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New to WKU

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. 

 

Employment Eligibility Verification

All new employees will receive an email from DoNotReply@Talentwise.com in order to complete a criminal background check. Once completed, new employees will also receive an email to complete Section 1 of the Form I-9 for employment eligibility verification. Both the I-9 and criminal background check must be successfully completed before a new hire can begin employment at WKU.

Relocating to Bowling Green?

Make sure to visit our Relocating to Bowling Green page to find information that can assist with your transition to the area.  Welcome to Bowling Green!

HR Registration

All new employees must visit the WKU Department of Human Resources to complete tax forms, direct deposit information and Section 2 of Form I9.  A list of the proper identification you will need to bring with you to Human Resources can be found HERE.

WKU Employee I.D.

New employees may obtain a WKU Employee Identification Card by visiting the WKU I.D. Center located in Downing Student Union room 2125.  Your Offer of Employment Letter and a valid photo ID will be required.  Additional information may be viewed on the I.D. Center webpage.

Access Control

Have a need for building keys or other access control privileges?  Have your College/Department hiring authority make these requests directly to WKU Access Control.  For additional information on key pick up, customer service hours can be found HERE.

Campus Parking & 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.

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.

Find Your Way

Getting familiar with campus can be intimidating!  Find your way around campus easier with WKU's Virtual Tour, WKU Facilities Maps, OR by using the Maps app within your iWKU app.

Payroll

There are multiple payroll frequencies at WKU and it's helpful to know when your payroll schedule is.  Your supervisor can inform you of your payroll frequency and information about that schedule can be found on the Payroll Department's website.  A copy of the payroll handbook can be found here as well.

Timekeeping

All non-exempt employees are required to maintain an accurate record of time worked.  As required by the Fair Labor Standards Act, any hours worked over 40 during a given workweek are to be paid at time and one half.  More information can be found by visiting the Timekeeping section of our website.  

Review Your Benefit Enrollment

Review and make decisions about participation in WKU’s various benefit programs clicking HERE.  You must enroll within the 31 days of your benefits effective date for coverage such as Medical, Dental, Vision, etc., otherwise, you will be required to wait until the next annual Open Enrollment period, unless you have a qualifying life event.  For those who are TRS eligible employees, you have 30 days from your hire date to make retirement elections.

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.

Information Technology Services (ITS) Orientation

Both full-time and part-time employees can follow this WKU ITS New Hire Guide to get set up on all systems WKU, check out services provided by ITS. 

Orientations are available to any faculty or staff member, regardless of length of employment with WKU.  Those interested must reserve a spot for orientation by registering here: https://itweb.wku.edu/training_atech/index.php

Title IX Training

Communication regarding updated Title IX Training is coming soon! 

All employees and new hires are required to complete Title IX Training within the first 30 days of employment

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.

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.

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 carefully review all electronic transmissions and respond accordingly.

Also be sure to download the iWKU app, available on the App Store for iOS devices.  Although originally designed for current WKU students, Faculty & Staff can get instant access to campus maps, building information, operating hours, emergency alerts, news, events and more!

Time away from your desk!

When it comes to time away from the office, WKU is looking out for you!  WKU’s PTO program provides employees the ability to cover any situation that may be encountered, in addition to offering a generous holiday schedule.  A complete guide to all Work Life Balance options WKU provides can be found here on our benefits page.

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 Preston Center - The Department of Campus Recreation & Wellness 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 DiningThe Dining and Restaurant Group offers a variety of cuisine options and meal plans to enhance your campus dining experience.  Full-time employees receive one complimentary meal per month at Fresh Food, compliments of Aramark.

The WKU Store - Your official source for all things WKU!  All WKU employees receive a 10% discount on WKU clothing, merchandise and memorabilia.  The store also has a technology department featuring Apple, Dell and other brands of PCs, laptops and accessories available at educational pricing.

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 RedMania!" 

GO TOPS! - Hilltopper madness is everywhere!  Employees are eligible to receive discounted tickets to Football, Men's Basketball, and Women's Basketball games. Contact 270-745-5222 for details on ticket discounts and visit WKU Sports webpage for game schedules and other Hilltopper Athletic news and events.

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 PerformancesHardin Planetarium and L.D. Brown Ag/Expo Center to name a few!

 

Part-time employees and/or 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. 

