Onboarding Resources for Hiring Staff

1. Upon completion of background check, HR will email “New Hire Paperwork” which includes I9, W-4, MSU Welcome Letter, JumpStart invitation, etc. HR will complete an EPAF (electronic personnel action form) after “New Hire Paperwork,” has generated a GID, Net ID, and email. *An I-9 must be completed within 3 days of employee’s start date. Please give your new staff a heads up that they will need to bring appropriate documentation (the Welcome Email is a good place to do this.)

2. Notify your Division Specialist/Business Operations Manager of the new hire to initiate the HR New Hire Form for new MSU employees or those who have had a break in service more than 3 years. 
3. Submit Student Success new hire form (this will ensure the new employee is included in Division communications).

Students

1. Notify your Division Specialist or departmental staff to send "New Hire" paperwork to new student employee through DocuSign (HR New Hire Form, W-4, Vehicle, Confidentiality Agreement, etc).
2. Submit DSS EPAF form for new student employee (your Division Specialist will then fill out EPAF).
3. A Division Specialist will send an I-9 invitation for new MSU employees or those who have had a break in service more than 3 years. An I-9 must be completed within 3 days of employee’s start date.
4. Student employees do not have an employee email account automatically generated. The department must request a work email account be created. You will find that form here: https://www.montana.edu/uit/email/exchange_request.html.

* International Students: Contact HR (DarcyTickner (406) 994-7926or [email protected] ).Darcy will process the I-9 and ensure tax documentation is collected.Division Specialist or appropriate department contact willcomplete the DSS EPAF form for student. 

Departmental To-Do List:

• The employee’s direct supervisor will direct new employee to create MSU password (which pairs with NetID and email login). LINK: https://www.montana.edu/uit/facultystaff/neo.html

• The department will submit a key request: https://www.montana.edu/ufm/fs/facilities_services/campus-key.html 
  • Program any door keypads with new codes.

• The employee will obtain a Cat Card:  https://www.montana.edu/catcard/faculty-staff.html

• The employee’s direct supervisor will direct new employees to Banner registration and other department/office specific Banner training. LINK: https://apexprod.msu.montana.edu/apex/f?p=112:1:115509892724921::NO::P1_CLASS_OF_TRAINING:Banner%20Online%20Training
• If staff member will be purchasing or traveling for work purposes, a p-card will need to be requested. The supervisor or other appropriate staff member will email Fiscal Shared Services at [email protected] or [email protected] to request.
  • If an existing MSU employee with a PCard, complete the PCard Application form and indicate departmental transfer. 
• If a staff member is a supervisor, request Z-Org assignment by emailing [email protected].
• If an employee is required or expected to use their cellphone for work purposes, you may request a cellphone allowance. LINK to the form.

Trainings

• Once registered, the employee will need to complete the following:

  • Information Security

  • FERPA

  • Banner Student (varies by office)

  • Banner HR (varies by office)

  • DegreeWorks Training (varies by office)

  • Specific offices will assign the necessary supplemental training at https://www.montana.edu/bannertraining/

• Once completed, the employee will need to submit: Banner Account Request form.

• Professional Development

• The direct supervisor or other office colleague will provide any other job specific departmental/office training.

Welcome Templates

• Welcome Email
• Welcome Packet
• Learning Plan & Good Example (MIT)
• First Day Template, and Resource

Division/MSU Information

• Division Org Chart

• Administration: Who's Who

• Knowledge Binder PDF Download (UPDATED: 6/15/2023)

  • Knowledge Binder includes:
    • Acronym Cheat Sheet
    • Office Cheat Sheets
  • "Outside" Departments (These are the offices that tend to work closely with our Division, but is not an exhaustive list)
    • UPD
    • University Student Housing
    • Academics
      • Academic Colleges and Majors
    • Student Accounts

Long Term Onboarding & Engagement

• Transitioning from Onboarding to Long Term Engagement
• Long-Term Engagement Ideas
• Why is Onboarding Important? Handout

Employee Offboarding Procedures

Staff

1. Submit DSS EPAF form for all departing staff.
2. The Division Specialist will email “Termination Checklist” to employee through DocuSign.
   • Search "Termination Checklist" in the "All Templates" section.
3. The Division Specialist will email [email protected] with the following information:
   • Employee name
   • Department
   • Last for digits of ID
   • Date of Termination 
4. The supervisor will direct employee to return keys to the PLEW Building.
5. The supervisor will direct employee to turn in P-Card to MSU Business Office.
6. Remove access from all internal shared emails and other shared files or software platforms. 
7. Move ZOrg assignments for supervisors by emailing [email protected].
8. Change/Delete any passwords or door codes.

Students

1. Submit DSS EPAF form for all departing student staff.
2. The Division Specialist will email [email protected] with the following information
   • Employee name
   • Department 
   • Last 4 digits of ID
   • Date of Termination
3. Remove access from all internal shared emails and other shared files or software platforms. 
4. Change/Delete any passwords or door codes.

 * International Students:

   Contact HR (DarcyTickner (406) 994-7926or [email protected] ).