Employee University Details

Obtain employee UIN, NetId and Start Date.

EONS – Exit & Onboarding Notification System

Setup new employee's workspace

• Arrange new hire workspace.
• Provide necessary office supplies (pens, paper, etc.)
• Ensure work area is clean and arranged.
• Ensure furniture and equipment is in good repair (chairs, keyboard, etc.)

Creating Itinerary for Employee's first week

Create an itinerary for the first week and communicate this with the new hire so they know what to expect when they arrive. Plan to be in the office on employee’s first day. Meet with employee at the end of each of the first several days to see how the day went (informally works too), this should continue for the first two weeks. 

Make arrangement accordingly for meeting on first day (in-person or virtually)

If the employee works in the office (full time or hybrid), arrange to be in the office on their day or assign someone.

Office Supplies & Computer Equipment 

Order computer, monitors, equipment, supplies, docking stations, etc.

Schedule Introductory Meetings

Schedule meetings w/ staff, department head, other key employees including constituents (team, individual, etc.)

Schedule Required Trainings

Schedule time for required trainings for system access. Determine any other needed training.

Schedule a group Meet and Greet with rest of team

Incorporate a lunch/breakfast/potluck as a meet and greet to make new employee feel welcome (first day). Recommend another gathering after the first month. (In-person or virtual get together work too!)

Business cards and name plate for new employee

Order business cards and nameplate and/or business cards (UIS Campus Services)

Phone setup

Arrange for phone setup with Technology Services (after receiving UIN and start date)

Contact USC

Work with Unity Security Contact (USC) on new employee access (requires Netid and UIN and for some items to be applied). Find your USC.

Request access for email related items.

Request with ITS: email setup, group mailboxes, email distribution lists, calendars, and calendar permissions, shared drives, employee lists or listservs , software access needed.

Building access and keys for new employee

Request keys and/or building access if needed. If keys are available it’s helpful to have another employee go with the new hire to get the key at the UIS Police Department (Springfield Building Access & Keys/Card Reader Access)

2-Factor Authentication (required) & DUO Mobile App (recommended)

The University of Illinois uses a 2-Factor authentication (2FA) service provided by Duo Security, an industry leader in cyber security services. This will help secure your account and the University's sensitive data. The University of Illinois is committed to securing its institutional data and the personal information of everyone at the University.

• Set Up 2-Factor Authentication: NetID Center University of Illinois System (uillinois.edu)
• Installing the DUO Mobile App:
  • This is optional, however helpful and faster when logging into university systems. Instructions for download 2FA, Installing the Duo Mobile app (uillinois.edu). Additional Information 2FA - 2-Factor authentication topics (uillinois.edu)

Add employee to unit website.

The employee’s hiring department is responsible for updating the unit website.

First day logistics

Connect with the new hire regarding their computer/equipment/software needs and first day logistics (what time to arrive/work schedule, hours, where to park/transportation, what to wear, eating options, WIFI, etc.). The onboarding system has instructions for the new hire on their new hire paperwork, benefit orientations enrollment, new employee orientation sign up, obtaining parking and i-card in advance. FYI: Employee will establish new employee logon through UI New Hire System HR as well as a netid (UIN is autogenerated).

Update and share organization chart with new employee 

Update org chart (to be shared with new employee)

First day parking

Advise the new employee on where to park.

Discuss work protocols with new employee

Understand that communication will be challenging and you cannot over communicate during this time. Starting a new job is difficult. Review; Dress Code, Hours (work schedule, office hours) and Department norms/expectations.

Foreign National Employees (only)

If a foreign national employee has been hired, ensure they have completed the Tax Status Review process (requires NetID and Password) prior to their first day. The process is to determine tax deductions and benefits eligibility. The following three requirements must be completed correctly to initiate and successfully complete a tax status review:

1. Register for a review of your tax status
2. Upload required documentation to Box
3. Respond to additional requests/comments from the Foreign National Service Center

Remote Work Agreement

Ensure employee has started the Remote Work Agreement – requires Netid and UIN and provisions VPN.

The Remote Work Agreement will also provision VPN (if applicable), provide the E911 Acknowledgment. View additional E911 Information.

