Student Support Onboarding by

Submit Ticket

sydneytesch — 2022-09-07 18:56:10 UTC

Be sure to fill out all sections (including new office phone number.) If needed, ask support staff for help. Include list of applications and software needed for employee use.

Cubicle/Office Space

sydneytesch — 2022-09-07 18:57:56 UTC

If applicable, identify cubicle or office space. Order new name plate for the cubicle or office and the in/out board.

Order Tech

sydneytesch — 2022-09-07 18:59:20 UTC

Order new computer, keyboard, and screens through Yuriko Murakami (Student Support) or the Admin. Assistant (Child Nutrition). If this is a new position, contact your Fiscal Coordinator about which budget codes need to be used.

Scheduling and I9 Documents

sydneytesch — 2022-09-07 19:01:20 UTC

Schedule a date when the new hire can come to the physical office to share their I9 documentation. Before they arrive, share which documents are acceptable. This must be done before the end of their 3rd day.

Productive Power

sydneytesch — 2022-09-07 19:02:28 UTC

If the employee will participate, contact Stephanie Ward (Student Support) or immediate supervisor (Child Nutrition) with the employees name and if the approximate month they would like to begin.

I9 Documents

sydneytesch — 2022-09-07 19:27:38 UTC

Scan documents (front and back, in color) provided by new employee and input them into the system in section 2. The coordinator will need to electronically sign verifying the legitimacy of the documents provided. This needs to be done within the first 3 days of the employees hire.

"Employers or their authorized representative must complete Section 2 by examining evidence of identity and employment authorization within 3 business days of the employee's first day of employment."

**The person who will accept the documents will need to be set up in the system, (U.S. Citizenship and Immigration Services Website) to approve and submit; notifying HR.**

Building Tour and Team Introductions

sydneytesch — 2022-09-07 19:29:28 UTC

Give new employee a tour of the building including; break rooms, kitchen areas, restrooms, stair wells, ID badge rules, board rooms, front office staff, tour of co-workers cubicles, and Leah's office.

Employee's Workspace

sydneytesch — 2022-09-07 19:32:21 UTC

Introduce the new employee to their cubicle or office and their team members' work spaces.

Contact Yuriko Murakami (yuriko.murakmi@schools.utah.gov) to order a name plate. Contact Syd Tesch (sydney.tesch@schools.utah.gov) to add name to white board.

Computer Pickup and Tech Setup

sydneytesch — 2022-09-07 19:39:51 UTC

Using the ticket created before hire, ensure that the new employee has a scheduled time to pick up their computer from the IT department.
Then, help the new employee locate 2 monitors, a keyboard, and docking station. Have the employee fill out this form in order to keep track of equipment.

Program and Platform Access

sydneytesch — 2022-10-12 18:57:12 UTC

The supervisor will put in a separate ticket for IT to download apps and software for the new employee.

Ensure that the needed apps are requested e.g., USBE Microsoft Apps, Adobe, Canvas, Utah Grants Management System, ZOOM, WebEx, DocHub, Qualtrics, Tableau, Lucid, MIDAS, UPIPS, CNP Web, Data Gateway, WestEd CALL etc., and the correct drives are accessible on their computer.

Setup their computer to print. (Printer code 2502 or 02119.)

Board Introduction

sydneytesch — 2022-10-12 18:59:31 UTC

Ensure board introduction is scheduled through HR.

Orientation to Internal Policies Page

sydneytesch — 2022-10-12 19:01:02 UTC

Follow the link to the website, invite the employee to read, study, and bookmark on their computers.

Bookmarking Frequently Used Websites

sydneytesch — 2022-10-12 19:02:35 UTC

Walk employee through common websites and application used to bookmark on their computer. Examples include: Employee Gateway/ESS, Helpdesk, Office 365, CivicClerk, Lucid Chart, USBE Policy on Canvas, Google drive,

Be sure that the employee has received invitations and been added to all network drives, google drive folders, and Microsoft Teams that are applicable.

Complete "USBE Onboarding Canvas Course"

sydneytesch — 2022-10-12 19:03:32 UTC

DHRM Training

sydneytesch — 2022-10-12 19:06:23 UTC

Check with the employee to ensure that they are working through the following DHRM trainings.

-Driver Training Program
-Security Awareness
-Ethics Training
-Successful Teleworking
-Respect in the Workplace

These two are for supervisors only:
-Respect in the Workplace for Supervisors
-Managing Teleworkers

When the drivers training has been completed, the new employee will send the certificate to Cammy Wilcox (cammy.wilcox@schools.utah.gov) to receive their driver ID number.

HR/Retirement and Health Benefits

sydneytesch — 2022-10-12 19:09:26 UTC

Show employee where they can find information about their benefits. HR will email benefits and a brief orientation and training to new employees.

