Staff Orientation Checklist - Western Engineering

Staff Orientation Checklist
(Full Time Continuing and Term Temporary Full Time Employees)
Staff Name:
Item Action Responsibility
Employee
Documentation
and Announcement
Employee ID# and
Email Address
Once job offer is accepted, SAN is approved by Staff Relations and then forwarded to
Payroll for keying on system.
Staff announcement is sent out to faculty and staff prior to the individual’s first day.
Once employee information is keyed by Payroll, this will set‐up employee payroll
appointment, creating or re‐activating (if employee is a past employee at UWO) a
UWO ID# and @uwo.ca email address. For new employees, an envelope will be sent
to the employees’ Home Unit/Department containing their UWO login/password. For
past employees, they will be able to access their previous email @uwo.ca email,
MyHR, etc. by using their previous UWO id/password. For transferred employees,
their access will remain and they will use their current @uwo.ca email, MyHR, etc. If
they cannot recall their login/password information, they can call the Computer
Accounts Office at 519‐661‐3800.
http://www.uwo.ca/humanresources/peoplesoft/username.htm
Jan Millette / Sarah
Williams
Payroll / ITS
UWO ID Card On employee’s first day they will be required to get their UWO ID card. They will be
walked to WSS – Student Centre to obtain their card. They must have their UWO ID#
and a piece of ID (e.g. Driver’s License) to obtain their card. For past or transferred
employees, they can use current card or they can replace an old or lost card on their
first day if needed.
http://www.registrar.uwo.ca/general‐information/western_onecard.html
Sarah Williams
Email Distribution
Lists
On employee’s first day, access is set‐up on the required email distribution lists. Sarah Williams
Parking Temporary parking will be set‐up in the Alumni‐Thompson parking lot for first few
days until parking permit is obtained. On first day, employee will be walked to Parking
Office to obtain parking permit and transponder. They will require their UWO ID card
and car/licence plate information. For transferred employees, they will be asked
ahead of their first day if they need to obtain a parking permit.
http://www.uwo.ca/parking/
Sarah Williams
General Orientation
and Tour of
Western
Engineering
Western
Engineering
Communications
On employee’s first day they will be given an orientation package and a tour of
Western Engineering. They will be contacted one week ahead of their start date to
set‐up their meeting with Sarah Williams on their first day to go over orientation
items.
Orientation Package will include (as applicable):
Orientation Memo from Dean’s Office , Copy of Contract, Copy of Job Description,
MyHR information, Parking Information, Key Form, Accessibility Pamphlet, Telephone
Guide, Copy of Current WE Telephone Directory, Campus Map, Information on
Staff/Faculty Family Practice Clinic, Copy of Staff Monthly Leave & Overtime Report,
Benefit Summary sheet, PMA PER information/form, Health & Safety Training
Sessions information, Bill 168 Training information, UWOSA Performance Review &
Development information, PMA‐PDG information, Educational Assistance Plan
information. Other items may be included or removed based on employee who is
starting in the position (i.e. employee transferring from another unit).
Meeting to be scheduled with Western Engineering’s Communications Specialist to
learn about communications and public affairs at Western and more specifically,
Western Engineering.
Sarah Williams
Sarah Williams
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Set‐up Direct
Deposit for Payroll
Pension & Benefits
Meeting
Keys and Building
Access
Telephone and
Extension Set‐Up,
UWO online
Directory
Engineering
Computer Account
/ Network Access /
Intranet Access
Computer and
Software
Requirements
Office Space and
Supplies
Employee Name
Tags, Business
Cards & Door Signs
Employee must login to MyHR to set up their direct deposit information. This will be
discussed with employee on their first day.
MyHR Sign in: http://www.uwo.ca/humanresources/peoplesoft/admin_index.htm
http://www.uwo.ca/humanresources/docandform/docs/salary/critical_info.pdf
For new employees (full time continuing employees only), note the date/time of HR –
Pension/Benefits appointment. This is indicated on the orientation schedule
accompanying their offer letter.
Contact: HR at 519‐661‐2194
Building access and keys are arranged through your Department Administrator or
Dean’s Office. Keys are requested using the Keys Office process at the following
website: http://www.uwo.ca/fm/keys.html. Building card access is requested using
the Card Access User Request and Authorization Form at the following website:
http://www.uwo.ca/police/documentation/CopyofCardAccessRequest.xls
For inside doors that require card access, the below list outlines who is responsible for
setting this up for new employees. Department Administrator/Supervisor/Dean’s
Office should contact the required individuals as needed.
