Onboarding checklist for new IT employees

 About

Onboarding checklist for new IT employees.

 Audience

  • Students
  • Faculty
  • Staff
  • Guests

 Details  

Setting up an eID

This can take about 1-2 weeks unless 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
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