welcome to wvsom · • meet with payroll and benefits office to complete all the necessary...
TRANSCRIPT
New Employee
Orientation Program
Office of Human Resources
Revised June 2020
Welcome to WVSOM
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Contents Mission Statement .................................................................................................... 3 New Employee Orientation Overview .................................................................... 4 Orientation with Office of Human Resources ........................................................ 6 Orientation with the Office of Business Affairs ..................................................... 8 Orientation with the Employee’s Department ....................................................... 9 Meeting with the Mentor .......................................................................................10 Information Technology Orientation ....................................................................12 Osteopathic Principles and Practices Orientation ...............................................12 Statewide Campus Orientation .............................................................................13 WVSOM President and Vice President Orientation .............................................13 Important Forms and Documents .........................................................................14 Important Links ........................................................................................................14
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Mission Statement
The mission of the West Virginia School of Osteopathic Medicine (WVSOM) is to educate students from diverse backgrounds as lifelong learners in
osteopathic medicine and complementary health related programs; to support and develop graduate medical education training; to advance scientific
knowledge through academic, clinical and basic science research; and to promote patient-centered, evidence based medicine. WVSOM is dedicated to serve, first and foremost, the state of West Virginia and the health care needs
of its residents, emphasizing primary care in rural areas.
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New Employee Orientation Overview The West Virginia School of Osteopathic Medicine (WVSOM) has developed an orientation program designed to facilitate a smooth transition for all new employees in their respective role with the institution. The orientation program involves many areas including a discussion with a representative from the Office of Human Resources; discussion of benefits and payroll with the Office of Business Affairs; meeting with supervisors, department heads, and administrators; and assigning a mentor to the new employee. The Office of Human Resources as well as the new employee’s department are responsible for the coordination of the New Employee Orientation Program.
Orientation Process
On the first day of employment new employees will:
• Report to the Office of Human Resources at the beginning of his or her shift for orientation, or at the first available time that day.
• Bring identification documents for employee records, which include two valid forms of identification, one of which must be a photo ID.
o Acceptable forms of identification include: Driver’s License (Required for Payroll) Social Security card (Required for Payroll) Passport Birth Certificate Official ID Card issued by federal, state, or local government agencies U.S. Military Card Voter’s Registration Card
• Meet with Payroll and Benefits Office to complete all the necessary paperwork. • Meet with the immediate supervisor. Following the discussion with the Payroll and
Benefits office, a Human Resources representative will direct employee to his/her supervisor where the orientation to the position will begin.
• Meet his/her mentor, which will be assigned by the employee’s supervisor.
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During the first weeks of employment, the new employee will:
• Have a photo taken for the employee’s identification card. • Receive proper parking sticker for employee’s vehicle(s). • Take a departmental tour. • Take a campus tour. • Meet with a representative of the Information Technology (IT) Department for
training and orientation. • Meet with the Administrator of the department if it is different than the direct
supervisor. • Meet with the Office of Business Affairs for pertinent training (i.e. PCard, budgets,
travel, requisitions, etc.). • Meet with the Osteopathic Principles and Practices Department for orientation.
This will be scheduled by the HR and OPP Department to be completed within the first six months of hire.
• Meet with Predoctoral Clinical Education Department for Statewide Campus Orientation.
• Provide a copy of his/her driver’s license to the Maintenance Department for use of a state vehicle when required for the position.
• Be introduced to the President and Vice President over the individuals department.
If you have any questions throughout the orientation process, please contact your direct supervisor or the Office of Human Resources.
Leslie Bicksler, MSW Vice President of Human Resources 304/647-6279 Ext. 6279 [email protected] Tiffany Burns, MS Director of Human Resources 304/647-6349 Ext. 6349 [email protected] Andy Kelso, Ph.D. Human Resources Specialist 304/793-6590 Ext. 6590 [email protected] Sherri Miller Human Resources Coordinator (304) 647-6264 Ext. 6264 [email protected]
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Orientation with Office of Human Resources
The new employee will visit the Office of Human Resources where the Human Resources Director or a designee will review relevant information with the new employee.
