Getting to Know UChicago
Staff New Hire Checklist
The recommended actions below are guidelines from Human Resource Services. As department HR practices may vary, please consult with your supervisor, HRA or department administrator for additional guidance.
Before You Arrive
Explore this site so you are well prepared for your first days and weeks, and understand what you need to do and when.
Gather documents to show proof of ability to work in the United States. Bring along these documents on your first day of employment so you and your department can successfully complete the Form I-9. Please review the Department of Homeland Security Form I-9, Employment Eligibility Verification Form, to be prepared with the correct documents.
Watch the online Benefits Orientationand consult the 2012 New Hire Benefits Bookto familiarize yourself with the many benefit options available to you and your family.
Review the University’s benefit plans and make a note of any questions you may have. You will be given an overview of the benefits offerings at the orientation session. If you have questions before or after attending the orientation session, call or email the Benefits Counselors at 773-702-9634 or . The Benefits Counselors also hold open office hours every Wednesday afternoon, if you need personal assistance understanding your benefits options. You must enroll for benefits within 31 days of your start date.
Explore our Campus Maps resources and visit the Transportation and Parking site for information on getting around campus.
Your First Day
Complete all new hire paperwork,and submit to the designated payroll specialist or department administrator in your area.
Visit the training website to find out about the next available Getting to Know UChicago orientation session, (a ½ day, in-person session facilitated by HRS every Wednesday). This class is located at 6054 S. Drexel Avenue, Suite 100.
Visit the IT Services new hire welcome guide to find out about getting connected to University systems. Ask your Human Resources Administrator (HRA) or Department Administrator what steps you will need to take to claim your CNetID and University ID card.
If you have extra qualifiers in your email address (e.g. xxx@bsd.uchicago.edu or xxx@surgery.uchicago.edu), go here to have emails sent to your email to your department-specific email address.
Familiarize yourself with the University of Chicago's workforce time tracking system, UChicago Time, through the information website and enter your daily hours (biweekly staff) or monthly absences (monthly staff) into the UChicago time site found at:
We encourage you to consider joining the Getting to Know UChicago LinkedIn staff new hire group to network with other staff new hires and receive important information from HRS and other University staff service providers.
Learn about the University in the “About the University” section of the website.
Familiarize yourself with the University organizational structure and your departmental organization chart.
Review the recommended new hire training menu and discuss which training is necessary for your position with your supervisor before registering for classes.
See your HRA /supervisor for your phone extension and to obtain information on how to activate your voicemail.
Clarify initial assignments or projects with your manager.
Introduce yourself to your new co-workers and other staff members you will interact with on a regular basis.
Take a tour of the building you work in to identify restrooms, fire exits, conference rooms, supply room, and break areas.
Request building keys or card access that you need to enter your work area through your department Human Resources Administrator (HRA) or Department Administrator.
Set up your work space with supplies or equipment you may need..
Your First Week
Attend Getting to Know UChicago orientation session (held every Wednesday).
Once you receive notification from Human Resources Services that you have access to the University systems:
- Sign-up for your benefits and direct deposit using Employee Self-Service; NOTE: you must enroll in benefits within 31 days of your hire date.
- Obtain your UChicago ID Card from the ID & Privileges Office located in the Regenstein Library, Suite 100F. For more information, call (773) 702-3344.
Visit the Department of Safety and Security website, to assist you in planning your commute and choosing a parking option.
Sign up for CAlert to be notified about campus emergencies.
Review the Employee Handbook and the University Personnel Policies.
Review the University Standards for Business Conduct.
Learn and familiarize yourself with departmental procedures and practices.
Discuss your department’s mission and goals and how your position aligns with those objectives.
Discuss job expectations and how your performance is managed and reviewed with your supervisor.
Visit the Environmental Health and Safety website to determine if any additional safety training is necessary for your position.
Review the recommended new hire training menu and discuss which training is necessary for your position with your supervisor before registering for classes.
