Go Blue New Student/Non-student Temporary Employee Orientation

New Student/Non-student Temporary Employee Orientation is intended for all new or returning UM-Flint student/non-student temporary employees. This training will help student/non-student temporary candidates navigate the employment process, learn the work expectations and develop the necessary skills required to be successful on the job.

The training sections have been organized to provide general guidelines regarding different aspects of an on-campus job. However, there may be information or procedures which need to be addressed by department supervisors depending on the job.

Employer Orientation Checklist

Below are checklists to assist the department and the student/non-student temporary employee:

Instructions

The student/non-student temporary new hire candidate should open the tabs below and go through these sections in order, beginning with the section Required Forms. Open each tab and read through the section, follow any instructions, and when done, go directly to the next section. After the training, there will be a test that will need to be successfully completed. The certificate of completion will need to be signed and submitted to HR when completing the I-9 form.


 

Required Forms

Application

In order to be considered for employment at the University of Michigan-Flint, you must complete the application process online at careers.umich.edu.

Pre-Employment Forms

To begin the pre-employment process, the student/non-student temp candidate must first receive a contingent offer of employment email with the subject line IMMEDIATE ACTION REQUIRED: Verify Information for I9 Employment Eligibility Form/Consent to Criminal Background Check. This email will outline the next steps to complete the consent for the background check and the I-9.  

  • The I-9 Form (Eligibility to Work in the US)

    • The I-9 form is used for verifying the identity and employment authorization of individuals hired for employment in the United States. The I-9 must be completed in the Office of Human Resources by the deadline noted in the email from HR. Students/non-student temps must complete this process on/before the first day of work.                       
  • I-9 Verification Process:
    • To complete the I-9 verification process, please present selected identification items to the Office of Human Resources (213 UPAV) by the date indicated in the HR email. Identification items most common presented are a valid Driver License/State ID and Social Security card or birth certificate (original certified copy only) or valid passport. Photocopies of documents will not be accepted. Please refer to our website at http://umflint.edu/hr/I-9_Form.htm for a list of acceptable original documents.

      • International Students on F1/J1 VISA:  The following documents are most commonly used to complete the I-9 process with the Office of Human Resources: Valid Passport, I-20, and a paper copy of I-94.
  • Pre-employment Test
    • After this training, there will be a test for the selected candidate to successfully complete. A certificate is available after the completion of the test. Candidates will be required to either present a screenshot of the Certificate of Completion from their mobile device or a hard-copy when completing the I-9 form.
  • Criminal Background Check Consent
    • The selected candidate can expect to receive an email from HireRight Customer Support <noreply@hireright.com> (HireRight) within 24 hours of receiving the email from HR. A link to the HireRight website will be provided in the communication. This link will expire five (5) days from the date of the email.

Authorization to Work

After completing the required steps in the employment process and upon review of the background check, the student/non-student temp will receive an email from an HR Generalist with authorization to work. This email will include next steps in the on-boarding process.

These next steps include:

  • Employee Validation Process - New hires and rehires use the New Employee Validation page in Wolverine Access to enter or validate their personal data before it is loaded into the official University of Michigan system (M-Pathways). The system will allow the new hire to complete the employee validation process 24 hours after the authorization email is received.  For payroll processing purposes, the validation process must be completed within 3 days. The employee validation process is a required action
  • Direct Deposit - The Direct Deposit self-service page in Wolverine Access allows student/non-student temp employees to set up the direct deposit of net pay into a financial account.
  • Federal W-4 Tax Documentation – most student/non-student temp employees can change their Federal tax withholding information using the Wolverine Access website. Non-U.S. Citizen or Permanent Resident CANNOT change tax withholding information using the Wolverine Access website. This must be completed via a paper form. Please see the HR office for more information.
  • Michigan W-4 Tax – most student/non-student temp employees can change their Federal/State tax withholding information using the Wolverine Access website. Non-U.S. Citizen or Permanent Resident CANNOT change tax withholding information using the Wolverine Access website. Please see the HR office for more information.
  • City of Flint Tax - Income tax - City of Flint. The Income Tax rate is 1% for residents and 1/2% for non-residents. 

Schedules

For questions regarding your work schedule please contact your supervisor. You are responsible for working all the hours that you agreed to at the beginning of the semester. Your supervisor will work with you on making scheduling adjustments as needed based upon the needs of the department. This includes mid-term and final exam periods.   

  • With the exceptions of emergencies or illness, requests to be absent should be submitted to your supervisor with advance notice.

