Welcome to WVSOM
New Employee
Orientation Program
Office of Human Resources
Revised February 2014
Contents
Mission Statement ................................................................................... 3
New Employee Orientation Overview ................................................... 4
Orientation with Office of Human Resources ....................................... 6
Orientation with the Office of Business Affairs ..................................... 8
Orientation with the Employee’s Department ...................................... 9
Meeting with the Mentor....................................................................... 11
Information Technology Orientation ................................................... 13
Osteopathic Principles and Practices Orientation .............................. 14
Curriculum Orientation ......................................................................... 14
Vice President for Administration Orientation ................................... 15
WVSOM President and Vice President of Academic Affairs/Dean.... 15
Important Forms and Documents ........................................................ 16
Important Links ....................................................................................... 16
|Page 2
Mission Statement
The mission of the West Virginia School of Osteopathic Medicine (WVSOM) is
to educate students from diverse backgrounds as lifelong learners in
osteopathic medicine and complementary health related programs; to
advance scientific knowledge through academic, clinical and basic science
research; and to promote patient-centered, evidence based medicine. WVSOM
is dedicated to serve, first and foremost, the state of West Virginia and the
special health care needs of its residents, emphasizing primary care in rural
areas.
|Page 3
New Employee Orientation Overview
The West Virginia School of Osteopathic Medicine (WVSOM) has developed an orientation
program designed to facilitate a smooth transition for all new employees in their respective
role with the institution. The orientation program involves many areas including a
discussion with a representative from the Office of Human Resources; discussion of
benefits and payroll with the Office of Business Affairs; meeting with supervisors,
department heads, and administrators; and assigning a mentor to the new employee. The
Office of Human Resources as well as the new employee’s department are responsible for
the coordination of the New Employee Orientation Program.
Orientation Process
On the first day of employment new employees will:





Report to the Office of Human Resources at the beginning of his or her shift for
orientation, or as early as possible.
Bring identification documents for employee records which include two valid forms
of identification, one of which must be a photo ID.
o Acceptable forms of identification include:
 Driver’s License (Required for Payroll)
 Social Security card (Required for Payroll)
 Passport
 Birth Certificate
 Official ID Card issued by federal, state, or local government agencies
 U.S. Military Card
 Voter’s Registration Card
Meet with Payroll and Benefits Office to complete all the necessary paperwork.
Meet with the immediate supervisor. Following the discussion with the Payroll and
Benefits office, a Human Resources representative will direct employee to his/her
supervisor where the orientation to the position will begin.
Meet his/her mentor, which will be assigned by the employee’s supervisor.
|Page 4
During the first weeks of employment, the new employee will:











Have a photo taken for the employee’s identification card.
Take a departmental tour.
Take a campus tour.
Meet with a representative of the Information Technology (IT) Department.
Meet with the Administrator of the department if it is different than the direct
supervisor.
Meet with the Office of Business Affairs for pertinent training (i.e. PCard and travel).
Meet with the Osteopathic Principles and Practices Department for orientation.
Meet with a representative from the Preclinical Education Department for
Curriculum Orientation.
When applicable, meet with Dr. James Nemitz, Vice President for Administration and
External Relations for orientation (Non-Classified and Faculty only).
Provide a copy of his/her driver’s license to the Maintenance Department for use of
a state vehicle when required for the position.
Be introduced to the President and Vice President for Academic Affairs & Dean
If you have any questions throughout the orientation process, please contact
your direct supervisor or the Office of Human Resources.
Leslie Bicksler, MSW
Associate Vice President of Human Resources
304/647-6279
Ext. 6279
[email protected]
Tiffany Burns, MS
Human Resources Representative Senior
304/647-6349
Ext. 6349
[email protected]
Elayne “Charlie” Brown
Human Resources Assistant III
304/647-6264
Ext. 6264
[email protected]
|Page 5
Orientation with Office of Human Resources
The new employee will visit the Office of Human Resources where the Human Resources
Director or a designee will review relevant information with the new employee.
This meeting should occur the first day of employment at the beginning of the employee’s
shift.
Using the Office of Human Resources New Employee Orientation Checklist form, the
Human Resources representative will review employment information.
Human Resources will introduce the new employee to a representative to the Office of
Business Affairs within the Payroll and Benefits Office to continue the orientation process.
Employee’s Responsibilities
The Employee is responsible for:

Attending all meetings as scheduled.