This meeting shall occur the first day of employment at the beginning of the employee’s work day.
Using the Office of Human Resources New Employee Orientation Checklist, the Human Resources representative will review employment information.
Human Resources will introduce the new employee to a representative to the Office of Business Affairs within the Payroll and Benefits Office to continue the orientation process.
Employee’s Responsibilities The Employee is responsible for:
• Attending all meetings as scheduled. • Asking questions. • Providing the appropriate documentation. • Working with the Mentor to ensure a smooth transition into the WVSOM culture. • Completing the New Employee Orientation Department Checklist and
WVSOM Office of Human Resources Orientation Checklist.
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Human Resources New Employee Checklist
Each new employee will receive information or have discussion with Human Resources on the following employment topics:
• Overview of the orientation process; • Overview of the WVSOM Mission Statement and Handbook(s); • Overview of Osteopathic Medicine; • Overview of what is withheld for the employee’s personnel file; • Discussion and overview of the different forms that the employee must complete
(see Important Forms and Documents section); • Compensation and Annual Increment; • Brief Discussion of Benefits, which includes leave benefits; • Exemption Status; • Staff and Faculty Status; • West Virginia Codes, WVSOM rules, policies and procedures; • Grievance overview and procedure; • Acceptable Use of Information Technology including a review of the policy; • Educational Release Time and Educational Development Funds, if applicable; • Medical Monitoring, if applicable; • Discussion of FERPA and training; • Discussion Zero Tolerance Policy for Harassment, which includes a review of
Institutional Policy GA-14 and Title IX/Training for Title IX; • Alcohol/Drug Awareness and Prevention Program which includes a review of
Institutional Policy GA-08; • Statement on Academic Professional Ethics; • Probation period and annual evaluations; • Keys, access to school property/buildings and use of college property; • Employee identification; • Job posting and application process; • Emergency Response manual and safety protocol;
o Safety on campus; o Security numbers and role on campus; o Campus Alert Notification System.
• Voter Registration Information; • Holiday schedule; • Other pertinent information.
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Orientation with the Office of Business Affairs The new employee will visit with the Office of Business Affairs (OBA) and this meeting should occur the first day of employment.
The OBA representative, typically the Benefits Specialist or Payroll Specialist, will review benefits, payroll, and other information as it relates to OBA and the new employee. Additionally, the employee should arrive with all the relevant documentation to complete necessary paperwork. This documentation includes the employee’s social security card, driver’s license, and a copy of a voided check to enroll the employee in direct deposit for payroll. Payroll/Benefits New Employee Checklist The Payroll/Benefits Office will cover the following information with new employees:
• Enrollment in state system for payroll; • Explanation of direct deposit/payment options; • Explanation of pay, leave, and time-keeping with Kronos; • Federal withholding (W-4); • Enrollment in benefits including health insurance and life insurance; • Mountaineer Flexible Benefits Information; • TIAA Retirement Information and Disability Enrollment; • Optional life insurance; • Payday and holiday schedule; • Review of any deductions; • Wellness Information.
Payroll/Benefits Contact information: Susan Griffith Carrie Lawrence 304-647-6222 304-793-6835 [email protected] [email protected] [email protected] Office of Business Affairs New Employee Checklist Office of Business Affairs will cover the following information with new employees:
• How to make a purchase (office supplies and equipment); • Spending authority, if any; • How to send and receive packages; • Banner Self-Service for budget maintenance; • Employee reimbursements; • Travel rules and procedures including travel request, state car usage travel
request; • Travel reimbursement.
