On-boarding & Orientation

We all understand the difficulty of navigating a new place of employment, especially one that is as large and varied as PSU. After your request to hire a new employee is approved and you have verbal acceptance of the employment offer, these items should be completed and used to assist your new employee with their transition. Be aware that some of these items may not be applicable to adjunct or hourly employees or certain types of positions. Ideally, you will set up a time prior to the employee's start date for them to pick up the welcome packet and sign pertinent documents. However, if the circumstances do not allow this, it is acceptable to mail the packet.

Note that many of these links and forms can be sent via email and may be easier to access in this manner since many of them can be filled out online and require internet access.

Welcome Packet

The Employee Welcome Packet should contain the following (ideally, in this order):

• A copy of the Letter of Offer with administrative signature(s). If you are mailing the letter, include two copies, one for the employee's file and one for them to return after they sign it. Also consider including a pre-addressed envelope to expedite the return.
• Position Description and Position Analysis form (the latter for AAUP Academic Professional only) and the Classified Employment Application if applicable.
• New Employee Paperwork to include the Employee Information form, W-4, I-9 and Direct Deposit form.
• New Employee Briefing date, time, and location, unless on a wage agreement or temporary classified. To RSVP contact the Office of Human Resources at 503.725.4926.
• Campus Map.
• New Employee Getting Started Guide.
• If the employee is eligible for overtime, print Timesheet Tips, an initial Classified Timesheet or Unclassified Timesheet, and requirements for timesheet submission and trial service period if applicable.
• If the employee is not overtime eligible, print your department's leave reporting procedures. If they are temporary classified or paid on a wage agreement print the Web Time Entry Guide.
• Include the Guide to PSU Computer Accounts for information on how to log on to The PSU Information System (to sign up for and view electronic pay stubs; view leave balances, online time entry, etc) and to sign up for an ODIN account. Along with this include information on How to access Webmail, and set up a Thunderbird email account.
• Office Phone Number, Long Distance Authorization Code, Voicemail Instructions, if applicable.
• Important campus contacts, Departmental phone list and organizational chart.
• Name tag, office door label, and the website to order Business Cards if applicable.
• Parking and Transportation Information.
• Web address for union representation and collective bargaining agreement, if applicable (SEIU classified / AAUP full-time unclassified / AFT part-time unclassified).

Prior to First Day

The following items should be completed prior to the employee's start date:

• Schedule a time with the employee prior to or on their start date to pickup the Welcome Packet and sign required documents. Ask the employee to bring the following items: Required Documentation and Identification for HR documentation and any professional licenses that are applicable to the position and department. They should also be prepared to take a photo for their PSU ID card. Notify international employees that additional forms may be needed.
• Create a confidential departmental file for the new employee. Departmental file should include copies of letter of offer, position description, application or proposal to appoint (without AFM Hiring Report), timesheets/leave, key request forms, data systems forms, ODIN username, badge number, PSU ID number, etc.
• Give employee the Welcome Packet. Take the time to review the materials, answer and questions and complete and sign the required documents. This includes having the employee read and sign their letter of offer, position description and/or position analysis form or classified employment application if applicable. After they are signed make two copies of each document, one copy for the personnel file and one for the employee. Staple the signed originals together and immediately send or take them to Human Resources.
• Complete the online New Faculty/Staff Directory Request form and explain where to find Faculty/Staff Directory online.
• Introduce the new employee to department staff and give them an office tour, including where to find fire routes, kitchen, fridge, restrooms, etc. Also, discuss internal policies (breaks, lunches, requesting time off, vacation, sick time, dress code, scent-free areas, etc).
• Consider providing a mini campus tour that includes Neuberger Hall and Human Resources. If the employee is already familiar with the campus this may not be necessary. The Campus Map and New Employee Getting Started Guide included in the Welcome Packet will assist the employee to complete any other necessary requirements for employment.
• Prepare employee's workstation/office, if applicable. Be aware that there may be specific Union requirements that need to follow that are specified in the Collective Bargaining Agreements.
• Determine and set up any applicable technology access the employee will need such as access to departmental network folders, Banner, building-specific key cards, etc.
• Fill out Key Request form, if applicable. Send completed and signed form to Facilities and Planning (mail code: FAP). Tell the employee where to pick up their key (University Services Building , Corner of 6th & Montgomery , 2nd floor, 503.725.3738) and to bring their PSU ID card when they pick up their keys.
• Put all copies of paperwork pertaining to the employee in their confidential departmental file.
• Email your department staff to introduce the new employee. Make sure they have been added to any applicable departmental documents such as the roster, organizational chart, phone list, email list(s) and employee spreadsheet.