Asking questions.

Providing the appropriate documentation.

Working with the Mentor to ensure a smooth transition into the WVSOM culture.

Completing the New Employee Orientation Department Checklist and
WVSOM Office of Human Resources Orientation Checklist.
|Page 6
Human Resources New Employee Checklist
Each new employee will receive information or have discussion with Human Resources on
the following employment topics:


























Overview of the orientation process;
Overview of the WVSOM Mission Statement and Employee Handbooks;
Overview of Osteopathic Medicine;
Overview of what is withheld for the employee’s personnel file;
Discussion and overview of the different forms that the employee must complete
(see Important Forms and Documents section);
Compensation and Annual Increment;
Brief Discussion of Benefits, which includes leave benefits;
Exemption Status;
Faculty/Non-Classified/Classified Status;
West Virginia Codes, WVSOM rules, policies and procedures;
Grievance overview and procedure;
Acceptable Use of Information Technology including a review of the policy;
Educational Release Time and Educational Development Funds, if applicable;
Medical Monitoring, if applicable;
Discussion of FERPA and training;
Discussion Zero Tolerance Policy for Harassment, which includes a review of
Institutional Policy GA-14 and Title IX providing the employee with the current
Title IX Training link;
Alcohol/Drug Awareness and Prevention Program which includes a review of
Institutional Policy GA-08;
Position Information Questionnaire (PIQ), if applicable;
Probation period and annual evaluations;
Keys, access to college property/buildings and use of college property;
Employee identification;
Job posting and application process;
Emergency Response manual and safety protocol;
o Safety on campus;
o Security numbers and role on campus;
o Campus Alert Notification System.
Voter Registration Information;
Holiday schedule;
Other pertinent information.
|Page 7
Orientation with the Office of Business Affairs
The new employee will visit with the Office of Business Affairs (OBA) and this meeting should
occur the first day of employment.
The OBA representative, typically the Benefits Specialist or Payroll Specialist, will review
benefits, payroll, and other information as it relates to OBA and the new employee.
Additionally, the employee should arrive with all the relevant documentation to complete
necessary paperwork. This documentation includes the employee’s social security card,
driver’s license, and a copy of a voided check to enroll the employee in direct deposit for
payroll. A meeting to discuss OBA orientation may be scheduled by contacting the
Controller’s Office at 304/647-6388 or extension 6388.
Payroll/Benefits New Employee Checklist
The Payroll/Benefits Office will cover the following information with new employees:













Enrollment in state system for payroll;
Explanation of direct deposit/payment options;
Explanation of pay and time-keeping;
Federal withholding (W-4);
Legiant (WVSOM’s electronic leave/timesheet system) training;
Enrollment in benefits including health insurance and life insurance;
Mountaineer Flexible Benefits Information;
TIAA-CREF Retirement Information;
TIAA Disability Enrollment;
Optional life insurance;
Payday and holiday schedule;
Review of any deductions;
Wellness Information.
Office of Business Affairs New Employee Checklist
Office of Business Affairs will cover the following information with new employees:






How to make a purchase (office supplies and equipment);
Spending authority, if any;
How to send and receive packages;
Employee reimbursements;
Travel rules and procedures including travel request, state car usage travel
request;
Travel reimbursement.
|Page 8
Orientation with the Employee’s Department
The new employee will meet with the immediate supervisor which should occur on the
first day of employment.
The Supervisor should provide the employee an overview of position requirements,
expectations for employment related specifically to that department and the employee’s
position, and should facilitate an introduction to the Division Chair or Department Head.
The supervisor will also assign a Mentor to the employee.
Supervisor’s New Employee Checklist
Supervisors are responsible for reviewing the following information with each new
employee in as much detail as possible:























Summary and overview of the department;
Overview of the workspace, including a tour of the immediate work area and
introductions to department staff;
Discussion of department goals;
Department rules, regulations and procedures that are unique to the department or
those not covered by the Office of Human Resources;
Organizational chart, general functions of the department and its relationship to
WVSOM;
Duties and responsibilities of the position;
Performance evaluation criteria specific to the position;
Management style;
Roles, responsibilities and expectations;
Proper channel of communication;
Work schedule, rest periods, and lunch breaks;
How, when, and whom to notify of absence and lateness, which includes vacation
and sick leave approval process;
The probationary period and performance evaluation system (for classified staff
there is a performance evaluation after 3 months, 6 months, and annually
thereafter), areas of evaluation and what the Supervisor and WVSOM will expect
and look for during the evaluation period;
Resources available to the new employee;
Department deadlines and reporting requirements;
Office equipment use, how to obtain supplies, purchasing authority (if any);
E-mail, Internet and voicemail use;
Mailroom and copier process;
Emergency and evacuation procedure;
Access to college building, office(s) and other property;
WVSOM rules, policy and procedures that are essential to the employee’s position;
Proper attire for position;
Open Door policy.
|Page 9
Department Head’s New Employee Checklist
The Department Head will review the following information with new employees:





Welcoming the new employee to WVSOM;
Stated goals of the division;
Explaining the relationship of the department in relation to other departments;
General expectations for each employee within the department;
Open Door policy.
| P a g e 10
Meeting with the Mentor
The Supervisor will introduce the new employee to the Mentor that the supervisor has
assigned to the new employee. This meeting should occur the first day of employment, or
within the first week.
The mentor will facilitate a smooth transition for the new employee in their respective role
with WVSOM. It is expected to last several weeks with the first few days of the mentoring
process being very intense, and this employee will serve as a mentor at least throughout
the employee’s probationary period. Having a mentor will help to assist and ensure the
successful orientation of new employees. The mentor serves as a guide for the new
employee while they adjust to his or her position and the institution’s culture. Mentoring is
key to the orientation program.
The role of the mentor is to lead the new employee through the various phases of
orientation both in the specific department and throughout the WVSOM campus.
Becoming a Mentor
The mentor will be chosen by the new employee's Division Chair and Direct Supervisor.



Ideally mentors will be in the same division with a comparable position as the new
employee;
If no such person exists, the mentor should hold a comparable position in a different
division;
The supervisor may serve as the mentor of the new employee.
The mentor will be notified by the Supervisor that he/she has been chosen.
The mentor will work closely with the new employee for the first few days, helping the
new employee to become oriented with WVSOM procedures. The mentor will work
occasionally with the new employee for several weeks and be available for assistance when
needed.
| P a g e 11
Responsibilities of the Mentor
Using the checklist provided, the Mentor will ensure the new employee has been introduced to
the culture and community of WVSOM.
Ideally, most meetings and introductions will occur within the first few weeks of
employment.
The mentor will lead the new employee on a tour of the WVSOM campus, paying close
attention to the areas of importance to the position, so that the new employee becomes
acquainted with staff as well as with the location of various buildings, departments, and
student facilities.
The Mentor may also be a resource to cover the basics of office/department equipment use
such as phones, computer, ID card, copiers, fax machines, mail drop off, etc.
The Mentor should plan to meet with the employee after the first week of employment to gain
informal feedback. This meeting provides an opportunity for the new employee to openly
discuss with the mentor any questions or concerns that have arisen during the week. It
also signifies that the mentor will no longer be working as closely with the new employee
as he/she had in the first few days.
At the close of the second week, the mentor and new employee will again meet to assess
the employee's progress and to address any concerns or issues that may remain. It is
understood that the mentor will still be available for any questions that may arise, but the
official mentoring process is at an end.
At the completion of the mentoring process, the mentor will complete the mentoring
checklist and return it to Human Resources (see next page).
The employee shall complete the New Employee Checklist and return it to Human
Resources.
All forms will remain in the Office of Human Resources.
| P a g e 12
Information Technology Orientation
The new employee, Supervisor, or Mentor will ensure the employee has met and been
trained by an expert within the Information Technology department.
This meeting should occur during the first week of employment. A meeting may be
scheduled by contacting the IT Helpdesk at 304/647-6246, extension 6246, or by email at
[email protected].
Information Technology’s New Employee Checklist
Information Technology will cover the following information with new employees:





