Library Exhibits, Colloquia, public workshops: http://illinois.edu/calendar/list/4092

      Training Calendar: http://www.library.illinois.edu/calendar/eventcalendar.asp?libnum=1

      Library Master Calendar: http://www.library.illinois.edu/administration/services/schedules/index.html

      Academic year, fiscal year, calendar year

      Academic calendars for campus: http://senate.illinois.edu/a_calendar.asp

      Acquisitions: http://www.library.illinois.edu/acq/

 

 

(Supervisor and Employee should initial this form)

 

Dates this checklist was reviewed  ______________             Initials _______     _______

                                                           ______________             Initials _______     _______

                                                           ______________             Initials _______     _______

 

Questions?

Phone Library Human Resources Office at 333-8169

Or visit http://www.library.illinois.edu/administration/human/

 

After checklist is completed, employee should retain a copy, and original should be returned to Library Human Resources.

 

Thank you                                                                                                                        01/15/2013