New Employee Online Orientation
Faculty, Academic Staff, and Post Doctoral Fellows
Updated June 2006
1. What is the benefit of online orientation?
New employees can complete orientation at their own pace, according to their own schedule, and at any location they choose. They can also access orientation information any time after completing the online modules.
2. What will be included in the online orientation?
There are four modules: Anti-Discrimination and Sexual Harassment, Safety, Benefits, and New Hire Resources. The Benefits module is customized for each type of employee (Faculty, Academic Staff, and Post Docs).
3. How do I know which version of the Benefits module the new employee should take?
You will not need to instruct employees about this. Benefits modules are assigned automatically based on the employees job code in the PeopleSoft system. The new employee will see a list of his/her assigned modules after logging in. If you suspect that an employee has been assigned the wrong modules, please contact your HR Service Team.
4. How much time will online orientation take?
This will depend on the person. Based on the testing we conducted, the Anti-Discrimination/Sexual Harassment module takes an average of 20 minutes; the Safety module takes an average of 25 minutes. The Benefits module is the largest and most detailed. It will take approximately 60-90 minutes, not including time spent printing and filling out enrollment forms.The New Hire Resources module will take 5-10 minutes.
5. Do employees have to complete the orientation in a single setting?
No. They can work through the modules however they wish. There is no limit to the number of times they may log in. The modules are subdivided into several different lessons, so employees can easily finish a lesson, log out, and return later to finish other lessons in the module.
6. Will there be a live presentation for Benefits?
Employees will now access all Benefits information through the online module, so there will no longer be in-person sessions. As always, employees may call or visit the Benefits Department for assistance during regular office hours. Contact Benefits at 581-7447, Monday-Friday, 7:30 a.m-5:30 p.m.
7. What happens if the new employee does not complete the Benefits module?
All of the necessary benefits enrollment forms are now accessible through the online module. Employees must complete the Benefits module and return the required forms to the Benefits Department within the specified 3-month initial enrollment period. Otherwise, they will be ineligible to register for benefits until the next Open Enrollment period. Any questions about benefits should be directed to the Benefits Department office.
8. How will employees log in to the system?
Once you have given the employee his or her ID number (which you can find by logging in to the Campus Information System at https://gate.acs.utah.edu), he or she can log in using the uNID and Campus Information System password. The online orientation systems Getting Started section includes complete instructions for logging in and using the appropriate password.
9. How will orientation be tracked?
We will send a monthly report to departments showing each new employees orientation status.
10. Will employees have to pass a test to complete orientation?
No. However, the Anti-Discrimination/Sexual Harassment and Safety modules both include a set of Review Questions. Employees must answer the questions to complete these modules, but they do not need a particular score.
11. How will new employees get ID Cards from now on?
HR will no longer issue authorization cards. Departments will send employees to the U Card office; as long as the employee has been entered into the PeopleSoft system, he or she can get an ID Card.
12. Whom should I contact if the new employee has trouble signing on or completing the modules?
Contact your Human Resources Service Team.
13. Where do I find instructions for completing the online modules?
We have put instructions in two different places. The HR website contains a set of basic instructions that you can download and print. You will find this document at http://www.hr.utah.edu/training/orientation/. New employees can also see a set of more detailed instructions on the Getting Started page once they have logged in to the online orientation system.
14. What should I do if a new employee claims he or she cannot use the online orientation system due to a disability?
Accommodations can be made for new employees. Please refer the employee to the Office of Equal Opportunity and Affirmative Action (OEO/AA) to request an accommodation at 581-8365. You may also contact your HR Service Team to discuss options.
