New Employee Orientation

• Meet your manager or department contact.
• Your department may set up a schedule of tours and meetings for your first week. Now is a good time to ask for information about those and who to reach out to for help.
• At some point on your first day, you will be provided access to a computer or work station to initialize your login credentials.

• Please note, your Account ID cannot be activated until your start date.
• To initialize your account, look for your URID in the personal email from your HR Service Center Liaison.
• Go to tech.rochester.edu/services/account-initialization-new-user, click Initialize Account, and enter your URID and date of birth to get started.
• For questions about your URID, contact ASK-URHR at (585) 275-8747.

Use your Active Directory username and password to log into your computer and Microsoft Outlook. Please see your manager with any questions.

Use your Net ID to log in to HRMS:

• Update personal and emergency contact info.
• Confirm federal, state, and local tax elections.
• Set up direct deposit.
• Approve Remote Work Agreement (if applicable) and indicate whether fully remote or hybrid. For questions about the HRMS website, contact ASK-URHR at (585) 275-8747.

Your ID photo badge is used to identify you as an employee, securely enter certain areas, ride the UR shuttle system, and may be used for certain employees to record time worked.

To get your badge, visit the designated ID Office in person. Bring your photo ID.

• River Campus: Susan B. Anthony Halls, Customer Service Center, first floor, (585) 275-3975
• Medical Center: G-7009, (585) 273-2000

• Check with a manager to confirm whether or not your work location requires a parking permit.
• Review parking options available
• Purchase a permit specific to your work location.

• Review your onboarding plan.
• Schedule job-specific training, if required.

Review departmental policies and procedures.

Welcome Message (3 minutes)

New Hire Orientation – Vision & Values (10 minutes)

New Hire Orientation – Getting Started (10 minutes)

• • University ID Card
  • HRMS and Net ID
  • Payroll Services
  • Time Keeping
  • Pay Cycle and Direct Deposit
  • HR Benefits
  • Employee Compliance Responsibilities
  • Environmental Health and Safety
  • Campus Safety
  • Parking

New Hire Orientation – Communications (10 minutes)

New Hire Orientation – Key Policies and Expectations (10 minutes)

• • Probationary Period (Policy 169)
  • Dress Code (Policy 157)
  • Work Schedule/Work Hours (Policy 172)
  • Meal Periods (Policy 172
  • Smoke-Free Institution (Policy 170)
  • Compliance Education (Policy 114)
  • Drug-Free Workplace (Policy 171)
  • Affirmative Action (Policy 102)
  • Grievance Procedure (Policy 160)
  • Discrimination and Harassment (Policy 106)

FERPA: Protecting Student Privacy (15 minutes)

HIPAA – Privacy and Security (30 minutes)

Title IX Training (25 minutes)

Information Security Policy (20 minutes)

Confidentiality Statement (5 minutes)

Policy on Acceptable Use of Information Technology and Resources (5 minutes)

Emergency Preparedness & Incident Command at the University of Rochester (20 minutes)

Fire Safety (20 minutes)

Asbestos Awareness (10 minutes)

Ergonomic & Back Safety (10 minutes)

Fall Prevention & Walking Working Surfaces (10 minutes)

Hazard Communication & Global Harmonization (15 minutes)

Active Shooter Awareness (20 minutes)

Unconscious Bias in the Workplace (15 minutes)

Minimum Standards for Programs for Minors and Children (10 minutes)

Welcome Message (3 minutes)

New Hire Orientation – Vision & Values (10 minutes)

New Hire Orientation – Getting Started (10 minutes)

• • University ID Card
  • HRMS and Net ID
  • Payroll Services
  • Time Keeping
  • Pay Cycle and Direct Deposit
  • HR Benefits
  • Employee Compliance Responsibilities
  • Environmental Health and Safety
  • Campus Safety
  • Parking

New Hire Orientation – Communications (10 minutes)

New Hire Orientation – Key Policies and Expectations (10 minutes)

• • Probationary Period (Policy 169)
  • Dress Code (Policy 157)
  • Work Schedule/Work Hours (Policy 172)
  • Meal Periods (Policy 172
  • Smoke-Free Institution (Policy 170)
  • Compliance Education (Policy 114)
  • Drug-Free Workplace (Policy 171)
  • Affirmative Action (Policy 102)
  • Grievance Procedure (Policy 160)
  • Discrimination and Harassment (Policy 106)

HIPAA (30 minutes)

Title IX Training (25 minutes)

Information Security Policy (20 minutes)

Confidentiality Statement (5 minutes)

Policy on Acceptable Use of Information Technology and Resources (5 minutes)

EHS Asbestos Awareness Training (10 minutes)

Active Violence in a Clinical Setting (14 minutes)

Safe Movement Handling (15 minutes)

Workplace Health (5 minutes)

Unconscious Bias (20 minutes)

Minimum Standards for Programs for Minors and Children (10 minutes)

Mandatory In-Service (30 – 90 minutes)

At the University of Rochester, we’re proud to offer faculty and staff a comprehensive benefits and compensation package called Total Rewards. Learn more about all the benefits that will be available to you once you begin your employment with us.

• Health care, dental, and vision
• Retirement plans
• Wellness
• Programs and perks
• Dig deeper on our Total Reward web page

For questions about benefits, contact Total Rewards at (585) 275-2084 or totalrewards@rochester.edu

Hired October 15 – November 1

• • You have 30 days from your hire date to complete New Hire enrollment via HRMS.
    • If you enroll in your new hire benefits between Nov. 1 – Nov. 14, please allow 24 hours for HRMS to re-set for you to do your Open Enrollment elections.
  • You have 30 days from your hire date to enroll in Open Enrollment.
    • If you enroll in your new hire benefits on or after Nov. 15, you should contact Total Rewards to request an Open Enrollment form.

