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1st Week :: Onboarding Checklist - New Employees - All New Employees - First Week

All new Division of Extension employees must complete a set of tasks within the first week of employment. This onboarding checklist is designed to complement information that is sent to all new hires by the Administrative Services Unit (ASU).

Below you can find two types of 1st Week Tasks:

  1. Required Tasks - These tasks must be completed within the first week of employment. These are fundamental tasks that all new employees need to complete to get started at the Division of Extension and UW-Madison. Supervisors will work with and verify that new employees have completed all required tasks.
  2. Recommended Tasks - It is recommended that new employees complete these tasks within the first week of employment. Recommended tasks will generally be informational and may be applicable to later required tasks. These will not be verified by supervisors.

If you have any questions please contact hr@extension.wisc.edu.

Please work through this list in order. Access information by clicking each panel. 

Required Tasks

Complete Personal Information in MyUW Portal

Applicable To

All new employees

Background

Capturing accurate data for all new employees is essential to supporting UW-Madison's federal reporting obligations. Completing personal information in the MyUW portal should be completed on or shortly after a new employee's start date.

Instructions

Detailed instructions can be found under UW-Shared Services - Change your Personal Details

  1. Navigate to the MyUW Portal
  2. Click on the "Personal Information Tile"
  3. Click on the link to "Update my Personal Information"
  4. Important items to review include:
    1. Emergency Contacts
    2. *Ethnic Groups
    3. *Veteran Status
    4. *Disability
*Note: These items are voluntary self-identification.

Get Help

If you have any questions, contact hr@extension.wisc.edu.

Complete Sexual Harassment & Sexual Violence Training

Applicable To

All UW-Madison faculty, academic staff, university staff, and limited appointees who receive a paycheck from the University.

Background

  • The university is committed to creating an environment that is free from sexual harassment and sexual violence.
  • All UW-Madison faculty, academic staff, university staff, and limited appointees who receive a paycheck from the University are required to complete the "Preventing Sexual Harassment and Sexual Violence at UW-Madison".
  • Completion of this training is part of on-boarding requirements for new employees. Current employees who have already completed the training are required to complete the training every three (3) years.

Instructions

Get Help

Complete Mandatory Reporter (Child Abuse & Neglect) Training

Applicable To

All new employees

Background

Instructions

Follow the instructions to enroll in a Canvas course to complete the requirement

Get Help

Complete Outside Activity Report (OAR)

Applicable To

All new employees

Background

  • Outside Activity Reporting (OAR) is an annual required report for faculty, academic staff, limited appointments, and human subjects researchers in which all outside activities related to institutional responsibilities are reported.
  • This encompasses all professional responsibilities at UW-Madison, including: research, instruction, extension/outreach, and administrative activities.

Instructions

Complete the Instructions to Submit

Get Help

Sign Agreement to Comply with Requirements of Bayh-Dole Act

Applicable To

All employees and graduate students. Even though not all employees are currently paid from federal funds or participate in research, employees may change positions, projects, or roles during their time at UW-Madison. If these and other requirements are not satisfied, a university may not have title (ownership) of the invention and associated patent rights.

Background

The Bayh-Dole Act is federal legislation that governs the disposition of intellectual property (inventions and discoveries) that results from federal funding, including grant funding. This Act requires timely reporting of intellectual property that arises from federal funds, and because the University of Wisconsin manages funds from a variety of sources including the federal government, UW-Madison has developed policies and procedures to ensure our compliance with the Act. 

Recent updates to the Act require that UW-Madison obtain from its employees who may engage in federally-funded research a written agreement to make timely disclosures of intellectual property arising from federally-funded research, to assign their rights in such intellectual property to UW-Madison's designated patent management entity, the Wisconsin Alumni Research Foundation (WARF), and to assist with the paperwork associated with securing patent protection for such intellectual property. This is necessary to ensure UW-Madison is in compliance with the Act, and is a UW-Madison requirement.  

Instructions

Access the form and sign the agreement

Get Help

Questions? Contact hr@extension.wisc.edu

Review Process for Open Records Requests

Applicable To

All new employees

Background

  • As a unit of the state government, UW-Madison is subject to the Public Records Law and the records of University officers and employees are subject to public access.
  • A "record" is any material on which information is recorded, regardless of physical form or characteristics, that relates to University business. This includes anything in an electronic format, such as emails, files, texts, etc. 
  • All open records requests should be submitted through the UW-Madison Public Records Portal and will be handled by the Public Records Custodian at UW-Madison.

Instructions

Get Help

If you are unsure where to begin with a request for public records, contact your supervisor

Review Contracts & Agreements Signature Authority

Applicable To

All new employees

Background

  • Division of Extension employees are not authorized to sign agreements with external parties. They must first be approved by the Division and then be processed and approved through UW-Madison Business Services.
  • All grants and contracts that obligate UW employee time or UW resources must be approved and processed through UW-Madison Business Services. 
  • The Division of Extension has several processes for getting agreements approved and signed by UW-Madison Business Services.

