Congratulations on your new hire! The university wants to welcome all new employees to the campus and make them feel a part of the community. Here are a few reminders to prepare for the new employee to begin work.
Prior to the First Day
New Hire Paperwork
The new employee must submit all paperwork to the Office of Human Resources in-person. The New Hires Guide details all paperwork needed. Please note that once this paperwork is turned in, it will take up to three business days to process in the Colleague system and be assigned an email account.
Request needed keys for the new employee by completing the Key Request Form and acquiring the appropriate signatures. Submit the form to Campus Safety and Police (2010 CB). Also communicate with Campus Safety and Police about which doors the new employee will need card reader access.
Determine if a mobile phone is needed. Learn more about purchasing a mobile phone at Elon.
Determine if office furniture needs to be ordered. Contact Purchasing at x5580 for assistance when considering furniture needs.
Determine if any of the following is needed and contact the IT Service Desk at x5200 to make a request:
- Telephone extension
- Desktop telephone
On the First Day
Submit New Hire Paperwork
The new employee must report to the Office of Human Resources to complete new hire paperwork (especially the I-9) before reporting to his/her work location. Under no circumstances may a new employee report for work unless his/her background check has cleared and the hiring form has been received in the Office of Human Resources.
Log-in Username and Password
If the new employee does not have an Elon email account, he/she will need a
temporary account to login to their computer. The supervisor should contact the IT Service Desk (x5200 or firstname.lastname@example.org) to request an account.
Phoenix Card and Parking Pass
Have the new employee visit the Phoenix Card Office located at McCoy Commons 201 M-F 8am-5pm to obtain their Phoenix Card. They must present their new Phoenix Card to Campus Safety and Police in the McCoy Commons before a parking pass can be issued. They will need to provide their vehicle registration information (year, make, model and tag number).
The new employee should visit Campus Safety and Police in McCoy Commons to sign for and pick up their keys.
Compose a welcome email to your department regarding the new employee.
Review the payroll calendar and time reporting with him/her.
Within the First Week
Provide a campus tour for the new employee.
Update your departmental contact list and/or emergency contact information.
The e-mail username and password will automatically be created and he/she will be contacted via phone with his/her account information. Please allow at least 3 business days after the start date for the account to be created. If the employee has not been contacted after 4 days, have them contact the IT Service Desk (x5200 or email@example.com) to request the status. After the email account has been created, the user will have access Moodle, network storage, e-alert, OnTrack, and the campus calendar.
New Full-Time Employee Benefit Orientation
The New Employee Benefit Orientation occurs approximately the first and third Tuesday of the month. The Office of Human Resources will contact the new employee regarding the next New Full-Time Employee Benefit Orientation session.
Office Depot Account
If the new employee is a Program Assistant (clerical/office staff member) or budget unit manager, he/she must be pre-approved and trained to order office supplies from Office Depot’s online ordering system. Contact Purchasing for details (x5580).
Office Telephone and Voicemail
Update the caller ID name and voicemail account associated with the new
employee’s phone number by contacting the IT Service Desk (x5200 or firstname.lastname@example.org).
Update your department’s organizational chart.
Picture for Online Directory
Have the new employee contact University Communications (x7415) to schedule an appointment to get a picture taken for the online directory.
If you think the new employee needs a procurement card, contact Purchasing (x5580).
Update your department’s website.
After the New Employee Receives their Elon Email Username and Password
If needed, request business cards.
The new employee should use his/her Elon username and password to login to the computer. If the new employee created new files on his/her computer while using a temporary faculty/staff account, the employee should contact the IT Service Desk (x5200 or email@example.com) to receive help migrating files to the new account.
If the new employee needs access to Colleague, have him/her request an account by contacting the IT Service Desk (x5200 or firstname.lastname@example.org).
Encourage the new employee to register for Elon’s emergency notification system to receive emergency messages on their mobile phone (as text messages), RSS feed, PDA, e-mail, text pager, Google, My Yahoo, or AOL home page.
Faculty/Staff Technology Guide
Point your employee to the New Faculty/Staff Technology Guide for a comprehensive orientation of the various technologies available at Elon.
File Storage for Department
If your department has shared network storage space, provide the employee with
sharing permissions. Discuss data storage options for secure and personal data with the employee.
Leadership and Development
Please encourage your employee to access the Office of Leadership and Professional Development web site for training and development resources.
If the employee completes a time sheet and needs access to OnTrack, the supervisor should request an account by contacting the IT Service Desk (x5200 or email@example.com).
Preventing Workplace Harassment Training (MANDATORY)
The Office of Human Resources requires all faculty and staff to participate in a online training program entitled, “Preventing Workplace Harassment.” Learn more under Training.
Staff Manual (MANDATORY)
All non-teaching staff must review the Elon University Staff Manual. All staff must complete the Manual Receipt and Acknowledgement.
If the employee will be responsible for updating a departmental website, contact the IT Service Desk (x5200 or firstname.lastname@example.org) to grant him/her permission.