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Orientation with the Employee’s Department
The new employee will meet with the immediate supervisor which should occur on the first day of employment. The Supervisor should provide the employee an overview of position requirements, expectations for employment related specifically to that department and the employee’s position, and should facilitate an introduction to the Division Chair or Department Head. The supervisor will also assign a Mentor to the employee. Supervisor’s New Employee Checklist Supervisors are responsible for reviewing the following information with each new employee in as much detail as possible:
• Summary and overview of the department, including goals and resources; • Department rules, regulations and procedures that are unique to the department or
those not covered by the Office of Human Resources; • Overview of the workspace, including a tour of the immediate work area and
introductions to department staff; • Organizational chart, general functions of the department and its relationship to
WVSOM as well as WVSOM policies and procedures pertinent to the position; • Duties and responsibilities of the position, including roles and expectations; • Performance evaluation criteria specific to the position; • Management style; • Proper channel of communication; • Work schedule, rest periods, and lunch breaks; How, when, and whom to notify of
absence and lateness, which includes vacation and sick leave approval process; • The performance evaluation system, areas of evaluation and what the Supervisor
and WVSOM will expect and look for during the evaluation period; • Office equipment use, how to obtain supplies, purchasing authority (if any); • E-mail, Internet and voicemail use; • Mailroom and copier process; • Emergency and evacuation procedure; • Access to college building, office(s) and other property; • Proper attire for position.
Department Head’s New Employee Checklist The Department Head will review the following information with new employees:
Welcoming the new employee to WVSOM; Stated goals of the division; Explaining the relationship of the department in relation to other departments; General expectations for each employee within the department; Open Door policy.
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Meeting with the Mentor The Supervisor will introduce the new employee to the Mentor that the supervisor has assigned to the new employee. This meeting should occur the first day of employment, or within the first week. The mentor will facilitate a smooth transition for the new employee in their respective role with WVSOM. It is expected to last several weeks with the first few days of the mentoring process being very intense, and this employee will serve as a mentor at least throughout the employee’s probationary period. Having a mentor will help to assist and ensure the successful orientation of new employees. The mentor serves as a guide for the new employee while they adjust to his or her position and the institution’s culture. Mentoring is key to the orientation program. The role of the mentor is to lead the new employee through the various phases of orientation both in the specific department and throughout the WVSOM campus. Becoming a Mentor The mentor will be chosen by the new employee's Division Chair and Direct Supervisor. Ideally mentors will be in the same division with a comparable position as the new
employee; If no such person exists, the mentor should hold a comparable position in a different
division; The supervisor may serve as the mentor of the new employee.
The mentor will be notified by the Supervisor that he/she has been chosen. The mentor will work closely with the new employee for the first few days, helping the new employee to become oriented with WVSOM procedures. The mentor will work occasionally with the new employee for several weeks and be available for assistance when needed.
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Responsibilities of the Mentor Using the checklist provided, the Mentor will ensure the new employee has been introduced to the culture and community of WVSOM. Ideally, most meetings and introductions will occur within the first few weeks of employment. The mentor will lead the new employee on a tour of the WVSOM campus, paying close attention to the areas of importance to the position, so that the new employee becomes acquainted with staff as well as with the location of various buildings, departments, and student facilities. The Mentor may also be a resource to cover the basics of office/department equipment use such as phones, work order requests, computer, ID card, copiers, fax machines, mail drop off, etc. The Mentor should plan to meet with the employee after the first week of employment to gain informal feedback. This meeting provides an opportunity for the new employee to openly discuss with the mentor any questions or concerns that have arisen during the week. It also signifies that the mentor will no longer be working as closely with the new employee as he/she had in the first few days. At the close of the second week, the mentor and new employee will again meet to assess the employee's progress and to address any concerns or issues that may remain. It is understood that the mentor will still be available for any questions that may arise, but the official mentoring process is at an end. The employee shall complete the New Employee Checklist and return it to Human Resources within fifteen days of hire. The Office of Human Resources also schedules follow up meetings with employees to discuss any open items on their checklist. All forms will remain in the Office of Human Resources.
