Checklist for New Employees (2024)

You will want to take the following steps in this order:

Step 1: Activate your Active Directory account

Step 2: Activate your Duo Access

Step 3:Log into your e-mail account

• UCSD O365 Web Access
• UCSD Google

Employee ID number and campus ID/ staff ID card

You need your employee ID number to get a staff ID card (called a Campus Card), and to buy a parking permit. Ask your department HR contact to provide your employee ID number after you have signed hire paperwork.

• When you get your employee ID number, you can get a Campus Card.

Parking permits, prices, rules, services, lots, and commuting/ rideshare options

To buy a parking permit, you need your employee ID number or a letter from your department verifying your employment. If your ID number is not ready, you may buy a daily permit at the information booths or parking office (map).

• Learn about parking prices, rules, and services.
• View campus maps via MapLink.
• Explore your commuting options (carpooling, mass transit, UCSD shuttle system) and find your way to UCSD.
• Full-time employees new to the UC San Diego may qualify for a 15-day complimentary parking pass. You must establish your singlesign-onaccount to obtain the complimentary 15-day pass.
  Follow these instructions to obtain and print your complimentary pass (PDF).

  Anyone with a prior record established in the payroll system (i.e. in PPS and received a paycheck from UCSD), including Students, Rehires or TES employees being hired into full-time positions, unfortunately, are not eligible.

Campus maps and tours

Explore campus and find key locations at UCSD.

• Look at maps.
• Become an expert, take a tour.

Your paycheck

Complete all your new hire paperwork before you start working and refer to the payroll calendar for paydates and holidays. Ask your department HR contact for information about direct deposit, also called Surepay.

• Plan for delay in getting your first check. Ask your department HR contact when you should expect it. If you convert from bi-weekly to monthly pay, plan your budget accordingly.
• Review the payroll calendar to note paydates and holidays.
• Check the list of paid holidays and learn about vacation accrual.

Establish your Employee Self-Service Portal in UC Path

The UCPath online self-service portal will provide you with 24/7 access to your HR and Payroll information from your desktop, laptop, tablet or mobile phone.

1. Login to UCPath.
2. Select University of California, San Diego from the location list.
3. Enter your UCSD email address and password to login
4. Verification & Security Questions

Personal Information and Income and Taxes
From the homepage, scroll down to the two drop-down menus next to each other: Personal Information and Income and Taxes. Please complete the following forms under the Personal Information and Income and Taxes drop-down menus:

1. Personal Information
   • Personal Information Summary
   • Employee Disclosures
   • Patent Acknowledgement
2. Income and Taxes
   • Direct Deposit
   • CA State W-4 (DE-4)
   • Federal Withholding (W-4)
3. Health and Welfare – Please do not enroll in Benefits at this time. We will provide you information regarding about our campus Benefits Orientation, which you will attend within the first two weeks of your hire.

Communications and computers

Your office may already be equipped and set up for you. If you need to do it yourself, here is information on how to set up your communications and computer resources.

• How to set up e-mail on campus:
  • E-mail
  • Mail lists
• How to get your workstation together:
  • Computer setup
  • Networks
  • Security and passwords
  • Technical help through ITS Service Desk
• How to set up phones, pagers, radios, and voice mail:
  • Telecommunications resources
• How to get access to business systems

Review your directory information.

Check your directory information and make corrections if needed using MyDirectory (login required).

Orientations

Acquaint yourself with UCSD culture, and find out about benefits, injury prevention, and new employee orientations.

• Learn and apply UCSD Principles of Community and performance standards.
• Register to attenda New Employee Orientation to learn more about campus resources, programs, and services that will assist in your professional and personal development. All new employees are required to attend New Employee Orientation within 30 days of their start date.
• Participate in a Benefits Orientation. You must enroll for benefits within your Period of Initial Eligibility (PIE), which is within 31 days of your hire date.
• Attend the Injury and Illness Prevention (IIPP) Training Orientation within 30 days of your hire date.
  
  • Give your certificate of completion to your department administrator

Health and welfare benefits

Review benefit plan providers and enroll for benefits during your PIE, which is within 31 days of your hire date.

• Enroll for health benefits through UCPath.
• Review health plan provider names and group numbers.

Safety

Learn about emergency contacts, safety training programs, ergonomics, risk management, and workers' compensation information.

• Know emergency contacts for campus and healthcare sites.
• Check out the Safety Training menu.
• Register for emergency notifications.
• Take preventative measures to avoid injury — set up an ergonomic workstation.
• Report an on-the-job injury or illness.
• Find out about workers' compensation and view the workers' compensation online booklet.

