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PERELMAN SCHOOL OF MEDICINESTAFFDepartment/Job Orientation ChecklistStepInitial and DatePrior to ArrivalE-mail/verbal approval receivedHR 1-2 receivedOffer letters completed and signed by allAdded to Monthly/Weekly Staff Update ListAdded to Penn Directory (NOTE: Penn Policy requires that all employees list their email address in the online Penn Directory. They have the option of having it appear only to Penn employees by listing it only in the “Penn view” of the Directory.)Given to Payroll Coordinator to processBusiness Office Staff needs Computer Account FormMail New Hire Paperwork if starting mid-monthResume on fileSchedule telephone, computer etc. hookupsStepInitial and DateDepartment/Job Checklist ActivitiesFOREIGN NATIONALSGo to OIPGo to Social Security Office if neededFORMS___Foreign National Information Form (Only need when person checks "An Alien..." on the I-9)___Copy of Visa and IAP-66, I-20 or I-94 ___Form 8233 (for Foreign Nationals)WELCOME Welcome the employee to the Department, introduce to Dept. staff membersExplain how the Department supports the mission and strategy of SOM.Share the Department’s organization chartsTAX AND ID FORMSPersonnel Information Form (Statistical Information)Voluntary Self-Identification FormIntellectual Property Agreement , Policies and Procedures; Patent Law BasicsGet signed offer letter (signed by supervisor and employee)Have employee fill out the following forms:___W-4(Tax withholding) (Proof of Citizenship - Attach necessary documents for proof of identity) Deposit___Personnel Form___School of Medicine and Departmental Key Forms (2)___Copy the following documents:___Signed Offer Letter ___Resume or Curriculum Vitae___Social Security Card___Signed HR 2 (from Oforie Murray or HR designee) ___Identification used by employee to complete an I-9___Penn ID request formDIRECTIONS AND MAPS Campus Map SOM Map also location of bridges and walkthroughs Maps that may be needed (Medical Center, HUP, etc.)IDENTIFICATION CARDS / SPECIAL ACCESSDirections to PENNcard Center - Franklin Building at 36th & Walnut Streets- cannot get PENNcard until 24 hrs after entered in UMIS- handout Penn e-mail instructions and information security pamphletEmail address cannot be requested until ID is picked up and PennKey and password have been activated. SOM email application - Key Form - Black keys may be picked up from 109 Stellar Chance on Curie Blvd between 11am – 1pm the day after key access forms are turned in. Any other necessary IDs (HUP, Wistar, etc.)Review security and ID procedures: review quality assurance plan for patient identification policy.POLICIES Explain open-door policy regarding HR issuesPoint out website location where they can find information about such issues as absence control, lateness control, corrective discipline, grievance procedure, racial and sexual harassment, staff’s rights, EEO policy, ADA policy, FMLA, transfer and promotion policies as well as the confidentiality statement and its importance to both patients and employees. / PAYCHECKS / DIRECT DEPOSITDiscuss payroll issues (where to pick up paychecks; for weekly staff: filling out timecard, when/where to hand in,)Review the salary and compensation program Paydays and who distributes checksTimesheet with instructions (weekly paid only)Credit Union sheetDirect deposit formsPaycheck/stub in mailbox memo & authorizationNotify employee that if hired late in the month, there may be a potential delay in receiving a first month's check BENEFITS tell them to contact HR if they don’t receive their benefits packet in the mail within a couple of weeksBENEFITS-AT-A-GLANCE- hand out Monthly or Weekly- go through itTIME OFF hand out and explain time off policy- give out Request for Time Off form- Sick and Vacation accrual rateHOLIDAYS hand out list for current fiscal yearTUITION explain tuition benefit- hand out policy on course attendance during work- hand out memo from Tony DeLong- hand out Wharton Stretch Program sheetHEALTH BENEFITS hand out PennBen contact sheet- explain that packet will be sent in 2 weeks- sign up can be done on or by calling 1-888-PennBen (using your Pennkey)RETIREMENT hand out PennRet contact sheetVISION hand out Penn optical discount sheetEAP & WORK/LIFE BENEFIT: hand out contact sheetWEBSITESPerelman SOM - SOM New Staff Orientation Website - SOM Central - @ Penn – Vital Employee Information (Personal Payroll, Benefits and Human Resource Information) - ’s WebsiteTRAINING HIPAA Privacy Training must be completed within 2 weeks after receiving HIPAA training e-mail. New hires must log onto Knowledge Link with their PennKey and Password and look under “Required” training.Penn Profiler Staff Orientations:Univ. of PENN – they will receive letter with their orientation date, or can book through of Medicine – schedule at Training, if needed/required: - Miscellaneous - Financial Training Oriented Research and ProgramsPerelman SOM Office of Organization Effectiveness - HR Electronic Mailing Lists (certain monthly staff may need to be on some of these):- ORS- ORSS- OHR - BA - Other__________________________________________________MISCELLANEOUSExplain how to set out-of-office messages (phone and email)Phone ListOffice KeysPagerCOMPASS with rate sheetPENN Transit Services brochureLUCY schedule - prices and map – of Public Safety CD, Annual Report, & Safety After Dark tipsReview the employee’s role in an emergency evaluation (provide unit tour highlighting specific safety procedures and provide copy of Departments Safety Policy).THINGS TO DO AFTER ORIENTATIONEnter person into UMISINTERNAL TRANSFERDept Name:Manager Name:Telephone:PTO:Sick: ................
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