� SEB/TEB/CMLP Perimeter doors and SEB U/G computer labs – Campus Police
(cardacc@uwo.ca)
� CMLP Roof Access – Campus Police (cardacc@uwo.ca)
� SEB 2097 (U/G services) – Campus police (cardacc@uwo.ca)
� SEB 3016, 3092, 3108 – Electronics Shop (Ron Struke)
� TEB 6, 28, 40, 50(UMS), 206, 240, 244, 252, 336, 338, 344, 346, 352, 420,
424, 454 – Mike Gaylard or Sue Chapman
Telephone extensions and UWO online directory to be arranged through your
Department Administrator or Dean’s Office. Email to be sent to helpdesk@uwo.ca to
set up telephone extension/voicemail (must inform them of employee name,
telephone extension, office number, date to make this change).
Resources:
ITS Computer Accounts Office ext. 83800
http://www.uwo.ca/its/campusPhoneSystems.html
Western Directory: http://www.uwo.ca/westerndir/
WE Telephone Directory: http://www.eng.uwo.ca/dean/WE_directory.pdf
Supervisor to contact ITG to set‐up Engineering computer account/login, network
access and intranet access for employees. They will require employee name and UWO
email address and what network drives the employee will need access to once they
start.
Supervisor to contact ITG to discuss computer and software requirements for
employees as necessary.
Supervisor/Department Administrator to coordinate office/desk space and office
supplies for employee.
Western stationary supply ordering process:
http://uwo.ca/finance/purchasing/office%20supplies.html
Supervisor/Department Administrator to coordinate ordering name tag, business
cards and door sign for employee. Name tags can be requested through Sue
Chapman. Business cards can be ordered by logging into
https://rabbit.vm.its.uwo.ca/PurLogin/Default.aspx.
The square clear door plates can be requested through Mike Gaylard and the black
Sarah Williams /
Employee
HR / Employee
Department
Administrator to
submit for new
employees under
Department.
Sue Chapman to
submit for new
employees under
Dean’s Office.
Department
Administrator to
set‐up telephone
extension and
update UWO online
directory for new
employees under
Department.
Sue Chapman to
set‐up telephone
extension and
update UWO online
directory for new
employees under
Dean’s Office.
Supervisor to
contact Lyle
McLean / Jim
Dobravec
Supervisor to
contact Lisa Vink
Supervisor /
Department
Administrator
Supervisor /
Department
Administrator
Page 2 of 5

Required Employee
Training
Orientation with
Supervisor
desk name plates can be ordered using Western stationary supply ordering process:
http://uwo.ca/finance/purchasing/office%20supplies.html .
At Western, all employees are to complete four required training programs online
using WebCT:
1. Western’s Employee Health and Safety Orientation – Work Safely at Western
2. Workplace Hazardous Materials Information System (WHMIS) – Comprehensive
3. Safe Campus Community ‐ Preventing Harassment, Violence, and Domestic
Violence at Western
4. Accessibility at Western ‐ One of:
� Accessibility in Service (for Academic and Administrative Leaders
and Staff), or,
� Accessibility in Teaching (for Faculty, Graduate Teaching Assistants,
Archivists, and Librarians)
Please complete these as soon as possible. They provide you with information you
need to work successfully, safely, and in accordance with provincial legislation. Your
successful completion will be recorded in your Human Resources training record. The
above courses are accessed in WebCT using Western id/password to login:
http://webct.uwo.ca/webctowl.html
For past or transferred employees, they would just need to provide proof that training
occurred (i.e. WHMIS certificate, Employee Health and Safety Orientation certificate,
etc.) – once they are keyed at Payroll we will be able to see their training record.
All employees need to complete a Position Hazard Communication Form each time
they start a new position – this is completed with your Supervisor.
Position Hazard Form: https://servlet.uwo.ca:8082/WPHPositionHazard/
Note: Depending on your role, you may be required to complete other job‐specific
safety training. Please speak with your supervisor to find out what is required for
your role.
Other Health & Safety training:
https://www.uwo.ca/humanresources/facultystaff/h_and_s/training/training_idx.ht
m
With your supervisor, review your role and the expected outcomes.
Ensure that you understand what is expected of you during the first week.
Ask how you will communicate with your supervisor or receive support as you orient
to your role.
Familiarize yourself with the physical space of your work area:
‐ where to hang your coat
‐ where to store and eat your lunch
‐ where the washrooms are...etc.
