Human Resource Services

Onboarding Guide for New Employees

Welcome to Marshall University! We are excited to have you join the Marshall family.

Our onboarding process is designed to help you successfully transition into your new role by providing the information, resources, and support you need from your first day forward. This guide will walk you through important employment processes and answer many of the questions you may have as you begin your journey at Marshall.

If you have questions at any point during your onboarding experience, Human Resources is here to help. You can contact us by email at human-resources@marshall.edu, by phone at 304-696-6455, or by visiting our office at 207 Old Main.

In addition to helping new employees, this guide also includes suggestions and best practices for supervisors and departments to ensure a smooth, welcoming, and successful onboarding experience.

We are committed to helping you make a successful transition and feel connected to the Marshall community from day one. Congratulations on becoming part of the Marshall family—we look forward to supporting you as you begin what we hope will be one of the best decisions of your career.

Faculty (Excluding SOM) and Staff

  • Offer Letter
    If you are Faculty, you will sign your letter and return it to the employing department. The original letter is maintained in the Office of Academic Affairs. If you have not received your offer letter, please contact your department. If you are Staff, you will sign your offer letter and receive a copy during your onboarding appointment. The original Staff offer letter is maintained in the Office of Human Resources.
  • Onboarding Appointment
    You will receive phone call, from Human Resources, to schedule an appointment to come in to complete your new hire paperwork, commonly referred to as an “onboarding” appointment.  During this call, we will review the steps for completing your paperwork and preemployment background check information, schedule you to attend a benefits session, and will cover what to bring with you so that you’ll be prepared. After the call, you will receive the following emails:

    • Welcome letter from Human Resources
    • Email from HireRight to complete your background check
    • Benefits registration confirmation email
  1. Onboarding Appointment – Approximately 10 minutes
    During your onboarding appointment in Human Resources (Old Main 207), you will complete your pre-employment paperwork. Please bring original, unexpired personal documents required for I-9 employment verification. Completion of the I-9 is required prior to your start date.

    • If your employee needs to complete your I-9 remotely:
      • The new employee may complete form I9 remotely. Instructions to complete the form in this manner can be found here.
      • The I9 can be completed via I9 Everywhere. To utilize this choice, please partner with your employing department.
    • You will also complete the following:
      • New Employee Personal Data Entry Form (if applicable)
      • Review and sign your official offer letter (Staff Only)
  2. Payroll Processing – Approximately 5-10 minutes
    When you finish in Human Resources, you will then visit the Payroll Office (Old Main, Room 203) to complete required payroll documentation, including tax forms and direct deposit setup (if applicable). Please ensure you have the necessary personal documents.
  3. Employee Identification Card
    After completing the documentation wit Payroll, you will then go to the Campus ID Office (Drinko Library, Room 143), along with a valid photo ID, to obtain your employee identification card.
  4. Parking Permit
    If you require a parking permit, please visit the Parking Office located in the Bliss Charles Public Safety Building (1801 Fifth Avenue.). You will need to present your employee ID card and complete the Employee Parking Permit application.
  5. 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
    • Your work address and phone number
  • Obtain your Outlook Email Account
    To obtain your MU Username and Password, or if you have questions, please go to the IT Service Desk on the 1st floor of the Drinko Library or email them at itservicedesk@marshall.edu or visit them at http://www.marshall.edu/it/departments/it-service-desk/
  • Attend a Benefits Session and Enroll in your Benefits
    You should have been enrolled in a benefits session. Have questions about your benefits, please email benefits@marshall.edu
  • 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.
  • 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.
  • 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.
  • Learn your work contact information
    • Phone extension
    • Email address
    • Employee ID number
    • Work address
  • 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.
  • 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/

School of Medicine Faculty

  1. Offer Letter
    • You will sign your letter and return it to the employing department.  If you have not received your offer letter, please contact your department.
  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
    • Your work address and phone number
  3. Complete the USCIS I-9 form at the HR Office. Employees may complete the I9 form in one of three ways:
    • The new employee may bring their original, unexpired documents to our offices in Old Main, Room 207, and complete form I9 in person. The list of acceptable documents is found on page 2 here. 
    • The new employee may complete form I9 remotely. Instructions to complete the form in this manner can be found here.
    • The I9 can be completed via I9 Everywhere. To utilize this choice, please partner with your employing department.
  4. Complete a Background Check. A Background Check must be performed for all new regular status, benefits eligible employees.
    • If you have not received the email link from HireRight, please contact your employing department. If you have questions about the policy for background checks, it can be found here.
  5. Obtain MUID (Official University ID Number).
    • If you have had previous affiliation with the university as a student, vendor, or business partner, you have a Marshall ID number. If you are unsure of your number, please contact HR Services at 304-696-6455.
    • If you have had no previous affiliation with the university, you will need to complete and return the New Employee Person Data Entry Form. The completed form will allow the Human Resources office to issue a Marshall ID number. The form may be dropped off in our offices or may be emailed to human-resources@marshall.edu .
  6. Enroll in a Benefit Session.
    • The department will enroll you in a benefits session. If you have questions about your enrollment or the session, please email benefits@marshall.edu .
  7. Complete Payroll forms.
    • Complete all of the applicable forms in the the Payroll Office at 304-696-6457 or email at Payroll@marshall.edu. Located in Old Main 203.
  1. Complete and Submit your Direct Deposit Form.
  2. 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.
  3. Obtain your Outlook Email Account.
  4. Attend a Benefits Session and Enroll in your Benefits.
  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.
  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
    • Work address
  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/

Office of the Ombuds

Marshall University’s Office of the Ombuds helps faculty and staff navigate processes and/or conflicts experienced  in the work environment.  Contact or schedule an appointment at:

Memorial Student Center BW14
(Walk-Ins Welcome)
304-696-2438
ombuds@marshall.edu
www.marshall.edu/ombuds

Contact Us

207 Old Main
One John Marshall Drive
Huntington, WV 25755
304-696-6455 (Main)
304-696-6844 (Fax)
human-resources@marshall.edu
Departmental Contacts