Onboarding checklist for new IT employees

 About

Onboarding checklist for new IT employees.

 Audience

• Students
• Faculty
• Staff
• Guests

 Details  

Setting up an eID

• Chose an eID and gave it to HR and the Supervisor
• See Official K-State eID Policy 

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