Instructions

  1. Review our divisional policy and guidance on Grants and Contracts, Signature Authority, and Volunteer Organizations
  2. Review the training videos for the following internal processes:

Get Help

Contact hr@extension.wisc.edu.

Access the Planning & Recording Portal

Applicable To

Any new employees who will complete a plan of work.

Background

  • Employees plan and track their work in the Planning and Recording Portal. New employees should log in to the portal after they have updated their primary campus business email address to the first.last structure. This establishes your account in the system and lets other people tag you as a collaborator.
  • Employees who do not need to complete plans of work or reporting requirements (e.g. administrative operations employees) are not required to complete this step.

Instructions

  1. Go to the Planning and Recording Portal.
  2. Click "View All Results under “Search the Portal.”
  3. Log in with your UW-Madison NetID.
  4. You do not have to do anything else. Simply logging in is enough at this point. But if you desire, you may browse or search for colleagues and review their work to get a sense of the work that’s been done in your program or area.

Help

Access Your Google Account

Applicable To

All new employees

Background

  • UW-Madison GSuite (Google Apps) is one of the main cloud-based tools that the Division of Extension uses for collaboration and productivity. Tools include: Google Drive, Google Docs, and Google Sheets.
  • New employees will need to access their UW-Madison Google account by logging in with their NetID.

Instructions

Get Help

Access Your Zoom Account

Applicable To

All new employees

Background

UW-Madison Zoom - Getting started

  • The Division of Extension uses Zoom as its primary platform for video and audio conferencing and webinars.
  • All new employees have access to a full Zoom license through their UW Madison account. Follow these steps in order to log into your UW Madison Zoom account.
  • Zoom is part of UW-Madison's single sign on applications. Therefore, you will log into Zoom using your UW-Madison NetID and Password.

Instructions

Get Help

Access Microsoft Teams

Applicable To

All New Employees

Background

  • The Division of Extension uses Microsoft Teams as its primary platform for chat-based workspace.
  • All new employees have access to Microsoft Teams through their UW Madison O365 account.
  • Microsoft O365 (and Microsoft Teams) is part of UW-Madison's single sign on applications. Therefore, you will log in using your UW-Madison NetID and Password.

Instructions

  1. Review Office 365 - Getting Started with Teams
  2. Access Teams using one of the following methods (which option you choose will depend on your IT Administrator):

Get Help

Recommended Tasks

Review DoIT Applications & Services

Create your Extension Email Signature

Applicable To

All new employees

Background

The Division of Extension recommends that all employees create and maintain an Extension signature line to make work emails more consistent and professional.

Instructions

Follow the guidance on our Email Signature page in SharePoint.

Get Help

Questions? Contact hr@extension.wisc.edu

Bookmark these Sites!

Applicable To

All new employees

Background

  • Navigating Extension and UW-Madison can be challenging. New employees, however, can expect to frequent some sites time and time again.
  • Extension HR has put together a recommended list of sites to bookmark to help you get started.

Instructions

UW-Madison Sites 

  • UW-Madison Homepage - UW-Madison's homepage.
  • MyUW - Platform to navigate university services, applications, and resources (e.g. payroll and benefits, reporting time and leave, etc.)
  • DoIT Help Desk - The campus center for IT operations, providing support around IT services to our Division
  • UW-Madison Directory (Whitepages) - Look up contact information for all UW-Madison employees

Extension-Specific Sites

Other Useful Sites

Get to know your HR Team

Applicable To

All new employees

Background

  • Because the Division of Extension is part of the larger UW-Madison campus, not all human resources functions are handled "in house".
  • Division of Extension Human Resources works closely with the Administrative Services Unit (asu.exthr@ohr.wisc.edu). 
  • The email where a new employee directs their questions depends largely on what their question is about.
  • New employees can always contact hr@extension.wisc.edu with any questions they might have. However, the instructions will provide additional information for targeted questions.

Instructions

Review who to contact for Human Resources questions you might have.

For Questions Regarding:
Email
Division of Extension Onboarding
Benefits & Pay
Leave & Absence
FMLA/ADA Concerns
Performance Management and Development
Hiring (Recruitment, Direct Hires, Student Hires, Post-Doc Hires)hr@extension.wisc.edu
Professional Developmenthr@extension.wisc.edu
Employee Wellnesshr@extension.wisc.edu
Leaving Extension (Ending Employment)hr@extension.wisc.edu 
Any other Human Resources-Related Questions

Review the Administrative Services Unit (ASU) team introduction flyer.

Review the Division of Extension HR SharePoint Site

Get Help

Questions? Contact hr@extension.wisc.edu.


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