New Employee Orientation Guide for Print Jan_16

2016 Human Resources New Employee Orientation Guide Page of 82 2016 Human Resources New Employee Orientation Guide Overview Introduction Welcome to UNC Charlotte We are excited for you to join the Niner Nation! Purpose The purpose of this guide is to provide you with key information that will help you as you get started in your new position and on-boarded over the next few months New Employee Orientation is full of valuable information This guide is a reference for all that information How It’s Organized This guide is organized into sections for easy navigation and reference Each Section contains several Chapters For a complete list of topics, see the Table of Contents on pages 5-11 Sections Introduction to UNC Charlotte Need to Know New Employee Checklist Information Technology Learning and Professional Development                          Chapters Welcome from Chancellor DuBois History of UNC Charlotte Mission and Strategic Plan University Structure New Employee Checklists Policies Campus Sexual Violence Elimination Act Internal Audit Ethics and Compliance Employee Relations Identification Card Parking Voice Mail Email and Calendar Set Up Personnel System: My UNCC and Banner Self Service Time Off (Leave) Time Worked (Tracking) Overview of Systems IT Security Training Technology Store Human Resource System: NinerTalent Classroom Online Learning Certificate Programs Undergraduate and Advanced Degrees Continued on next page Page of 82 2016 Human Resources Overview, Continued How It’s Organized, continued Sections Learning and Professional Development, continued Nice to Know A Guide to Campus Appendix Chapters  Books             Entertainment Dining Banking Shopping Health and Wellness Discounts for Employees Police and Public Safety Environmental Health and Safety Facilities Management Staff Council New Employee Checklist Manager’s Checklist Page of 82 2016 Human Resources New Employee Orientation Guide Table of Contents Overview Introduction Purpose How It’s Organized Chapter 1: Introducing UNC Charlotte 11 Overview 11 Introduction 11 Contents 11 Welcome New Employees 12 Resources Online 12 Chancellor Phil DuBois 12 History of UNC Charlotte 13 Background 13 Founder Bonnie Cone 13 Evolution 14 Mission, Goals and Objectives of UNC Charlotte, 2011-2016 15 Introduction 15 Institutional Plan Link 15 Purpose 15 Mission of UNCC 15 Goals for UNCC 16 Structure of UNC Charlotte 17 Introduction 17 Divisions 17 Academic Affairs 17 Business Affairs 18 Student Affairs 18 University Advancement 19 Organizational Charts 19 Chapter 2: New Employees Need to Know 20 Overview 20 Introduction 20 Contents 20 New Employee Checklists 21 Introduction 21 Page of 82 2016 Human Resources Employee’s Checklist 21 Manager’s Checklist 21 Policies 22 Expectations of Employees 22 Employee Handbooks 22 University Policies 23 State Employee Policies 23 Dress Code 23 Public Records 24 Personnel Records 24 Family Educational Rights and Privacy Act (FERPA) 24 Campus Sexual Violence Elimination Act (Campus SaVE Act) 25 Introduction 25 Definitions of Offenses 25 University Policies Related to the Campus SaVE Act 25 Reporting Policy 26 Obtaining a Protective Order 26 Victim Resources 27 Training 27 Internal Audit Department 28 Introduction 28 Contact Information 28 Services 28 What to Watch For 29 Employee Involvement 29 How to Report Fraud 30 Ethics and Compliance Program 31 Purpose 31 Ethical Conduct Policy 31 How to Report Concerns 31 Employee Relations 32 Purpose 32 How to Report Concerns 32 Additional Information 32 Identification Card 33 Introduction 33 ID Card: How to Get One 33 Building Access: How to Obtain Approval 33 Page of 82 2016 Human Resources Parking on Campus 34 Introduction 34 Permit Types and Costs 34 Parking Permit: How to Get One 34 Where to Park on Campus 34 Voicemail Set Up 35 Introduction 35 First Time Set Up 35 How To Check Voicemail 35 How To Check Messages From an Off Campus Phone Number 35 Additional Information 35 Email and Calendar Set Up 36 Introduction 36 Setting Up an Email Alias 36 Training Resources on Google Calendar and Mail 36 Email Signature 36 Personnel & Employment System Access 37 Overview 37 My UNCC: How to Log In 37 Personal Information 38 Employee Information 39 More Information and Training 39 New Employee Action Items! 40 Direct Deposit: How to Set Up 40 Confidentiality Agreement: How to Accept 40 Time Off: Leave 41 Introduction 41 Holidays - 2016 41 Sick Leave 41 Vacation Leave Accrual Rates 42 Community Service Leave 42 Time Working: Tracking Hours Worked and Leave in Kronos 43 Introduction 43 Purpose 43 Implementation Time Line 43 Do I Use Kronos? 