New Employee Orientation – Staff                                   UPPS No. 04.04.15

Issue No. 4

Effective Date: 01/29/2014

Review: November 1 E5Y

 

 

01.       POLICY STATEMENTS

 

01.01   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.

 

01.02   This UPPS establishes the university's policies and procedures for the orientation of new regular staff employees.

 

02.       DEFINITIONS

 

02.01  Regular staff employees – are employed to work at least twenty 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.

 

02.02  "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.

 

02.03  "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.

 

02.04  New Employee Orientation (NEO) 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.

 

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

 

03.       PROCEDURES

 

03.01  Standardized Start Date

 

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

 

b.   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 NEO Part I accordingly.

 

c.   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 (out-of-cycle).

 

03.02  New Employee Departmental Checklist and Welcome Contact

 

a.   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 at http://www.hr.txstate.edu/neo.html.

 

b.   Once a position has been accepted and a start date has been agreed upon, the hiring department must immediately contact Human Resources by phone 245-2557, fax 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 orientation.

 

c.   The hiring department is responsible for contacting the new employee to ensure that they are prepared for their first day of work. 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 at http://www.hr.txstate.edu/neo.html.

 

03.03  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:

 

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

 

b.   send the employee to Human Resources on their first day of work to complete a Form I-9. Acceptable documentation will be required (see list of acceptable documents at http://www.hr.txstate.edu/neo.html); and

 

c.   instruct the employee to attend New Employee Orientation Part I the following week.

 

03.04  New Employee Orientation (NEO) Part I

 

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

 

a.   complete Form I-9, W-4 and other required new hire forms;

 

b.   obtain parking permit and initiate staff identification card;

 

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

 

d.   automatically register the new employee for NEO Part II.

 

03.05  New Employee Orientation (NEO) Part II

 

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

a.    Texas State's mission and organizational structure;

 

b.    general policies and procedures;

 

c.    state-mandated EEO and IT Security Awareness training;

 

d.    safety and security on campus;

 

e.    educational opportunities; and

 

f.     campus resources.

 

04.       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 NEO Part I.

Hiring Manager

 

c. Complete remaining steps outlined in New Employee 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 in Human Resources. Instruct employee to attend next NEO Part I.

Hiring Manager

 

e. Coordinate the NEO Part I weekly program and automatically register employees for Part II.

Human Resources

 

f. Coordinate the NEO Part II monthly program.

 Human Resources

05.       REVIEWERS OF THIS UPPS

 

05.01  Reviewers of this UPPS include the following:

 

Position                                                         Date

 

Assistant Vice President for Human        November 1 E5Y

Resources

 

Chair, Staff Council                                    November 1 E5Y

 

06.       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