(For the Hiring Manager)

New Faculty & Staff Startup Checklist

(Rev 02/08)          

These items may be completed after search paperwork is fully approved and verbal offer has been accepted. Some items may not be applicable to adjunct/hourly employees or certain types of positions.

1. Create Welcome Packet for employee that contains the following (ideally, in this order):
   • Letter of Offer with administrative signature(s).
   • Position Description / Position Analysis Form (the latter for AAUP Academic Professional only), and Classified Employment Application
   • HR Employee Paperwork (Employee Information Form, I-9, W-4) and Direct Deposit Form
   • New Employee HR Briefing date, time, and location, unless on a wage agreement or temporary classified. Call 5-4926 to schedule.
   • Campus Map & New Faculty & Staff Startup Checklist (For the Employee)
   • For classified employees , if eligible for overtime, print timesheet tips and initial timesheet, note when timesheets are due and trial service period information; or if not overtime eligible, print your departments leave reporting procedures. If temporary classified, print online time entry instructions.

   For unclassified employees , if not eligible for overtime, print your departments leave reporting procedures or if eligible for overtime, print timesheet tips, print employee initial timesheet, and when timesheets are due. If employee is being paid only on a wage agreement, print online time entry instructions.

   • Web address and instructions to log on to BanWeb (to sign up for and view electronic pay stubs; view leave balances, online time entry, etc)
   • How to access Webmail, Thunderbird or Outlook.
   • Office Phone Number, Long Distance Authorization Code, Voicemail Instructions, if applicable
   • Important campus contacts; Departmental phone list and organizational chart
   • Name tag, Office door label, Website to order Business Cards, if applicable
   • Parking and Transportation Information
   • Web address for union representation and collective bargaining agreement, if applicable ( SEIU – classified / AAUP – full-time unclassified / AFT – part-time unclassified)

 

2. Schedule a time with the employee prior to or on their start date to pickup the Welcome Packet and sign required documents. Ask the employee to bring the following items: money for a PSU ID card (currently $12), social security card, I-9 documents (photo ID, etc.), voided check for direct deposit, and any professional licenses that are applicable to the position and department. Notify international employees that additional forms may be needed.
3. Create a confidential departmental file for the new employee. Departmental file should include copies of letter of offer, position description, application or proposal to appoint (without AFM Hiring Report), timesheets/leave, key request forms, data systems forms, ODIN username, badge number, PSU ID number, etc.
4. Prepare employee's workstation/office, if applicable. Union requirements – click HERE.
5. Give employee the Welcome Packet. Review materials, complete and sign required documents inside.
6. Have the employee read and sign their letter of offer, position description and/or position analysis form or classified employment application (if applicable).   Make 2 copies of each document (1 copy to personnel file, 1 for employee).   Staple ORIGINALS together. Send or take to Human Resources immediately.
7. Complete an Employee Directory List Form and explain where to find Faculty/Staff Directory online.
8. Introduce new employee to department staff and give them an office tour, including where to find fire routes, kitchen, fridge, restrooms; discuss internal policies (breaks, lunches, requesting time off, vacation, sick time, dress code, scent-free areas, etc). Provide mini campus tour if needed.
9. Accompany the employee withtheir Campus Map & New Faculty & Staff Startup Checklist (in the Welcome Packet) to Human Resources and Neuberger Hall.
10. Determine & set up applicable technology access for the employee: Departmental network folders; Banner; Building key card access, etc.
11. Fill out Key Request Form, if applicable. Send completed and signed form to Facilities and Planning (mail code: FAP). Tell employee where to pick up their key ( University Services Building , Corner of 6 th & Montgomery , 2 nd floor, 5-3738) and to bring their PSU ID card when they pick up their keys.
12. Put all copies of paperwork pertaining to employee in employee's confidential departmental file (copies of position description, letter of offer, application, professional license copies, key card form, etc).
13. Email department staff introducing new employee. Add employee to applicable documents: departmental roster, departmental organizational chart, departmental phone list, departmental email list(s), and departmental employee spreadsheet (The spreadsheet might include: employees in your department for which you are responsible: names, PSU ID numbers, position numbers, types of contracts, dates contracts expire and new letters or PTA's need to be prepared, position title, position rank, tenure dates of review, performance evaluation review date, timesheet or leave roster, monthly or hourly pay, FTE, Annual Salary Rate, etc).

For a printer friendly version of this form - CLICK HERE

New Faculty & Staff Startup Checklist (For the Employee)

Feedback or suggestions for improvements to this guide may be sent via email to sguenth@pdx.edu.