43 Kronos: How To Log In 43 Training and Help 43 Chapter 3: Information Technology 44 Page of 82 2016 Human Resources Overview 44 Introduction 44 Contents 44 Overview of Systems 45 Introduction 45 Banner 45 Moodle 45 Google Apps 46 Citrix 46 Remote Access 46 Skillport 47 Password Manager 47 Help Desk 47 Software: Free Downloads 47 IT Security Awareness Training 48 Introduction 48 Target Audience 48 Content 48 How to Access 48 Additional Information and Support 48 Technology Store: NinerTech 49 Introduction 49 Contact Information 49 Human Resource System: NinerTalent 50 Introduction 50 Training and Guides 50 Chapter 4: Learning and Professional Development 51 Overview 51 Introduction 51 Human Resources Learning & Organizational Development Contact Information 51 Contents 51 Classroom Learning Options On Campus 52 Introduction 52 Catalog of Offerings 52 Registration Procedure 53 More Information and Tutorials 53 Online Learning Options 54 Introduction 54 Skillport eLearning 54 Page of 82 2016 Human Resources Skillport Log In 54 Skillport Frequently Asked Questions 54 Books Online 54 Moodle 54 Certificate Learning Options 55 Overview 55 Continuing Education 55 Fees and Payment 55 Undergraduate and Advanced Education Options 56 Overview 56 Utilizing Your Educational Perks 56 Staff Scholarship Opportunity 56 Tuition Waiver Eligibility 56 Tuition Waiver Policies 57 Tuition Waiver Process 57 Tuition Waiver Forms 58 Academic Assistance Policy 58 Academic Assistance Eligibility 58 Academic Assistance Process 59 Academic Assistance Guidelines 59 Academic Assistance Forms 59 Books 60 Introduction 60 Atkins Library 60 Textbook Loan Program 60 Online 24/7 61 Chapter 5: On- and Off-Campus Amenities 62 Introduction 62 Contents 62 Entertainment on Campus 63 Movie Theater 63 Art Galleries 63 Live Performances 63 Greenhouse & Botanical Garden 64 Athletics 64 Dining on Campus 65 Introduction 65 Student Union: Union Square, Bistro 49, Crown Commons 65 Page of 82 2016 Human Resources PORTAL Building: Orbis Grille 66 Cone Building: Food Court 66 South Village: SoVi 66 Prospector: Food Court & Dining Hall 67 Coffee Shops and Cafés 67 Papa John’s Pizza 67 Einstein Bros Bagels 67 Banking on Campus 68 ATM Locations 68 Shopping On Campus 69 UNC Charlotte Bookstore 69 Hair Salon 69 Shipping: Union Station 69 Copy Center: REPROS 69 Health and Wellness on Campus 71 Introduction 71 Recreation and Fitness 71 Health and Wellness 71 Weight Management 72 Carolinas Health System 72 Discounts for Employees 73 Introduction 73 Discount Program for State Employees 73 Cell Phone Plans 73 Retail Discounts 73 Athletic Events 73 Police and Public Safety 74 Overview 74 Police Contact Information 74 On-Campus After Hours 74 Smart Phone Safety App 74 Environmental Health and Safety 75 Introduction 75 Purpose 75 EH&S Website 75 Facilities Management 76 Introduction 76 Services 76 Contact Information 76 Page of 82 2016 Human Resources Staff Council 77 Introduction 77 Membership 77 Area Representatives 77 Meetings 77 Golden Nugget Awards 77 Appendix 78 Overview 78 Introduction 78 Contents 78 Appendix 1: New Employee Checklist 79 Appendix 2: Manager’s Checklist for New Employee 80 Page 10 of 82 2016 Human Resources Banking on Campus ATM Locations This map, http://aux.uncc.edu/vending and the table below indicates where to find ATMs throughout campus Bank BB&T Bank of America Fifth Third Bank PNC Bank State Employee's Credit Union Wachovia/Wells Fargo Location Prospector (outside, south) Prospector (outside, south) Student Union Fretwell (Lobby) Student Activity Center (lower level) Student Union South Village Crossing PORTAL Building Prospector (Lobby) Cone Center (Lobby) Full Service Branch on University City Blvd just past the Chancellor’s House Prospector (outside, south) Page 68 of 82 2016 Human Resources Shopping On Campus UNC Charlotte Bookstore Barnes & Noble at UNC Charlotte offers a wide selection of textbooks and supplies, plus:  Trade book selection of general interest titles  UNC Charlotte 49er apparel  Magazines  Gifts  Cards  Convenience items  Software and computer accessories Note: Employees receive a 20% discount on most items at the UNC Charlotte Bookstore! Hair Salon The Campus Salon is located in room 125 in the Student Union has something for everyone including:     A variety of hair styling services Haircuts for men, women and children Chemical treatments (straightening, color, highlights, etc.) Waxing To schedule an appointment online, check pricing and more, visit: http://www.thecampussalon.com/ Mail and Package Services: Union Station Union Station offers package shipping with USPS