Before Signing the Offer Letter, Have You Completed Your Application in Careers USF? s2

Before signing the Offer letter, have you completed your application in Careers@USF?

Please report to USFSP Human Resources on or before your first day of work to complete your new hire onboarding paperwork.

Before signing your Offer and completing the new hire onboarding paperwork, you should have a completed application on file in the Careers@USF on-line application system. Your application is necessary to electronically convert you from an applicant to an employee in our payroll system.

1. Access Careers@USF on-line at http://www.usf.edu/about-usf/work-at-usf.aspx and click on the hyperlink to access Careers@USF.

2. New Applicants: set up a profile and application by clicking Apply without Selecting Job at the bottom of the page. If you have never completed an application, click Register Now then follow the prompts on each page. Once finished with all sections of the application, click Submit.

If you already have an application in the system and have been offered a position, you will only need to Login to view and accept the job offer shown in your Notifications. You will be prompted to add your date of birth and social security number to proceed.

Make sure to complete the entire application, the last step will be to click the SUBMIT button.

Any questions can be addressed to [email protected]

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Dear :

Upon the recommendation of the faculty and Chair of the , we are pleased to offer you a tenure earning position as at an academic year salary of at FTE. The appointment will commence on . Your appointment is subject to the Constitution and laws of the State of Florida and the United States, the rules and regulations of all applicable governing bodies of the University.

It is anticipated that your appointment will commence on , however this offer is contingent upon the successful completion of a criminal history background check. Upon signing this letter, you will receive an e-mail with instructions on how to initiate your background screen. If you do not initiate the background screen in a timely manner or if you the results have not been received by the above listed start date, then your start date will be revised. Please note, if the results of the background screen do not meet the university's standards, this letter of offer may be revoked. You may review the University's Criminal History Background Check Policy at http://generalcounsel.usf.edu/. Faculty at the University of South Florida St. Petersburg are expected to be effective teachers, productive scholars, and to engage in University, community and professional service.

It is your obligation to report outside activity and conflict of interest under the provisions of Article 19, Conflict of Interest and Outside Activity of the USF-UFF Collective Bargaining Agreement (http://usfweb2.usf.edu/human-resources/pdfs/collective-bargaining/uff-agreement- 2010-2013.pdf).

The University is issuing this contract in accordance with USF System Regulation USF10-102, Personnel [Faculty] Recruitment, Selection, Appointment, http://generalcounsel.usf.edu/regulations/pdfs/regulation-usf10.102.pdf and Article 8, Appointment, of the USF-UFF Collective Bargaining Agreement. This employment offer and contract will remain in force unless otherwise specified. Depending upon the needs of the University and the availability of resources, supplemental summer appointments may be available.

One of the great advantages about working for the University of South Florida St. Petersburg is our robust employee benefits program. Human Resources has prepared an online benefits orientation that will help to explain the offerings available and provide you with enrollment information. We strongly encourage you to view the presentation prior to your first day of employment. You will have 60 days from your date of hire to make elections for your health, life, and dental insurance coverage and 90 days for your retirement program. One of the benefits provided by the University is the selection to one of three retirement programs. You may review the list of all benefits offered to employees by visiting the HR website at http://www.usfsp.edu/hr/for-new-hires/

Concurrent with your appointment and at the recommendation of the (department) faculty

Revised 12/2013 2 09ec164085cca57c42807a068a43b277.doc members, we will recommend your name to the University of South Florida Board of Trustees for the granting of tenure at the rank of . Information pertinent to tenure may be found in Article 15, Tenure, of the USF/UFF Collective Bargaining Agreement, currently in effect (http://usfweb2.usf.edu/human-resources/pdfs/collective-bargaining/uff-agreement-2010- 2013.pdf) as well as USF Regulation USF10-105, Personnel [Faculty] Tenure (http://generalcounsel.usf.edu/regulations/pdfs/regulation-usf10.105.pdf). Faculty holding the position of are members of the collective bargaining unit.

