New Staff On-Boarding Process

Contact Katrina Holder, HR Associate (kholder@austin.utexas.edu) for all questions related to on-boarding.

The Dell Med Business Affairs team will oversee the following processes for new staff on-boarding:

Offer letters
Time sheet set-up
Computer, email, phone, and network set-up
Initial meeting with ATS on employee’s first day
UT Orientation
Dell Med Orientation
Adding new hires to Dell Med faculty-staff listservs

Parking

Parking Register for a parking permit by completing your online parking profile. For a garage permit, select Health Center Garage (HCG).

Office Keys

Provide the Key Request Form to the employee on his/her first day and have them fill out and pick up keys.Locks and Key Office located at 304 E. 24th Street, Austin, TX 78712

Onboarding Administrative Checklist

Anne to contact Lauren Wolfe (lauren.wolfe@austin.utexas.edu) to request DEFINE and Mainframe authorization for new hire.
Once confirmed, Anne completes CSU Development New Employee Form and submits to Melissa Ferrell (mferrell@austin.utexas.edu). This will provide access to VIP, DevDirect, and update the organizational chart on DevDirect.
Anne contacts Ricardo Avila (ravila@austin.utexas.edu) for badge access to HTB, HLB, HDB, and DPRI. (Provide him with the EIDs for new staff.)
HR will provide a standard set of office supplies. Contact Katrina Holder beforehand to let her know what you need. For specific supplies (certain kind of notebook, etc.) Catherine can order those from Today’s Business Solutions
For director-level positions, Anne will request business account at The Carillon through Dell Med finance team.
Anne to send new employee welcome emails, including:
- Request for birthday (month/day), cell phone number (add to business card?), and food allergies/aversions – information will be added to internal team directory.
- Request for a short bio and photograph for the website. Anne will arrange a formal head shot. Send bio to Angela Curtis at acurtis@austin.utexas.edu to edit and post on the web page.
- Instructions on how to update/verify directory information. (This requires an EID log-in and password so only the new employee can log in to make changes.)
- Instructions for setting up voicemail
- Business card order form/template
Anne to ask Hoyt to order business cards
Anne to add new employee to recurring meetings, upcoming events and forward existing All-Hands meeting invitations.
Anne to add new employees to dms-dev-staff, dms-comm-dev, dms-senior-admin (if applicable), and Dell Med Societies (if applicable) listservs
Anne to update contact, office location, and birthday information on DMS Development Directory and distribute new copies to all team members.
New employee to register and create a profile on Concur.
- Assign Anne Shires as a delegate under Travel > Arrangers
New employee to update/verify Campus Mail Information. (If you office at HTB, your campus mail code is Z0200.)

Note: At first Dev Meeting, request that team share/add calendars. Send follow-up email with permissions:

Editors: Anne Shires, Catherine Frost, Julia Lamont
Reviewers: Angela Curtis, Gail Giebink, Hoyt Haffelder, Danica Acharya, Oleta Lane, Amanda Tofflemire, David Jones, Lauren Shinn, Kristin Tommey, Randi Mejia

Trainings

Assigned admin. can coordinate small group VIP training(s) if applicable. New employee registers via UT Learn. Consult with supervisor on what trainings are needed.

Dev 101 Training (online) – Don't forget to sign up for New Development Employee Brunch once complete, here.
VI 100: Introduction to VIP
VI 101: VIP Online Security Training
VI 120: Biographical Updating in VIP
VI 200: Report Writers
VI 215: Activity Codes
VI 220: Cognos Reports – Giving Data
VI 250: Eloqua
VI 300: Gift/Pledge Processing
VI 500: Endowments on VIP Direct
VI 510: Endowment Reporting
VI 520: UTIMCO CRIS
VI 600: Prospect Management Subsystem Tutorial - Oleta can do a 1:1 training
VI 700: Prospect Relationship Engagement Planning - Oleta can do a 1:1 training