Processing of a new employee

Below are key points in processing a new employee. To view more information for each section, click on the key to open and access the details and steps for the process.

This process begins after a Form 54 (Personnel Action Form) is processed and the Criminal Background Check is complete.

1. Automatic email is sent to the new employee at the email address provided in the criminal background check process.

   • As soon as Form 54 is processed and criminal background check is completed, UM System HR sends at automated email.

2. On-boarding

   • Prior to the first day of employment, the new employee logs onto the site to obtain a User ID and password (pawprint).

3. Log-in at UM System HR on-boarding process

   • Prior to the first day of employment, the new employee should log into MyHR at MyHR.UMSystem.edu. See HR-105 Employment Documentation for more information. Complete forms for:
     • State and federal tax forms.
     • Direct deposit.
     • Personal data.
     • Employee portion of I-9 form

4. I-9 Certification of eligibility to work in the United States—Positions on the MU Campus

   • On the first day of employment, employee must present evidence of eligibility to work in the United States to the New Employee Registration Office at MU HR office (Virginia Street Parking Structure).

5. I-9 Certification of eligibility to work in the United States—Off-campus Positions

   • On the first day of employment, Diane Dews will provide necessary materials for a designated representative who will verify employee’s I-9 status. Employee must present evidence of eligibility to work in the United States.

6. Employee access to MyHR for purposes of recording time.

   • As soon as I-9 status is verified, campus HR gives access to MyHR to new employee. Complete, generally, on and after the second day of employment.

7. MU Extension Entrance and Exit Checklist

   • Use this Entrance and Exit Checklist (XLS) to to help track possible tasks when someone is new or leaving.

• Sign up for benefits.

  • Within 30 days of start of employment, the employee needs to sign up for benefits. For assistance, contact Tamra Robbins.

• Obtain MU ID card.

  • As soon as possible, the employee needs to obtain an MU ID card by going to Campus ID office, located in lower level of the MU Bookstore, Student Center. This is included in the MU Extension orientation.

• Obtain office keys.

  • As soon as possible, the employee needs to obtain office keys. ID Card may serve as building and office key. On-campus, see Building Coordinator. Off-campus, contact RD or designee.

• Arrange parking—on campus

  • As soon as possible, the employee needs to arrange parking at the MU Parking Office in Turner Avenue Garage. Employee must register vehicle and will be given assigned lot.

• Arrange parking—off campus

  • For off-campus employees that need to periodically park on campus: As soon as possible, the employee needs to arrange parking at the MU Parking Office in Turner Avenue Garage. Employee must register vehicle and will be given assigned lot.

• Attend MU Extension new employee orientation.

  • Once start date for new employee is decided upon, an invitation goes out from MU Extension HR via e-mail inviting them to the next upcoming orientation. In addition to general information about MU Extension and the land-grant mission of the university, specific information includes processes for:
    • Payroll, timesheet and leave plan information and recording.
    • Time and expense reporting procedures.
    • Benefit plans and enrollment.
    • Photos are taken for MU Extension Directory and MU ID card.
    • Mandatory training for new employees.
      • Building a Foundation
      • MakeITSafe
    • Mandated Reporting
  •  Megan Martin conducts the orientation on the second Wednesday of the month. MU Extension Orientation is also available online at https://extcourses.missouri.edu.

• Attend campus orientation.

  • Campus HR generally conducts orientation on the first and third Wednesday of every month. See New Employee Orientation for more information.

• Attend program/unit orientation, if applicable.

  • The employee or unit director or designee would participate in the orientation, if applicable. Contact unit director or designee for more information. 

• Attend regional orientation, if applicable.

  • The employee or regional director or designee would participate in the orientation, if applicable. Contact regional director or designee for more information.

• Employee access to MyHR for purposes of recording time.

  • As soon as I-9 status is verified, campus HR gives access to MyHR to new employee. Complete, generally, on and after the second day of employment.

As an integral part of MU Extension’s commitment to a diverse, inclusive and non-discriminatory learning and working environment, all MU Extension employees are required to complete training concerning the rights and responsibilities of employees in the implementation of university and extension Equal Employment and Educational Opportunity policies. Three training sessions must be completed by all employees. These include:

• Building a Foundation. This training provides information about the equal employment and educational opportunities policies of the University of Missouri. It includes training on the mandatory reporting obligations of all extension employees under Title IX of the Educational Amendments of 1972. To access Building a Foundation, log into https://myhr.umsystem.edu/psp/prd/?cmd=login&languageCd=ENG& and follow the link under MyTraining.
• MU Extension Title IX Training. Because of the nature of the educational work of MU Extension employees, additional training on Title IX and its reporting requirements is required of all MU Extension employees. To complete this training, log in at https://extweb.missouri.edu/courses/default.aspx?courseid=241.

All employees are also required to complete a training program concerning security practices relevant to the appropriate use and security of information technologies on the job. The mandatory Information Technologies training is:

• MakingITSafe. This is an on-line training program that may be accessed through myLearn. To access MakingITSafe, go to https://myhr.umsystem.edu/psp/prd/?cmd-login and follow the link under MyTraining.

Probationary period

For staff: The probationary period is the first six months on the job and can be extended for an additional three months. The qualifying period for current staff moving into a new position (internal transfers) is one month.

For academic positions other than tenure-eligible positions, there is no probationary period. Individuals in these positions are appointed for fixed term appointments. Customarily, at the time of hire, an academic appointment is for the balance of the current year (through August 31). After the first year, individuals in academic positions serve for one year term appointments, from September 1 through August 31.

For the probationary period for tenure-eligible positions, see Collected Rules Sections 310.020(d) and 310.015.

Reporting and record keeping requirements (MyVita)

myVita is a web-based faculty activity reporting system that allows faculty members at all four campuses and extension to report on their research, teaching, service, scholarship and creative works. For more information on it, see myVITA for MU Extension faculty.

Performance evaluation

As an introduction to performance evaluation procedures, new employees should refer to the Performance evaluation page. For staff, see the myPerformance evaluation online tool.