The USF/UFF Collective Bargaining Agreement (Article 6) prohibits discrimination against any employee based upon race, color, sex, sexual orientation, religion, national origin, age, military status, veteran status, disability, political affiliation, marital status, or employee rights related to union activity as granted under Chapter 447, Florida Statutes. Claims of such discrimination by the University may be presented as grievances pursuant to Article 20, Grievance Procedure and Arbitration.

It would be appreciated if you would arrange for three official transcripts for all graduate coursework completed and certifying the highest level of degree to be sent to by . Final appointment is subject to verification of your credentials.

On or before your hire date you must go to the Human Resources (HR) Office located in the Bayboro building, Room 206, to complete the necessary paperwork that will put you on the payroll. Your department will schedule an appointment for you. To expedite this process, please be prepared to:

 Provide documentation that establishes your identity and employment eligibility (in accordance with the Immigration Reform and Control Act of 1986). A list of acceptable documents for the I- 9 form is attached.  Provide your passport, I-94, visa and appropriate immigration support documents based on visa class, if you are a foreign national.  Enroll in USF’s Direct Deposit program which is a condition of employment at the University. A voided check or a deposit slip is needed in order to complete the enrollment forms. If you do not currently have a bank account established HR can provide you with information on available options.

On your first day, you may stop by the Cashier’s Office with your offer letter and pick up a temporary courtesy parking permit. The Cashier’s Office is located in the Bayboro 206. You will be given directions to a facility where you may park and provided with information on obtaining a regular University parking permit.

The University conducts a New Faculty Orientation Program in August. New faculty members are expected to participate in this important event.

If you wish to accept this contract on the above terms, please sign the original copy where indicated and return it to Dean no later than . Your signature on this document shall not be deemed a waiver of the right to process a grievance with respect thereto in compliance with Article 20 Grievance Procedure and Arbitration.

We are enthusiastic at the prospect of your joining the faculty. Your background and qualifications will add unique strength to the Department and College, and hence to the

Revised 12/2013 3 09ec164085cca57c42807a068a43b277.doc University as a whole. We look forward to many years of collegial activity with you, and to our mutual growth and benefit.

Sincerely,

, Dean College of

Date ______

My signature below indicates my acceptance of the offer as outlined above. I acknowledge I have received the invitation to self-identify Veteran status and/or a Disability included on the attached Post-Offer Steps.

Please return a signed copy of this letter via US Mail or fax (xxx)xxx-xxxx by Insert Date (NO LATER THAN 10 DAYS FROM THE DATE OF THE LETTER).

______Signature (Candidate's Name) CC: Human Resources

HR Processing Information (please insert information)

 Department I.D.: [Department ID]  Job Code: [Job Code]  Position #: [Position Number]  Supervisor’s Name: [Supervisor's Name]  Supervisor’s Title: [Supervisor's Title]  Supervisor’s Position #: [Supervisor's Position Number]  Mail Point: [Mail Point]  Office Location: [Office Location]  Office Phone Extension: [Office Phone Location]  Pay Distribution #: [Pay distribution Number]

Enclosure: Acceptable Documents List

Revised 12/2013 4 09ec164085cca57c42807a068a43b277.doc New Hire On-Boarding Guide

Welcome to the University of South Florida St. Petersburg. We are excited to meet you and to help facilitate your onboarding to our institution. As a new employee, our hope is this guide will help make your on-boarding process easier.

Step 1: Complete & Return the attached paperwork as soon as possible

 Certification of Employability. Consent and certification of release of information.

 New Employee Information Sheet: Do not sign the state of Florida loyalty oath at the bottom unless you are in front of a notary. We do provide complimentary notary if needed.

 Public Information Exemption Questionnaire: Used in determining whether or not an employee is exempt from the Public Information Law.

 Florida Retirement System (FRS) - Certification Form: For compliance with the Florida Retirement System re-employment provisions.