Employment Eligibility Verification

All new employees will receive an email from DoNotReply@Talentwise.com in order to complete a criminal background check. Once completed, new employees will also receive an email to complete Section 1 of the Form I-9 for employment eligibility verification. Both the I-9 and criminal background check must be successfully completed before a new hire can begin employment at WKU.

HR Registration

All new employees must visit the WKU Department of Human Resources to complete tax forms, direct deposit information and Section 2 of Form I9.  A list of the proper identification you will need to bring with you to Human Resources can be found HERE.

WKU Employee I.D.

New employees may obtain a WKU Employee Identification Card by visiting the WKU I.D. Center located in Downing Student Union room 2125.  Your Offer of Employment Letter and a valid photo ID will be required.  Additional information may be viewed on the I.D. Center webpage.

Email Account Request

Once your employment status is considered active, you may request email account creation by submitting an online request HERE.

Access Control

Have a need for building keys or other access control privileges?  Have your College/Department hiring authority make these requests directly to WKU Access Control.  For additional information on key pick up, customer service hours can be found HERE.

Campus Parking & 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.

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.

Find Your Way

Getting familiar with campus can be intimidating!  Find your way around campus easier with WKU's Virtual TourWKU Facilities Maps, OR by using the Maps app within your iWKU app.

Payroll

There are multiple payroll frequencies at WKU and it's helpful to know when your payroll schedule is.  Your supervisor can inform you of your payroll frequency and information about that schedule can be found on the Payroll Department's website.  A copy of the payroll handbook can be found here as well.

Timekeeping

All non-exempt employees are required to maintain an accurate record of time worked.  As required by the Fair Labor Standards Act, any hours worked over 40 during a given workweek are to be paid at time and one half.  More information can be found by visiting the Timekeeping section of our website.  

Information Technology Services (ITS) Orientation

Both full-time and part-time employees can follow this WKU ITS New Hire Guide to get set up on all systems WKU, check out services provided by ITS. 

Orientations are available to any faculty or staff member, regardless of length of employment with WKU.  Those interested must reserve a spot for orientation by registering here: https://itweb.wku.edu/training_atech/index.php

Title IX Training

Communication regarding updated Title IX Training is coming soon! 

All employees and new hires are required to complete Title IX Training within the first 30 days of employment, and may do so using the following link: Title IX Online Training

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.

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.

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 carefully review all electronic transmissions and respond accordingly.

Also be sure to download the iWKU app, available on the App Store for iOS devices.  Although originally designed for current WKU students, Faculty & Staff can get instant access to campus maps, building information, operating hours, emergency alerts, news, events and more!

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 Preston Center - the Department of Campus Recreation & Wellness 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! - Hilltopper madness is everywhere!  Employees are eligible to receive discounted tickets to Football, Men's Basketball, and Women's Basketball games. Contact 270-745-5222 for details on ticket discounts and visit WKU Sports webpage for game schedules and other Hilltopper Athletic news and events.

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 SeriesConcert Series,Theatre and Dance Performances,Hardin Planetarium and L.D. Brown Ag/Expo Center to name a few!

 

For more information on Graduate Assistantships, please visit The Graduate School.

Employment Eligibility Verification

All new employees, including Graduate Assistants, will receive an email from DoNotReply@Talentwise.com in order to complete a criminal background check. Once completed, new employees will also receive an email to complete Section 1 of the Form I-9 for employment eligibility verification. 

HR Registration

All new Graduate Assistants must visit the WKU Department of Human Resources to complete tax forms, direct deposit information and Section 2 of Form I9 no later than three days from the date of hire.  A list of the proper identification you will need to bring with you to Human Resources can be found HEREBoth the I-9 (Section 1 and Section 2) and criminal background check must be successfully completed before a new hire can begin employment at WKU.

Representatives from HR will also be available during Graduate Student Orientation, where you can complete these items.  

 

Student Employment at WKU

Visit the WKU Student Employment webpage.  Here you can find tax forms, information on eligibility, job vacancies and answers to Frequently Asked Questions

Employment Eligibility Verification & Student Employment Registration

All new student employees will receive an email from DoNotReply@Talentwise.com in order to complete a criminal background check.  Once completed, new student employees will also receive an email to complete Section 1 of the Form I-9 for employment eligibility verification.

All new student employees must visit the Student Employment Office, 324 Potter Hall, to complete tax forms, and section 2 of Form I-9.  A list of the proper identification you will need to bring with you to  Student Employment can be found HERE Both the I-9 and criminal background check must be successfully completed before you can begin employment at WKU.


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 Last Modified 10/21/19