Manager's New Hire Checklist
This page provides a list of tasks or processes that need to be completed before a new employee can access systems and other information vital to their positions. This list is for managers, supervisors, administrative analysts/specialists, administrative support coordinators and administrative staff that mentor and orient the new employee in their new job.
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All services depend on the completion of Employment paperwork and the Department/Unit request/authorization for access to campus services. Note that the Access Hire Process may be needed if account setup is needed in advance.
Wildcat ID Card
The Wildcat Card is essential for many services across campus. The Wildcat ID card office is located in SSC Room 190. An official form of photo identification is required, such as a driver’s license, military ID, or passport. View Wildcat Card Office website for more information. The Wildcat Card is used for many campus services, including building access and free transportation in Butte County on the B-Line buses.
After the Wildcat ID Card is obtained, contact Information Technology Support Services (x4357) to request an email account. Be prepared to share the employee ID on the Wildcat ID Card. Make certain to inform ITSS if the new employee had a previous campus email.
No additional steps are needed. The same user name and password is used for email and portal access. The ability to log into the portal will be set up at the same time email is set up.
This personalized secure site allows the employee to access e-mail, Blackboard Learn and more. After they receive their first paycheck, they can log into the portal to see pay information.
Phone Display and Voicemail
An employee's phone can be programmed to display their name and display any phone extensions by going through the Computing and Communications Services (CCSV) website.
Contact Computing and Communications Services (CCSV) for design and implementation of additions, moves and changes for both voice and data communications on campus. You can activate your voicemail though their website.
University keys are issued and maintained by Facilities Management & Services. Keys for Faculty, Staff, and Students can be requested on a Key Authorization Form. These forms must be signed by a Dean or a Department Head prior to issuance of keys. View Key Shop website for more information.
Access to buildings using a Wildcat ID Card is provided by the University Police. Details about Campus Card Access and how to receive access can be found on the Campus Card Access website.
Attendance and Absence Reporting
Talk about how the employee will report absences or "no leave taken" online using the campus Absence Management Self Service (AMSS) system. This system is used in lieu of timesheets (with some exceptions). Instructions and a video for employees is online. Discuss any department procedures around requesting leave.
Your department Printing Services representative can request a copier account with Printing Services. The employee email will be needed for this process.
Department Folders on Bay
Explain to the employee your department process for saving documents in //bay folders. Provide them access to //bay folders by using your department's internal process or contacting ITSS. Explain how files saved on //bay are backed up and files saved on the employees hard drive are not.
CMS/PeopleSoft Administrative Access
Administrative Access to CMS/PeopleSoft and report access to CMS/PeopleSoft data is granted by completing an access form for the area of access needed. Information about CMS/PeopleSoft access and report access is available on the Application Security Access website.
- PeopleSoft Self Service functions are available via the campus Portal.
Office Max Account/Procurement Card
To establish an Office Max account for ordering office supplies or to apply for a Procurement Card:
- For State: contact Accounts Payable
- For Research Foundation: contact Tawnie Peterson, Research Foundation, Zip 246
American Express Travel Government Card
The American Express Travel Government Card offers travelers the convenience of not having to use personal credit cards for business related expenses. For more information contact Kathleen Hillman (x5103) or firstname.lastname@example.org.
Foundation accounts are administrated by the Research Foundation and the University Foundation. Below is a listing of account number ranges and the office to contact for information or training for these accounts.
|Accounts Managed by Foundation Administration - 898-3811|
|Account Type||Account Numbers||Foundation|
|Annual Fund, Scholarships and Endowments||010000-09999||University|
|Campus Program||80000's (odd numbers 81, 83, 85, 87, 89)||Research|
|Accounts Managed by the Office of Research and Sponsored Programs (RESP) - 898-5700|
|Account Type||Account Numbers||Foundation|
|Grant & Contract||58000-79999||Research|
|Campus Program||80000's (even numbers 80, 82, 84, 86, 88)||Research|
CRA User Security Authorization Form
CRA - Reports Containing Applicant Info, Admit Info, Enrolled Student Data, Advisement, Graduation & Student Life Contact and/or Authorization Form
Contact: email@example.com, Zip 737
Banner - Advancement Employees as appropriate
Contact and/or Authorization Form Link – Advancement Director needs to go through the Portal to access and print the User Access Form & Confidentiality Agreement to have the new complete, sign and obtain appropriate signatures.
New Employee Orientation
A half-day Employee Orientation is offered to help new employees become familiar with the history of the university, its mission, goals, values and objectives, university organization and administration, and expectations for conduct. The New Employee Orientation is coordinated by the Human Resources Service Center Professional Development area. Orientation introduces new employees to the organization and culture of the University and provides employees with critical policy, procedure and service information including benefits and work/life resources.