Sign-up for list hosts, group lists, distribution lists, internal/office phone lists through your Human Resource Administrator/supervisor.
Your First Month
If you haven’t already done so, sign-up for your benefits and direct deposit using Employee Self-Service. Please Note: CNet ID is required to access the web site, and you will receive a notification from HRS once you have access to the system. You must enroll in benefits within 31 days of your hire date.
Continue an open dialogue with your immediate supervisor on your work role, responsibilities and performance expectations.
Consult the HRS quarterly training schedule to learn about ongoing workshops and webinars, and subscribe to theLearning and Development listservto receive direct emails with upcoming course offerings.
Meet people important to your role, whether in your group or department, or in other areas of the University.Consult your supervisor regarding networking opportunities.
There are many perks and services available to staff. Please visit the HRS Benefits Website to learn about the most popular perks and discounts.
BSD Employees Only: Complete the HIPAA/Fraud Awareness Training within 45 days of employment. Get login instructions from your Human Resource Administrator.
Visit UConnect and UChicago Hub to stay informed about the latest news and events happening all over the University.
If you have a smartphone or tablet, download the UChicago Mobile app to your mobile device.
Your First 3 Months
If you are a biweekly staff member, ask your supervisor about your 90 day performance review.
Continue an open dialogue with your immediate supervisor.
Take time to assess what you have done well in your first three months, and what you could have done differently. Identify opportunities moving forward that will contribute to your future success.
Consider a visit to the Smart Museum of Art, Frank Lloyd Wright’s Robie House or the Oriental Institute.
Visit Explore UChicago to experience different views of campus throughout the year and find out about hidden community gems recommended by your colleagues.
Your First6 Months
If you haven’t already discovered the diversity of the University community and surrounding areas, access links found at to learn more about Hyde Park, campus arts, spiritual groups, campus events, etc.
Free season passes to U. of C. athletic events are available to all University and Medical Center employees. The season pass will admit the bearer and all accompanying guests free of charge to all home regular season athletic events. You can pick up your pass at the Ratner Center front desk anytime during regular operating hours (weekdays from 6 a.m. to 9 p.m. and weekends from 8 a.m. to 7 p.m. during the summer/fall interim), or at the will call table at a home football game (opens one hour prior to the scheduled kick off time).
Additional Perks and Discounts can be found on the Benefits website.
Take time to assess what you have done well in your first six months, and what you could have done differently; identify opportunities moving forward that will contribute to your future success.
If you are a monthly employee, make sure to meet with your supervisor to discuss your performance. During this discussion, you will identify what has worked well and what needs improvement in terms of your performance, your successes and achievements, and mutually set goals for the next review period.
Participate in training found on the new hire training menu, especially the History of the University of Chicago
During Open Enrollment in the fall, you'll have the chance to make changes to your benefits. However, if you experience certain "life events," you may be able to make changes to your health and welfare benefits without having to wait. The Benefits website can help you learn more about qualifying life events and what they mean to you.
Your First Year
Your eligibility for the mandatory Retirement Income Plan for Employees (ERIP) is connected to your one year anniversary. When your ERIP participation is about to begin, the Benefits Office will notify you via U.S. mail.
- Attend an ERIP information session.
- Complete the University’s ERIP enrollment application.
- Once you have selected an investment company, complete the associated enrollment form to choose among the various funds offered by the investment company and designate your beneficiaries.
Continue to attend trainingavailable through HRS’s Learning and Organizational Effectiveness Department.
You are now eligible to participate in the Employer Assisted Housing Program (EAH); for information, contact Residential Services at 773-753-0862.
Visit HRS’sCareer Planner to learn more about the positions available for career advancement at the University. The website contains standardized job descriptions for non-union staff positions found on campus.
The recommended actions above are guidelines from Human Resource Services. As department HR practices may vary, please consult with your supervisor, HRA or department administrator for additional guidance.