Providing user ID, password(s) for the IT services, such as the network and email
access;
Providing training applications related to job such as Microsoft Office, VOIP,
Banner INB, Banner SSB, SOLE, etc.;
Providing phone training;
Providing Microsoft Outlook training;
Provide Acceptable Use training.
| P a g e 13
Osteopathic Principles and Practices Orientation
The new employee, Supervisor, or Mentor will ensure the employee has met with a
representative of the Osteopathic Principles and Practices department. This is important
because the mission of the institution is to train students to become Osteopathic physicians
to practice in rural areas, and this orientation formally introduces the employee to the
importance of Osteopathy and the holistic approach to medicine.
A meeting may be scheduled by contacting the Associate Dean for Osteopathic Medical
Education at 304/647-6285 or extension 6285.
Curriculum Orientation
The new employee, Supervisor, or Mentor will ensure the employee has met with a
representative of the Preclinical Education Department. This is important as it formally
discusses the student’s curriculum and education during the first two years of medical
school.
A meeting may be scheduled by contacting the Preclinical Education Department at
304/647-6301 or extension 6301.
| P a g e 14
Vice President for Administration Orientation
The new employee, if a Non-Classified or Faculty appointment, shall meet with the Vice
President for Administration and External Relations. This is a required orientation for all
new administrators and faculty appointments.
A meeting can be scheduled by contacting the Administrative Assistant to the Office of the
President at 304/647-6200 or extension 6200.
WVSOM President and
Vice President of Academic Affairs/Dean
The new employee, Supervisor, and/or Mentor will ensure the employee has met both the
President and the Vice President of Academic Affairs/Dean of WVSOM.
President and Dean’s New Employee Checklist
The President and the VP of Academic Affairs/Dean will:




Welcome the new employee to the Campus.
Explaining campus wide events or issues of importance.
Review mission, vision, and core values of the institution.
Express Open Door policy.
| P a g e 15
Important Forms and Documents
The following supplies, forms and documents are included in the employee’s orientation:


















A copy of the employee’s job description and/or PIQ
WVSOM Human Resources New Employee Orientation Checklist
Receipt of Employee Handbook(s)
Receipt of Emergency Response Manual and Booklet
Receipt of WVSOM Mission Statement Card, WVSOM Binder, and WVSOM Portfolio
Applicant Statement
Form I-9
Affirmative Action Form for EEO Reporting
Department Checklist which includes the Mentor Checklist
Performance Evaluation
Confidentiality Form
Acceptable Use Form
Family Educational Rights and Privacy Act (FERPA) Form
Equal Opportunity, Nondiscrimination, Sexual Misconduct, and Other Forms of
Harassment Policy (GA-14) Drug Awareness and Prevention Program Form and
Policy Information (GA-08)
Grievance Form and Information
Campus Alert Notification System
Founder’s Activity Form
Holiday Schedule
Please visit the WVSOM Human Resources Website for copies of these forms.
Please returned signed forms to the Office of Human Resources.
Important Links
http://www.wvsom.edu
http://www.wvsom.edu/AboutWVSOM/about-home
http://www.wvsom.edu/AboutWVSOM/human-resources
http://www.wvsom.edu/AboutWVSOM/admin-policies
http://www.wvsom.edu/AboutWVSOM/t9/title9-home
http://www.sos.wv.gov/elections/voterinformation/Pages/Voter_Registration.aspx
http://www.wvsom.edu/AboutWVSOM/safety
| P a g e 16