Hiring Manager- New Hire Checklist

(Once you receive the electronic signature on the offer letter)

Time Sensitive – Department Responsibilities
Send New Employee Email
Upon receiving the electronic signature on the offer letter, send a new employee email including information on the following:
  1. ASURITE Activationlink and include their 10-digit affiliate id (created once the PTR goes through OR they may already have one). This step is necessary in order to begin requesting access to ASU systems and services (i.e. computer access, e-mail, etc). See UTO’s “ASURITE Activation Help” Center page for more details.
  2. New Hire Payroll Packet
  3. Orientation date reminder.
If you have not already, sign up the new employee for the New Employee Orientation
(To register a new employee for orientation on their behalf, you must have a Hiring Manager account)
  1. Information on how to get a temporary parking permit if necessary (if they start before their NEO).
Note: It’s helpful to make an email template of this information that you can quickly copy/paste into an email for each new employee. (Example)
Courtesy Affiliate/Early On Board Access
In order to start an early on-boarding process to begin requesting ASU access/services you can create a request for by going to myasuService tabService Requests: Submit a Request Accounts and Access: Courtesy Affiliate Request. Courtesy Affiliate
Computer Access
  1. Create a WPC computer permissions request using apps.wpcarey-Directory & User Accounts. In the comments please include what department email distribution list you would like them to be a part of. This will also add them to the WPC Directory.
NOTE: Sub-affiliation or ASURITE activation must be completed before Tech Services can move forward with this request.
Sent WPC Welcome Email
Within 1-2 days of the new employees start data, sent another email including information on:
  1. Directory Photo- Please click HEREto schedule your appointment within the first two weeks of employment
  2. Take a moment to check out our new employees@WPC homepage, where you can find out about WPC events, School news, and explore the WPC culture.
  3. Time Reporting Instructions (per department- TAS/Paper)
  4. Visit the Staff Onboarding website to complete the required trainings, state (A-4) and federal (W-4) forms, and direct deposit enrollment
Note: It’s helpful to make an email template of this information that you can quickly copy/paste into an email for each new employee. (Example)
Non-Time Sensitive – Department Responsibilities
Contact your department Business Manager for the following requests:
Business Cards
Keys
For office/suite/building key requests, see the “Keys” section under the Services tab on employees@wpc.
Name Badge
Name/Title Plates
Computer Equipment
  1. Work with hiring manager and new employee to determine computer needs.
  2. Create a ticket by emailing Tech Services at o start the process of requesting/setting up computer equipment.

Phone
  1. Create a telephone request through myASUService ticketPhone Services (See below for Step by Step instructions)
NOTE: Be sure to have the phone # and/or jack # when submitting a case ticket.
Step-by-Step
  1. Go to MyASU
  2. Click Submit a Ticket
  3. Click Submit a Ticket tab
  4. Issue Type is “Technology Support”
  5. Role is Staff
  6. Request Type is “Networks: Data/TV/Voice
  7. Detail is “Move/Add/Change Request”
  8. Enter Building Name and Room Number
  9. In “Request Description” make sure to enter the new employee’s name that will be using the phone, the jack number, if they need voicemail and long distance set up, and necessary date of install, type of phone (usually 8410D).
  10. Enter Time Frame (by employee’s first day)

Purchasing Card/P-Card
Visit for more details.
Non-Time Sensitive – New Hire Responsibilities
Computer Access
Submit requests for access to ASU’s various computing applications via
Parking
New employees will receive a temporary two-week parking permit during New Employee Orientation. Visit for more details on various parking/commuting options available.
Training
Visit ASU’s Training and Development page as well as HR’s Leadership & Workforce Development page for a list of training courses available.
NOTE: While some training can be taken online via Blackboard (i.e. FERPA, P-Card, etc), others can be scheduled via HR’s Learning Management System (i.e. Advantage, Travel, etc).
Updating Directory Information
WPC Directory – Visit MyTools and click on “Edit Your Directory Page” to update your information displayed on WPC’s online directory.

New Hire Checklist.doc1 of 3As of 12/2015