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The New Employee Toolkit is designed to provide you with the information and resources necessary for a smooth transition for your new employee. As a manager, you understand the rewards of successfully hiring a new faculty or staff member. You also understand that for a new employee to be successful, he or she needs to be oriented to the new position, department, and the university. You’re not alone in this task as University Human Resources offers a wide array of programs, services, and resources that help welcome and orient new faculty and staff to the university. Welcome and orientation programs are designed to create a positive, welcoming tone and convey that Rutgers is a great place to work!
The New Employee Welcome and Benefits Orientation is designed specifically to provide new staff, faculty, post docs, and TA/GAs with the opportunity to learn more about Rutgers. Even if the employee is a Rutgers alumnus or has worked at the university in a different capacity, the program is a great opportunity to become aware of the many opportunities and benefits available to new employees. At the program, new employees will learn about the university and will receive information on the many benefits afforded to employees including health plans, paid time off, and pension programs.
Departmental personnel should schedule orientations for new employees within one week of their hire date, whenever possible. New employees should submit completed benefits forms to departmental personnel as soon as possible. All benefits forms should be forwarded to Payroll Services within 10 working days after an orientation.
New Employee Welcome and Benefit Orientation sessions are held each Monday at 9 a.m. at University Human Resources, ASB II, on the G.H. Cook Campus. During the months of August and September, sessions may be held twice weekly as well as separate sessions for new TA/GAs.
Enroll your new employee now. When you enroll your new employee, please include information regarding the employee’s vehicle, if the employee will need a temporary parking permit.
New employees on the Rutgers–Camden and Rutgers–Newark campuses will be offered programs on their respective campus. For more information, contact the Rutgers–Camden Human Resources Office at 856-225-6475 or the Rutgers–Newark Human Resources Office at 973-353-5500 for orientation program times.
Regularly salaried (Class 1) faculty and staff can receive their RUconnection Card during the New Employee Welcome and Benefits Orientation program on the New Brunswick Campus. Please ensure your new employee completes the RUconnection Card Request form and brings it, along with government issued photo identification, on the day of the program.
Employees can receive their card at another time, by bringing a completed RUconnection Request Form and taking it to one of the RUconnection Card offices on the New Brunswick Campus (TA/GAs: campus housing offices and RU Express Office; faculty and staff: ASB II), the IMPACT BOOTH on the Camden Campus, or the Photo ID Office on the Newark Campus.
In order for your new employee to receive a NetID he or she must be on payroll. You will want to inform your employee about the requirement for a NetID and how to obtain one online. All employees are required to have a NetID upon employment.
New faculty and staff who are not yet in the payroll system may obtain an early email account. A departmental representative needs to complete and submit the Early Faculty/Staff Account form (New Brunswick) to activate an early account.
Departmental leaders play a critical role in ensuring new employees a smooth transition to Rutgers, the campus, and their job. In addition to the campus-based welcome and orientation program, departments should consider implementing a departmental orientation program that spans the first one to three months of employment. For assistance in designing a new employee orientation program for your department, contact the Professional Development Program or your HR Consultant for guidance.
Faculty and staff should receive an orientation program that helps them better understand their responsibilities, department, and school/division. In addition, new faculty and staff should receive copies of any pertinent departmental materials including an employee handbook, process manual, calendar of recurring programs, and departmental contact list. The Orientation Checklist outlines some topics and activities managers may want to address during a departmental orientation.
Ordinarily, students are thought of primarily as beneficiaries of higher education services. However, many students serve as employees in various positions throughout the university. Many have direct contact with other students, visitors, and guests while serving in their employee roles. They play an important role as ambassadors for the university and in creating the “face” of the university.
All employees are expected to understand the importance of ethics at Rutgers University. New employees will receive, and be expected to review and become familiar with, copies of the Rutgers University Code of Ethics and the Rutgers Plain Language Guide to Fundamental Ethics and Conflicts Rules Established by State Law, Federal Law, and University Policy. New employees will be provided the Receipt and Acknowledgement form during the New Employee Welcome and Benefits Orientation program.
If an employee does not attend a campus-based welcome and orientation program, the hiring department is obligated to provide these materials to the new employee. Relevant materials and forms can be found on the Ethics at Rutgers website. Additionally, supervisors need to communicate to new faculty and staff processes for submitting and reviewing ethics documents, including informing them of their area reviewer.
If your new faculty or staff member attends the weekly New Employee Welcome and Benefits Orientation in Rutgers–New Brunswick, your can provide the employee’s car information along with the orientation registration. University Human Resources provides this information to the Department of Transportation Services which will keep a record of new employees using temporary permits. If your new employee does not attend the welcome program, you may contact the Department of Transportation Services at 732-932-7744. Please note that an actual permit will not be provided. Such permits are kept electronically. This temporary permit will allow new faculty and staff to park on campus for 30 days.
All new employees can purchase a parking permit online or in person at their campus parking office. Refer employees to the Department of Transportation Services website for the fee schedule, parking maps, and other transportation resources.
Parking permits may be purchased for temporary employees. The fee is dependent upon the length of time the permit is needed. Departments need to complete a Registration form and return it to the Department of Transportation Services.
For all new regular, staff members, there is probationary period during the first months of their initial employment. The amount of time required for the probationary period is dependent upon the staff member’s employment classification and union affiliation, if any. This time is used to determine if performance meets the expectations of the position and if continued employment is warranted; it may be extended in consultation with University Human Resources.
Some new employees may be required to participate in training to help them become acclimated to their job. University departments offer a wide range of programs that educate employees on institutional business practices, use of systems, and policy and compliance issues.
As a manager, it is your responsibility to inform new employees of any required training necessary for their position. Training programs are offered year-round and are free.
The New Employee Checklist provides a comprehensive, organized guide to the employee’s first weeks of employment. It outlines when documents need to be completed and submitted.