Work Schedule and Forms

sydneytesch — 2022-10-12 19:15:06 UTC

Review the following policies and procedures with the employee: office schedule, work schedule, flex time versus comp time, late arrival, unanticipated closure, surge days (Senate Bill 15) lunch, work plan approval docs, building access and parking (what to do after hours, telework and telecommute, emergency information, healthy Utah, leave without pay, out of office coverage (phone, email.)

Employee will sign the following forms and send to their coordinator as they apply: Student Support Work Schedules, Remote Work Agreement Form, and Exercise Release Time.

Scheduling Mtgs., Rooms, and Motor Pool Vehicles

sydneytesch — 2022-10-12 19:25:36 UTC

Discuss how to reserve rooms (conferencerooms@schools.utah.gov) and USBE fleet vehicles (vehicles@schools.utah.gov) To view availability of rooms, help employee add room calendar to outlook.

Discuss bump policies for both rooms and cars (boardroom, legislative sessions, days vehicles may not be reserved (1st Friday of each month).

Student Support Naming Conventions

sydneytesch — 2022-10-12 19:27:08 UTC

Explain our naming conventions procedure to new employee.

Regulation and Policy

sydneytesch — 2022-10-12 19:28:16 UTC

Explain the relativity of Congress, Utah State Legislature, State Administrative Rules, USBE Internal Policies, and Board Rules to the employees new position.

Political Involvement/Legislative Session

sydneytesch — 2022-10-12 19:29:57 UTC

Walk through expectations, contacts, processes/cycles, gift disclosures, conflict of interest, code of conduct, code of ethics, professional relationships, performance measurements, and business cases

Have employee review the following SOPs:

General Legislative Interactions SOP

Legislative Committee Presentations and Testimony SOP

Legislative Internal Bill Tracking SOP

Legislative Reports SOP

Professional Learning

sydneytesch — 2022-10-12 19:30:51 UTC

Explain the agencies philosophy on professional learning.

Help the employee understand the priority determination and approval process. Show the employee the updated membership and conference spreadsheet.

Reach out to Stephanie Ward (stephanie.ward@schools.utah.gov) to sign the new employee up for productive power.

Purchasing and Contracts Policies and Practices

sydneytesch — 2022-10-12 20:44:46 UTC

Review agency policies and processes to procure goods or services. Introduce or share contact information of the accountant that is assigned over your section. Explain the procurement process. (RQSE, Accounting, Purchasing)

Ensure that the employee has access to the SharePoint site for procurement trainings.

If employee will be in charge of budget lines, explain the basics and reach out to Fiscal, Data, and Access Coordinator, Tami Gear (tami.gear@schools.utah.gov) to ensure that they receive calendar invites to the quarterly budget meetings.

FINET Access and Training for Support Staff and Leaders

sydneytesch — 2022-10-12 20:49:34 UTC

If you are a support staff or have a leadership position, please request access to FINET from Brian Ross (brian.ross@schools.utah.gov)

The new employee will fill out a form and create a username and password for the FINET system.

Ensure that employee has completed the FINET online training.

USBE Tools

sydneytesch — 2022-10-12 20:52:16 UTC

Data Reporting and Data Security

sydneytesch — 2022-10-12 20:55:20 UTC

Explain personally identifiable information (PII.) Discuss employee responsibilities, GRAMA requests, and secure data sharing.

IT and Security Training

sydneytesch — 2022-10-12 20:58:25 UTC

Ensure that the employee has received, started, and completed the Knowbe4 and IT Security Awareness Training. If the employee has not already completed and signed the Home Use of USBE Computer Equipment Form (Day 1), ensure that this is done.

Emergency Protocols

sydneytesch — 2022-10-12 21:02:23 UTC

Emergency exit plan: if an alarm goes off, please go to the nearest exit and meet in the parking lot.

First aid kits and AED kits are in the breakrooms on each floor. They are updated by Cammy Wilcox.

Ensure that the employee understands the following:
-If a staff member is leaving the building after 6pm, they need to use their key card to scan inside the building before exiting in order to have the alarm turn off.
-If an employee knows that they will be staying past 6pm, they need to notify Cammy Wilcox and Leah Voorhies to request 24 hour access.
-The agency cars have 24 hour roadside assistance with the information in the vehicle.

Leave and Holiday Policies

sydneytesch — 2022-10-12 21:03:56 UTC

Reiterate the common leave types (annual, sick, comp, flex, holiday.) Discuss work injury leave, unpaid leave, military leave, and submitting a leave request.

Travel Procedures

sydneytesch — 2022-10-12 21:08:53 UTC

Review equipment and vehicle checkout reservation, rental cars, and out of state reminders. Explain the "Vehicle Special Use Form" and the "Per-Diem and Reimbursement Form."

Have the employee review the In State Vehicle Use SOP.

