New Faculty Resources
- 2014 New Faculty Orientation Agenda (PDF)
- Academic HR Orientation (PDF)
- 2014 Convocation Handout (PDF)
New Faculty Information (download the full document here)
A. Basic “Must Do” Tasks
1. Complete Employment Forms
Most of our new faculty will have already completed the online NESSIE (Net-driven Employee Self-Service and Information Environment) new-hire processes before they arrive on campus, based upon prior direction from their college dean’s office staff. Once the NESSIE new-hire procedures are completed, the BANNER system automatically generates a unique university identification number (UIN) for each new faculty member. The UIN is a necessary prelude to obtaining a faculty ID and parking hangtag. New faculty must complete their Form I-9 no later than close of business on the first day of work, August 16, 2014. For assistance with completing an I-9, or to obtain additional information about the process, please contact Lori Pinney (firstname.lastname@example.org, 217-206-7095). An employee benefits session is scheduled for August 20, 2014. Benefits staff will provide new faculty with information about their employee benefits options and answer benefits questions.
2. Get a Campus NetID
Each employee at UIS is assigned two computing-related IDs—a UIS campus NetworkID (NetID) and an EnterpriseID. The campus NetID allows you to access campus-specific sites and services, such as email and Blackboard. The EnterpriseID allows faculty to access University administrative services, such as course lists and student records for their advisees.In most cases, the campus NetID and the EnterpriseID look exactly alike, but in some cases the NetID and EnterpriseID passwords are different. More information about setting up these computing-related IDs can be found at www.uis.edu/its/techsupport/passwords. The NetID and EnterpriseID cannot be set up until all employment-related human resources paperwork has been completed.
3. Check your Department Mailbox and Email Inbox
4. Get a UIS Faculty ID Card
The i-card is a multifunctional university identification card that is required for making on-campus purchases, receiving employee discounts, using the library and recreation center, and accessing buildings and rooms on campus. The i-card comes with a Campus Cash Account to which you may add money for use in photocopy machines, vending machines, all food service locations, the UIS Bookstore, UIS Health Services, and for tickets to Sangamon Auditorium. Money can be added online with your debit/credit card at www.icardwallet.uis.edu or via cash, check, debit/credit card in the ID Center. There is no charge for the initial i-card, but there is a $20 replacement fee if the original is damaged, lost, or stolen. The card remains the property of the University and can be obtained from the ID Center in Room 124 of the Public Affairs Center (lower level, across from the Food Emporium). Be sure to bring along a valid state-issued photo ID when you go to the ID Center. A photo will be taken when getting an i-card.
5. Get a UIS Parking Hang Tag
All vehicles parked on University property by full- or part-time employees, faculty, or staff members must display a valid parking hang tag. To register your vehicle(s), complete the parking hang tag purchase application online at www.uis.edu/parking. Upon completion of the application, you may pick up your hang tag from the Parking Operations Office, located on the first level of the Public Affairs Center, Room 119. Full-time faculty and staff may choose a payroll deduction to purchase their parking hang tag. The hang tag fee is deducted monthly or biweekly, depending on the full-time employee’s pay structure. This is not a lump sum deduction. The parking hang tag must be returned to the Parking Operations Office upon termination of employment.
6. Request Building and Office Keys
Please check with your department chairperson or office manager about obtaining necessary office building and room keys. Keys are issued only after key request forms have been processed, and keys must be picked up in person at the Campus Police Department, located in its own building northwest of Brookens Library. Key request forms can be downloaded from the Campus Police web page at www.uis.edu/police/forms.htm.
7. Complete the Required FERPA Tutorial, if you will not be able to attend New Faculty Orientation (note: tutorial will be incorporated into New Faculty Orientation for attendees)
The Family Educational Rights and Privacy Act (FERPA; 20 U.S.C. § 1232g; 34 CFR Part 99) is a Federal law that protects the privacy of student education records. The law applies to all schools that receive funds under an applicable program of the U.S. Department of Education and requires that we protect the confidentiality of student records. It is essential that all faculty members understand what constitutes protected information and how to ensure that student information is handled appropriately. For example:
- Is it legally permissible to indicate the grade a student received in your course when writing a letter of recommendation for the student?
- Can you discuss a suspected case of plagiarism with a fellow faculty member in your department?
- If a caller identifies himself as your advisee and gives you the correct student ID number, should you discuss recent course grades over the phone with him?
- How about posting course grades using student IDs, or emailing a course grade to a student, or allowing a family member to pick up a student’s graded paper—are those actions okay or not?
Professional development workshops on FERPA for faculty will be offered during the academic year; however, completion of an online FERPA tutorial is a basic first step and a requirement before access to student information can be granted. If you will not be able to participate in New Faculty Orientation, please be sure to complete the basic tutorial at your earliest convenience. The online tutorial takes about 30 minutes to complete and is found at www.uis.edu/registration/records/ferpa/.
8. Review the Academic Staff Handbook
The Academic Staff Handbook provides an overview of policies and procedures for new and on-going employees at UIS. Contact Monica Kroft in the Provost’s Office (email@example.com, 217-206-6614) if you have any questions about the contents of the handbook.
9. Sign Up for the UIS Emergency Notification System and Guardian System
UIS-Alert is an emergency notification system that allows designated university officials to contact you in the event of an emergency or significant event. The system sends text messages and/or email to your cell phone, PDA, or smart phone (Blackberry, iPhone, Treo, etc.). In the event of an emergency, designated university officials will access the system and issue an alert to all users who have registered to receive notifications. Simply go to the emergency notification website (www.emergency.uis.edu), log in with your UIS NetID and password, and provide secure information including how you would like to be notified. You also have the option to provide additional information which may assist Police in the event of an emergency. Visit the site often to make sure your contact information is up-to-date.Once you are logged into the emergency notification website, you can sign up for the UIS Guardian System on the right side of the page. While the Campus Police offers escorts upon request, the Guardian System offers a digital companion while you walk. In the event the Guardian System contacts the Police, it can provide any information you make available to Police in the system, as well as your GPS location (if your phone is so equipped, turned on, and visible to the locating service).