and FedEx options, U.S Passport processing and graphics services such as:  Shipping supplies  US Passport processing  Package shipping  Campus box rental  Photo processing kiosk  Graphic service  Copier and Fax  Balloons Copy Center: REPROS REPROS Copy Center, located on the lower level of the Prospector building offers full service copy services including reports, posters and lamination and more For more information, visit: http://aux.uncc.edu/copyprint Continued on next page Page 69 of 82 2016 Human Resources Shopping On Campus, Continued Mail and Package Services: United States Post Office There is a full-service United States Post Office located in lower Prospector building offering the following services:      Priority and Express Mail Shipping Campus PO box rental Stamps and Postage Mailing Materials Certified Mail Page 70 of 82 2016 Human Resources Health and Wellness on Campus Introduction UNC Charlotte cares about employees health and wellness of mind, body, and spirit The section describes some of the resources available to staff and faculty Recreation and Fitness Faculty and staff and their family members can use the newly renovated fitness and recreation facilities at the Student Activity Center (SAC) and Belk Gymnasiums for a small fee that is payroll deductible Facilities include:  Indoor Track  Climbing Wall  Basketball/Racquetball Courts  Fitness Centers with Cardio Equipment and Weights  Spin/Cycle Rooms  Olympic Size Pool  Group Fitness Classes like Zumba, platies, yoga, and more! Information on memberships fees and accessibility can be found here: https://sacvm.uncc.edu/fitness-memberships/faculty-staff-retiree-affiliates To apply, complete the application to use recreational facilities in Appendix Health and Wellness The Advisory Committee to the Chancellor for Employee Health and Wellness (ACCEHW) was named to:    Identify, recommend and promote programs and services that emphasize healthy behaviors, including but not limited to nutritional, emotional and physical well-being; foster a campus culture supportive and encouraging of healthy behaviors and choices; Increase awareness, knowledge and skills important to improving and maintaining health and supportive of the University’s mission; and Regularly assess the quality of campus wellness activities and programs, identify unmet needs and resource issues, and recommend options to senior administration Check out their events and programs here: http://yourhealth.uncc.edu/ Continued on next page Page 71 of 82 2016 Human Resources Health and Wellness on Campus, Continued Weight Management Eat Smart, Move More, Weigh Less is a course designed to inform, empower, and motivate you to live mindfully as you make choices about eating and physical activity An experienced instructor trained in weight management leads each weekly one-hour lesson The NC State Health Care Plan sponsors these sessions each year on the UNC Charlotte campus Each class runs for 15 weeks and meets on Mondays in the Colvard North 5092 Training Room To enroll in the next session visit the ESMMWL website here: https://esmmweighless.com/howitwork/enroll-choose-a-class/ Carolinas Health System Carolinas HealthCare System (CHS) is the largest healthcare system in the Southeast They are the proud sponsor of the UNC charlotte bus tour Visit http://www.carolinashealthcare.org/ to learn more CHS employees serve on boards throughout UNC Charlotte system and work closely with the Coordinator of Sports Additionally, CHS doctors serve as the team physicians with Department of Athletics To find a Primary Care Physician, OB/GYN or Pediatrician, or any other doctor referral, contact Kelly Pankowski at Kelly.pankowski@carolinashealthcare.org or call (704) 631-1242 Page 72 of 82 2016 Human Resources Discounts for Employees Introduction This section describes how to take advantage of the wide range of discounts available to UNC Charlotte employees Discount Program for State Employees The We Save Discount Program offers discounts on a variety of services including hotels, rental cars, electronics, cell phones, restaurants, etc to state and local government employees There is no membership fee For additional information on We Save visit their website here: http://www.wesave.com/ Cell Phone Plans Most major cell phone carriers offer a state/government employee discount Contact your carrier to find out more Retail Discounts Many retailers, such as Apple and Amazon Prime offer special pricing for university employees Be sure to inquire about state employee discounts before you buy Athletic Events Staff and faculty are eligible for a variety of discounts and promotions on