Prepare for Employee
Employee University Details
Obtain employee UIN, NetId and Start Date from System Human Resource Services
Setup new employee's workspace
- Arrange new hire workspace.
- Provide necessary office supplies (pens, paper, etc.)
- Ensure work area is clean and arranged.
- Ensure furniture and equipment is in good repair (chairs, keyboard, etc.)
Creating Itinerary for Employee's first week
Create an itinerary for the first week and communicate this with the new hire so they know what to expect when they arrive. Plan to be in the office on employee’s first day. Meet with employee at the end of each of the first several days to see how the day went (informally works too), this should continue for the first two weeks. View sample itinerary.
Make arrangement accordingly for meeting on first day (in-person or virtually)
If the employee works in the office (full time or hybrid), arrange to be in the office on their day or assign someone.
Office Supplies & Computer Equipment
Order computer, monitors, equipment, supplies, docking stations, etc.
Assign Mentor for new employee.
Assign a mentor (a unit staff member the new employee could seek guidance from)
Schedule Introductory Meetings
Schedule meetings w/ staff, department head, other key employees including constituents (team, individual, etc.)
Schedule Required Trainings
Schedule time for required trainings for system access.
Determine any other needed training (for example: OBFS Curriculum Guide)
Schedule a group Meet and Greet with rest of team
Incorporate a lunch/breakfast/potluck as a meet and greet to make new employee feel welcome (first day).Recommend another gathering after the first month. (In-person or virtual get together work too!)
Welcome Gift (Optional)
Consider welcome gift i.e. System Office paraphernalia, unit cup, shirt, etc., if applicable (System Office lapel pin available from the Office of the Vice President for External Relations and Communications, send inquiry to infosource@uillinois.edu).
Business cards and name plate for new employee
Order business cards and nameplate and/or business cards (UIC Creative and Digital Services; Springfield Creative Services; Urbana Business Cards)
Phone setup
Arrange for phone setup with Technology Services (after receiving UIN and start date, and E911 form completed - E911 Acknowledgment and additional E911 Information)
University of Illinois Chicago
University of Illinois Springfield
University of Illinois Urbana-Champaign
Schedule a time for new employee to meet with department's IT team.
Schedule for your department IT professional to meet with the new hire on the first day to ensure email accounts and any necessary software are up and running (Chicago Information Technology; Springfield Information Technology Services; Urbana Technology Services) (requires entering service desk ticket) Follow COVID 19 restrictions, if applicable.
Contact USC
Work with Unity Security Contact (USC) on new employee access (requires Netid and UIN and for some items to be applied). Find your USC.
Request access for email related items.
Request with your USC: email setup, group mailboxes, email distribution lists, calendars, and calendar permissions, shared drives, employee lists or listservs , software access needed
Building access and keys for new employee
Request keys and/or building access if needed. If keys are available it’s helpful to have another employee go with the new hire to get the key (Chicago Building Access; Chicago Keys; Urbana Building Access and Keys; Springfield Building Access & Keys/Card Reader Access)
2-Factor Authentication (required) & DUO Mobile App (recommended)
The University of Illinois uses a 2-Factor authentication (2FA) service provided by Duo Security, an industry leader in cyber security services. This will help secure your account and the University's sensitive data. The University of Illinois is committed to securing its institutional data and the personal information of everyone at the University.
- Set Up 2-Factor Authentication: NetID Center University of Illinois System (uillinois.edu)
- Installing the DUO Mobile App:
- This is optional, however helpful and faster when logging into university systems. Instructions for download 2FA, Installing the Duo Mobile app (uillinois.edu). Additional Information 2FA - 2-Factor authentication topics (uillinois.edu)
Add employee to unit directory and website.
Add employee to unit directory and website. (SHRS updates UIC phonebook, Unit updates the directory)
Supervisor Interaction with Employee Prior to First Day
First day logistics
Connect with the new hire regarding their computer/equipment/software needs and first day logistics (what time to arrive/work schedule, hours, where to park/transportation, what to wear, eating options, WIFI, etc.). The onboarding system has instructions for the new hire on their new hire paperwork, benefit orientations enrollment, new employee orientation sign up, obtaining parking and i-card in advance. FYI: Employee will establish new employee logon through UI New Hire System HR as well as a netid (UIN is autogenerated).
