New Employee Orientation Checklist
Task
Computer
Access and USM
GroupWise
e-mail
Description
Responsible
Complete the USM Network User ID Request Formhttp://www.usm.maine.edu/itns/request-usm-network-access
Please provide an employee ID number, or if a Manpower temp, last 4 digits of SS #
(For assistance, USM Helpdesk @ 780-4029)
Supervisor
University Of
Maine System
(UMS)
e-mail
All employees are also assigned a University of Maine System email accountyouruserid@maine.edu - which is automatically assigned to your human resource
information. HR uses this email for special communications to various employee
groups (e.g. eligibility or attainment of bargaining unit milestones). You need to
activate this email account by contacting the USM Help Desk 780-4029. You may
forward this account to a primary (work or personal) e-mail account to manage
email from one location. Please use the link that follows to update your email
forwarding address: http://mail.maine.edu
Employee
Time Approval
Access
If new employee will supervise - request time approval access in HR MaineStreet via
http://www.usm.maine.edu/sites/default/files/Human%20Resources/fhrsa.pdf
Supervisor
Phones
Submit Telecom Service Request Form http://www.usm.maine.edu/telc/faculty-andstaff-services to update USM directory.
Note: If any changes to existing phones or any installations are required, you will
need to submit a User Service Request Form
Supervisor/
Dept.
USM Photo ID
card
Pictures can be taken in Portland or Gorham at Card Services
http://usm.maine.edu/usmcard
Employee
Welcome
Announcement
Prepare and email new hire announcement for distribution to department (and
others as necessary) staff. Include: Information about the position, employee, and
the project(s) employee will work on, in addition to their location.
MaineStreet
Access
Once they have an employee ID #, employee contacts USM Helpdesk @ 780-4029 to
activate MaineStreet and receive password.
Employee
Employee must sign up ON-LINE within 31 days of hire to be eligible. Employee
contacts Benefits Center of Excellence with any questions.
http://www.maine.edu/system/hr/benefits.php 1-866-269-9635
Employee
Provide info to new employee
http://www.usm.maine.edu/reg/calendar.html
http://www.maine.edu/system/hr/holidays.php
Supervisor/
Dept.
Benefits
USM Academic
Calendar and
Holiday
Schedule
Employee
Supervisor
New Employee Orientation Checklist
Introductions - Supervisor
_____ Department Leader/Director
_____ Every person in new work unit
_____ Executive Staff as appropriate
_____ Peers from other areas
Day 1
X
X
X
Tour - Supervisor or Delegated
_____ Project workspace
_____ Kitchen, Breakroom, vending machines, coffee machine
_____ Bathrooms
_____ Meeting rooms
_____ Employee break rooms
Day 1
X
X
X
Communications – Supervisor or Delegated
_____ Department Telephone List
_____ USM Telephone Directory
_____ Voicemail set up
_____ Long distance calling access
_____ USM Web Site
_____ Email
_____ Maine.edu email transfer
_____ Passwords
_____ USM ListServ (how to subscribe)
Day 1
X
X
X
X
X
X
Computers and Other Equipment – Supervisor or Delegated
_____ Computer Policies
_____ Scanner
_____ Fax machine
_____ Photocopier
_____ Printers
_____ Projectors, LCD’s and Polycom
Day 1
Workspace – Supervisor or Delegated
_____ Mandatory VDT Training (provided by HR)
HR will schedule ergonomic analysis of work area if appropriate
_____ Guidelines on furniture and equipment purchase
_____ Safeguarding personal belongings
_____ Ordering supplies
_____ Workspace cleaning and repairs
_____ Recycling
Day 1
Week 1
1st 30 Days
X
Week 1
1st 30 Days
X
X
Week 1
1st 30 Days
X
X
Week 1
1st 30 Days
X
X
X
X
X
X
Week 1
1st 30 Days
X
X
X
X
X
X
New Employee Orientation Checklist
Week 1
1st 30 Days
Facility/Building -- Supervisor or Delegated
_____ Obtain Parking Tag
_____ Parking lot map
_____ Key Request Form/Access to offices
_____ Barcodes
_____ Room Scheduling
Day 1
X
X
X
Attendance/Leaves- Supervisor
_____ Work schedule
_____ Compensatory time/breaks/lunches
_____ Vacation/sick/holidays
_____ Recording time in MaineStreet
_____ Calling in sick
_____ Requesting time off
_____ Family Medical Leave
_____ Administrative Leave
_____ Short/Long-term Disability Leave
_____ Jury Duty
_____ Bereavement Leave
Prior
X
Financial (As appropriate)- Supervisor
_____ Access to Financials
_____ GL Inquiry
_____ P-Card
_____ Travel vouchers
_____ Office Max
_____ Purchase Orders / Purchasing
Day 1
Week 1
X
X
X
X
X
X
1st 30 Days
Benefits
_____ USM Benefits Homepage
_____ (EAP) http://www.umsriseup.info/program.aspx?id=462
_____ USM Discounts and Special Offerings
Day 1
Week 1
1st 30 Days
X
X
X
New Supervisor Information
_____ Time Approval Form
http://www.usm.maine.edu/sites/default/files/Human%20Resources/fhrs
a.pdf
_____ Approving time in MaineStreet
_____ Policies and Procedures for Supervising University Employees
_____ Bargaining Agreements and Handbooks
Day 1
Week 1
X
1st 30 Days
Performance – Supervisor
_____ Expectations
_____ Job Responsibilities/Job Description
_____ Ethical standards/Confidentiality
Day 1
X
X
Week 1
1st 30 Days
X
X
X
X
X
X
X
X
X
X
X
X
Week 1
X
X
X
1st 30 Days
New Employee Orientation Checklist
_____ Probationary Period
_____ Performance Reviews
X
X
USM Policies
_____ Storm policy/inclement weather
_____ Affirmative Action and Diversity
_____ Sexual Harassment
_____ Telecommuting Guidelines
_____ Grievance Procedure
http://www.maine.edu/system/lr/labor_relations.php
_____ ADA
_____ USM APL's
Day 1
Library
_____ USM
_____ Interlibrary loan
Day 1
Week 1
X
1st 30 Days
X
X
X
X
X
X
Week 1
1st 30 Days
X
X
Pre 30-Day Review – Supervisor
_____ Has new employee signed up for benefits at Gorham?
Probationary Review – Supervisor
_____ Review job description and job responsibilities
_____ Address any concerns regarding work performance or lack of communication with supervisor regarding
expectations or any work-related issues
_____ Does employee have beginning knowledge of the Research Institute, core competencies, vision, mission,
organizational structure?
_____ Check with employee about comfort with computer; offer in-house training
_____ Has employee met key administrative staff?
_____ Check with employee about work station; is an ergonomic analysis needed?
_____ Is employee familiar with USM classes, tuition assistance, and Professional Development opportunities?