Timesheet Procedures

A very important aspect of your job responsibility will be properly completing your timesheet. This is the means by which your paycheck is calculated. It is very important to do and/or know the following:

  • Keep accurate records of the hours you work. Check with your supervisor to confirm the method of time recording required for your position. Um-Flint uses an e-Timesheet process via the Employee Self-Service function in Wolverine Access/Mpathways. Some departments utilize a swipe/punch/webclock system to capture time worked. There may be times that a paper timesheet should be submitted. Please check with your supervisor should you miss a timesheet deadline.
  • Timesheets are due on specific dates every two weeks. Timesheets must be SUBMITTED by the deadline for supervisor approval.  It is your responsibility to ensure your timesheet is properly and correctly completed and submitted. There is information regarding due dates and paydays on this website but check with your supervisor as an earlier deadline may be required in order to meet administration deadlines. Failure to complete your timesheet in a timely manner will result in a two-week delay of your paycheck.

Biweekly Time Reporting Tutorial

Pay Check Info

The university encourages its employees to utilize direct deposit however, paper checks are available. If you do not select direct deposit then a paper check will be issued and available for pick up from the Cashier’s Office with proper ID after 8 am on payday. You may also request to have your paycheck mailed to you.

If you don't receive a paycheck, please consult with your supervisor. Your supervisor will then work with Human Resources to resolve the issue.

Sample Check with Field Descriptions

 

Payroll Calendar

Student/Non-student temporary employees follow biweekly payroll cycles. As indicated in the previous module, timesheets must be submitted by the deadline established by the supervisor and the university in order for the paycheck to be issued each pay day.

Smoke Free Campus Policy

The University of Michigan-Flint campus has been smoke-free since July 1, 2011. Our focus is on helping the campus community become tobacco-free by providing information on the resources available to help quit tobacco use. The goal is to establish a culture that supports a smoke-free community. The success of the policy is dependent on the thoughtfulness, consideration, and cooperation of smokers and non-smokers. http://spg.umich.edu/policy/601.04

UM-Flint’s Smoke-Free Campus Website

 

General Employment Rules

For some of you, this may be the first job you have ever held. Developing a professional attitude and self-discipline now will serve you well throughout your entire career. These rules are general behavior guidelines. They promote good work habits, as well as providing the best service possible to your customers and your employer. Developing professional behaviors will aid you as you continue down your career path.

  1. Dress in a manner appropriate to your work location. Your work location may have very specific guidelines about attire. Check with your supervisor for their department specific policy.
  2. Social interaction in the office should be kept to a minimum. Discussing your personal life should not be done while someone (a customer, co-worker, etc.) is waiting for assistance. Although your work site may be open for student use, refrain from inviting your friends to stop by for a chat while you are working. If they are using the services, help them but keep your interaction professional.
  3. This is a work area and should be kept neat and organized at all times. When you finish your shift, you should leave the area ready for the person working the next shift.
  4. Personal phone calls in the workplace should be limited. Please check with your supervisor on their department's policy on use of department phones for personal use. 
  5. Cell phones.  Cell phone (calls or texts) use during work hours should be limited. Phones should be set to silent and kept out of sight. If you are expecting an important call/message, inform your supervisor in advance.
  6. Computers in the office are not for personal use unless approved by your supervisor.
  7. Lunch/Breaks: You are eligible for a 30-60 minute unpaid lunch break if you work a shift of six hours or longer. Your lunch/break will be scheduled by your supervisor as time and the work schedule permits. There are spaces available in almost every building for taking a lunch break. Shorter paid breaks (of up to 15 minutes) may be permitted based upon the department's policy.
  8. Use discretion when interrupting  meetings or workshops in progress. Usually a closed door means do not disturb. When in doubt, ask your supervisor how you should handle such situations.
  9. Consider all office information and communication confidential. Avoid inappropriate public discussions about students, alumni, or university policies. You should treat information that you come across in the course of your duties to be confidential. You may have access to records, which contain personally identifiable information, the disclosure of which may be prohibited by law.  Unauthorized release of information may be grounds for disciplinary action as may be deemed appropriate, upto and including discharge of employment. You are not to discuss, release, copy, or remove from the office any documents, or data in electronic form, without specific permission. Disclosure of confidential information to sources outside of the office may be cause for dismissal. In some offices, you may be asked to sign a confidentiality statement.
  10. Remember, this is a job. Regardless of whether you are working as a work-study student/student/non-student temporary, good work performance is expected. Your supervisor may give pay raises based on your performance. Your supervisor and co-workers may someday be a source of professional recommendation letters. Remember that poor work performance may be grounds for disciplinary action as may be deemed appropriate, upto and including termination of employment.

Professional workers

Professional workers...

