Updated 2/16/17

OR Central Onboarding Checklist

Name of Hire / Start Date
Title / UWNet ID
Supervisor / Other email
Hire Type /
/ EID
Assigned Space / Requisition #

Personnel Key

DHR – Director of HRFS – Fiscal SpecialistAC – Administrative Coordinator

DF – Director of FinanceHM – Hiring ManagerAD – Assistant Director

Staff Onboarding Preparation
 / Email hiring manager and new hire’s supervisor to schedule training needs & priorities meeting / DHR or AD
 / Create orientation schedule for new hire, including general orientation, time for online training, etc. / DHR
 / Update OR Central organizational chart / AC
 / Update OR Central contact telephone list / AC
 / Update emergency checklist / AC
 / Compose welcome letter to be left in new hire’s inbox or at workstation, with a campus map. / DHR
 / Send “Welcome to OR Central” email with orientation schedule attached to new hire / DHR
Access to Payroll and OPUS Review Functions - as appropriate
 / Send an email to to add new hire as a reviewer for your Payroll Unit Code (PUC) or to request that the hire receive PERMs. This email should include the individual’s name, UWNetID, and PUC / FM
 / To set up access to OPUS, the PTR online system, and to add individuals to the pronline mailing list, email:
 / If new hire is transferring from another department within UW and will have payroll responsibilities in HSD, contact o provide them with access to your PUC.
 / Add new hire to the Payroll mailing list and the Payroll Coordinator list, email:
 / eProCurement Card or Reconciler Access:

Orientation

Introductions
 / Meet new hire in lobby and orient to office space:
Workspace (Supervisor should help with this)
Bathrooms
Emergency exits
Emaciation and Mass assembly areas
Printers/Copier
Kitchen and refrigerators
OR Central staff / AC
 / I-9 form (ESS): / FS
 / W-4 form (ESS): / FS
 / Direct new hire to New Hire Orientation web site (requires UWNetID):

And Welcome Day:
/ AC
 / Direct new hire to Affirmative Action Data Form (requires UWNetID):
/ AC
 / Direct new hire to Direct Deposit:
Go to ESS (Employee Self-Service through
Go to the Earnings section of ESS to find the Direct Deposit link / FS
 / Issue key / AC
 / Direct new hire to obtain Husky Card (if needed) / FS
 / Onboarding packet
  • Welcome letter from Vice Provost for Research
  • OR tee shirt
  • OR Fact Sheet
  • OR Org Charts
  • UW CareLink brochure
  • UW Stop Sexual Harassment brochure
  • U District map
  • UW campus map
  • Phone list
/ AD

Training

Required trainings
 / Asbestos:
Other trainings
 / Emergency & Fire Prevention:
 / Fire Extinguisher:
 / First Aid & CPR:
 / SAGE:
 / SPAERC:
 / Research Administration:
 / Sexual Harassment Prevention:

Onboarding Dialog List w/ AD

Office of Research talking points:

  • OR purpose
  • OR and units structure, org chart
  • OR Central structure
  • Timesheets
  • OWLS, leave types and requests
  • Pay periods and methods
  • Emergency procedures
  • Voluntary medical info?
  • Business continuity
  • Work culture
  • Staff meetings
  • Committees and Working Groups
  • Annual events
  • Supplies and equipment
  • Custodial
  • Professional and Organizational Development/CORE
  • Meeting spaces and equipment scheduling
  • Kitchen and refrigerators
  • Building Coordinator, facilities, keys
  • EEOP, wardens
  • OARS and accident reporting
  • Floor map
  • B9 storage
  • OSP, HSD, ORIS, GenOm, APL locations
  • U-Pass Information:
  • Leave accrual and use:
  • On leave: if you’re new, you don’t have any annual or sick leave for the first month; only after a month have you accrued any leave.
  • Data Retention:ORIS data is backed up, and a disaster recovery disk set is sent to Iron Mountain once a week. ORIS data includes databases, shared drive files, and systems data. ORIS data does not included desktop or laptop data, or data stored on non-ORIS cloud services (Office 365, Google Drive, U Drive, Dropbox). Thus it is highly recommended that work-related data be stored on ORIS-hosted shared drives for collaborative and business continuity purposes.

February 10, 2017

Dear

Welcome to the Office of Research! We are pleased to have you join our team.

The vision of the Office of Research is to, “…create an outstanding climate of support for University of Washington researchers, broadly enabling stellar research advances.” You are joining a great team of coworkers who are committed to supporting this important mission.

We have provided you with this introductory packet that provides you with background and information on our vision, mission and strategic goals. Also included is information on our units and links to resources that will help guide you through the Office of Research’s activities and functions. You will be provided access to our intranet where we store our policies and procedures, and our blog “The ORB” which will keep you informed on OR news and information.

We wish you all success, and hope you enjoy the collegiality and worklife here at the Office of Research. Thank you for joining our team!

Sincerely,

Mary Lidstrom

Vice Provost for Research

G80 Gerberding Hall Box 351202 Seattle, Washington98195-10202

206.616.0804 FAX 206.685.9210

Updated 3/13/2018

Updated 3/13/2018

February 10, 2016

Dear ,

Welcome to the Office of Research! I’ll be your “General Onboarder”. Feel free to direct any questions you have to me and I can get them answered or rightly routed.

Using the checklist provided, here is the general onboarding we will be doing, at your convenience:

  • Introductions and facilities
  • Payroll and forms
  • Trainings
  • Onboarding dialog

We’re glad you’re here!

Matt Orefice

Assistant Director

Office of Research

Updated 3/13/2018

Updated 3/13/2018

Helpful links and contact info

Office of Research – Central (OR)

uw.edu/research/or

Email:

Office: (206) 616-0804 / Fax: (206) 685-9210

Gerberding Hall G80

Box 351202

Seattle, WA 98195

Street address:

4000 15thAve NE

Seattle, WA 98195

Office of Research main page

uw.edu/research

Office of Research Intranet

Office of Research blog (The ORB)

Human Subjects Division (HSD)

uw.edu/research/hsd

General information:

Training information:

Website questions:

Form problems:

Office: (206) 543-0098 / Fax: (206) 543-9218

UW Tower 17thfloor & 16th floor

4333 Brooklyn Ave NE

Box 359470

Seattle, WA 98195

Office of Sponsored Programs (OSP)

uw.edu/research/osp

Email:

OSP Help Desk: (206) 616-6375

The SAGE Suite: (206) 685-8335

Office: (206) 543-4043 / Fax: (206) 685-1732

UW Tower 17thfloor & 16th floor

4333 Brooklyn Ave NE

Box 359472

Seattle, WA 98195

Office of Research Information Services (ORIS)

uw.edu/research/oris

UW Tower O2

4333 Brooklyn Ave NE

Box 359562

Seattle, WA 98195

Tech requests (hardware, software, OR admin systems, mailing lists, accounts and shared drives access): Email:

Web requests (web page updates): Email:

Genom Project

depts.washington.edu/genomics/index.shtml

Updated 3/13/2018