athletic tickets, except for football, at UNC Charlotte Visit the Charlotte 49ers Athletic Ticket Office to learn more: http://www.charlotte49ers.com/ViewArticle.dbml?ATCLID=204859858& DB_OEM_ID=23200 UNC Charlotte Bookstore Employees receive 20% off most items at the Barnes and Nobel UNC Charlotte Bookstore The bookstore can special order items for you as well Note: Once a year, before the winter break, employees are eligible for 30% off on a designated day Watch your email for the announcement of this sale Page 73 of 82 2016 Human Resources Police and Public Safety Overview UNC Charlotte Police & Public Safety is a fully authorized state police agency, providing both police and security services to a campus of 28,000 students, faculty and staff with a special emphasis on community oriented policing The UNC Charlotte Police Department collaborates regularly with the Charlotte Mecklenburg Police Force and other regional law enforcement agencies Police Contact Information The many options for contacting UNC Charlotte Police and Public Safety are listed below We suggest programming the emergency number in your cell phone and mark it as a favorite  Emergency: (704) 687-2200  Non-Emergency: (704) 687-8300  Email: POLICE@uncc.edu  Website: http://police.uncc.edu/ On-Campus After Hours Office buildings on campus are locked after 5:00 PM and can only be accessed by employees with University ID cards pre-programmed with specific building access The SafeRide program provides free, safe, fast, easy, and reliable transportation throughout campus after dark SafeRide may be contacted using the LiveSafe App described below Smart Phone Safety App LiveSafe is a free mobile app available through your Smart phone store It was created by a UNC Charlotte student who survived the shootings at Virginia Tech LiveSafe provides access to:      Direct and two-way communication with UNC Charlotte police using texts, pictures, video, and audio, Location sharing during emergencies, Safety resources and phone numbers, SafeWalk (feature to virtually walk friends and family home), and SafeRide (safe, fast, easy, and reliable transportation throughout campus after dark) Continued on next page Page 74 of 82 2016 Human Resources Environmental Health and Safety Introduction The Environmental Health and Safety Office (EH&S) is an operational division within the Risk Management Safety and Security (RMSS) Department EH&S staff have professional backgrounds in the following areas:  Workplace Injury Prevention  Biological  Chemical  Construction  Environmental  Fire Safety  General Health and Safety  Lasers  Radiation  Workers’ Compensation Purpose The EH&S Office provides consultative and support services to the University community on matters relating to the environment and occupational health and safety They support the success of student education, university research and general safety by offering EH&S services that ensure regulatory compliance and maintain a safe work environment EH&S Website The EH&S website provides the University community with a variety of resources including:    Compliance guidance on Occupational Safety and Health Administration (OSHA) and Environmental Protection Agency (EPA) regulations Tips to prevent fires and general incidents, and promote safety Links to eLearning Visit the Environmental Health and Safety website here: http://safety.uncc.edu/ Page 75 of 82 2016 Human Resources Facilities Management Introduction The mission of the Facilities Management Department is to provide a quality learning, research and living environment for the benefit of students, faculty and staff They strive to create a campus of distinction Services With over 420 talented crafts persons, skilled professionals and highlyqualified support personnel, Facilities Management consistently works hard to carefully plan, build, operate and maintain the buildings and landscape of UNC Charlotte’s beautiful campus Services in facilities Management include:  Finance/billing  Capital project information  Design services  Real Estate  Recycling  Operations  Building Environmental Services Contact Information UNC Charlotte is divided into service zones to allow Facilities Management to schedule and assign employees to efficiently serve our large institution Each building on campus is assigned a Building Liaison to whom you can report an emergency, request service, and share feedback A complete list of Building Liaisons can be found here: http://facilities.uncc.edu/our-services/general-services/facilitiesoperations/building-liaison-list Zone Maps can be viewed here: http://facilities.uncc.edu/ourservices/maps/zone-maps Additional