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Information Technology Orientation The new employee, Supervisor, or Mentor will ensure the employee has met and been trained by an expert within the Information Technology department. This meeting should occur during the first week of employment. A meeting may be scheduled by contacting the IT Helpdesk at 304/647-6246, extension 6246, or by email at [email protected]. Information Technology’s New Employee Checklist Information Technology will cover the following information with new employees:
• Providing user ID, password(s) for the IT services, such as the network and email access;
• Providing training applications related to job such as Microsoft Office, VOIP, Banner INB, Banner SSB, Moodle, etc.;
• Title IX Training and FERPA Training within Moodle; • Providing phone training; • Providing Microsoft Office 365 training, including Outlook; • Provide Acceptable Use training.
Osteopathic Principles and Practices Orientation The new employee, Supervisor, or Mentor will ensure the employee has met with a representative of the Osteopathic Principles and Practices department. This is important because the mission of the institution is to train students to become Osteopathic physicians to practice in rural areas, and this orientation formally introduces the employee to the importance of Osteopathy and the holistic approach to medicine. A meeting may be scheduled by contacting the Assistant Dean for Osteopathic Medical Education at 304/647-6285 or extension 6285.
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Statewide Campus Orientation The new employee, Supervisor, or Mentor will ensure the employee has met with a representative of the Predoctoral Clinical Education Department. This is important as it formally discusses the student’s curriculum and education during the third and fourth years of medical school. These meetings are regularly scheduled with the Statewide Campus Managing Director and coordinated by the HR Office. If the new employee would like additional time to meet with this department, the individual may contact the department at 304/793-6853 or extension 6853.
WVSOM President and Vice President Orientation
The new employee, Supervisor, and/or Mentor will ensure the employee has met both the President and the appropriate Vice President that oversees their department at WVSOM. President and Vice President’s New Employee Checklist The President and the Vice President will:
• Welcome the new employee to the Campus. • Explaining campus wide events or issues of importance. • Review mission, vision, and core values of the institution. • Express Open Door policy.
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Important Forms and Documents The following supplies, forms and documents are included in the employee’s orientation:
• WVSOM Human Resources New Employee Orientation Checklist • Receipt of Employee Handbook(s) and Pertinent Employee Policies • Receipt of Emergency Response Manual and Booklet • Receipt of WVSOM Mission Statement Card, WVSOM Binder, and WVSOM Portfolio • Form I-9 • Affirmative Action Forms for EEO Reporting • Department Checklist which includes the Mentor Checklist • Performance Evaluation • Confidentiality Form • Acceptable Use Form • Family Educational Rights and Privacy Act (FERPA) Form • Equal Opportunity, Nondiscrimination, Sexual Misconduct, and Other Forms of
Harassment Policy (GA-14) Drug Awareness and Prevention Program Form and Policy Information (GA-08)
• Grievance Form and Information • Campus Alert Notification System • Founder’s Activity Form • Holiday Schedule • Others as necessary
Please visit the WVSOM Human Resources Website for copies of these forms.
Please returned signed forms to the Office of Human Resources.
Important Links WVSOM Employee and Faculty Handbooks: http://www.wvsom.edu/About/HR/HR-policies WVSOM Policies: http://www.wvsom.edu/About/policies_procedures WVSOM’s Statement on Academic Professional Ethics and Accreditation Information: http://www.wvsom.edu/About/wvsom-accreditation West Virginia Voter Registration Information: http://www.sos.wv.gov/elections Sexual Misconduct & Sexual Assault (Title IX Information): http://www.wvsom.edu/OMS/TIX/TIX-overview WVSOM Emergency Response Manual and Safety Page: http://www.wvsom.edu/About/safety Campus Alert Notification System (WVSOM Alert): http://www.wvsom.edu/About/Safety/alert-system WV/WVSOM Grievance Policy and forms: http://www.pegb.wv.gov/ HR Forms: http://www.wvsom.edu/About/HR/HR-Forms Payroll and Benefits Information: http://www.wvsom.edu/About/business-affairs/payroll WVSOM Holiday Calendar: http://www.wvsom.edu/About/hr/holidays