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Onboarding Checklist

Please be aware that certain forms and policies are specific to different appointment types (your employee classification can be found in your welcome email).

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Before First Day First Day First Week First Month First Ninety Days

Before Your First Day

All UNC employees are required to complete section 1 of an electronic I-9 (employment eligibility verification) form on or before your first day of work. You will receive an email invitation to complete section 1 prior to your start date. Please make sure to complete section 1 of your I-9 form as soon as possible.
Your HR Consultant will provide you with the Personal Identification Number (PID). Use your PID to establish an ONYEN which serves as your email alias (ONYEN@email.unc.edu) as well as your username for most campus systems.

  • New employees with no prior affiliation with UNC: please visit Onyen Services and select “Create or Reactivate ONYEN” to create your ONYEN and password.
  • New employees with a prior affiliation with UNC (either as a student or former employee): please reactivate your previous ONYEN and UNC email address by contacting the UNC helpdesk. If you are calling the helpdesk at (919) 962-HELP (4357), please select option 1.
  • Current UNC-CH students or employees transferring from another UNC-CH department: your ONYEN will remain unchanged.
Sign up* for the UNC email service using the ITS Self-Service Tool. Click on “Email Sign-up” and follow the on-screen instructions. Please visit the UNC helpdesk web resources for information on Office365, including Office 365 – User Guide and Office 365 – Outlook Online.

For users assigned a school computer that requires an ONYEN and password to sign into the MJ domain: your email and calendar will be automatically configured in Outlook on your first sign in once your email is active.

For users who have computers that do not sign into the MJ domain: you can use heelmail.unc.edu to access your email online. You can also download the Microsoft Office Suite (which includes Outlook) from Office 365.

When you log into your new UNC email for the first time, you will be prompted to set up 2-Step verification before you can access the service. Please visit the ITS website for more information.

*Note: If you’re experiencing issues logging in after creating an ONYEN:

  1. Make sure you have waited at least 24 hours since the creation of your ONYEN. UNC’s systems take until 10 p.m. at night to update ONYENs.
  2. Check out ITS’s status page to see if Sakai or any relevant systems are down.
You are likely to use Zoom and Microsoft Teams in the course of your day to communicate with other members of the School. Please see this guide to Zoom and this guide to Microsoft Teams to learn more about how to use these platforms. For more assistance, connect with UNC ITS through the help portal.
To keep sensitive information (like social security numbers) safe, the University is using a security method that asks you to prove that “you are you” before accessing sensitive information. This method is called “2-Step Verification” or “DUO.” To get started, visit onyen.unc.edu and click on “2-Step Verification for Duo.” You will need your PID and cell phone to complete registration.
Before accessing the University systems, you are required to agree to the Terms of Use Policy:

  • Log into ConnectCarolina with your ONYEN and password.
  • Click on the small “compass” sign in the top right corner of the screen.
  • In the vertical navigation bar, select the “Terms of Use Policy”.
  • After you review the policy, check the box to certify that you have read and agree to the Terms of Use and then click the “Confirm” button.

If you are a faculty member or a graduate student serving as an instructor of record for a credit-bearing course at UNC Hussman, you will be granted access to Canvas and Faculty Center in ConnectCarolina after you have completed these steps:

  1. Complete FERPA. The Family Educational Rights and Privacy Act (FERPA) is a federal law that protects the privacy of student education records.
  2. After FERPA completion with a score of 100 percent (not less), contact Ms. Sharon Jones at shjones@email.unc.edu with your name and PID.

Once you have completed the above steps, you will have access to the following:

The Faculty Center enables faculty members to manage class and student-related activities from one centralized location.  For more information, please view these guides:

Faculty Portal Quick Start Guide

Start of the Semester Quick Start Guide

Canvas is the University’s Learning Management System (LMS) used by our faculty to set up new courses, upload syllabi and course materials, and manage student assignments. Please take a moment to review information about Cavas before the start of each semester. Questions about Canvas should be directed to the UNC ITS Service Desk.

The University provides eligible employees with access to a comprehensive benefit package as well as other programs, resources, policies and practices that integrate work / life strategies. Learn more about benefits on the UNC Human Resources site.
Permanent faculty: please contact Business Office at HussmanBusinessOffice@unc.edu to confirm your office assignment and to pick up your office keys.