All CSU, Chico employees are required to complete training as required by law, CSU, or campus policies. Most of these trainings are web-based and can be completed at an employee’s workstation. Employees will be automatically enrolled in on-line trainings during their first month of employment. Supervisors should be prepared to schedule 6+ hours and a location for the employee to complete the on-line training. Please ask the employee to go to training.csuchico.edu and click Login to DTS. They must use their campus e-mail/portal account login and password for this system. Before launching the online course, it's important to read and update their campus computer using the instructions here, and read any e-mails from firstname.lastname@example.org. Form more information, go to http://www.csuchico.edu/training/compliance.shtml
The university offers a variety of opportunities for employee development. The training.csuchico.edu website links employees to a multitude of opportunities. Many departments work together to provide a range of training opportunities from campus processes to self-development as an employee. The Campus (Event) Calendar also lists workshops available on campus.
The campus also has a contract with lynda.com, which employees can use as needed for on-the-job training.
Information Resources offers Information Technology Training for faculty and staff. lynda.com can be used for desktop systems and application, WWW usage and development, electronic resources, University-supported software applications, campus-specific databases and Instructional Technology. Employees should be directed to the Development and Training System (DTS) to view scheduled instructor-led courses.
The on-line CSU, Chico Campus Directory includes all faculty, staff and students can be found at the following link: http://www.csuchico.edu/directory/.
Faculty and Staff Webpage
From the CSU, Chico home page you can easily navigate to the Faculty and Staff page. This website includes “Quicklinks” to commonly accessed pages and is a useful launch page to resources for faculty and staff. Included are Faculty resources, Employee Resources, Data Tools, and more.
Room & Event Scheduling
Contact Facilities Reservations for room and event scheduling. You can also view calendars for both General Use Conference and Lecture Rooms by viewing Astra Schedule. More information on Astra Schedule can be found at this site.
The campus calendar is an online system that provides means of sharing information about university meetings, deadlines, and events, including those open to the public. For more information read the campus calendar guidelines and view the campus calendar.
Campus maps for any need can be found online.
There are a number of places to eat on campus, such as Creekside Coffee, Butte Station, Holt Station, and the Market Place Café.
Library privileges are extended to employees. Employees may borrow books by presenting their Wildcat ID. More information about the Miriam Library can be found online.
Transportation and Parking Services (TAPS)
The TAPS website provide information about parking, biking, alternative transportation options, Zipcar, Zimride and more.
State Travel Request forms MUST be submitted for all state employees for professional and business related travel regardless of the funding source (state, foundation, etc.). For more information contact Travel.
- Staff In order for you to be authorized to prepare Staff and/or Student Payroll review Signatory Responsibilities and Form Information. Contact your payroll tech in the Human Resources Service Center for individual training if necessary. View Who Is My Payroll Technician? website to determine who your payroll technician is and their areas of responsibility.
- Student Training is required prior to receiving access to complete the student payroll process within CMS/PeopleSoft.
- CMS-HR Faculty and Staff Administer Workforce – Inquire.
- CMS-HR Student Timesheet Tool (Contact your payroll analyst to schedule).
- CMS-HR Time and Labor – Student Payroll.
- Review Student Payroll web site for more information on student payroll process: Information regarding student employment can be found at: Student Employment Office web site.
Human Resources Forms
HR forms are available on the HRSC Form & Documents website. To ensure the most current HR form is being used, refer to the form on the web rather than any saved locally to a machine.
HR Self Service Information
Once you have received your first paycheck, please log in via the CSU Chico Portal There is a link at the top right of the page that says “Sign in”. Once you have successfully logged into the Portal, click on the “State Employee” tab. Use the links in the “HR Employee Information” section to access your HR Self Service information. The “HR Self Service User Guide” and a Frequently Asked Questions (FAQ's) document are available to provide more information.
Examples of Information Available in HR Self Service
- Absence Management Self Service (AMSS): Links to perform absence reporting, view leave balances, view schedules, and to perform absence review and approval functions if you lead the work of others.
- Personal Information: Name, Address, Emergency Contact (s), Payroll Designee, your Chico State ID Number, Military Status, Gender, Date of Birth, Highest Education Level, Education Summary Information, Ethnicity, etc.
- Benefits Information: Medical, Dental, Vision, Life, AD/D, & LTD Enrollments and dependent information.
- Paycheck Information: Current Paycheck information, Paycheck history and all compensation changes from 7/1/2002 to the current date.