  1. Take full responsibility for the results of their efforts and actions. They may seek advice and consultation but they do not attempt to transfer responsibility for their mistakes to others.
  2. Continually seek self-improvement. They take advantage of every opportunity to gain/enhance their knowledge and understanding in connection with their professional duties.
  3. Respect the confidence of others. The welfare of those they serve often requires that information concerning them remains confidential.
  4. Are loyal to their fellow teammates. They do not gossip about them or the clients they serve. They understand the importance of teamwork.
  5. Avoid rumors. They do not repeat or give credit to information received through the "grapevine". They secure information directly from those authorized to release it.
  6. Address their grievances through proper channels. They discuss them directly and privately with those authorized to make adjustments. They refrain from complaining and grumbling to others.
  7. Are cognizant of their fellow teammates. They consider the effects of their actions on others.
  8. Meet their professional obligations. They do their very best to fulfill their commitments and obligations.
  9. Do not advance themselves at the expense of others. They strive for recognition and advancement in their profession only on the basis of superior professional performance.
  10. Are proud of their profession. They reflect to those outside the profession a pride and satisfaction in the work in which they are engaged.

Professionalism

Frequent reference is made to a "professional attitude" and "professional conduct" on the part of persons engaged in occupations considered professions. These are not easy to define in a few words, but there are certain characteristics associated with professional status. One outcome of earning a college degree is the potential to be hired for professional jobs; learning and adopting the job attitudes and behaviors of a professional while you are still a student will be valuable to your career.

Campus Safety Information and Resources

The University of Michigan-Flint is committed to providing a working and learning environment for our students, faculty, staff and campus visitors.  We celebrate, recognize and value diversity.  The information located at the Campus Safety Information and Resources page, including the links attached within, is intended to provide resources for all individuals affiliated or chose to visit our campus. 

Harassment

What is Harassment?

Harassment is a serious offense – and the University of Michigan-Flint takes harassment seriously!

Harassment is conduct directed toward a person that includes repeated or continuing unconsented contact that would cause a reasonable individual to suffer substantial emotional distress and that actually causes the person to suffer substantial emotional distress.

The university will not tolerate the creation or existence of an environment that is hostile on the basis of one’s protected class (race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, height, weight, or veteran status). Such a hostile environment is defined as harassing conduct (e.g., physical, verbal, graphic or written) related to one’s protected class that is sufficiently severe, pervasive or persistent so as to (1) interfere with or limit the ability of an individual to participate in or benefit from the university’s programs and activities or (2) unreasonably interfere with an individual’s work or academic performance by creating an objectively intimidating, hostile, or offensive work or learning environment.

Where do I report Harassment?

As a student-employee, if you feel that you are being harassed, please contact:

The Institutional Equity Specialist
213 University Pavilion
810-237-6517

Sexual Harassment and Misconduct

At the University of Michigan-Flint, we are committed to the university’s effort to prevent sexual harassment and misconduct.  Our faculty and staff believe in maintaining a respectful, inclusive and equitable working and learning environment, free from sexual harassment and misconduct.  

One way you can participate in this effort is by completing the new mandatory online module, “Cultivating a Culture of Respect: Sexual Harassment and Misconduct Awareness.”

This new training is part of an education and prevention program recommended by a broad working group of faculty and staff experts.  The online module is the first step in a multilayered approach to a series of education and training programs designed to have meaningful impact on our campus and workplace culture.  More details will be coming over the next few months regarding these additional programs. 

Participation in the online program is required for all U-M employees, including temporary staff, student employees, bargained-for staff and graduate student employees. The training is expected to take approximately 15 minutes to complete.

Employees are expected to complete the training by Dec. 31. 

ADA ACCOMMODATIONS & COMPLIANCE

University of Michigan-Flint is committed to equal employment in all aspects of employment for individuals with a disability. In Accordance with the Americans with Disabilities Act (ADA) and State laws, and consistent with the University’s Policy on Harassment and Discrimination, it is the policy of the University to provide reasonable accommodations in employment to individuals with disabilities unless the reasonable accommodation would impose an undue hardship of the operation of the University’s business or would change an essential function of the position. Our human resources team is committed to engaging in the interactive process during the accommodation request process. Please contact Human Resources for information and assistance (810) 762-3150.

Ethics, Integrity & Compliance

The University of Michigan strives to uphold the highest ethical standards and expectations of honesty and integrity across our community of faculty, staff, and students. Please watch the short video below and see the links to resources for ethics, integrity, and compliance at the university. 

Ethics, Integrity & Compliance website

Ethics, Integrity & Compliance at UM-FLINT website

 

Data Security

The University provides many information technology resources for its community.  Whenever you use these resources, you implicitly agree to abide by the highest standards of responsibility to your colleagues - the faculty, staff, students and external users who share this environment.  Users are required to comply with all University policies and state and federal laws concerning appropriate use of information technology.  Non-compliance is considered a serious breach of community standards and may result in disciplinary or legal action.

Users of UM computing resources are subject to a number of policies and guidelines. A complete listing and full text of UM policies on information technology is available online at http://cio.umich.edu/policy. In addition to these general UM policies, UM-Flint users are subject to the policies and guidelines established by the Flint campus.

YOU'RE FINISHED! NOW TAKE THE TEST!

Follow this link to complete the test, print the test return it to HR when completing the I-9.