Permanent staff and all temporary employees: your immediate supervisor will assign a working station and provide office keys (if applicable) on your first day of work.

Parking on campus is limited and many employees opt to join the Commuter Alternative Program (CAP) and utilize commuting choices such as local transit, park and ride, carpool, vanpool, biking, and walking and regional transportation to access campus. For detailed information about parking options, please visit the UNC Parking and Transportation and Weeknight Parking Program page.

  • Permanent employees: the school has spaces allocated in various parking lots across campus. Please contact the school’s Parking Coordinator Colin Stepien (cstepien@ad.unc.edu) to request a parking permit. Please remember to register your vehicle license plate through Online Services.
For employees new to the Chapel Hill area, there are many things to do and see outside of working hours. Follow the link for resources on services and businesses in the local area: visitchapelhill.org.

UNC Chapel Hill campus map

Visit the Heels Care Network website at care.unc.edu for mental health and well-being resources, including links to 24/7 support, training opportunities and suicide prevention resources. The website features a comprehensive, user-friendly database of mental health resources, which campus community members can search to identify the best sources of support based on their needs. Employees and students can also search for a peer support or identity/affinity group to join on campus.
The Alert Carolina Emergency Notification System communicates in multiple ways with students, faculty and staff, as well as visitors, local residents, parents and the news media in the event of an emergency or dangerous situation. Please review the Employee Preparedness Guide for information about emergency preparedness and response. The Carolina Ready Safety App and the CarolinaGO app are available in the App Store or on Google Play. For more information about campus and community resources, please visit safe.unc.edu and the Carolina Ready website.

Please reach out directly to your supervisor to confirm the schedule for your first day of work.
Once you arrive on campus, you are required to check-in with the International Student and Scholar Services (ISSS) office. You can check-in at 9:00-10:00 a.m. any day Monday through Friday, except for campus holidays. Visit the ISSS website for more information about the office, its location and hours.
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Your First Day

The University offers the Welcome to Carolina Blue orientation for new permanent employees which provides an overview of the programs, services, policies and benefits. Typically, orientation sessions are held every Monday, 8:30am-12:30pm, throughout the calendar year excluding holidays and/or adverse weather days.

Temporary employees are invited to watch an online orientation program.

All University employees are required to present valid documentation to verify their employment eligibility within three working days of their start date. Please make sure to bring your documents (originals) to the new employee orientation (permanent employees) or to the meeting with the HR Consultant (faculty and temporary employees).

List of Acceptable I-9 Documents

A UNC-Chapel Hill identification card, commonly referred to as the OneCard, provides access for employees and affiliates to various buildings and services on campus, including access to campus recreation facilities. Please visit the OneCard Office to pick up your card (please note a card fee may apply).

Additionally, a virtual UNC One Card can now be added as a mobile ID to compatible iPhone and Apple Watch devices. For more information, please go to this Mobile OneCard webpage.

An acceptable dress code for school employees is attire that is clean and appropriate for their role. This might include casual, smart casual or business casual professional attire.
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Your First Week

All University employees (except for temporary EHRA Non-Faculty, permanent nine-month Faculty and temporary Faculty) are required to track their hours worked and/or leave taken in the Time and Information Management (TIM) System. Please make sure to learn about how to use TIM prior to your appointment start date:

Remember to approve your timecard at the end of each bi-weekly pay period (SHRA) or at the end of each month (EHRA). If you miss a time punch or need to make changes to your timecard, please contact your supervisor.

To access the timekeeping system (TIM), view your paystubs, make changes to your direct deposit and tax forms, update personal information, and enroll in the Office of Human Resources trainings, log into ConnectCarolina and click on the Self Service menu.
Check your contact information in the UNC directory for accuracy and make sure to update your business address and phone number through the Employee Self-Service in ConnectCarolina.
Complete the School’s directory update form. The form is used to create a directory profile page for new employees and/or update directory profile pages for current employees. View current employee profiles at http://hussman.unc.edu/directory.
Employee mailboxes are located in the faculty and staff lounge of the second floor of Carroll Hall. Each employee is assigned an individual mailbox. For more information about using campus and US mail services, please visit the University Mail Services page.
SHRA employees are on biweekly ‘lag’ payroll. This means that you will normally receive your first paycheck on a Friday two weeks after the end of the bi-weekly work period in which you are hired.
EHRA employees are paid monthly (usually the last business day of the month).

