New Employee Onboarding at the University of Baltimore
Note: These resources are primarily intended for regular staff and faculty as opposed to contractual employees. Some of the required forms (indicated by an asterisk *) are applicable to all employees. Many of the resource documents are also appropriate for all employees.
Congratulations on your new position and welcome to the University of Baltimore. We're confident that this is the beginning of a productive and mutually beneficial relationship. Welcome!
It is important to keep in mind that the onboarding process will take several months. Take advantage of the time to get to know your own work environment as well as the University as a whole. One of the keys to success is building relationships so look for opportunities to become involved and network with your fellow employees. Here is some of the key information you need to get started including your new hire paperwork.
New Hire Documents and Forms
You will need to complete forms referenced in the charts below. A few key considerations:
Retirement plans - exempt employees may choose between the State Retirement and Pension System or the Optional Retirement plan. Please reference the Choosing a Retirement Program Handbook for additional details. One of these plans must be selected immediately upon hire. Non-exempt employees must enroll in the State Retirement and Pension System.
Health insurance - all employees electing to participate in health insurance will complete the Health Benefits Enrollment Form within 60 days of hire date. The effective date for health benefits coverage is either the first day of employment or the date enrollment is finalized. Please visit the State of Maryland Employee Health Benefits Division website for additional details on the benefit options available to you. Please be advised that there is a requirement to buy health insurance under the Affordable Care Act (ACA). Refer to the ACA Requirement Chart to determine your insurance requirements and potential penalties for not being insured. The following additional forms may be required depending on your individual circumstances:
- Copy of official marriage certificate, signed by the Clerk of the Court, if enrolling a spouse on your health/life plans. The marriage license is not acceptable.
- Copies of birth certificate(s) showing you as the parent for each dependent child being enrolled.
- Refer to the benefits guide for other documentation that may be required for other dependents.
I-9 Employment Verification
There are two steps to completing the Form I-9 Verification:
Step 1: Complete the online I-9 form through the Equifax I-9 Management Portal (instructions are below).
- Login to Equifax I-9 Management.
- Enter the system-generated captcha.
- Read through the form and complete Section 1.
- When you are finished, click the Continue button.
- Review the information you have entered for accuracy. Check the Electronic Signature box, then Continue.
- Your I-9 has been recorded. You may choose to print and/or email the page as receipt of its completion.
- Scroll down to the bottom of the page to review the documents that will need to be provided to HR.
- Click Logout to end your session.
Step 2: Present your supporting documentation/identification. A list of acceptable documents* can be found on the Office of Human Resources website.
You must bring your documentation to HR during our normal business hours, 8am-5pm. HR is located on the 3rd floor of 1319 N. Charles Street (on the corner of Charles Street and Mt. Royal Ave.). If you cannot report to HR during the posted hours, please contact us at 410.837.5410 or firstname.lastname@example.org to schedule another time.
*Please note that all documentation must be the originals; we cannot accept photocopies.
Transcript - For regular faculty, official transcripts are required as proof of degree. For regular staff, official transcripts are required for most exempt positions and for some non-exempt positions. The offer letter for your staff position will show if an official transcript is required and how it should be submitted within 30 days of your start date.
The following forms must be completed by all new hires. Please complete as much of the forms as you can prior to your first day.
* These forms are required for all employees.
The following forms may be required depending on your individual circumstances. For example, if you choose to enroll in health/life benefit plans, one or more of these forms are required. Participation in supplemental retirement plans is not required and you may enroll at any time during your employment. An explanation of all benefits can be found on the Benefits website.
The following materials are provided for your reference. Some of them are actual documents and others are links to more detailed information. They will answer many of the questions you have as a new hire and enhance your onboarding experience. Most of the resources apply to all employment types. If not, there is an indication in parentheses next to the name of the resource.
- Current regular payroll and holiday calendar
- Employment Eligibility (I-9) Verification Documents
- State of Maryland Substance Abuse Policy
- Employee Parking Information
- Campus Map
- Commuter Choice
- Shuttle Service / NextBus
- Tuition Remission Quick Reference
- Choosing a Retirement Program (exempt staff and faculty only)
- State Retirement and Pension System Pamphlet
- Supplemental Retirement Plan Comparison
- Benefits Contacts
- Health Benefits Guide
- Health Benefits Rate Sheets
- Requirement to Buy Coverage Under the Affordable Care Act
- Health Insurance Marketplace Coverage Options
- Employee Assistance Program (EAP) Information
- Academic Year Faculty HR/Payroll Details (faculty only)
Your First Day
We suggest that you complete as much of your new hire paperwork as possible before your first day. On your first day, you will report to your new office. Prior to your start date, HR's Recruitment Leader will contact you to schedule a time for you to visit the Office of Human Resources so you can submit your new hire paperwork and receive your UB network ID. You should also bring your I-9 Employment Eligibility Verification documents. Our office is located at 1319 North Charles St., 3rd floor.
Prior to your start date, you will be invited to a meeting with the Benefits Manager to be held during your first few days of employment. You must enroll in health benefits within your first 60 days of employment or wait until the next open enrollment period. If you are prepared to enroll when you meet, please bring as much of your completed paperwork as you can.
New Employee Orientation
You will be invited to an instructor-led New Employee Orientation session within your first few weeks of employment. It is designed to provide a broad overview of the University of Baltimore highlighting our mission vision, values, strategic plan as well as key benefits and resources available to you as an employee.