 Direct Deposit Authorization: You will need a blank voided check or your financial institutions direct deposit form. Direct deposit is required and you have 14 days to sign up.

 Employee Acknowledgements. Acknowledgement and agreement of receipt of USFSP policies.

Step 2: Attend the New Hire On-Boarding Paperwork Appointment

At your appointment you will be required to execute:  Form I-9 – Employment Eligibility Verification. Please visit http://www.uscis.gov/i-9- central/acceptable-documents to view acceptable documents for the I-9.

 W-4 - Employee’s Withholding Allowance Certificate.

 If you are unable to have the New Employee Information Sheet notarized we can notarize it for you at your appointment time.

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Step 3: Create Your USF Net ID (48 hours after your On-Boarding Paperwork Appointment)

 From this page – http://netid.usf.edu/una/# -- click Create Your Net ID.  Add your First and Last name and then your USF ID # or click the "Lookup your USF ID Number" link.

 Add your Birthdate and Social Security number (no dashes), type the words in the graphic field on your screen and click Submit.

 Your USF ID number, also known as your U Number, appears. Write it down and then click the Close USF ID Number Lookup link at the top.  Back on the Enter User Information page, add the requested information and click Activate Net ID.  First time users will see the USF Computer and Network Access Agreement. Read and click I agree.  Select your preferred Net ID from the available list and click the Select button.  Select a secret question and enter an answer. This is used if you forget your password. Click Submit.  You must enroll in or opt out of USF's Emergency Notification System. If you choose Yes, enter your mobile phone number, select the campus and click Submit, then Close Window.  Create your NetID password. Once your password passes the strength test, shown on the meter at the top, type again to verify and click Setup Net ID.  Your NetID is set. Click Return to Main Menu.  Click Login for more options to change your GEMS Self Service password.

Step 4: USFSP Email and USFSP Alias Email

 USFSP email accounts are created when your USF NETID account is activated. To begin using your USF email account, log into www.mail.usf.edu. Your email account begins with your USF NETID and ends with mail.usf.edu.

 Campus Computing provides USFSP Aliases for Full-time Faculty and Staff. Your USFSP alias begins with our USF NETID and ends with @usfsp.edu. To request a USFSP alias please visit www.usfsp.edu/helpdesk.

 Once your alias has been created, please visit this website to learn how to configure your

Revised 12/2013 6 09ec164085cca57c42807a068a43b277.doc USFSP alias: http://www.usfsp.edu/computing/files/2013/02/usfsp_alias.pdf

Step 5: Change Your GEMS Self-Service Password Using the Net ID Pages

 At the Net ID sign in page, add your newly created NetID and password and click Sign In.  Write down your GEMS Employee ID number and click Change your GEMS Self Service Password.  Reset your GEMS Self-Service password following the requirements displayed. NOTE: to make it easier, you may want to use the same password for your NetID and your GEMS Self Service.  Just as with the NetID password, the password strength meter will indicate when the password is strong enough. Click Change my Password.  Click the link ( w w w. u sf.e du / g e m s ) to go to the GEMS page

Step 6: Sign In to GEMS Self-Service to review your information and/or to make future changes.

 From off campus, go to w w w. u sf.e du / g e m s and click GEMS Self-Service. When the page opens, enter your GEMS employee ID (including the leading zeroes) and your newly created Self Service password. Click Sign In.

Update Personal Information – Home Address, Phone, etc.

 GEMS Self Service opens to the home page. Click Main Menu, Self Service, Personal Information, Personal Information Summary.

 Personal Information Summary displays your personal information – addresses, phone

Revised 12/2013 7 09ec164085cca57c42807a068a43b277.doc numbers, etc. Check each category for accuracy. To update any of the information, click Change… buttons below each section.  Check your Emergency Contacts, Email Addresses and Ethnic Groups for accuracy, update as needed.  Ethnicity Questions: USF collects ethnicity information on students and employees for federal reporting purposes using a two-question format. The first question asks if you are Hispanic or Latino and the second asks about your race. After updating the informationour choice, click Save, OK, and then click the Return to Personal Information link just below the Save button.  Verify your Employee Information. If any information is incorrect contact Human Resources.

