05-11 PERELMAN SCHOOL OF MEDICINE STAFF Department/Job Orientation Checklist Step Initial and Date Prior to Arrival E-mail/verbal approval received HR 1-2 received Offer letters completed and signed by all Added to Monthly/Weekly Staff Update List Added to Penn Directory https://medley.iscseo.upenn.edu/directory/jsp/fast.do?fastStart=profile (NOTE: Penn Policy requires that all employees list their email address in the online Penn Directory. They have the option of having it appear only to Penn employees by listing it only in the “Penn view” of the Directory.) Given to Payroll Coordinator to process Business Office Staff needs Computer Account Form Mail New Hire Paperwork if starting mid-month Resume on file Schedule telephone, computer etc. hookups Additional copies of this list are available at http://www.med.upenn.edu/oe/orientation.shtml#departmental Contributors: Michelle Arlotta, Donna Duca, Jessie A. Fisher, Paige Hasling, Donya Kemp, Margaret Kimble, Merceda Lafferty, Marcia Markowitz, Amy Paglione, Allison Simpson, Jennifer Williams, Karen Wisnia. 05-11 Step Initial and Department/Job Checklist Activities Date FOREIGN NATIONALS Go to OIP Go to Social Security Office if needed FORMS ___ Foreign National Information Form (Only need when person checks "An Alien..." on the I-9) ___ Copy of Visa and IAP-66, I-20 or I-94 ___ Form 8233 (for Foreign Nationals) WELCOME Welcome the employee to the Department, introduce to Dept. staff members Explain how the Department supports the mission and strategy of SOM. Share the Department’s organization charts TAX AND ID FORMS Personnel Information Form (Statistical Information) Voluntary Self-Identification Form Intellectual Property Agreement http://www.upenn.edu/researchservices/pdfs/participation.pdf, Policies and Procedures; Patent Law Basics Get signed offer letter (signed by supervisor and employee) Have employee fill out the following forms: ___ W-4(Tax withholding) http://www.irs.gov/pub/irs-pdf/fw4.pdf ___ I-9 (Proof of Citizenship - Attach necessary documents for proof of identity) http://www.uscis.gov/files/form/i-9.pdf ___ Direct Deposit ___ Personnel Form ___ School of Medicine and Departmental Key Forms (2) ___ Copy the following documents: ___ Signed Offer Letter ___ Resume or Curriculum Vitae ___ Social Security Card ___ Signed HR 2 (from Oforie Murray or HR designee) ___ Identification used by employee to complete an I-9 ___ Penn ID request form DIRECTIONS AND MAPS http://www.facilities.upenn.edu/map.php PENN Campus Map http://www.facilities.upenn.edu/campusmap/penn_campus_map_download.pdf Perelman SOM Map http://www.med.upenn.edu/oe/maps.shtml also location of bridges and walkthroughs http://www.med.upenn.edu/oe/bridges.shtml Other Maps that may be needed (Medical Center, HUP, etc.) Additional copies of this list are available at http://www.med.upenn.edu/oe/orientation.shtml#departmental Contributors: Michelle Arlotta, Donna Duca, Jessie A. Fisher, Paige Hasling, Donya Kemp, Margaret Kimble, Merceda Lafferty, Marcia Markowitz, Amy Paglione, Allison Simpson, Jennifer Williams, Karen Wisnia. 05-11 IDENTIFICATION CARDS / SPECIAL ACCESS Directions to PENNcard Center - Franklin Building at 36th & Walnut Streets - cannot get PENNcard until 24 hrs after entered in UMIS - handout Penn e-mail instructions and information security pamphlet Email address cannot be requested until ID is picked up and PennKey and password have been activated. SOM email application - http://www.med.upenn.edu/somis/email.shtml#email_acct Black Key Form - Black keys may be picked up from 109 Stellar Chance on Curie Blvd between 11am – 1pm the day after key access forms are turned in. Any other necessary IDs (HUP, Wistar, etc.) Review security and ID procedures: review quality assurance plan for patient identification policy. POLICIES Explain open-door policy regarding HR issues Point out website location where they can find information about such issues as absence control, lateness control, corrective discipline, grievance procedure, racial and sexual harassment, staff’s rights, EEO policy, ADA policy, FMLA, transfer and promotion policies as well as the confidentiality statement and its importance to both patients and employees. http://www.hr.upenn.edu/policy/default.asp PAYROLL / PAYCHECKS / DIRECT DEPOSIT Discuss payroll issues (where to pick up paychecks; for weekly staff: filling out timecard, when/where to hand in,) Review the salary and compensation program Paydays and who distributes checks Timesheet with instructions (weekly paid only) Credit Union sheet Direct deposit