Onboarding Checklist - New Employees - All New Employees - First Week
Below you can find two types of 1st Week Tasks:
- 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.
- 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
- Navigate to the MyUW Portal
- Click on the "Personal Information Tile"
- Click on the link to "Update my Personal Information"
- Important items to review include:
- Emergency Contacts
- *Ethnic Groups
- *Veteran Status
- *Disability
Get Help
If you have any questions, contact hr@extension.wisc.edu.
Submit Extension Directory Biography
Applicable To
All new employees
Background
- The Division of Extension has its own online staff directory. All Extension employees and integrated specialists are listed in the directory.
- The Division of Extension strongly encourages employees to have a biography and (optional) professional photo.
Instructions
- Draft the role, background, and education sections for your biography.
- Review guidelines for writing a biography here:
- Review guidelines for taking an (optional) professional photo:
- Submit Bio to Staff Directory
- Follow the instructions in this article: Staff Directory - Employees - Update Your Info
- If you are unsure who your Data Manager is, please ask your supervisor.
Get Help
Complete Required Civil Rights 101 Training
Applicable To
All New Employees
Background
- As a recipient of federal funding, Extension must comply with specific federal nondiscrimination laws and policies. These laws and policies prohibit discrimination in Extension programs and activities on the basis of race, color, national origin, sex, age, disability, and reprisal or retaliation for prior civil rights activity.
- It is important that all employees understand these obligations, even those who are not directly involved in educational programming.
- New employees must complete the Civil Rights 101 course within 30 days of their first day of work.
Instructions
Instructions for registering and completing the training can be found in How to Register for and Complete Civil Rights 101 Training
Get Help
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
- Follow the instructions for completing the requirement.
- More information can be found at Title IX - Employee Training
Get Help
Complete Mandatory Reporter (Child Abuse & Neglect) Training
Applicable To
All new employees
Background
Instructions
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
- The authoritative set of instructions can be found on the Outside Activities Reporting Dashboard under Instructional Guides.
Get Help
Contact hr@extension.wisc.edu.
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
- Review the training Wisconsin Public Records Law - Basics for State Employees.
- Review "What to do if you receive a request".
Get Help
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
- Review our divisional policy and guidance on Grants and Contracts, Signature Authority, and Volunteer Organizations
- Review the following internal KB articles for more information:
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
- Go to the Planning and Recording Portal.
- Click "View All Results under “Search the Portal.”
- Log in with your UW-Madison NetID.
- 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
- If you have problems logging in, contact the DoIT Help Desk.
- If you have immediate questions about the Planning and Recording Portal, first check out the general help.
- If you still have questions, contact datagovernance@extension.wisc.edu.
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
- Head to UW-Madison GSuite
- Log in with UW-Madison NetID and password.
Get Help
- For general information, check out the Google Apps KnowledgeBase
- For questions regarding logging in, contact the DoIT Help Desk
Access Your Zoom Account
Applicable To
All new employees
Background
UW-Madison Zoom Workplace - 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
- Follow the Instructions to sign into your UW-Madison Zoom Account
- Review the instructions for getting started with UW-Madison Zoom (UW-Madison Zoom Workplace - Getting started)
- Review the training materials provided by Zoom..
- Attend the Office of Digital Solutions AMA Office Hours if you have additional questions.
Get Help
- For help with logging into Zoom, please contact the UW-Madison Extension Help Desk at helpdesk@extension.wisc.edu.
- For questions on using Zoom as part of your work with Extension, please contact us at uwex.zoom@extension.wisc.edu.
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
- Review Microsoft 365 - Getting Started with Teams
- Access Teams using one of the following methods (which option you choose will depend on your IT Administrator):
- Browser
- Desktop Client (Download)
- Mobile(Download)
Get Help
- For questions regarding logging in, contact the DoIT Help Desk
- For questions on using Teams as part of your work with Extension, please contact helpdesk@extension.wisc.edu.
Recommended Tasks
Review DoIT Applications & Services
Office 365
Qualtrics
Adobe Products
Adobe Creative Cloud - Logging in with Your UW-Madison Account
Download the Adobe Create Cloud Application
Eligibility for Adobe Creative Cloud Licensed By University of Wisconsin System's ETLA
Box
Doodle
G Suite
LinkedIn Learning
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
- Division of Extension Homepage
- Local Extension Offices
- Extension Staff Directory
- Extension Org Chart
- Extension Intranet
- Extension Blogs
- Dean's Communications
- Program Communications
- Office of Digital Solutions
- Extension Employee Handbook
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.
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For Questions Regarding:
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Email
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Division of Extension Onboarding
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Benefits & Pay
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Leave & Absence
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FMLA/ADA Concerns
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Performance Management and Development
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| Hiring (Recruitment, Direct Hires, Student Hires, Post-Doc Hires) | hr@extension.wisc.edu |
| Professional Development | hr@extension.wisc.edu |
| Employee Wellness | hr@extension.wisc.edu |
| Leaving Extension (Ending Employment) | hr@extension.wisc.edu |
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Any other Human Resources-Related Questions
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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.