Hired November 2 – December 1

• You have 30 days from your hire date to complete New Hire enrollment via HRMS.
  • If you enroll in your new hire benefits between Nov. 2 – Nov. 14, after 24 hours check HRMS to see if you can do your Open Enrollment elections online.
    • If HRMS is not showing this as an option, contact Total Rewards to request an Open Enrollment form.
• You have 30 days from your hire date to enroll in Open Enrollment.
  • If you enroll in your new hire benefits on or after Nov. 15, you should contact Total Rewards to request an Open Enrollment form.

Hired December 2 – December 31

• You have 30 days from your hire date to complete New Hire enrollment via HRMS.
  • Your benefits effective date will be January 1, 2022, therefore you should only view the 2022 benefit details on the Total Rewards website and do not need to elect for Open Enrollment.

Hired October 25 – November 15

• You have 30 days from your hire date to complete your New Hire enrollment
  • You must call Corestream to enroll at 1-888-935-9595 and a representative will advise the unique options available to new hires during Open Enrollment.
  • Additionally, representatives can help you enroll in your New Hire and Open Enrollment benefits if you wish.
• If you enroll during Open Enrollment (Nov. 1 – Nov. 15) and wish to enroll as of January 1, 2022, enroll online by logging into HRMS and selecting the YOUR Benefits Extras link.
  • Your effective date will be January 1, 2022.

Hired November 16 – December 31

• You have 30 days from your hire date to complete your New Hire enrollment.
  • Based on hire date, effective dates will be as of 2022 (see below), therefore no Open Enrollment action needs to be made.
• Enroll online by logging into HRMS and selecting the YOUR Benefits Extras link.
  • If you enroll between Nov. 16 and Dec. 15 your coverage will go into effect January 1, 2022.
  • If you enroll between Dec. 16 – Dec. 31  your coverage will go into effect February 2, 2022.

Hired October 25 – December 31

• You have 90 days from your hire date to complete your New Hire enrollment.
• Enroll online by logging into HRMS and clicking on the Securian Financial link.
• As a new hire during or after Open Enrollment (Nov. 1 – Nov. 15), you only have the opportunity to do your new hire election (1-8x your salary) and the coverage you elect will roll over to 2022.
  • Your New Hire election takes the place of needing to make any Open Enrollment elections.

• Eligibility Information and Important Enrollment Deadlines
• Enrollment Form – To be used by current employees transferring into a benefits-eligible position
• ALEX – an interactive benefits decision tool
• ANDY – an interactive retirement program tool
• Long-Term Disability Information
• Long-Term Disability Frequently Asked Questions
• Retirement Service Credit Waiver – Prior service completed at any higher education institution, teaching hospital, not-for-profit research foundation, or not-for-profit support organization for higher education institutions, as well as service as a member of the controlled group of the University, will count towards the two-year service requirement to receive University contributions to the Retirement Program. To receive this service credit you may complete the Retirement Service Credit Waiver in HRMS by following the path, Main Menu > Self Service > Benefits > Retirement Service Credit.
• Tuition Service Credit Form – At the University of Rochester, the service requirement for the tuition benefits plan may be met by service at another college, university or University of Rochester-affiliated teaching hospital, as well as service at a member of the controlled group of the University that offered a tuition benefit plan for which the faculty or staff member was eligible.

Many benefits will roll over from year to year, if no changes are made including; medical, dental, VSP, MetLife Legal and Life Insurance.

Have Questions? Email ASK-URHR or call (585) 275-8747.

Website: urmc.rochester.edu/eap.aspx

Phone: (585) 475-0432

Website: urmc.rochester.edu/pharmacy/pharmacies/employee.aspx

Phone: (585) 276-3900

Website: safety.rochester.edu

Phone: (585) 275-3241

Submit a question using this web form.

You can also email ask-urhr@rochester.edu or call (585) 275-8747.

Visit the Benefits page on our website to learn more, or visit the Benefits Contacts page to find the most specific contact for your needs.

Visit the Policies website to explore our HR policies.

Phone:

(585) 273-4320 (River Campus)

(585) 275-2513 (Medical Center)

Website: rochester.edu/diversity

Phone: (585) 273-2760

Website: rochester.edu/public-safety/services/id-card-office/

Website: rochester.edu/parking

Phone:

(585) 275-4524 (Medical Center/River Campus)

(585) 274-1084 (Eastman School of Music)

Website: rochester.edu/parking/mail-services/

Phone:

(585) 275-3991 (River Campus)

(585) 275-2630 (Medical Center)

Website: rochester.edu/public-safety

Phone: (585) 275-3333 or x13 for an emergency from a University phone

Email: offcomm@rochester.edu

Phone: (585) 275-4118

Website: rochester.edu/parking/shuttles

Phone: (585) 275-5953

Website: rochester.edu/uhs

Phone:

(585) 275-2662 (Medical Center/River Campus)

(585) 274-1230 (Eastman School of Music)

Website: tech.rochester.edu

Phone: (585) 275-2000

Email: mcpr@urmc.rochester.edu

Phone: (585) 275-3676

Website: urmc.rochester.edu/smd/it.aspx

Phone: (585) 275-3200

Visit the Well-U website to learn more.

You can also visit the Contact Well-U page for specific contact details relative to your inquiry.