University of Wisconsin-La Crosse | uwlax.edu

Human Resources
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  • New employee guide

    Welcome to UW-La Crosse! Use the information below to help guide you through the process of getting on board with UWL.

    New employee checklist (.pdf)

    Before your first day (part 1) required new hire paperwork

    Return signed appointment document

    • You should have received your appointment document via email and/or US mail. 
    • If you have not received it, let us know. 
    Complete new hire paperwork
    • Complete and return the new hire paperwork as soon as possible. Delaying submission of new hire paperwork will postpone access to email and other campus systems.
    • Submit official transcripts for your highest degree. Official transcripts are required for all new faculty and academic staff and encouraged for other employee types. Have your transcripts mailed to the Human Resources office or sent electronically to hrinfo@uwlax.edu.

    Review benefits information (the time and location of your new employee orientation will be communicated with you)

    Before your first day (part 2) getting ready

    A welcome email, which will provide your Employee ID, Email and NetID, will be emailed to you within 5-7 workings days of human resources receiving your completed new hire paperwork.

    Employee ID number

    • A unique 8 digit number assigned by human resources to employees.
    • Your Employee ID number will be provided in the welcome email from HR.

    Campus email account / EagleApps

    • EagleApps is the UWL system used for email, calendaring, document sharing, and accessing campus systems. 
    • Your campus email address will be provided in the welcome email from HR.
    • For more, including logging in for the first time, visit the Eagle Apps webpage (employee ID number is needed for initial log-in).

    NetID

    • UWL NetID is a username to log into most UWL technology services, including your computer, My UW Portal, D2L and WINGS.
    • Your NetID will be provided in the welcome email from HR.
    • For more information, visit the ITS NetID webpage.
    Employee ID card / TowerOne card
    • The TowerOne card is UW-La Crosse's official ID card. It is UW-La Crosse’s policy that all staff have an official university ID card.
    • For more information, visit the staff ID card webpage

    Employee profile photo

    • University communications takes official staff and faculty portraits during scheduled studio hours throughout the year. These portraits can be used for a variety of purposes - including use as the primary images for employee profile pages in the UWL online staff directory.
    • For more information, visit the university communications photography webpage
    Parking & transportation services

    On your first day

    Complete new hire paperwork, if you have not already done so.

    • Visit the Human Resources office to complete the I-9 form
    • Bring original identification documents (see last page of I-9 form).

    Login to and explore My UW System portala secure portal that delivers human resources, payroll and benefits information from any computer (portal instructions)

    • Review and update your home address, phone, and emergency contact information
    • Review campus address and phone. Send an email to hrinfo@uwlax.edu if incorrect

     

    Welcome to UW-La Crosse! Use the information below to help guide you through the process of getting on board with UWL.

    New graduate assistant checklist (.pdf) 

    Before your first day (Part I) Required New Hire Paperwork

    Complete the Criminal Background Check (CBC)

    • An email will be sent from our CBC vendor, GIS, with instructions on completing the CBC
    • Delay in responding to this request will delay your appointment document

    Return signed appointment document

    • Once your CBC has been cleared, you will receive your appointment document via email

    Complete required new hire paperwork

    Review benefits information and register for a benefits orientation.

    Before your first day (Part 2) Getting Ready

    A Welcome email, which will provide your Employee ID will be emailed to you within 5-7 workings days of Human Resources receiving your completed new hire paperwork.

    Employee ID Number

    • A unique 8 digit number assigned by Human Resources to employees.
    • Your Employee ID number will be provided in the Welcome email from HR

    On your first day

    Visit the Human Resources office to complete the I-9 form and other new hire paperwork, if you have not already done so. 

    Login and explore My UW System Portal, a secure portal that delivers human resources, payroll and benefits information from any computer (Instructions for accessing My UW System Portal).

    • Review and update your home address, phone, and emergency contact information.

    Welcome aboard! We are glad you are here!

    Congratulations on hiring your new employee! Supervisors and support staff should work together to ensure a positive experience for the new employee.

    Before the employee starts

    Suggested information to review with employee:

    • New hire paperwork. Please remind the new employee that it is important to fill out the new hire paperwork and return the forms to HR as soon as possible. Delaying submission of new hire paperwork will postpone access to email and other campus systems.
    • Date/time/place to report to work. There are guidelines for new employee start dates, confirm start date with HR.
    • Schedule for the first day. What should the new employee expect, should they bring lunch, etc.
    • Appropriate work attire. Inform the employee of the appropriate work attire for your department/unit.
    • Campus Parking/U-Pass/Alternative Parking. Advise the employee on which lots are closest to the building in which they will work.
    • "New employee guide" section on the HR website. Remind the employee about this section which will provide useful information.
    • Relocation expenses. If the employee is receiving relocation expense reimbursement, contact Business Services.

    Suggested preparations before the employee's arrival:

    • Inform your department/unit about the new employee. Include start date, general duties and background information, if desired.
    • Prepare workstation. Make sure the new employee's workstation is ready to use
    • Order keys from Facilities or notify of changes in key assignment
    • Order business cards from Purchasing Services
    • Schedule a campus tour with the Vanguards
    • Plan welcoming activities. Morning coffee, department lunch, welcome sign, etc….

    First day of employment

    Required first day tasks:
    • Send new employee to HR to complete an I-9 and any other outstanding employment paperwork
    • Plan on the employee attending a new employee orientation (date, time, and location will be communicated with the employee)

    Suggestions to make the new employee's first day a success:

    • Show the new employee their work space and provide a department and building tour 
    • Introduce the new employee to co-workers and provide information on what roles the co-workers play in the department, provide an organizational chart, assign a mentor, etc...
    • Provide a technology orientation session (computer sign-in, network/shared drives, email, Google docs and calendars, useful websites, online directory, etc...).
    • Identify the Eagle Help Desk for technology assistance
    • Throughout the day, introduce them to individuals on campus that they will be doing business with on a regular basis
    • Take the new employee on a tour of campus or schedule a Vanguard tour
    • Have the new employee stop by the TowerOne Card office for a faculty/staff ID card (the employee will need their employee ID number)
    • Arrange a welcome lunch for your new employee and the department

    First week of employment

    Suggestions for the supervisor to discuss during the employee's first week:

    • Employee's position description (PD), the PD document needs to be returned to HR with the appropriate signatures, if applicable.
    • Expectations and goals for the position and the department/unit, the mission, strategy, values, functions, policies and procedures, etc...
    • Preferred methods of communication, work styles of department/unit 
    • Procedures for scheduling time off and reporting unexpected absences, including Timesheet/Leave Report completion and submission
    • Monthly meetings for the first six months of employment for employee and supervisor to touch base