Campus brand

Get to know the UC San Diego brand by visiting our campus brand guidelines. These guidelines provide a flexible set of tools for creating materials that are strategically effective and visually united.

• Download campus logos
• Learn about trademark and licensing policies for imprinted product and apparel
• Submit marketing materials for review
• Request brand support

Campus business resources you may need to do your job

Use these resources as appropriate in doing your job. Some resources have restricted access and require specific training.

• Check out campus business resources you may need for your work:
  • Bookstore
  • Business cards
  • Copy card for library copiers
  • Faculty/Staff Directory, in the search bar on top of every Blink page, and My Directory update information
  • Faculty Club
  • Notary Public on campus
  • Post Office on campus
  • Travel information
• Online tools for UCSD business processes:
  • Look at business systems by function and refer to summarized information about the Link family of online systems.

Training and development

Ask your supervisor about recommended training for your position or department and use these resources.

• Browse an overview and explore your opportunities for training and development.
• Look at the UCSD employee development policy and find out about educational benefits and reduced fee enrollment.
• Explore career planning, the mentor program, and internships offered through Career Connection.
• Enroll in classes from Staff Education and Development.
• Take advantage of self-paced, self-directed online training.

Life events

Find resources for a variety of life events.

• Explore an overview of sickness and accident resources, and learn about leaves of absence, disabilities and rehabilitation resources, the Faculty and Staff Assistance Program (FSAP), and substance abuse resources.
• Find out about events that prompt a change in benefits, including adding or de-enrolling a family member and designating beneficiaries, at UCnet.
• Find out how to change your personal or tax information online.
• Find out about survivor benefits(PDF)for the family of UC employees or retirees.

Campus associations, services, and facilities

Find out about staff associations, diversity resources, and services and facilities on campus.

• Find out about staff associations and diversity resources.
• Explore personal and recreational resources:
  • Banking: Credit union (USE)
  • Birch Aquarium
  • Calendar of events
  • Child care
  • Eldercare
  • Food/ Dining on campus: Places to Eat at UCSD.
  • Performing Arts: La Jolla Playhouse, music, and theatre and dance
  • Sports facilities
  • Recreation programs
  • Staff discounts for local attractions
  • Stuart art collection
  • University libraries

Retirement

Review UCSD retirement and supplemental savings plans and start planning for your future.

• Explore retirement and supplemental savings plans:
  • University of California Retirement Plan (UCRP)
  • Tax-Deferred 403(b) Plan
  • Tax-Deferred 457(b) Plan
  • Defined Contribution Plan (DCP)

Policy resources

Find resources on policies, workplace conduct, and items related to UCSD culture.

• Educate yourself about personnel policies:
  • Classification criteria and series concepts
  • Collective bargaining agreements
  • Compensation
  • Performance appraisal
  • Title and pay plan
  • Vacation
• Read UCSD's workplace conduct policies:
  • Conflict management
  • Diversity
  • Drug-Free Schools and Communities Act
  • Equal employment opportunity and affirmative action
  • Principles of Community
  • Sexual harassment prevention
  • Smoke-free workplace
  • Workplace conduct
• Find other policies by using the navigational tools in Blink:
  • Look up a policy by using the search Policy and Procedure Manual option in the Blink search results page.

Pay dates and leave accruals

• As a UC San Diego employee, you receive 14 paid holidays a year.
• Download payroll calendars with all pay dates, holidays, working days, and working hours.
• Learn about vacation and sick leave.

Eating, shopping, and getting around campus

• Find the location of coffee carts, lunch, and snack options nearest to you.
• Use UC San Diego's own Google mapto get directions, parking, and traffic information for all UC San Diego neighborhoods.
• Not sure about driving? Learn about UC San Diego's alternative transportation options.
• Find out about employee discountsavailable to all UC San Diego faculty and staff.

Community

• Meet the UC San DiegoSenior Leaders
• UC San Diego strives to create an atmosphere of fairness and social equity. In 1998 thePrinciples of Communitywere incorporated into its fundamental operating principles.
• Register to get notifications about campus emergencies, closures, etc. throughTriton Alert.
• The Faculty and Staff Assistance Program is a confidential service designed to help all employees and members of their immediate household resolve concerns that may be affecting personal well-being or job performance.
• UC San Diego staff associations serve as ways to network with other employees, and membership is open to all employees.

New to San Diego?

• Learn about Child care options at UC San Diego and off-campus.
• Find resources on Housing.