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.