Go over in and out of state travel policies and processes. Have employee review the USBE Travel Guide.

Have the employee create their state travel profile. (For questions with the state travel profile, reach out to Shaunna Ford, shaunna.ford@schools.utah.gov.)

Culture, Conduct, and Customer Service

sydneytesch — 2022-10-12 21:10:34 UTC

Have the employee review the following policies:

Code of Ethics and Conduct

Workplace Harassment and Discrimination Prevention

Title IX

Intellectual Property

Ensure that employee has received agency mandated virtual backgrounds and review meeting etiquette. Review dress code policy. Explain social media etiquette.

Employee Connection Activity Committee

sydneytesch — 2022-10-12 21:13:30 UTC

Explain the Employee Action Committee (EAC) and mention the events that happen throughout the year. (Book club, food truck day, blood drives, holiday parties, etc.)

Explain the Peer to Peer nomination process with the employee.
Peer to Peer (P2P) Form

Explain the Employee of the Month nomination process with the employee
Employee of the Month (EoM) Form

Standard Operating Procedures (SOP)

sydneytesch — 2022-10-12 21:19:59 UTC

Explain purpose of SOPs and share link to agency website. Go over SOP template and ensure that employee understands that they will most likely be creating an SOP as a part of their UPM goals.

Remote Work Agreement Form

sydneytesch — 2022-11-02 21:48:24 UTC

Review Remote Work Policy 4-15 with employee.

Exercise Release Agreement Form

sydneytesch — 2022-11-02 21:55:24 UTC

Explain Relationship to Board

sydneytesch — 2022-11-02 22:14:56 UTC

Review the relationship that employees have to the board. Discuss board meeting practices and procedures to set the employee up for success. If applicable, have employee watch the most recent board meeting on Youtube for further understanding.

Review the SOP below.

508 Compliance

sydneytesch — 2022-11-02 22:24:43 UTC

Explain importance of 508 compliance. Discuss how to create a document that is compliant from its inception.

Section 508 Training on Required Color Contrast

Ensure that the employee understands the process of submitting documents to be published on USBE's official website.

Contact to Jennie DeFriez (jennie.defriez@schools.utah.gov) to sign the employee up for the 508 Compliance Canvas Course.

For technical assistance and coaching, contact Angela Toscano (angela.toscano@schools.utah.gov).

Calendar Review/Meeting Invitations

sydneytesch — 2022-11-02 22:25:43 UTC

Teach the employee how to navigate their calendars. Show them where the calendar permissions are and have them "share all details."

Ensure that the employee is added/invited to all meetings necessary. Contact your support staff for help with this task.

Ensure that the employee receives the USBE Zoom Backgrounds to set up on their video applications.

Remote Work SOP

sydneytesch — 2023-01-10 20:39:33 UTC

Please have the employee review this remote work SOP.

Remember the following:
-Employee's cannot care for dependents when remote working
-Cameras should be on during meetings

Timecards

sydneytesch — 2023-01-10 20:41:34 UTC

Explain how the employee can access their timecard in ESS.

Show employee where to access pay statements and leave balances. Explain Timecard and leave entries, specifically T, TW, S, A, OA as well as coding. For help with coding, contact your fiscal coordinator.

Explain the process of using leave and earning leave in the same period. Discuss what is possible versus what is not.

If necessary, explain how to set up multi-budget templates.

Employee Service System (ESS) Resources

sydneytesch — 2023-01-10 20:43:17 UTC

Explain all uses ESS. (payroll, time card, training, DHRM resources, set up for notifications, etc.)

DHRM Payroll Schedules

Part Time vs. Full Time Application

sydneytesch — 2023-01-10 20:47:18 UTC

If necessary, review the procedure from transitioning from part time to full time or vice versa.

New Employee Brochure

sydneytesch — 2023-02-28 23:16:30 UTC

The Employee Brochure is a simple document that employees can read through and reference.

Utah Performance Management (UPM) System and Goals

sydneytesch — 2023-03-20 22:26:17 UTC

Explain the UPM system to the new employee and schedule a time to meet within 30 days to set goals.

The following documents need to be read, signed and saved in employee's file/UPM as applicable: Exercise Release Form, Alternative Work Schedule Agreement Form, and Remote Work Agreement Form, and the Teleworking training completion if applicable.

**The UPM Plan must be in place within 30 days of hire**

Review UPM system with new employee and develop UPM goals together.

Office 365

sydneytesch — 2023-03-20 22:38:17 UTC

Explain the relationship between all used applications in Office 365. For example; Microsoft Teams, Outlook, OneDrive, SharePoint, Word, Excel, PowerPoint etc.

Explain the usage of the applications to the new employee.

Be sure that the employee has received and/or requested access to all teams, documents, etc.

