A. Basic “Must Do” Tasks

Overview

  1. Complete Required Employment Forms (UI New Hire, I-9) and any benefits-related paperwork.
  2. Get a Campus NetID
  3. Check your Department Mailbox and Email Inbox
  4. Obtain your UIS Faculty ID Card
  5. Purchase a UIS Parking Hang Tag
  6. Request Building and Office Keys
  7. Complete the Required FERPA Tutorial 
  8. Review the Academic Staff Handbook
  9. Sign Up for the UIS Emergency Notification System and Guardian System

1. Complete Required Employment Forms (UI New Hire, I-9) and any benefits-related paperwork.

  • If your college dean’s office hasn’t already contacted you about completing your UI New Hire procedures, you will likely hear from them in early July. It is essential that this online process be completed as soon as possible so that the BANNER system can  generate a unique university identification number (UIN). The UIN is a necessary prelude to obtaining a faculty ID, parking hangtag, email address, etc.
  • New faculty must complete their Form I-9 no later than close of business (5:00 p.m.) on the first day of work, August 16, 2019.  For assistance with completing an I-9, or to obtain additional information about the process, please contact the Office of Human Resources at 217-206-6652.
  • Link to benefits information or call the Benefits Office at 217-206-7144.

2.  Get a Campus NetID

Each employee at UIS is assigned a NetID allowing for access to both campus-specific sites and services, such as email and Blackboard, as well as University administrative services, such as course lists and student records for advisees.

Read more about setting up your NetID. The NetID cannot be set up until all employment-related human resources paperwork has been completed. If you need assistance, please email ITS Client Services or contact them by phone at 217-206-6000.

3.  Check your Department Mailbox and Email Inbox 

Important university information or documents may be waiting for your arrival.

4.  Obtain your 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 or via cash, check, debit/credit card in the ID Center.  There is no charge for the initial i-card; however, 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 (straight ahead, when entering the lower level from the teardrop metered parking area).  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.

ID Center hours are Monday through Friday, 8:30 a.m. to 5:00 p.m.  For more information, contact the ID Center by email, or by phone at 217-206-7718.

5.  Purchase 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. Upon completion of the application, you may pick up your hang tag from the Parking Operations Office, located in the Business Services Building, BSB 43.  Hours of operation are 8:30 a.m. to 5:00 p.m. Monday through Friday, closed daily 1:00 – 2:00 p.m.  Parking Operations provides extended hours at the beginning of the fall and spring semesters.

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.

There are 10 parking lots at UIS excluding those designated for short-term, handicapped, and student housing parking.  There are also 64 metered parking spaces on campus, which provide short-term, convenient parking.  Payment is required at all meters Monday through Friday, 8:00 a.m. to 8:00 p.m., except for the five meters located in front of Lincoln Residence Hall and the UIS Bookstore.  These meters require payment at all times.

For more information, contact the Parking Operations Office by email, or by phone at 217-206-8502.

6.  Request Building and Office Keys

Please check with your department chair 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 UIS Police Department, located in its own building northwest of Brookens Library.  Key request forms can be downloaded from the UIS Police web page

7.  Complete the Required FERPA Tutorial

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.

NOTE:  An online FERPA training session will be included in the New Faculty Orientation activities.  If you will not be able to participate in New Faculty Orientation, please be sure to complete the basic online tutorial at your earliest convenience. The tutorial typically takes about 30 minutes to complete.

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.  Email Monica Kroft in the Provost’s Office 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, 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.  Although UIS 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).

>>Next Section: B. Preparing to Teach Your Fall Courses: Instructional Resources