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UPPS 04.04.15 - New Employee Welcome - Staff

New Employee Welcome - Staff

UPPS No. 04.04.15
Issue No. 5
Revised: 7/31/2019
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 workday of the week. First workday of the week means Monday. If the university is closed on a Monday, the first workday of the week is the next workday 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 workday of the week.

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

    5. New Employee Welcome (N.E.W.) 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 Dates

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

      2. During years when September 1 is not the first workday of the week, September 1 will be an acceptable start date. Human Resources will hold an additional N.E.W. Part I accordingly.

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

    2. * New Employee Onboarding Checklists and Welcome Contact

      1. * The N.E.W. Employee Onboarding: Manager’s Steps and N.E.W. Onboarding: Administrative Steps contain instructions for the hiring manager and administrative staff assigned to process the new employee. The checklists are 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 register the new employee for N.E.W. Part I by completing the N.E.W. Administrative Registration form found on the Human Resources website.

      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 divisional 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 N.E.W. Part I the following week.

    4. New Employee Welcome (N.E.W.) Part I

      New employees will report directly to the J.C. Kellam Building, Room 460, on their first day of work to attend N.E.W. Part I. N.E.W. Part I is regularly scheduled on the morning of the first workday 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 N.E.W. Part II.

    5. New Employee Welcome (N.E.W.) 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 Equal Employment Opportunity training;

      4. educational opportunities; and

      5. campus resources.

  4. * SUMMARY OF RESPONSIBILITIES

    Action Person/Area Responsible
    Register new employee for N.E.W. Part I using the N.E.W. Administrative Registration form. Hiring Manager
    Provide new employee with instructions for attending N.E.W. Part I. Hiring Manager
    Complete remaining steps outlined in the N.E.W. Employee Onboarding: Manager’s Steps and N.E.W. Employee Onboarding: Administrative Steps Hiring Manager
    In case of out-of-cycle hiring, make arrangements for employee to obtainparking permit and complete Form I-9on the first day of employment. Instruct employee to attend next N.E.W. Part I. Hiring Manager
    Coordinate the N.E.W. Part I weekly program and automatically register employee for N.E.W. Part II. Human Resources
    Coordinate the N.E.W. 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