Department Specific Training

sydneytesch — 2023-06-23 21:54:50 UTC

Vetting of Resources

sydneytesch — 2023-06-23 22:29:59 UTC

Have the employee review the following:

Educational Equity in Schools R277-328

Educational Equity in Schools R277-328 Requirements Checklist

Internal Resource Vetting Checklist

Sharing Curricular Resources

Vetting resources for 508 compliance

Update Org Chart

sydneytesch — 2023-09-28 20:55:43 UTC

Employee will send their name and job title to support staff admin. Support staff will submit the form to update the agency wide org chart.

Student Support/SpEd: (sydney.tesch@schools.utah.gov)
Child Nutrition: (tierra.roetto@schools.utah.gov)

Agency Org Chart

sydneytesch — 2023-09-28 21:00:59 UTC

Employee can review agency wide org chart with this link.

Budget Processes Review

sydneytesch — 2023-09-28 21:03:24 UTC

Employee will schedule a meeting with Stephanie Ward (stephanie.ward@schools.utah.gov) to review all budget processes.

New Employee Spotlight

sydneytesch — 2023-09-28 21:40:05 UTC

Ask employee to share a bio and a picture with support staff admin. They will then pass the information along and prepare it to be shared with the department.

Student Support or SpEd: sydney.tesch@schools.utah.gov
Child Nutrition: tierra.roetto@schools.utah.gov

LEA Capacity Building

sydneytesch — 2023-09-28 22:03:48 UTC

Link the professional learning and training request portal. Help the employee understand how to navigate the portal.

Send New Employee Letter

sydneytesch — 2023-10-04 17:46:01 UTC

Send the email with the following attachments:

-Building Access Form
-0417-Working Remotely
-0145-Work Schedule

Working Remotely Policy

sydneytesch — 2023-10-04 19:35:19 UTC

Work Schedule Policy

sydneytesch — 2023-10-04 19:35:38 UTC

Building Access Request Form

sydneytesch — 2023-10-04 19:41:54 UTC

Legislative Committee Presentations and Testimony SOP

sydneytesch — 2023-10-04 19:43:30 UTC

Review Onboarding SOP

sydneytesch — 2023-10-19 14:53:06 UTC

As a supervisor, please review this SOP for onboarding in our current hybrid work environment.

Training for Applicable Programs and Platforms

sydneytesch — 2023-10-23 19:18:19 UTC

This references the "Program and Platform Access" tile on day one. Ensure that employee has received access and understands the basics of programs and platforms that apply to their role.

Examples include: USBE Microsoft apps, Adobe, Canvas, Utah Grants Management System, ZOOM, WebEx, DocHub, Qualtrics, Tableau, Lucid, MIDAS, UPIPS, CNP Web, Data Gateway, WestEd CALL, etc.

Show employee where data is stored and made public. Data Gateway, School Report Card, Superintendent's Annual Report, Fingertip Facts, and USBEs Public Frequently Asked Questions.

Rules for Motor Pool Vehicles

sydneytesch — 2023-10-23 19:49:06 UTC

Ensure that the employee understands the process of reserving a vehicle.

Have employee review this SOP for "In State Vehicle Usage."

Explain gas card pin information and rules for filling up agency cars with gas.

Vehicle Special Use Request Form

sydneytesch — 2023-10-23 19:56:23 UTC

Mileage Reimbursement Form

sydneytesch — 2023-10-23 19:57:25 UTC

Out of State Travel Information

sydneytesch — 2023-10-23 19:59:17 UTC

Ensure that the employee understands the processes for Out-of-State travel. The first contact is Kellie Brimhall (kellie.brimhall@schools.utah.gov) and/or Melissa Harrington (melissa.harrington@schools.utah.gov)

Have employee review this SOP, "Planning for Out-of-State Travel."

Each travel scenario varies and requires different levels of information and collaboration. Please ensure that the employee understands the importance of communication during the travel process.

Because out of state travel requires many levels of approval, it is imperative that the employee notifies Kellie and/or Melissa as soon as they are aware of the travel. Out of state travel must be submitted and approved 45 days PRIOR to travel.

Travel and Expense Reimbursement Policy

sydneytesch — 2023-10-23 20:01:50 UTC

In State Travel Information

sydneytesch — 2023-10-24 18:45:56 UTC

Ensure that the employee understands the processes for in state travel.

Each executive secretary is the first contact for in state travel.

Each travel scenario varies and requires different levels of information and collaboration. Please ensure that the employee understands the importance of communication during the travel process.

Legislative Session Information

sydneytesch — 2023-10-27 19:06:47 UTC

Have the employee watch this 30 minute video titled, "USBE Legislative Session Overview." The following are included in the video:

-What a typical session looks like

-How a bill becomes a law

-How to read a bill

-Personal bill tracking through the Legislative website

-How to participate in a virtual committee meeting