information on reporting a problem can be found here: http://facilities.uncc.edu/report-problem Page 76 of 82 2016 Human Resources Staff Council Introduction The Staff Council was established to support a harmonious working environment for the staff of UNC Charlotte They host several annual events to engage staff such as a Fall Festival, Community Safety Awareness, and a Chili/Chowder Cook Off Membership Membership is open to any full-time or part-time employee of the University who does not hold faculty rank Members may vote in the general election of area representatives and Staff Council Executive Board officers or serve as an Area Representative However, you not have to be a member to attend meetings Area Representatives A representative is assigned to each area of campus to ensure that relevant information is effectively communicated Find your area and the name of your area representative here: http://stafforg.uncc.edu/officers-arearepresentatives/2014-2015-officers-area-representatives Meetings UNC Charlotte's Staff Council meets on the second Wednesday of every month from 9:00 - 10:30 AM and meetings are open to all Meeting locations and minutes can be found here: http://stafforg.uncc.edu/meetings Golden Nugget Awards Do you know a staff member who deserves a little extra gold in their sluice pan for going above and beyond the call of duty? Staff Council has designed the “Golden Nugget” award to recognize hard work To nominate a fellow staff member, visit: http://stafforg.uncc.edu/goldennugget-award Page 77 of 82 2016 Human Resources Appendix Overview Introduction This appendix contains forms referred to throughout this guide Contents Topic Appendix 1: New Employee Checklist Appendix 2: Manager’s Checklist for New Employee Page 78 of 82 See Page 79 80 New Employee Checklist Print this form and use as a resource/guide during your first few days of employment at UNC Charlotte On your first day of employment, please visit the following offices: Human Resources, King Building, Room 222 (#11 on Campus Map) Prior to your visit, please go to http://hr.uncc.edu/new-employee-checklist to download the new hire packet and complete in advance In addition, along with the new hire packet forms, bring with you: All forms of ID necessary to establish identity and employment authorization as required by Form I-9 (One document from List A, or one each from List B and List C In the Human Resources office, you will receive: Invitation to New Employee Orientation Authorization to receive UNC Charlotte Faculty/Staff ID card and Parking Privileges Benefits Office, King Building, Receive your Benefits packet (contains a variety of insurance & retirement system options and enrollment forms ID Office, Auxiliary Services (#39 on Campus Map) Present ID authorization document and have photo taken for Faculty/Staff ID card Parking Services Office, Parking Services Building (#23 on Campus Map) To park on campus, employees must pay an annual cost Visit the Parking Services website for current parking prices: http://pats.uncc.edu/ Present Parking authorization document Provide automobile license tag number, year, and model of vehicle and complete payment arrangements (payroll deduction, check, cash, credit card) Items to Discuss With Your Supervisor Work Hours Access to building / office, etc Supervisor Contact Information (telephone, email) Access to voicemail and email Performance Management Work Plan Office Dress Code Page 79 of 82 Supervisor Checklist for New Employee Onboarding Purpose: This checklist will guide the Supervisor in effectively bringing a new employee on-board at the University It can be used to integrate an existing employee who transfers into the work group as well This checklist will walk you through the steps to successfully orient your new employee It is meant to guide, rather than restrict Not all items may be applicable to your area or to a transferred employee Note: As a Supervisor, you may choose to assign some tasks to a Peer Guide – a co-worker with a good performance standing and a positive point of view However, where the Peer Guide column is shaded, we highly recommend the supervisor maintain responsibility for the completion of these tasks Instructions:  Review the relevant items and plan time for the items on your schedule  Record the completion date for each item Employee Name: Title: Hire Date: Department: Supervisor: Peer Guide: Pre-Arrival Call or email the new employee a few days before arrival to welcome and briefly inform of:  Arrival time  Location  First day agenda  Parking  Dress code, etc If new employees: Remind to bring two forms of ID on the first day