Orientation

Prearrival

Faculty Responsibilities :

1. Send letter: confirm title, position, salary, supervisor, when & where to report (copy letter for file).
2. Send out memo/email to staff announcing new employee's arrival date and duties. Try to establish a time frame for when you plan to bring the new employee around for introductions.
3. Provide them with the Department goal/vision: "Support research and teaching in the Department of Biology". This leads into next item below (job description).
4. Provide them with a copy of job description, goals of the position (how their position works toward department goals as well).
5. Work with Administrative Manager to insure work area is ready: housekeeping to clean if necessary, office supplies, computer, phone/voice mail. (Set up training for computer now if applicable).

Staff responsibilities :

1. Prepare letters for Parking, DukeCard, OIT (e-mail account), and other Duke departments.
2. Order phone authorization codes and copy cards.
3. Create mailbox, supply with departmental directory, campus map, Biology mug.
4. Digital Photo for board and website.
   

Arrival

Faculty responsibilities :

1. Meet with payroll clerk ASAP to process hiring documents: W-4, NC-4, I-9, Duke BioSketch, Direct Deposit, Employment Notice. Human Resources will then schedule new employee orientation, which includes Benefits information and Insurance registration.
2. Obtain building/office keys from staff. Provide an escort to the DukeCard office to obtain photo ID. You can also, at this time, show them around the main quad (places to eat, get coffee, student store, post office).
3. Parking policies. Thoroughly explain parking policies. Permanent permits are required for all department members and anyone on Duke payroll.
4. Department chart: who does what and where their office is located (go over the list then take the employee around to meet other staff members) [BioStaff.long.doc] . Staff members will explain their roles (the person ordering office supplies will say I order the office supplies so when you need something come to me and ….. this is what I need in order to place your order). [NewEmployeeCheckList.doc] . This step can be done over 1 or 2 days to prevent the new employee from being overwhelmed with information and faces. (This stage also helps build the relationships between coworkers, department, and new employee - so please, take the time you need to establish a successful start).
5. Tour of the department, including Greenhouse, Phytotron, Library, DCMB. Virtual tour of Duke, benefits, recreational facilities, events and places of interest (Sarah P. Duke Gardens, ADF, classes).
6. Help employee with work station set up. Work with staff on establishing phone/voice mail and computer/email set-up.
7. Attendance policies: staff are expected to report to their work area as per the work schedule previously established by the supervisor; absences/tardiness should be reported to the supervisor within 15 minutes of the start of the work time. Workplace attire: work attire should be appropriate for the work being done, staff interfacing with faculty, students or the public should be dressed neatly and professionally, clothing that is in poor repair, dirty, revealing, or displaying offensive images or language should not be worn to work; probationary policy; vacation time; time cards; workplace environment.
8. Select a Buddy and provide them with their first assignment. Arrange for the Buddy to organize lunch on the first day (department can pay for Buddy and new employee).
9. Set-up a follow-up meeting to check on progress.

* Special considerations: international employees, research employees, and students.

International Employees

1. Hiring unit/Faculty member provides employee contact information to staff member handling visas; staff will put prospective employee in contact with the International Office to determine visa classification. International Office then communicates to staff member requirements needed for visa application, which staff member forwards to prospective employee and hiring faculty for completion. Staff member gathers completed documents and forwards to International Office, which then mails approved visa documents directly to the prospective employee.
2. Once all documents are submitted to the International Office, visa approvals take from 3 weeks to 6 months depending on the visa category. It is vital to initiate the visa application process once a prospective employee has been identified.
3. Employee brings required visa documents to the International House for completion and obtains a signed I-9 (Immigration document). The employee then brings this to the payroll clerk in the hiring department to complete the application process.
4. The International Office will send advance notices of visa expiration, allowing sufficient time to process extensions as necessary.