Staff Orientation Checklist - Western Engineering

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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
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Staff Orientation Checklist - Western Engineering

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