University of Arkansas at Little Rock - Information Technology Services Process Name: Employee Onboarding Process Number: Effective Date:

Purpose: This document is to define the process new hired employees need to complete. Scope: This process is to show what documents are needed by the department to complete each new hired employees personnel file. An electronic packet will be supplied with each required document. Process: Once the applicant has been offered the position verbally and agrees, he/she must go to Human Resources to pick up the New Hire Packet. The packet must be completed and returned back to Human Resources. The applicant must go to the department and meet with their supervisor to sign the offered letter and fill out documents needed for the department personnel file. All original documents should be given to the department administrator. The department administrator will make copies of the documents for their file and deliver the originals to the appropriate destination. After all the documentation is turned into Human Resources the department administrator will create the EPAF in their BOSS Account. This documentation has to be signed off by the Finance Administrator and the Interim Vice Chancellor. Once approved documents are electronically sent to Human Resources then to Payroll. The department administrator needs to log into the alarm control panel and establish a security alarm code. When the code is assigned to the employees name to the building they need access to, a confidential letter needs to be typed and placed into and envelope stamped confidential. This needs to be given to the employee.

A key card will need to be typed up by the supervisor then brought to the Department Administrators Office for the final signature from the Interim Vice Chancellor. A copy will be made and placed in the department personnel record. Computer usage forms will need to be filled out for whatever accesses you made need for your job. A copy of the Employee Contact Information/Emergency Contact Information should be in the packet from IT Services. After that is filled out it needs to be given to the department administrator for the individuals personnel file. Once the applicant is entered in the system a UALR ID card can be issued, provided they dont already ready have one. ID cards are obtained in the DSC lower level just outside the bookstore. Access to the SUB area will need to be completed by the Systems Associate Director. The department administrator will make and keep a personnel file. All documents obtained through the duration of employment will be stored in their file. Documents starting with the hiring process: resume, signed copy of the offering letter, copy of key authorization, Contact Information, EPAF, signed Code of Responsibility, and computer access forms will be entered in the file. There are some personnel items ordered after being hired first is a name badge which is to be worn daily for security reasons. After the employees ninety day probation period is complete, upon request business cards can be ordered with permission from the Finance Administrator and an office name plate. The hiring process is now complete. The employee must now attend two required sessions within thirty days of employment. The Employee Benefits Orientation which explains the benefits the university offers. The New Classified Employee Orientation, only required for classified positions, is the other required course. Source: Associate Vice Chancellor for Information Services, Nov 20, 2013 Revised: Approved By: Associate Vice Chancellor for Information Services, Nov 20, 2013 Custodian: Associate Vice Chancellor for Information Services

Outline:
1. Offered the Position

a. Get New Hire Packet from Human Resources b. Sign acceptance letter . !omplete the "lectronic Personnel #ction $orm %"P#$& '. !reate #ccess !ode to building needed a. Send !onfidential letter to emplo(ee with the code ). *e( !ard #uthori+ation $orm ,. !omputer -sage $orm .. "mplo(ee/"mergenc( !ontact 0nformation 1. Get -#2R 03 !ard %if needed& a. Get access to secure S-4 area 5. !reate Personnel $ile %documents& a. Resume b. Signed cop( of offer letter c. !op( of ke( card authori+ation d. "mergenc( !ontact 0nformation e. "P#$ f. Signed !ode of Responsibilit(

g. Signed !omputer #ccess $orms 6. Ordering Personnel items a. Name badge b. 4usiness cards %after 67 da(s of probation& c. Name Plate for office %after 67 da(s of probation& 17. 8ust #ttend %within '7 da(s of "mplo(ment& a. "mplo(ee 4enefits Orientation b. New !lassified "mplo(ee Orientation %Onl( !lassified Positions&