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UPPS 04.04.15 - New Employee Welcome - Staff

New Employee Welcome - Staff

UPPS No. 04.04.15
Issue No. 5
Effective Date: 4/20/2017
Next Review Date: 11/01/2022 (E5Y)
Sr. Reviewer: Assistant Vice President for Human Resources

  1. POLICY STATEMENTS

    1. The purpose of this policy is to establish an orientation process that will make new employees feel welcome and provide them with a basic understanding of Texas State University as well as the benefits and opportunities associated with employment at the university.

    2. This policy establishes the university’s procedures for the orientation of new regular staff employees.

  2. DEFINITIONS

    1. Regular Staff Employees – employed to work at least 20 hours per week for a period of at least four and one-half months, excluding students employed in positions that require student status as a condition of employment.

    2. “In-cycle” Hire – an employee who begins employment on the first work day of the week. First work day of the week means Monday. If the university is closed on a Monday, the first work day of the week is the next work day that the university is open.

    3. “Out-of-cycle” Hire – after the division vice president gives special permission, an employee who begins employment on a day other than the first work day of the week.

    4. New Employee Welcome (NEW) Part I – a program held the first work day of each week. All new employees will attend Part I on their first work day to obtain information needed immediately such as parking, payroll, timekeeping, and benefits.

    5. New Employee Welcome (NEW) Part II – a program held monthly. All new employees will attend Part II within 30 days of their hire date to obtain state-mandated training and additional information needed for successful employment at Texas State.

  3. PROCEDURES

    1. Standardized Start Date

      1. Regular staff employees should begin employment on the first work day of the week.

      2. During years when September 1 is not the first work day of the week, September 1 will be an acceptable start date. Human Resources will hold an additional NEW Part I accordingly.

      3. Special approval from the division vice president is required for an employee to begin work on a day other than the first work day of the week.

    2. New Employee Departmental Checklist and Welcome Contact

      1. The New Employee Departmental Checklist contains instructions for the hiring department staff assigned to process the new employee. The Checklist is available on the Human Resources website.

      2. Once a position has been accepted and a start date has been agreed upon, the hiring department must immediately contact Human Resources by phone 512.245.2557, fax 512.245.1942, or e-mail hr@txstate.edu with the following information:

        1. employee’s name;

        2. Texas State ID number and NetID (if known);

        3. start date;

        4. job title;

        5. monthly salary and FTE;

        6. name, phone number, and e-mail of the employee’s immediate supervisor; and

        7. whether the employee should go to lunch first or directly to the department after Part I of New Employee Welcome.

      3. The hiring department is responsible for contacting the new employee to ensure that they are prepared for their first day of work and inform the new employee of the following:

        1. when and where they are to report;

        2. how to get to campus;

        3. how and where to park; and

        4. what documents to bring with them.

      A sample welcome letter is available on the Human Resources website.

    3. Additional Procedures for Out-of-Cycle Hires

      If the division vice president has given permission for out-of-cycle hiring, the hiring department must manage the following details in addition to the steps included in Section 03.02:

      1. instruct the employee how and where to obtain a parking permit, as well as where to park. A copy of the PCR or memo will be required at Parking Services;

      2. complete an electronic Form I-9 no later than the employee’s first day of work; and

      3. instruct the employee to attend New Employee Welcome Part I the following week.

    4. New Employee Welcome (NEW) Part I

      New employees will report directly to the J.C. Kellam Building, Room 460, on their first day of work to attend NEW Part I. NEW Part I is regularly scheduled on the morning of the first work day of each week. Human Resources will coordinate the following details:

      1. complete required new hire forms;

      2. obtain parking permit and initiate staff identification card;

      3. review employee benefits, timekeeping, leaves and absences, and payroll distribution options; and

      4. automatically register the new employee for NEW Part II.

    5. New Employee Welcome (NEW) Part II

      NEW Part II is scheduled for the second Friday of each month. The agenda will include presentations by several offices and programs concerning:

      1. Texas State’s mission and organizational structure;

      2. general policies and procedures;

      3. state-mandated EEO;

      4. educational opportunities; and

      5. campus resources.

  4. SUMMARY OF RESPONSIBILITIES

    Action Person/Area Responsible
    a. Notify Human Resources of new employee’s name, Texas State ID number and NetID, start date, job title, monthly salary and FTE, immediate supervisor’s name, phone number and e-mail, and whether the employee should go to lunch first or directly to the department after Part I. Hiring Manager
    b. Provide new employee with instructions for attending NEW Part I. Hiring Manager
    c. Complete remaining steps outlined in NewEmployee Departmental Checklist. Hiring Manager
    d. In case of out-of-cycle hiring, make arrangements for employee to obtain parking permit and complete Form I-9 on the first day of employment. Instruct employee to attend next NEW Part I. Hiring Manager
    e. Coordinate the NEW Part I weekly program and automatically register employee for Part II. Human Resources
    f. Coordinate the NEW Part II monthly program. Human Resources
  5. REVIEWERS OF THIS UPPS

    1. Reviewers of this UPPS include the following:

      Position Date
      Assistant Vice President for Human Resources November 1 E5Y
      Chair, Staff Council November 1 E5Y
  6. CERTIFICATION STATEMENT

    This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

    Assistant Vice President for Human Resources; senior reviewer of this UPPS

    Vice President for Finance and Support Services

    President