Update and share ORG chart with new employee
Update org chart (to be shared with new employee)
First day parking
Arrange parking for new employee on first day to avoid parking ticket (UIC Parking; UIS Parking (by appointment only); UIUC Parking). UIC hires are directed to the ID/parking office when they come in to complete their I-9’s. Contact Parking to find out procedure for obtaining the parking pass.
Discuss work protocols with new employee
Understand that communication will be challenging and you cannot over communicate during this time. Starting a new job is difficult. Review; Dress Code, Hours (work schedule, office hours) and Department norms/expectations.
Foreign National Employees (only)
If a foreign national employee has been hired, ensure they have completed the Tax Status Review process (requires NetID and Password) prior to their first day. The process is to determine tax deductions and benefits eligibility. The following three requirements must be completed correctly to initiate and successfully complete a tax status review:
- Register for a review of your tax status
- Upload required documentation to Box
- Respond to additional requests/comments from the Foreign National Service Center
First Day
Remote Work Agreement initiated by new employee
Ensure employee has started the Remote Work Agreement – requires Netid and UIN and provisions VPN.
The Remote Work Agreement will also provision VPN (if applicable), provide the Information Security Form, and the E911 Acknowledgment. View additional E911 Information.
Confirm computer/docking station/etc. are setup with no issues
Set up computer/docking station/etc.
Review Shared Drives with New Employee and confirm necessary setup
Set up of shared drives, provide a walk-through. Inform of Home (H) Drive, if applicable.
Confirm Printer Connection with new employee laptop
Set up connection to printers (ensure printing capabilities)
Confirm 2-Factor authentication & DUO for new employee is complete and provide assistance as necessary
Confirm employee has set up 2-factor authentication. Otherwise, this will be done when employee meets with IT on site.
Co-Worker Introductions
Meet co-workers (official or unofficial welcome)
Provide unit resources and other relevant department documentation to new employee
Review and provide unit resources, office manual handbook, process flow charts, etc. (if applicable)
Discuss written and unwritten rules with new employee
Written/unwritten rules (e.g., what does “on time” to a meeting look like, checking work email or working from home)
Provide Overview of Leave Requests & Entry as well as Positive Time Reporting Requirement
Review leave request for unit. SHRS will send the employee information on AVSL or VSL (exempt employees) with URL and instructions approximately one month after hire date when employee is activated in the system. Do not have the employee try to enter the system until this email is received.
Go over Calendar sharing, important meetings, and email etiquette
Set-up Outlook calendar for sharing (if applicable). Discuss accepting meeting requests. Review email etiquette as well as expectations for online meetings (Zoom (zoom.illinois.edu) MS Teams, WebEX), and out of office notifications.
Review itinerary with new employee.
Go over itinerary for the day so they know what to expect.
Tour building/workplace with new employee.
If the employee is in-office or hybrid, tour office building and workplace including location of break room, conference rooms, kitchen, restrooms, mailbox, printer/copier, etc.
Go to or review I-Card with new employee
Go to I-Card office to obtain I-Card with new employee. It’s helpful to have someone take the new hire in person to get their I-Card and parking permit if needed.
The University I-Card is the official University of Illinois identification card. You may obtain your card prior to your first day or on your first day. You will need to know your UIN (nine digit number) and take a valid, government-issued photo ID to the ID Center listed below. The i-card is the official University identification card. It is used to access services and appropriate facilities and to verify status. Most students will use it to access their residence hall building and meal plan program, Campus Recreation facilities, applicable student rates for events sponsored by Athletics, library, and computer account activation. Most Faculty and staff will use it for building access, departmental name bade, parking, the library and computer account activation. For a more detailed description of uses of your ID, please visit the link provided. No appointment necessary.