Ask:
‐ how breaks and lunch work
‐ requesting vacation time
‐ how each other's absences are covered
‐ if there are special telephone and e‐mail protocols
‐ about relevant health and safety practices
‐call‐in sick procedures
Familiarize yourself with the unit/department's role and organizational structure.
PeopleSoft Access As required for their role, on first day, employee should be directed to fill out the
“Request for Access to Corporate Information” form to allow for access to PeopleSoft
HR, HE and/or Financial, ROAMs, etc. as applicable to the position. This form is to be
filled out and submitted to the Computer Accounts Office (SSB 3300); Fax 519 661‐
3486. For current/transferred employees, they would need to fill out a new form for
Engineering as their home until will terminate their access. This form must be signed
by Christina MacDonald. http://www.uwo.ca/its/identity/cda.html
Supervisor /
Employee
Supervisor /
Employee
Supervisor /
Employee
Page 3 of 5

There is an additional form that would need to be filled out “Request for Access to
Human Resource Data, Transactions and Reporting” for applicable positions. Send the
original completed and signed request to Christina MacDonald who will then request
access online.
http://www.uwo.ca/humanresources/docandform/forms/administrative/hr_access_f
orm.pdf
For those staff who will need to have signing authority for specific department/units,
a “Signing Authority Human Resource Data and Transactions” form must be filled out
and submitted to Christina MacDonald.
http://www.uwo.ca/humanresources/docandform/forms/administrative/HR_Signing
_Authority.pdf
Vacation Tracking Employees are to fill out a monthly vacation/time sheet and submit to their
supervisor at the end of each month for approval and submission to Jan Millette for
tracking in our Timetracker system. Supervisor to review vacation request process
with employee. For current/transferred employees (e.g. employees on secondment
from another unit), they will be able to transfer up to 10 days to Engineering from
their previous unit – this will be communicated to Jan Millette once staff member
begins working in Engineering for tracking in Timetracker.
Employees can access Timetracker to review their vacation balance at:
https://servlet.uwo.ca/timetracker/welcome.jsp
Performance
Reviews
Activate Email
Address
Ergonomics
Assessment
Other Information
to know
UWOSA employees participate in a Faculty Performance Review and Development
process annually. Supervisor to discuss this process with the new employee. Dean’s
Office coordinates this process.
PMA employees participate in a Western PMA Performance Dialogue and Goal‐
Setting process annually. Supervisor to discuss this process with the new employee.
Dean’s Office coordinates this process via Western Human Resources.
http://www.uwo.ca/humanresources/leadermanager/per_management/pdg_index.h
tm
Employees must activate their email address by digitally signing the Acceptable Use
Agreement.
http://www.uwo.ca/its/identity/activatenonstudent.html
Contact: ITS Computer Accounts Office ext. 83800 (option 2)
Employees are invited to review the below website and call HR with questions or
request a free ergonomics consultation.
Contact: Darcie Jaremey, Ergonomics Consultant, Health, Safety & Wellness, Human
Resources, Support Services Building Room 4159, Tel: (519) 661‐2111 x84742
djareme@uwo.ca
http://www.uwo.ca/humanresources/facultystaff/h_and_s/rehab/ergonomics/office/
index.htm
Collective Agreements:
http://www.uwo.ca/humanresources/facultystaff/emp_agree/union_contracts/union
_contracts_idx.htm
Benefits:
http://www.uwo.ca/humanresources/facultystaff/comp/benefits_index.htm
Employment Opportunities:
http://www.uwo.ca/humanresources/applicant/careers_index2.htm
Awards:
http://www.eng.uwo.ca/dean/Awards.htm
Educational Assistance Plan:
http://www.uwo.ca/humanresources/facultystaff/learn_car_dev/education_a_p/edu
c_ap_idx.htm
Employee Assistance Program (EAP):
http://www.uwo.ca/humanresources/facultystaff/comp/benefits/eap‐index.htm
ITS Computer Training:
http://www.uwo.ca/its/courses/
Supervisor /
Employee to
discuss
Jan Millette tracks
vacation in
Timetracker
Supervisor /
Employee to
discuss
Dean’s Office
coordinates
processes.
Employee
Employee / HR
Employee to
Review
Page 4 of 5

Staff/Faculty Family Practice Clinic:
http://www.shs.uwo.ca/staff/staffhealth.html
Campus Recreation:
http://westernmustangs.ca/index.aspx?path=crh&tab=campusrecreationhome
Campus Meal Plan:
http://www.has.uwo.ca/hospitality/mealplan/
Other Sources:
http://www.eng.uwo.ca/dean/orientation.htm
http://www.uwo.ca/humanresources/index.htm
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