forms Paycheck/stub in mailbox memo & authorization Notify employee that if hired late in the month, there may be a potential delay in receiving a first month's check BENEFITS http://www.hr.upenn.edu/benefits/default.asp - tell them to contact HR if they don’t receive their benefits packet in the mail within a couple of weeks BENEFITS-AT-A-GLANCE - hand out Monthly or Weekly - go through it TIME OFF http://www.hr.upenn.edu/Policy/Policies/607.aspx - hand out and explain time off policy - give out Request for Time Off form - Sick and Vacation accrual rate HOLIDAYS http://www.upenn.edu/almanac/volumes/v57/n32/holidays.html - hand out list for current fiscal year TUITION http://www.hr.upenn.edu/benefits/tuition/default.asp Additional copies of this list are available at http://www.med.upenn.edu/oe/orientation.shtml#departmental Contributors: Michelle Arlotta, Donna Duca, Jessie A. Fisher, Paige Hasling, Donya Kemp, Margaret Kimble, Merceda Lafferty, Marcia Markowitz, Amy Paglione, Allison Simpson, Jennifer Williams, Karen Wisnia. 05-11 - explain tuition benefit - hand out policy on course attendance during work - hand out memo from Tony DeLong - hand out Wharton Stretch Program sheet HEALTH BENEFITS http://www.hr.upenn.edu/benefits/medical/default.asp - hand out PennBen contact sheet - explain that packet will be sent in 2 weeks - sign up can be done on www.pennbenefits.com or by calling 1-888-PennBen (using your Pennkey) RETIREMENT http://www.hr.upenn.edu/benefits/retirement/default.asp - hand out PennRet contact sheet VISION http://www.hr.upenn.edu/benefits/vision/default.asp - hand out Penn optical discount sheet EAP & WORK/LIFE BENEFIT: http://www.hr.upenn.edu/quality/default.asp - hand out contact sheet WEBSITES Perelman SOM - http://www.med.upenn.edu/ Perelman SOM New Staff Orientation Website http://www.med.upenn.edu/oe/orientation.shtml Perelman SOM Central - http://www.med.upenn.edu/oe/som-central.shtml U @ Penn – Vital Employee Information (Personal Payroll, Benefits and Human Resource Information) - https://medley.isc-seo.upenn.edu/penn_portal/u@penn.php Department’s Website TRAINING HIPAA Privacy Training must be completed within 2 weeks after receiving HIPAA training email. New hires must log onto Knowledge Link http://knowledgelink.upenn.edu/ with their PennKey and Password and look under “Required” training. Penn Profiler http://www.upenn.edu/computing/admin-elearning/pennprofiler/ New Staff Orientations: - Univ. of PENN – they will receive letter with their orientation date, or can book through http://www.hr.upenn.edu/coursecatalog/default.aspx - School of Medicine – schedule at http://www.med.upenn.edu/oe/orientation.shtml Other Training, if needed/required: - Miscellaneous - http://www.med.upenn.edu/training/training.shtml - Financial Training http://www.finance.upenn.edu/ftd/registration.html - Patient Oriented Research http://www.med.upenn.edu/ohr/ - Other Additional copies of this list are available at http://www.med.upenn.edu/oe/orientation.shtml#departmental Contributors: Michelle Arlotta, Donna Duca, Jessie A. Fisher, Paige Hasling, Donya Kemp, Margaret Kimble, Merceda Lafferty, Marcia Markowitz, Amy Paglione, Allison Simpson, Jennifer Williams, Karen Wisnia. 05-11 Seminars and Programs - Perelman SOM Office of Organization Effectiveness http://www.med.upenn.edu/oe - HR http://www.hr.upenn.edu/learning/default.asp Electronic Mailing Lists (certain monthly staff may need to be on some of these): - ORS - ORSS - OHR - BA - Other__________________________________________________ MISCELLANEOUS Explain how to set out-of-office messages (phone https://pps.voice.isc.upenn.edu/ and email) Phone List Office Keys Pager COMPASS with rate sheet PENN Transit Services brochure LUCY schedule - http://www.septa.org/schedules/bus/pdf/LUCY.pdf Parking prices and map – http://cms.business-services.upenn.edu/parking/penn-parking-permits/permit-information.html Division of Public Safety CD, Annual Report, & Safety After Dark tips Review the employee’s role in an emergency evaluation (provide unit tour highlighting specific safety procedures and provide copy of Departments Safety Policy). THINGS TO DO AFTER ORIENTATION Enter person into UMIS INTERNAL TRANSFER Dept Name: Manager Name: Telephone: PTO: Sick: Additional copies of this list are available at http://www.med.upenn.edu/oe/orientation.shtml#departmental Contributors: Michelle Arlotta, Donna Duca, Jessie A. Fisher, Paige Hasling, Donya Kemp, Margaret Kimble, Merceda Lafferty, Marcia Markowitz, Amy Paglione, Allison Simpson, Jennifer Williams, Karen Wisnia.