Chicago
Chicago ID Center, Student Building, 750 S Halstead Phone: 312-413-5940 E-mail: idcenter@uic.edu
Regular Hours: Monday - Friday 8:30 am to 5:00 pm * Please note: Hours of operations may be modified, please contact ID center in advance.
Urbana-Champaign
iCard Program & Services, Illini Union Bookstore, 809 South Wright Street (corner of Wright and Daniel), 2nd floor
Phone (217) 244-0135 E-mail - IDCenter@uiuc.edu
Regular Hours: Monday - Friday 9:00 am to 5:00 pm * Please note: Hours of operations may be modified, please contact ID center in advance.
Springfield
Springfield ID Center, Student Affairs Building 30, One University Plaza, Springfield, IL 62703
Phone: 217-206-7718 Email: idcenter@uis.edu
Regular Hours: Monday – Friday 8:30am to 5:00 pm * Please note: Hours of operations may be modified, please contact ID center in advance.
Go to or review Parking with new employee
Contact parking to find out procedure for obtaining the parking pass. Ensure employee signed up for any appliable waiting lists.
Review job description with new employee
Ensure employee and supervisor signatures are included on the Job Description. This is sent during onboarding and only needs to be done if not done previously. Recommend reviewing job description again after one month.
Share contact information and your availability with new employee
Preferences for communication with supervisor and colleagues – phone, email, one-on-one meetings. Inform employee how to reach you outside of work hours
Communicate appropriate contacts for new employee in supervisors absence
Explain to whom the employee may go to with questions/concerns to when supervisor is not present.
Ensure employee completed Ethics Training and ANCRA Training via the new hire system
Ensure employee completed Ethics Training and ANCRA Training. Contact System Human Resources if there are any questions at erhr@uillinois.edu.
First Week
Benefit Elections (w/in 30 days)
Ensure your employee is aware that once their position is finalized in the employment system, they will receive a postcard from MyBenefits with their login information. Failure to choose benefits within the 30-day period will automatically enroll you in the Quality Care Health and Dental plans, Basic Life Insurance and does not provide dependent coverage.
Information Security Compliance Form is completed
Ensure employee has completed the following:
COVID Information
Share COVID Information; COVID Information is available to current students, faculty and staff of the University of Illinois who have NetIDs and/or an I-Card. COVID information and testing sites may be found at COVID-19 Resources.
My UI Info
Review My UI Info which enables University employees to securely view and update their personal and employment information. Please be sure to add an emergency contact.
Emergency Alert Information
Ensure employee is aware of the following:
- Urbana-Champaign
- Illini-Alert messages are automatically sent to the NetID@illinois.edu email accounts of all current University of Illinois students, faculty, staff, and members of affiliated organizations. Learn more, sign up, and select your alert options.
- Chicago
- The UIC ALERT system provides an emergency notification system to reach students and employees quickly. The system allows quick messaging in multiple formats, such as emergency text (SMS) alerts, emails and other alerts. Students and employees must register their mobile phone numbers to receive text message notifications. Official and urgent email notifications, including UIC ALERT messages, are automatically sent to UIC campus email addresses.
- Additional UIC Resources
- UIC Safe App Provides: Virtual Walk, Safe Commute, Report a Tip, Call UIC Police and Share Location, Emergency Response Guidelines, Push Notifications/UIC Alerts, Safety Toolbox, Support Resources, and Status Updates. Download Today at the App Store (OIS), Google Play (Android)
- UIC Campus Safety
- Springfield
SURS DCP Plan
Ensure the employee is aware that employees hired after July 1, 2023 will be auto-enrolled in SURS DCP. Employees have 30-days to contact SURS if they want to make changes. And, 90 days to opt out with a refund. Employee should contact SURS with questions.
Positive Time Reporting (PTR)
Educate employee on Positive Time Reporting (PTR). Requires all Academic Professional and exempt Civil Service employees to document all hours worked (24/7) while conducting official University business. Reported on a weekly basis in quarter-hour increments. Not used to document leave usage. Employees will receive an auto-email once activation takes place. If you cannot enter the system immediately, please give it another week. Contact System Human Resources for Assistance, if needed at erhr@uillinois.edu.
