New Employee Onboarding

Welcome to MU from President Gilbert!

We are excited to welcome you to Marshall University. This is our on-boarding process to welcome and support employees during their transition to a new position at Marshall. The following information is provided to assist you as you transition to your new position at Marshall. You are encouraged to print the Printable Version to use as a handy reference. For any questions related to the arriving employee process, please contact us by emailing at human-resources@marshall.edu, calling 304.696.6455 or stop by our office at 207 Old Main.

Why is On-boarding Important?
The on-boarding process builds the University’s reputation for being a thoughtful employer, with great
training, clear leadership, and a strong organization as well as:

  • Assists in retention of employees
  • Reduces high turnover
  • Increases productivity levels quickly
  • Encourages success for your department and the employee

This guide provides suggestions and best practices for success and begin  building a strong connection with your new employee.


New Employee On-boarding Information
Manager/Supervisor On-boarding Information

Our goals for New Employee On-boarding 

We want to welcome you and support your “Best Decision EVER” by becoming a “Son or Daughter of Marshall”.  We will provide you with our  knowledge of employment processes and assist with information about any specific needs you may have within your first months of employment.

Prior to your First Day

  1.  Sign and Return your Offer Letter.
    • If you are Faculty, you will sign your letter and return it to your employing department.
    • If you are Staff, you will sign your letter in the Human Resources office during your on-boarding appointment.
  2. Communicate with your department liaison or supervisor; make sure you understand.
    • What time to arrive
    • Where to report when you first arrive
    • Dress-code expectations
    • What to bring on your first day
    • Your supervisor’s phone number
  3. Complete the USCIS I-9 form at the HR Office.
    • Bring original, unexpired documents to verify your identification and complete USCIS Form I-9 per federal law. Scroll to page 3 to view acceptable documents that establish identity and employment eligibility. You will NOT be eligible to start work until the I-9 form is completed.
    • If you are not physically available to be present for inspection to the Marshall University Human Resources Department or to an authorized business partner location, you will follow the remote hiring process at http://www.marshall.edu/human-resources/files/Remote-I-9-Form.pdf
  4. Background Check must be performed for all new regular status, benefits eligible employees.
  5. Obtain MUID (Official University ID Number).
    • If you already have previous affiliation with MU as a Student, Vendor, or Business Partner and already have an MUID, you will need to stop by the HR office to compete forms to update your information such as name, address, etc.
    • If you do not have an MUID, you will need to stop by the HR office to complete the Banner HR Person Data Entry form .
  6.  Review your Benefits Packet.
  7. Complete Payroll forms.
  8.  Complete Drug-Free Workplace Form
Your First Week
  1. Obtain University I.D. Access Card
    • New employees will be issued a University Identification (I.D.) card. All employees will need to present an ID Request Form which they will receive from Human Resources.
    • ID cards are issued by the Campus I.D. Card Office in Drinko Library 143. Please note that the individual must be properly entered in the Banner system and have an MU identification number generated before the I.D. Card can be issued.
  2. Obtain your Outlook Email Account.
  3. Attend a Benefits Session and Enroll in your Benefits.
  4. Obtain Parking Permit.
    • You must obtain your MUID before a Parking Permit will be granted.
    • New employees may pay a fee and receive a University parking permit. Parking permits are issued by the Parking Office in the Bliss Charles Public Safety Building. Payments for parking permits may be received at the Bursar windows on the first floor of Old Main. Parking permits may also be paid for through payroll deduction. If the latter is preferred, the new employee should contact the Payroll Office, 205 Old Main.
  5. Obtain Office Keys.
    • Office keys are issued by the hiring department. New employees should inquire with their supervisor about the issuance of keys. Keys are the property of the University and should be returned if/when employment ends.
  6. Change Of Address (If Relocating)
    • New employees may establish a new home address in the community that may be different from the address they used in the recruiting process, particularly if they are relocating to the community. Newly arrived employees who have a new home address need to complete the Employee Information Change Form. 
Your First 30 Days
  1. Complete the Employee Entrance Survey.
    • We take pride in customer service as well as the satisfaction level of our  employees. We would like to know your experiences during your application and on-boarding process by completing the Entrance Survey.
  2. Learn your work contact information
    • Phone extension
    • Email address
    • Employee ID number
  3. Make sure you understand your Department
    • What is expected of you  when performing your position.
    • Understand your policies and procedures for your department and the university.
    • Emergency evacuation procedures, and campus closure procedures
    • Office/ work area: breakroom, restroom, copy machine, office supplies, mail box
    • Who you may go to with questions in when your supervisor is not available
    • Typical schedule, break periods, how to request leave
    • Office culture and expectations – keeping office doors open/ closed, how to greet customers, taking time to socialize with co-workers, meeting etiquette.
  4. Register for Training (Job Specific)
    • The training sessions listed below are job specific. Please consult with your supervisor to determine which sessions are required for your job.
    • For complete information and online registration for these courses and other training opportunities, including Lynda.com, please access the Training & Development Schedule at: http://www.marshall.edu/human-resources/training/training-schedule/

Congratulations on your new employee!

This information will help guide you through the on-boarding process.  MU strives to create a positive working experience where faculty and staff are informed and engaged and have strong working relationships with their manager/supervisor and employees. We feel that to have this positive experience, a successful on-boarding experience is essential.

Prior to the Employees First Day

  1. Communicate with New Employee.
    • If there is an extended time period between the offer and the start date, stay in communication with your employee.
    • Send an informal announcement (ex. Email) to your department about their new team member and their background.
  2. Shortly before the start date, notify your employee of the following: 
    • Date and time to arrive the first day
    • Where to report and who to report to
    • Parking information
    • Expectations for the first few days on the job
    • What to wear
  3. Mentor or “Buddy”
    • Select a member from your department/college to be a mentor or buddy for your new hire
  4. Set up new Employee’s Workstation (if applicable).
    • This can include a desk and/or computer. Provide your employee with an office that is in “move-in” condition.
    • Set up phone
    • Have office keys ready
    • Make sure necessary office supplies are available
    • Order business cards if necessary/possible.
    • Make sure your new employee is  added to departmental/college email lists

Your Employees First Week

  1. Time and Leave Reporting.
    • Verify that your new employee has been set up in both Banner and TCP. If the PAR has not been completely processed, the employee will not be able to clock in-and out (if required).
    • If you will be approving leave/time for your new  employee, you will need to request approve access for TCP by filling out the request form. If you have questions, or need additional assistance, contact tcp@marshall.edu
  2. Meet with your Employee.
    • Set aside time in your calendar to meet with your new employee the first few days and weeks.
    • Meet to discuss the job description, performance expectations, time and leave, etc.
  3. Create a Schedule for New Employee during the First-Week.
    • The schedule should include time with others, down time, and time on their own to read appropriate material for the department/college such as:
      • One-on-one or small group meetings with other team members. During these meetings,
        co-workers can discuss their duties and how they interact with the new employee.
      • Show new employee around campus.

Your Employees First 30 Days

  1. Performance Assessments (if applicable).
    • Discuss the employees performance assessments
  2. Discuss Employment Type with New Employee.
    • There are different employment types at MU which incude:
      • Classified
        • Classified-Exempt
        • Classified Non-Exempt
        • Classified Temporary
      • Non-Classified
      • Faculty
  3. Safety Plan.
  4. Emergency Contacts.
    • Determine your new employees emergency contact information