Confirm computer/docking station/etc. are setup with no issues

Set up computer/docking station/etc.

Review Shared Drives with New Employee and confirm necessary setup

Set up of shared drives, provide a walk-through. Inform of Home (H) Drive, if applicable.

Confirm Printer Connection with new employee laptop

Set up connection to printers (ensure printing capabilities)

Confirm 2-Factor authentication & DUO for new employee is complete and provide assistance as necessary

Confirm employee has set up 2-factor authentication. Otherwise, this will be done when employee meets with IT on site.

Co-Worker Introductions

Meet co-workers (official or unofficial welcome)

Provide unit resources and other relevant department documentation to new employee

Review and provide unit resources, office manual handbook, process flow charts, etc. (if applicable)

Discuss written and unwritten rules with new employee

Written/unwritten rules (e.g., what does “on time” to a meeting look like, checking work email or working from home)

Provide Overview of Leave Requests & Entry as well as Positive Time Reporting Requirement

Review leave request for unit. SHRS will send the employee information on AVSL or VSL (exempt employees) with URL and instructions approximately one month after hire date when employee is activated in the system. Do not have the employee try to enter the system until this email is received.

• Web Time Entry (non-exempt employees, bi-weekly)
• Web Time Entry Information & Job Aid Videos
• Positive Time Reporting (exempt employees, weekly)
• Other HR Systems

Go over Calendar sharing, important meetings, and email etiquette

Set-up Outlook calendar for sharing (if applicable). Discuss accepting meeting requests. Review email etiquette as well as expectations for online meetings (Zoom (zoom.illinois.edu) MS Teams, WebEX), and out of office notifications.

Review itinerary with new employee.

Go over itinerary for the day so they know what to expect.

Tour building/workplace with new employee.

If the employee is in-office or hybrid, tour office building and workplace including location of break room, conference rooms, kitchen, restrooms, mailbox, printer/copier, etc.

Go to or review I-Card with new employee

Go to I-Card office to obtain I-Card with new employee. It’s helpful to have someone take the new hire in person to get their I-Card and parking permit if needed.

The University I-Card is the official University of Illinois identification card. You may obtain your card prior to your first day or on your first day. You will need to know your UIN (nine digit number) and take a valid, government-issued photo ID to the ID Center listed below. The i-card is the official University identification card. It is used to access services and appropriate facilities and to verify status. Most students will use it to access their residence hall building and meal plan program, Campus Recreation facilities, applicable student rates for events sponsored by Athletics, library, and computer account activation. Most Faculty and staff will use it for building access, departmental name bade, parking, the library and computer account activation. For a more detailed description of uses of your ID, please visit the link provided. No appointment necessary.

• Springfield ID Center
  • Student Affairs Building 30, One University Plaza, Springfield, IL 62703
  • 217-206-7718
  • idcenter@uis.edu
  • Regular Hours: Monday – Friday 8:30am to 5:00 pm * Please note: Hours of operations may be modified, please contact ID center in advance.
  • UIS General Information

Go to or review Parking with new employee

Contact parking to find out procedure for obtaining the parking pass. Ensure employee signed up for any appliable waiting lists.

Review job description with new employee

Ensure employee and supervisor signatures are included on the Job Description. This is sent during onboarding and only needs to be done if not done previously. Recommend reviewing job description again after one month.

Share contact information and your availability with new employee

Preferences for communication with supervisor and colleagues – phone, email, one-on-one meetings. Inform employee how to reach you outside of work hours

Communicate appropriate contacts for new employee in supervisors absence

Explain to whom the employee may go to with questions/concerns to when supervisor is not present. 

Ensure employee completed Ethics Training and ANCRA Training via the new hire system

Ensure employee completed Ethics Training and ANCRA Training. Contact System Human Resources if there are any questions at erhr@uillinois.edu.

Benefit Elections (w/in 30 days)

Ensure your employee is aware that once their position is finalized in the employment system, they will receive a postcard from MyBenefits with their login information. Failure to choose benefits within the 30-day period will automatically enroll you in the Quality Care Health and Dental plans, Basic Life Insurance and does not provide dependent coverage.