For additional information about pay dates, please refer to UNC Employee Calendar and the Payroll Services website to find the appropriate pay schedule.

All University employees are paid via direct deposit. Please make sure to set up your direct deposit before your first pay day. You can also set up multiple accounts for direct deposit.

  • Faculty only: when logging into ConnectCarolina, remember to switch your default view from Faculty Center to Self Service by clicking a small down arrow in top left corner.
All UNC employees are required to complete W-4 and NC-4 tax forms through Self-Service in ConnectCarolina.

Please be aware that the following employees are not able to complete the online NC-4 tax form at this time:

Each January the University produces and distributes paper W-2 (Wage and Tax Statement) forms to all employees. In addition, employees may view and download current and past copies of their W-2 forms via Self-Service in ConnectCarolina.

The University is required to collect employee gender, ethnicity, race, veteran, and disability information to comply with federal laws, executive orders, and applicable state laws and regulations.

You can provide voluntary self-identification information online through Self-Service in ConnectCarolina.

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Your First Month

Consult the UNC Glossary: Useful Acronyms, Words and Phrases to learn many of the Carolina-specific acronyms, words and phrases that you will want to know as a UNC-Chapel Hill employee.
Learn about the school, its people and history.
Permanent Employees: the enrollment deadline for your health and NCFlex benefits is 30 days following your start date. Please make sure to make your selections as soon as possible. Visit this UNC benefits page for additional information. You can also contact the Benefits Services directly at benefits@unc.edu or (919) 962-3071.

Temporary employees: are not eligible for University benefits (health insurance, paid time off, holiday leave). However, temporary employees working an average of 30 or more hours a week are eligible to participate in a High Deductible Health Plan through the State of North Carolina Health Plan.

Permanent employees have 30 days following your start day to set up your retirement plan. Please visit this UNC benefits page for additional information.

Temporary employees are eligible to optionally participate in the University’s supplemental 403(b) retirement savings programs, but this program does not include any University contributions.

Review and verify your payroll deductions by accessing an electronic paystub through Employee Self-Service in ConnectCarolina.
Complete the following trainings:

If you are a permanent or temporary staff member, your position may be eligible for a hybrid and/or remote work schedule.

  • If you are interested in working remotely on a part-time or full-time basis, please consult with your immediate supervisor.
  • Employees are generally required to reside in North Carolina, within a reasonable commuting distance of their assigned duty station.
  • Detailed information regarding the UNC-Chapel Hill flexible arrangements policy can be found on this HR work arrangements page.
EHRA Non-Faculty and Faculty employees: you are required to receive approval in advance of engaging in external professional activities for pay (except for contract employees performing external professional activities for pay entirely outside the months of their University contract employment). A “Notice of Intent to Engage in EPAP” request must be submitted through the online system at least ten (10) days before engaging in the external activity.

SHRA employees working full-time: you have primary employment responsibility to the State. Other employment outside of State Agencies or Universities is considered secondary employment. An employee must notify his/her supervisor before engaging in any secondary employment.

During your first 30 days, please meet with your supervisor to discuss your work goals and performance expectations. Your supervisor should also provide you with a copy of your job description.
You are required apply for a Social Security Number (SSN) within 90-days of hire. For more information, please visit this Social Security Administration page. The nearest SSN Administration office is in Durham, NC and the typical turn-around time is 14 days. Once you receive your SSN card, please be sure notify the HR Consultant.
If your country has a tax treaty with the United States, you are eligible for tax exemption. You will receive an email invitation from Payroll Services to make an appointment to sign Form 8233 for your NRA’s tax status to be changed.
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Your First Ninety Days

If you are a SHRA probationary employee, please meet with your supervisor to complete quarterly performance reviews in July, October and January. Your supervisor will also be completing your annual performance review or an additional an off-cycle review in March/April each year.
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