Cover performance expectations, performance appraisal process, and remote work expectations with new employee
- Explain acceptable and unacceptable performance behaviors and expectations.
- Review expectations of position/job responsibilities (beginning of the performance management process).
- Review performance appraisal process.
- Have discussions about remote expectations such as arrival for first day, work schedule, hours, lunch time, flexibility, video etiquette, etc. This is not a business as usual work arrangement.
Provide list of important websites
Provide list of websites to learn about University and/or department including SHRS resources for working remotely (inlcuding LinkedIn Learning) and Employee Assistance Programs.
Check on System Human Resource Services New Employee Orientation (virtual)
Ensure new employee gets registered for Virtual System Office New Employee Orientation. System Human Resource Services will schedule the employee for New Employee Orientation, but the supervisor needs to ensure they attend. Attendance is required.
Make sure employee attends Virtual Benefits Orientation
Remind employee to register for Virtual Benefits Orientation if they did not during their New Hire paperwork – New Hire Benefit Sessions. (Register Here). Employees have 30 days from start date to make their selection. Additionally, State Benefits enrollment can be found at MyBenefits.
Educate new employee about Civil Service Position and Probationary Period
Explain probationary form (Completed 2, 4, 6 months or 4, 8, 12 months as provided by SHRS - dependent on the classification). Options One row with check boxes for 2, 4, 6, 8, 12 6 rows for each, with approval for 6 and 12. One row with check boxes and two rows for approval.
Cover Department Information with New Employee
A brief history of the department, such as department mission, vision, strategies, core values & goals. Departmental website, employee newsletter, other. Departmental growth-past and future (i.e., industry awards and recognitions, areas where we excel in our industry). Acronyms & symbols related to department. Department’s primary constituents (students, parents, faculty, staff, vendors) and departmental partners—on and off campus. Services provided by the department.
Review service and employee's role in relation to others in the department
Review importance of being a good service representative for the department. Explain the role of the employee's position in relation to other co-worker's/team. And, the role of the position in relations to the units within department.
First 30 Days
Review and/or Provision missing security and/or schedule additional training
Determine and/or Revisit any access not provisioned and any training that has not been completed that is required to provision access.
Schedule Bi-Weekly Meetings
Schedule bi-weekly meetings with new employee and add employee to other pertinent meetings through Outlook/Teams such as team meetings, etc. Provide on-going feedback, personally engage with your new hire and recognize their contributions
Probationary Employees
Go over the Civil Service position and Probationary Period with new employee
Civil Service: explain probationary form (Completed 2, 4, 6 months or 4, 8, 12 months as provided by SHRS - dependent on the classification).
First 60 Days
Schedule Check Ins and One on One Meetings with new employee
One-on-one meetings, frequent communication, consistent feedback and constant engagement will help the new hire reach higher levels of productivity faster and will help your new employee become a fully integrated member of your organization. Schedule supervisor/employee check-ins after 30, 60, 90 days, and regular one-on-one meetings (bi-weekly is recommended, but this will depend on the position)
Complete and send Probationary Form to SHRS
Supervisor should ensure they have a calendar reminder to complete the probationary form (for Civil Service employees only) with employee and return the signed form to SHRS (either 6 months or 12 months depending on classification). Address any performance concerns early on.
Identify team building opportunities
First 90 Days
Discuss alignment with role expectations
Around 90 days from the hire date, ask your new hire how their role aligns with what was described during the initial interview process.
Ask feedback from new employee
Ask the new hire to share their own feedback on improvements and share who has been helpful during their transitional process.
Support Throughout the First Year - Helping Your New Employee Achieve Success In Their Role
At the one year mark thank the employee, motivate them and congratulate them for their efforts
At one year, it is an excellent opportunity to thank, motivate, and congratulate the employee.
Complete the Performance Appraisal and/or Goals by deadline set by SHRS
Performance Appraisal (PA) required, completion academic year (8/16-8/15). Employees on probation, set goals, full PA not required.