This protocol addresses the steps that various SOE administrative offices must take to onboard a faculty or staff member once hired, or once a faculty or staff member has separated. Because multiple offices have a vital role to play in onboarding and exiting staff/faculty efficiently and securely, it is important that SOE personnel communicate among each other.
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Hires/Exits Listserv
The Hires/Exits Listserv—soe-hire-exit@listserv.syr.edu—is the most efficient way to communicate among administrative offices.
Computer Consultant (Shannon Thibault) will be the champion of the listserv.
Hires/Exits Listserv will include the following personnel:
Associate Dean for Administration
Executive Assistant to the DeanBudget Director
Budget Office Administrative Specialist
Coordinator, Office of the Dean
Computer Consultant x2
Curriculum Specialist
Director, Marketing and Communications
Digital Communications Specialist
- Budget Director
- Budget Office Administrative Specialist Information Technology ManagerComputer Consultant x2
Executive Assistant to the Dean
Information Technology Manager
Information Coordinator
Points of Contact & Internal Communications Procedure
Full-time Staff Hires/Exits
SOE’s Business Services Administrative Specialist tracks full time staff hires, including those for the Center on Disability and Inclusion, the Center for Academic Achievement and Student Development, and the Center for Experiential Pedagogy and Practice.
The Business Services Administrative Specialist liaises with SOE’s Talent Acquisition Manager (via SU Human Resources) on all SOE full-time staff hires.
During the hiring process, SU HR will inform the SOE Business Office (soebusinessoffice@syr.edu) when it has:
Received signed Offer Letter
Sent a Welcome Letter.
HR also will send a regular report via Tableau HR software listing all hires/exits to the Associate Dean for Administration, Budget Director, and Budget Office Administrative Specialist
Once the Budget Office Administrative Specialist receives notice of a hire/exit, other SOE offices will be informed via the listserv.
Full-time Faculty Hires
The Dean and the Associate Dean for Administration
is typicallyare the
pointpoints of contact for full-time faculty hires.
The Dean and Associate Dean liaise with Academic Affairs to discuss and approve full-time faculty hires
.
The Dean creates the Search Committee.
The Associate Dean develops the Hiring Proposal and manages letters of employment.
Once an offer is accepted and Letter of Employment is signed
, either the Associate Dean or:
SOE Procedures
The Dean or Associate Dean receives the letter and notifies the Executive Assistant to the Dean
will initiate internal communications with.
The Executive Assistant uploads the letter to the appropriate sub-directory under the G drive directory EMPLOYEERECORDS.
The Executive Assistant then alerts the Business Services Administrative Specialist.*
The Administrative Specialist sends an email to the Hires/Exits Listserv.
- SOE Dean, Associate Dean for Academic Affairs, Faculty Director of Undergraduate Studies, and Faculty Director of Graduate Studies, and direct (i.e., program) supervisor
This email initiates SOE administrative offices to begin planning for the new facility member's arrival.
The Director of Marketing and Communications is responsible for creating a biography using a template and securing a photo, in contact with the new faculty member if necessary.
*This procedure can be initiated before a faculty member receives an SUID.
University Procedures
Academic Affairs initiates a background check.
Once the background check is complete, Academic Affairs sends the candidate a Personal Information Form (PIF).
The PIF is submitted to SOE's HR Shared Services.
Once the PIF is processed, HR Shared Services notifies the candidate of their SUID.
Full-time Faculty Exits
There is no clear SU protocol for this situation, although typically the Office of the Dean is notified.
Therefore, either the Associate Dean or the Executive Assistant to the Dean will initiate internal communications.
Part-time or Temporary Hires/Exits
The Budget Office Administrative Specialist will alert the listserv for the hire/exit of part-time and/or temporary staff/faculty, when they require or have had:
Building access (BOSS system, keys)
Technology or tech access
Listing on the staff directory
...
Required Information in Hire/Exit Internal Communication
Name:
Title:
Department/Program:
Tentative Start Date1:
SUID2:
NetID (if known)3:
Phone ext. (if known):
Notes: Hire, Exit, or Transfer (if so, from where)
1. “Tentative” as there are still steps that take place after an Offer Letter has been sent (i.e., vaccination protocols)
2. SUIDs are generated once an Offer Letter has been signed.
3. SU NetIDs are generated once the hire process is complete. They must be activated by the employee by completing the steps outlined in the Welcome Letter. NetIDs are generated by SU Human Resources, although they are only made active by the employee (two-factor authentication).
Official SOE Employee Directory
The official SOE Employee Directory is the website directory: https://soe.syr.edu/about/directory
As of April 2023, the PDF print directory has been deprecated.
A printable version of the online directory will serve as the hard copy directory.
The Digital Communications Specialist is the champion of the online directory.
The Director of Marketing and Communications will arrange to have the employee’s photo taken for the online directory.
All employees must list their desk phone extension.
...
Hires/Exits Functions
Office of the Dean
Associate Dean for Administration
Executive Assistant to the Dean
Hires/Transfers In
Add to existing staff/faculty calendar reminders (e.g., Assembly)
Gather existing biography/photo
Arrange for introduction at next Assembly
Create employee folder on G drive
(Full-time faculty) Add to Promotion and Tenure spreadsheet
Coordinator, Office of the Dean
Hires/Transfers In
Order non-technical supplies
Set up office/workstation
Liaise with new employee about HR onboarding tasks
Hires/Transfers In & Exits
Building access (BOSS system)
Office and building keys
...
Marketing & Communications
Director, Marketing and Communications
Digital Communications Specialist
Hires/Transfers In
Arrange headshot photo
Write and disseminate announcement
Internal Communications: staff member
Press Release: new faculty
Hires/Transfers In & Exits
Amend website (official) directory
Budget Office
Budget Director
Budget Office Administrative Specialist
Hires/Transfers In
Initiate internal communications
Exits
Initiate internal communications
Liaise with HR to open new position
Technology Support1
Information Technology Manager
Computer Consultant
Hires/Transfers In
Send SOE Technology Welcome email to alternate email account (pre-NetID set-up)
Add NetID to G drive, printers, shared emails, shared calendars, MS Teams
Confirm technology needs and procure, build, or install
Review SOE technology resources with new employee
Access removal/additions as needed
Exits
Disable NetID and Email (if appropriate)
Obtain purchased/loaned equipment
Remove from listservs (and add emeritus to emeritus listserv)
Remove from AD groups, networks, shared email/calendar, MS Teams, printers
Request that exits:
Remove personal files from network drives
Move work-related files from H drive into G: drive locations
Unsubscribe SU listservs and transfer ownership, if owner/manager
Remove from email/calendar delegation or shared calendars
Transfer ownership of platforms (e.g., social media accounts, Qualtrics Surveys, etc.)
1. Older Hires/Exits/Transfers IT tasks can be found in G:\SOE\EMPLOYEEACCESS (TASK NewHire, TASK Exit, TASK transferIN, TASK TransferOut)