Payroll and Compensation – Direct Deposit  Use the breadcrumbs at the top of the screen to go back two steps to Self Service. Click Payroll and Compensation, then Direct Deposit (see image at right).

 Setup direct deposit so your paycheck is deposited automatically into your checking or savings account. Select either checking or savings – at this time, USF only offers one account distribution. Enter the routing number and account number of your bank account, read the acknowledgment statement, and click Save.

Payroll and Compensation – W-4 Tax Information

 Using the breadcrumbs, click Payroll and Compensation then click W-4 Tax Information.  Enter your withholding allowances and other choices and then click Submit.  You must verify your identity by entering your GEMS Self Service password. Click Continue.

Payroll and Compensation – W-2 Consent

Revised 12/2013 8 09ec164085cca57c42807a068a43b277.doc  Using the breadcrumbs, click Payroll and Compensation then click W-2/W-2c Consent.  Read the acknowledgement, if you consent to electronic W-2 and W-2c forms, check the box and then click Submit.  Click OK to confirm.

Other Options in GEMS Self-Service Click through the drop down menus to see other options:

 Request/Approve Leave  View Paycheck and Compensation History  Review Benefits Summary  Review current job summary and job history  Training – enroll in training and review your training summary.  Use Self-Service to Self-Identify Veteran Status and/or a Disability.

GEMS Self Service allows USFSP employees to review and where appropriate add, update and delete their information.

Step 7: Request a Bayboro Account (Faculty & Staff)

 A Bayboro Account is a domain user account that allows faculty and staff to access office computers, classroom computers and shared drives. Your Bayboro username is usually matched to your USF NETID username. Your Bayboro account is a separate account from your USF NETID account with access to separate resources. Please visit the following link to request. http://www1.usfsp.edu/computing/forms/bayboro_account_request_form.htm

Step 8: Phone and Voicemail

 When you arrive to your office most likely a phone will already be available for you. If not, you should immediately contact your department to have them order a Cisco IP phone for you.  If your designated phone has someone else’s name and number assigned to it you can submit a request to have the information updated by visiting: http://www1.usfsp.edu/computing/forms/phone_directory_form.htm  To learn more about the phone and voicemail please visit: http://www1.usfsp.edu/computing/files/2013/02/voicemail_guide.pdf

Step 9: Key Card

Revised 12/2013 9 09ec164085cca57c42807a068a43b277.doc If you require access to buildings and labs on campus you will need to request a keycard.

 Complete the Key Card Authorization Form at http://usfsp.edu/computing/files/2013/06/keycard_auth_form.pdf  Pay the $10.00 fee online at www.usfsp.edu/computing/cardpayment  Attach a copy of the receipt to the Key Card Authorization Form and submit to the Help Desk in Bay 226.

Step 10: USFSP Identification Card

The USFSP Card is the official identification card of the University of South Florida. The USFSPCard is a multi-functional card with digitized photo and electronic identification and validation for departments needing to verify student and/or employee status. Your first card is complimentary. Replacement cards – $15.00.

 Complete the request form at http://www.usf.edu/it/class-prep/facultystaffapplication.pdf  Take the completed form to the Nelson Poynter Library room 221 between 9-5:30 pm Monday – Thursday or on Friday between 9-5.

Common Terms/Definitions:

 myUSF – online portal to provide access to online services, including GEMS Self Service.  USFID or U Number – your unique ID number at USF.  NetID – your user ID at USF. Use to sign into myUSF.  GEMS – Global Employment System.  GEMS Self Service – Online access to your personal employment information.  Employee ID or EmplID – This 11 digit number beginning with zeroes is your User ID for GEMS Self Service.

For more information or forms, visit the Human Resources website:

http://www.usfsp.edu/human-resources/for-new-hires/

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