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 - employees have 60 days from original start date of employment to enroll in Benefits using Statewide Personnel System (SPS) Workday. Employees will receive an email alert with instructions to enroll within 2 weeks of their hire date in which the benefit will become effective the 1st of the month. If employee starts after the 1st, benefits will become the effective the following month. Please visit the State of Maryland Employee Health Benefits Division website for additional details on the benefit options available to you. 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.
- 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: Provide your supporting documentation/identification. A list of acceptable documents* can be found on the Office of Human Resources website.
You must bring your documentation in person (cannot be expired) to the HR Office. Our walk-in hours are 10am - 3pm, Monday - Thursday. You may also schedule an appointment outside of those hours by contacting us at 410.837.5410 or email@example.com.
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.
regular Exempt Staff and Faculty regular Non-Exempt Staff State of Maryland Participation Agreement for Pre-Tax and Roth Retirement Savings Accounts (MSRP/Nationwide) State of Maryland Participation Agreement for Pre-Tax and Roth Retirement Savings Accounts (MSRP/Nationwide)
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
- Campus Map
- 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
- 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. Please refer to "On Your First Day" on the New Employee On-Boarding checklist. Prior to your start date, a representive from HR will contact you to schedule a time for a virtual meeting to review your benefits package.
Prior to your start date, you will be invited to a virtual 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. You will receive an email from Employee Benefits Division with enrollment instructions.
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.