Western Kentucky University

Information for New Employees

WELCOME TO WKU!

Starting a new position can be both exciting and overwhelming.  Here at WKU, we wish to make the transition as smooth as possible.  Below are some important steps to help new employees get started.  Our office is located on the ground floor of the Wetherby Administration Building in room G-25  We may also be reached by calling (270) 745-5360.

 

 Full-Time Employees

Step 1

Employment Verification - Every new employee or previous employee who has been away from the University for three or more years is REQUIRED to complete an I-9 Form on or before the first day of employment. 

Step 2

New Hire Orientation - Newly hired full-time employees are contacted by a WKU Benefits Specialist to schedule New Hire Orientation after an EPAF (Electronic  Personnel Action Form) confirming hire, is received from the hiring College/Department.  All employee benefit programs may be viewed on the WKU Employee Benefits webpage.

NOTE:  New employees will need to bring the names, social numbers and birthdates of all dependents to be enrolled in benefit programs.

Step 3

Information Technology Services -  Only the hiring College/Department can request access to e-mail, software, hardware, etc.  Information Technology Employee Services may be viewed on the Information Technology webpage.  Once access, etc. is established, Employee Account information is also available on the IT website.   The IT Helpdesk can be reached at 745-7000. 

 Step 4

Say Cheese! - Newly hired employees are encouraged to schedule an appointment with University Photography located on the 3rd floor of the Wetherby Administration Building, to have a photo made that will be posted on the department webpage.

Step 5

Campus Parking and Transportation - Parking Permits are required for all categories of long-term parking throughout campus.  The Parking and Transportation Department is located at 578 Campbell Ln.  Campus maps and parking information can be viewed at Parking and Transportation Services.

Step 6

WKU Employee I.D. - New employees may obtain a WKU Employee Identification Card by visiting the WKU I.D. Center located in Garrett Conference Center room 100.  Your Offer of Employment Letter and a valid photo ID will be required.  Additional information may be viewed on the I.D. Center webpage.

Step 7

Access Control - Only the hiring College/Department can request keys and other access control privileges.  Additional information may be viewed on the Access Control webpage.

Step 8

Sexual Harassment Training - All employees are REQUIRED to complete Sexual Harassment Training within the first thirty days of employment, and may do so using the following link:  Sexual Harassment On-line Training.

Step 9

Be Your Best! - At WKU we value diversification and the extraordinary talent and experience each individual brings to the University.  Anyone needing special accommodations to assist in performing his or her job duties is encouraged to contact the Office of Equal Opportunity to discuss WKU's ADA Policies and Procedures.

Step 10

Stay Connected! - Annual training, informational sessions and special events are communicated through University e-mail, and may be viewed on the WKU Events Calendar.  All WKU employees are asked to please carefully review all electronic transmissions and respond accordingly.  Don't forget to "Like Us" on Facebook!

Step 11

Be in the Know! - All University policies may be viewed at the WKU University Policies webpage.  The WKU Faculty Handbook may be viewed on the Academic Affairs webpage.  Additionally, WKU has a Communication & Branding Manual that provides guidelines, templates and information to assist in ensuring the WKU image is wholly representative of our values!  Additional information may be viewed on the Public Affairs webpage.

Step 12

Be Prepared! - Knowing what to do in an emergency saves lives!  The safety and well-being of our employees, students and visitors are our FIRST priorities!  Please review the Faculty/Staff Emergency Procedures Handbook and sign up for Emergency Notification Text Alerts to receive accurate emergency and weather related campus notifications both of which may be found on the WKU Police webpage.  Be certain to familiarize yourself with your building's Emergency Action Plan which may be viewed on the WKU Environmental Health & Safety webpage.

Step 13

Enjoy the Breaks! - WKU is going GREEN!  Through many ongoing initiatives, WKU has and continues to reduce its carbon footprint.  One of the ways we do so is through the occasional modification of University Operating Hours.  Modified work schedules allow the University to conserve energy during times when there are minimal staff, faculty and students on campus.  Additionally, the University recognizes the need for WKU families to pause, reflect upon and celebrate many of our nation's milestones through the observance of national holidays.  For full details please review the WKU Holidays and Summer Schedule.

 Step 14

Get to Know Your New Home Away from Home! - Here at WKU there are many opportunities for staff, faculty and student growth, enrichment and engagement.  Following are a few to help you get the most out of your WKU!

WKU Health Services - A network provider under the WKU Employee Health Plan, WKU Health Services offers a variety of health and wellness opportunities such as sick visits, well visits, massage, flu shots, physicals, etc.

WKU Preston Center - the Department of Intramural-Recreational Sports offers a variety of fun and fitness activities for the entire family including a state-of-the-art exercise facility with personal trainers.  Full-time employees have the option for payroll deducted membership fees.

WKU Dining - the Dining and Restaurant Group offers a variety of cuisine options and meal plans to enhance your campus dining experience.

Downing Student Union - The Downing Student Union is the hub of student activities and engagement.  It also houses the WKU Store the official sponsor of "Big Red Mania!" 

GO TOPS! - Beware...Hilltopper madness is everywhere!  Come out and be a part of the Big Red Nation!  Game schedules, ticket information and other Hilltopper Athletic events can be viewed on the WKU Sports webpage.

Spirit Day is officially every Friday when students, faculty and staff are encouraged to flaunt their WKU threads

Experience the Global Community! - The campus offers a variety of opportunities for personal growth, development, and just plain fun!  Check out the: Cultural Enhancement Series, Concert Series,Theatre and Dance Performances, Confucius Institute, Hardin Planetarium and L.D. Brown Ag/Expo Center to name a few!

Get Involved! - The ALIVE Center is the central hub for volunteer and service related opportunities both across campus and throughout the community.  All WKU staff, faculty and students are encouraged to get involved and be an active part of our campus and community!

Part-Time and Occasional Employees - Are generally not eligible for benefit program participation, and therefore do not participate in New Hire Orientation, but must complete all applicable payroll tax withholding, biographical data and I-9 Employment Eligibility Forms.  The forms may be obtained from the hiring College/Department or by visiting the WKU Department of Human Resources located in the Wetherby Administration Building Rm G-25.  Please see the link for I-9 Form in Step 1 above for a list of the proper identification you will need to bring with you.  Additionally, Part-Time and Occasional Employees should follow Steps 2-14 as indicated above where applicable.

Graduate Assistants - Are not benefits eligible and therefore do not participate in New Hire Orientation, but must complete all applicable payroll tax withholding, biographical data and I-9 Employment Eligibility Forms. The forms may be obtained from the hiring College/Department or by visiting the WKU Department of Human Resources located in the Wetherby Administration Building Rm G-25. Please see the link for I-9 Form in Step 1 above for a list of the proper identification you will need to bring with you.  Additionally, Graduate Assistants should follow Steps 5-14 as indicated above where applicable. 

 Last Modified 1/31/14