New Employee Orientation Checklist

New Employee Orientation Checklist

University of Illinois Library at Urbana-Champaign



Beginning Date                                                                                                                                  

Job Title                                                                                                                                             


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:

      Schedule date for Benefits Orientation:

      Schedule date for SURS Orientation (optional):

      Establish user Net ID for email logon, user name and password:

      Complete I-9, requires two forms of identification, or passport:

      Schedule time for University Staff Identification Card:

      Visit Campus Parking:

Visit IT Help Desk, Computer usage and issues:

      IT Help Desk web page (Who is Library IT, Work Requests, List of Services):


      More Tips and How-tos:

      List of services:

      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:

      If Voyager access is needed, ask your supervisor to fill out online a Voyager account request form:

      PaperCut printing:

      Email options

      Request LYNC activation

      Appropriate use of computers:

      Entry in Library online phone directory (both departmental and individual listings):

      Ability to log in to OTRS (Supervisor must log a request in OTRS with employee’s NetID to request access):

      How to find the hostname and Inventory number on your computer (needed for an OTRS request):

      LibGuides (access given by Merinda Hensley)

      Register for Illini Alert:

      CITES Status of Services:

      CARLI System Status:

__  Register for the New Hire IT Orientation by clicking Events in the Webstore:


After Start of Work:


      Process complete for payroll

      Time sheets Web instructions:

      Positive time reporting for academic staff:

      Paycheck distribution/direct deposit:

      Pay date Payroll schedules:

      Accessing earning statements:

      Holidays (standard) and floating holidays (fiscal year):


      Sick Leave:

      Notification of appointment for academics:



      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


      Requesting leaves, forms required, FMLA, parental, bereavement

      Absences from regular duties, work related

      Inclement weather:



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:

      Library Employee Emergency Procedures Manual:

      Review emergency policies and evacuation plans:

      Tornadoes and Civil Defense Sirens:

      Fire Drills:

      Location of fire extinguishers

      First Aid


      Building and office access during emergencies

      After-hours procedures

      Library Security:

      Wellness opportunities:

      Computer security

      Patron confidentiality


Personal Concerns

      Employee emergency contact information

      Breaks, lunch periods, available facilities

      Food and drink policies:

      Restroom locations

      Smoking policy:

      Division of Public Safety:



      Appropriate dress

      Appropriate email usage:

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

      Service Values:

      Ethics, campus policy, training, and requirements:

      Conflict of commitment and interest:

      Workday expectations, full day



Equipment, Supplies, and Property Use

      How to get equipment:

      Scheduling meeting rooms & instruction areas:

      Copiers and microform readers, training and usage:

      Printing requests and copying

      Copy cards:

      Printer supplies:

      Fixing equipment:

      Travel reimbursements:



      Library Listservs: LibNews, LibFac, LibStaff:

      Library Gateway:

      Online Directory:

      Online Directory updates:

      Telephone and Voice Mail, telephone number

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

      Library Staff website:

      Online Tracking Report Systems (OTRS):

      Email alias, wiki, blog used by department

      Squirrel mail for departmental email service:

      Growing People blog on staff training:

      IM collaborator (request access via David Ward):

      Online Rolodex (request editing access via Jenny Emanuel):


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:

      Library committees:

      Desk Tracker:


Performance Review and Evaluations


      Where to access the forms:

      Goal setting:


Benefits Review

      Verify attendance at Employee Benefit Orientation

      Check deadlines for benefit choices

      SURS orientation:

      Taking University classes:

      Tuition waivers:

      Employee travel and purchasing discounts:

      Staff development courses

      Professional organizations American Library Association:

      Association of College and Research Libraries:

      ALA Support Staff:

      Staff Development and Training Committee:

      Faculty Staff Assistance Program (FSAP):



      Library Exhibits, Colloquia, public workshops:

      Training Calendar:

      Library Master Calendar:

      Academic year, fiscal year, calendar year

      Academic calendars for campus:




(Supervisor and Employee should initial this form)


Dates this checklist was reviewed  ______________             Initials _______     _______

                                                           ______________             Initials _______     _______

                                                           ______________             Initials _______     _______



Phone Library Human Resources Office at 333-8169

Or visit


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


Thank you                                                                                                                        01/15/2013