My UI Info

Review My UI Info which enables University employees to securely view and update their personal and employment information. Please be sure to add an emergency contact.

Emergency Alert Information

Ensure employee registers to receive messages from the Alert Emergency Notification System

SURS DCP Plan

Ensure the employee is aware that employees hired after July 1, 2023 will be auto-enrolled in SURS DCP. Employees have 30-days to contact SURS if they want to make changes. And, 90 days to opt out with a refund. Employee should contact SURS with questions.

Positive Time Reporting (PTR)

Educate employee on Positive Time Reporting (PTR). Requires all Academic Professional and exempt Civil Service employees to document all hours worked (24/7) while conducting official University business. Reported on a weekly basis in quarter-hour increments. Not used to document leave usage. Employees will receive an auto-email once activation takes place. If you cannot enter the system immediately, please give it another week. Contact System Human Resources for Assistance, if needed at erhr@uillinois.edu. 

Cover performance expectations, performance appraisal process, and remote work expectations with new employee

• Explain acceptable and unacceptable performance behaviors and expectations.
• Review expectations of position/job responsibilities (beginning of the performance management process).
• Review performance appraisal process.
• Have discussions about remote expectations such as arrival for first day, work schedule, hours, lunch time, flexibility, video etiquette, etc. This is not a business as usual work arrangement.

Provide list of important websites

Provide list of websites to learn about University and/or department and Employee Assistance Programs. 

Check on System Human Resource Services New Employee Orientation (virtual)

Ensure new employee gets registered for Virtual System Office New Employee Orientation. System Human Resource Services will schedule the employee for New Employee Orientation, but the supervisor needs to ensure they attend. Attendance is required.

Make sure employee attends Virtual Benefits Orientation

Remind employee to register for Virtual Benefits Orientation if they did not during their New Hire paperwork – New Hire Benefit Sessions. (Register Here). Employees have 30 days from start date to make their selection. Additionally, State Benefits enrollment can be found at MyBenefits.

Cover Department Information with New Employee

A brief history of the department, such as department mission, vision, strategies, core values & goals. Departmental website, employee newsletter, other. Departmental growth-past and future (i.e., industry awards and recognitions, areas where we excel in our industry). Acronyms & symbols related to department. Department’s primary constituents (students, parents, faculty, staff, vendors) and departmental partners—on and off campus. Services provided by the department.

Review service and employee's role in relation to others in the department

Review importance of being a good service representative for the department. Explain the role of the employee's position in relation to other co-worker's/team. And, the role of the position in relations to the units within department.

Review and/or Provision missing security and/or schedule additional training

Determine and/or Revisit any access not provisioned and any training that has not been completed that is required to provision access.

Schedule Bi-Weekly Meetings

Schedule bi-weekly meetings with new employee and add employee to other pertinent meetings through Outlook/Teams such as team meetings, etc. Provide on-going feedback, personally engage with your new hire and recognize their contributions

Go over the Civil Service position and Probationary Period with new employee 

Explain the probationary period and discuss the duration of the period timeframe based on Civil Service classification. 

Complete and send Probationary Form to UIS HR

Supervisor should ensure they have a calendar reminder to complete the probationary form (for Civil Service employees only) with employee and return the signed form to the UIS Office of Human Resources (either 6 months or 12 months depending on classification). Address any performance concerns early on.

Schedule Check Ins and One on One Meetings with new employee

One-on-one meetings, frequent communication, consistent feedback and constant engagement will help the new hire reach higher levels of productivity faster and will help your new employee become a fully integrated member of your organization. Schedule supervisor/employee check-ins and regular one-on-one meetings 

Identify team building opportunities

Discuss alignment with role expectations

Around 90 days from the hire date, ask your new hire how their role aligns with what was described during the initial interview process.

Ask feedback from new employee

Ask the new hire to share their own feedback on improvements and share who or what has been helpful during their transitional process.

At the one year mark thank the employee, motivate them and congratulate them for their efforts

At one year, it is an excellent opportunity to thank, motivate, and congratulate the employee.