New Employee Information

Your role is critical to fulfilling our mission of building a community of educators committed to rigorous education, cultivating an authentic engagement with place, and promoting transformation of knowledge into action in ways that lead to lives of achievement, contribution, and meaning. Human Resources staff is here to support you to be successful in your new role.  Please don’t hesitate to contact us at hr@willamette.edu with your questions and needs for assistance, we will be happy to help.

The menu below shows a recommended sequence of tasks to complete as a new employee, including links to sites to help you accomplish each item.  

• Tasks to complete prior to your start date

  After you have signed your offer letter, your manager and Human Resources will approve the hire. You will then receive an email with login credentials, our Human Resources Information System, Workday.  In order to set up your employee account, you will need to complete the following:

  • Review and agree to abide by Willamette policies.
  • Enter your legal name, date of birth and SSN, as well as create your own personal password to replace the temporary password.  Important Note:  Once you open this task up in Workday, you must complete each item requested of you in one sitting.  If you log out prior to doing so, what you had finished will not be saved and it will be necessary to regenerate the task in Workday and you will have to start over again. 
  • Next, you will  receive additional emails notifying you of further tasks to complete in Workday leading up to setting up your email account and system access at Willamette.  Depending on your start date relative to signing your offer, you will typically have a few days to complete these tasks.  Please complete them as soon as possible, however, but no later than two days before your start date.  This will ensure you have the system tools needed to start working on your first day.  Otherwise, you will be waiting a day or more to obtain that network access.
• Tasks to complete on your first day

  I-9 ID Documents Check with Human Resources

  Please make an appointment by emailing HR at HR@willamette.edu  to visit us at the Office of Human Resources to provide required I-9 documents affirming your identity and eligibility to work in the U.S. by your first day at work.  You will need to have completed the employee portion of the I-9 as part of your onboarding process described above.  Salem employees will go to the Human Resources office in the University Services building and Portland employees will need to go to the PNCA Schnitzer building, room 264.

  HR document review must occur within three days after your start date without exception.  Make sure to review the table of acceptable documents carefully to ensure you bring the proper identification.  If  you use an item in column A, you just need to bring in one form of ID.  Those who do not have a document from column A must bring in one document from column B AND one document from column C.  Due to federal regulations, we are unable to accept copies of documents or view them through video conferencing.  

  Other Items to Complete on My First Day:

  The following will be helpful to complete on your first day.  Your manager may have already scheduled these tasks and will also be able to assist you accomplish them.

  • Obtain your campus ID card.  This card will grant you access to campus buildings, the fitness center, the Halley Ford Art Museum, and allow you to access library resources. 
  • Obtain office keys.
  • Set up your telephone/voice mail.
• Tasks to complete during your first week

  Campus Tour - Take a campus tour to familiarize yourself with your new work environment.  Your manager or a colleague may arrange to take you on a tour, but you can also schedule a tour.  

  • Salem: The Office of Admissions welcomes new employees to take a student-led tour of campus. Tours last approximately 75 minutes and depart at 9:15 a.m., Noon, and 3:00 p.m. Monday through Friday.  Admissions also offer a 30-minute information session just before the tour for new employees who would like to learn more about how we talk with prospective students about the undergraduate programs offered in Salem. To sign up, please email the Office of Admissions at bearcat@willamette.edu at least two days prior to confirm your tour. Please include the preferred date, time and if you will also attend the information session.
  • PNCA: Tours can be scheduled by contacting Mark Taylor at mtaylor@willamette.edu.

  Complete Benefits Enrollment - If eligible, complete benefits enrollment in Workday.  Review our new employee benefits information page to learn more about your new benefits. The effective date of your benefits package is the first day of the month following your date of hire. For example, if your start date was April 7th, your benefits would begin on May 1st.  If you are hired on the first of the month, you are immediately eligible for benefits.  If you need assistance, reach out to benefits-info@willamette.edu.

  Take Your Compliance Courses in Workday - Consider completing your required compliance courses.  You are assigned online courses to complete within 30 days of your hire date in Workday.  We recommend completing them within your first few days before your work starts picking up.  Click here for an instructional guide to help get you started.

  If Desired, Obtain a Parking Pass - Salem parking permits are valid September 1 through August 31 and are prorated at the time of purchase. You are responsible for proactively obtaining and displaying a valid permit if you park on campus.  More information about Salem parking can be found by clicking here.  PNCA also has parking passes for the parking lot in front of the school.  These passes are often sold out so check with the front desk to see if passes are currently available. 

  Review Emergency Procedures - Please ask your colleagues about building emergencies (where to go in the event of a fire alarm, how to check in to let someone know you are out of the building). For information on campus emergency preparedness, please see Crisis Management & Emergency Preparation and read all about the campus emergency communication system.

  Review Willamette Policies – Click here to review the policies page.  Policy topics include:

  • Academic and Student Life
  • Community Standards
  • Employment Policies
  • Facilities and Safety
  • Financial Policies
  • Information Technology
  • Research
  • Student Life
• Tasks to complete during your first month

  Tasks to Complete in Your First Month

  New Hire Orientation – Human resources hosts a Zoom orientation at least once every month.  The focus is on providing you with key information and resources to assist you in their first few weeks of employment.  The Human Resources department also sponsors another new employee presentation twice a semester focusing on department information across the university.  New employees will be contacted and invited to these meetings, but you may also sign up to attend.

  Review Willamette History and Plans for the Future - Learn about Willamette's rich history and our plans for the future.