About
Onboarding checklist for new IT employees.
Audience
- Students
- Faculty
- Staff
- Guests
Details
Setting Up an eID
(this can take 1-2 weeks unless a special access request is processed)
Note: The personnel officer must submit requests for special access. The personnel officer will be notified once special access has been granted and will contact the new employee. A copy of the approval will also be emailed to the department head.
Initial Appointment Paperwork
(Kelly Moon)
- Background Check
- Affirmative Action Invitation to Self-Identify (Appendix 22)
- Declaration of Conflict of Interest
- Time Commitment Form
- Position Description
- Appointment Form
- W4
- Direct Deposit Set Up
- Temporary Parking Pass
- How to get an ID Card (K-State Student Union). Must bring Appointment Papers.
HR Specific Information
- Benefits Summary
- Direct Deposit
- Emergency Contact
- eTime Approval
- Insurance
- KSU Training Enrollment
- Leave Balance
- Order Parking Permit
- Password Change
- Paycheck
- Personal Information Summary
- Total Compensation Summary
- W-4/K-4 Tax Info (how to use HRIS)
- Attend New Employee Orientation/Onboarding
- Benefits
- Holiday Schedule
- Leave Requests (Exempt and Non-Exempt)
- Retirement Plans (ING vs TIAA-CREF) (PER-13 form)
- Health Insurance Enrollment
IT In-Processing
- Office Supplies
- Business Cards
- Key Request (pick up actual key at Dykstra 2-5 business days, or call 2-6369 to confirm it's ready)
- Mail Boxes
- Equipment Check Out
- Staff Meeting Invites
- ID Card Reader Access to office space (if applicable)
Introduction
- Tour of space, employees' work areas (introduction and brief description of each person's function).
- Mission and objectives of the unit and the division, and how it relates to the University. Refer to department webpages and publications for review.
- IT Services and Resources
- Information Technology Policies
- Campus Maps
- Confidentiality and privacy issues (Principles of Community, Code of Ethics, Cyber Security Training, FERPA)
- Location of restrooms, break facilities, mailbox, bulletin boards, water fountain, vending machines, local food venues (websites for hours), Meeting Rooms/Training Rooms (how to
schedule) etc.
Communication Channels
- MS Teams
- Listserv list for unit/division
- System Administrator's listserv list
- IT Collaboration
- K-State Today
- Inside One IT
Unit Specific Information
- Staff Meeting when, location, meeting invites
- Office address, mailing address, and telephone number and EC500/Call Forwarding (see the document in Intranet), Voicemail (Adalee Brenner (2-7075)
- Where and how to enter premises, including after-hours procedures.
- Emergency, security, and safety policies and procedures. Show the location of emergency exits.
- How to report all accidents and injuries (when, to whom, how); first-aid treatment, emergency medical attention, etc.
- University policies prohibit discrimination, violence, and a Drug-Free workplace.
- Policy on training and professional development opportunities.
- Smoke-Free campus - policy, and locations of designated smoking areas.
- Policies on communications (use of telephone, telephone operating procedures, and courtesy, long-distance telephone charges, use of e-mail, etc.).
- Cover handling and disposal of hazardous materials.
- Recycling procedures.
- IT vehicles and parking (IT vehicle for out-of-town trips (?); Motor pool Car; Service Parking Tag
Work Assignment and Performance
- Work hours per day/week, including starting and quitting times, shifts, break periods, and meal periods, as applicable.
- Timesheet procedures: How to fill it out, when/where to turn it in, and pay distribution (if applicable)
- Overtime policy, holiday work schedules, etc.
- Attendance policy: When and whom to call when absence is necessary, and time-off request procedures.
- Give employees a copy of performance evaluations and standards development (what is expected).
- Policies and procedures (dress code, general personal conduct, visitors, department resources, such as computers, fax machines, copy machines, etc.).
- Arrangements for specific equipment and supplies.
- Self-Assessment Training
- Cyber Security Awareness Training
- FERPA Training
- Review the IT Employee Code of Ethics
Confirm Account Creation/Access
- TDX
- Facebook
- Twitter
- RSS Feeds (IT Status, K –State, etc.)
Training
- TDX
- MS Teams
- Zoom
- Bomgar
- Other
When appropriate
- Provide training on the travel request
- Provide training on reimbursement procedures
Common IT Toolset