How to Onboard a New Faculty Member in the College of Arts and Sciences
- Shelby Topping
Department Chairs and Administrative Assistants may use the following guide to complete tasks associated with preparing for new faculty.
NOTE: The tasks below take place after the offer letter is sent by the Provost Office, signed and returned, and I-9 documents are completed. The Provost Office manages those activities along with Human Resources.
Action | Notes | Timeline | Person Responsible |
Contact Faculty Services Specialist in the Provost Office to obtain faculty start date. |
| Anytime after offer letter is sent | Admin. Assistant |
Email department colleagues to share new hire name and start date. |
| Anytime after offer letter is signed | Dept. Chair or Admin. Assistant |
Provost Office completes Notice of Employment Form located on Human Resources website. | This form triggers access to the ValpoNet userid, password, email account, and H drive. | Built into Provost Office hiring process. | Faculty Services Specialist, Provost Office |
Email new faculty with dates for orientation, faculty workshop, Fall faculty meeting, etc. Invite faculty to work with CITAL over the summer and send fall orientation details. |
| Mid July
Late July | Faculty Services Specialist, Provost Office CITAL Office |
Complete IT ticket and request the following:
| *If you are concerned about obtaining a laptop in time for the start date, this process may be started before all the I-9 documents are received. | 1 month prior to start date | Admin. Assistant |
Complete a maintenance request in the Facilities Management system (or ask a Building Manager) to have the new faculty member’s office deep cleaned. Also request keys for the new hire. | Admin. Assistant should enter office and check all desk and file drawers to ensure personal belongings were not left behind by previous occupant. | 1 month prior to start date | Admin. Assistant |
Stock office with pens, pencils, post its, scissors, calculator, stapler, tape dispenser, ruler, legal pad, and campus map. If department funds allow for it, a Valpo swag item is a nice touch! | Campus may be obtained in the Welcome Center or at the Union Welcome desk. It may be helpful to print Voicemail Set up instructions and place on the desk. | 2 weeks prior to start date | Admin. Assistant |
Search in Colleague Self Service to see if new faculty member is listed with correct courses. If not, log into Colleague and access the SECT screen to add the faculty member to the classes. (Instructions) |
| 1 week prior to start date | Admin. Assistant |
Add new faculty member to Dept. web page |
| 2 weeks prior to start date | Admin. Assistant |
Request Courses in Canvas | Covered in New Faculty Orientation |
| New Faculty Member |
Complete Textbook Adoption | This will have been done many months prior by the Admin. Assistant. The Admin. Assistant should notify the bookstore of the New Faculty member and ensure they have necessary information to adopt their own books going forward. | by Adoption deadline | Admin Assistant (first time, then train faculty member) |
After Start Date:
NOTE: Many of these things may be covered by scheduling a one hour meeting between the Admin. Assistant and new Faculty member.
Action | Notes | Timeline | Person Responsible |
General building tour (office, mail, kitchen, workroom, etc.) Make in-person Faculty introductions. Campus tour. Consider walking their class schedule with them. |
|
| Dept. Chair |
Confirm office and phone number in Valpo Directory | Follow these instructions to ensure office and phone number are correct. | Within first week on campus | New Faculty Member |
Set up Voicemail greeting and learn how to retrieve messages | Within first week on campus | New Faculty Member | |
Gmail:
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| New Faculty Member |
Point new hire to these sites and invite them to bookmark these resources: |
|
| Dept. Chair or Admin. Assistant |
Google Calendar: | Review these calendar functions with the faculty member as needed. Import Registrar's calendar dates to Faculty Member’s calendar from the Registrar's website |
| Admin. Assistant |
Intro to Google Suite and shared drive. Explain how the department utilizes these tools and the types of information found there. This is a good time to review where to find a check request and travel expense form and how to fill them out.
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| Admin. Assistant |
Photocopier: Create user in photocopy machine and train how to use photocopier. Academic Admins do not typically assist with photocopying related to research. Printing should be limited as online resources abound. Refer to the Copyright Policy to familarize new hire with Faculty photocopying limitations.
| "An instructor may make a single copy, without the copyright holder's permission, of any of the following for his or her scholarly research or use in teaching or preparation to teach class:
|
| Dept. Chair or Admin. Assistant |
Explain how IT tickets are used and what information to include in the ticket (office location, extension, best time to reach, computer tag number, problem description). Faculty members complete their own tickets. Troubleshooting a ticket is best done by communicating directly with the person experiencing an issue. | Follow this link to submit an ITicket or simply email helpdesk@valpo.edu | As needed | Admin. Assistant |
Faculty Office Hour Signage | Prior to each semester, Admin. Assistants point faculty to Office Hour template. Ask faculty to complete, and either print and post or send to Admin. to print and post. | By the first week of classes | Admin. Assistant |
Student Workers | As needed | Admin. Assistant |