and to bring their license plate number Prepare the new employee’s workstation:  Supplies  Phone  Computer  Printer connectivity Inform the staff of the new team member, explain:  The role  The role relationship to existing members: - Leader/peer - Peer to peer - Intern, etc Appoint an experienced, star employee to act as a Peer Guide and discuss the purpose of the role (optional) Review the position description to prepare the Work Plan Develop an Employee Development Plan (EDP) Contact HR for training and guidance in developing a training plan Identify training resources, ITS, HR, and Banner personnel to discuss training registration and timeframes Create a week one orientation agenda for the new employee Plan small work task for employee to perform on the first day Page 80 of 82 of work Date Completed Supervisor | Peer Guide Supervisor Checklist for New Employee Onboarding First Day/Week Date Completed Supervisor | Peer Guide Welcome the employee (if possible make the welcome eventful) Take to breakfast or make plans for lunch (optional) Introduce to team members (or direct reports and management team) Bring new employee to HR to complete required paperwork Walk new employee to the ID Office to ensure photo ID is obtained Explain importance of ID badge Walk new employee to Parking Services to secure parking permit  The form used to obtain ID card will be used and kept in Parking  Must have license plate number  If out of state tag, must bring vehicle registration Ensure new employee completes set up for direct deposit Take building tour:  Work Facilities,Washrooms, Break room, Copier, etc Help new employee get registered for necessary training Explain operation of office equipment and terms:  Phone: - Voicemail - Standard message - Phone directory  Computer: - Username - Password - Email account - Signature  Other equipment: - Copier - Fax, etc - Departmental Acronyms Provide a Student/Faculty/Staff Directory Take on tour of these University campus locations: (optional)  Credit Union locations, ATM Machines, Faculty/Staff dining facility and other lunch options, Library, Post Office, Interoffice Mail Drop, Book Store Inform new employee of the free campus shuttle service Provide guidance and instructions for accessing email off campus Discuss time and attendance reporting:  Weekly timesheet  Application for Leave (vacation, sick, etc.) Inform employee about their position (EPA, SPA, exempt or nonexempt) Page 81 of 82 Supervisor Checklist for New Employee Onboarding Week Two-2 months Date Completed Supervisor | Peer Guide Review the job description Discuss how the new employee’s role contributes to the overall success of the university Discuss time and attendance reporting:  Weekly timesheet  Application for Leave (vacation, sick, etc.)  Inform employee about their position (EPA, SPA, exempt or non exempt) Discuss workplace safety and emergencies Discuss and complete required Environmental Health and Safety information (Employee Health & Safety will contact all new employees.) Devote time to listen to comments, concerns and observations And provide clarity to employee’s questions Explain communication channels:  Bulletin Boards,Websites, Campus News, Departmental Website Explain University and department specific acronyms Review work plan form and probationary period:  Discuss critical functions and expected performance standards and outcomes Clarify expected work habits and ethics (see Behavioral Competencies) Review and modify EDP as needed Discuss:  Working agreements  Leadership style  Communication preferences Discuss protocol for handling issues/concerns Follow-up after new employee attends HR Orientation Clarify unofficial office do’s and don’ts Share any other necessary and advantageous information Schedule monthly coaching sessions Two months- 24 months Date Completed Supervisor | Peer Guide Continue to coach for success Review and modify EDP as needed Complete probationary evaluations and address performance and behavior issues throughout the probationary period Page 82 of 82 ... your new position and on-boarded over the next few months New Employee Orientation is full of valuable information This guide is a reference for all that information How It’s Organized This guide. .. Resources New Employee Checklists Introduction To ensure that new employees are equipped for success, the University has developed a checklist for the employee and one for their manager Employee? ??s... New Employee Orientation Guide Overview Introduction Welcome to UNC Charlotte We are excited for you to join the Niner Nation! Purpose The purpose of this guide is to provide you with key information