New Appointee Orientation

If your appointee is new to the University of Windsor or has not worked for the University of Windsor in over a year, they must schedule an appointment to meet with the Human Resources Benefits and Records Administrator to complete the necessary documentation required to finalize their appointment. At this meeting, in addition to the appointee's signed letter of appointment, the Benefits and Records Administrator will require the following completed and signed documents and forms from your appointee:

New Employee Personal Information Form

Unless your appointee is volunteering their time, they will also need to complete the following:

• TD1 - Federal Personal Tax Credits Return
• TD1 - Provincial Personal Tax Credits Return
• Authorization Agreement for Direct Deposits

If your appointee will be enrolled in the Green Shield Canada health insurance program because you have elected to pay for benefits on their behalf, they have elected to enroll on their own, or because they are required to enroll as a condition of their appointment, they must complete the following:

Green Shield Enrollment Form

Your appointee will need to provide the following documents to the Benefits and Records Administrator:

• Copy of driver's license or passport or birth certificate
• Copy of Social Insurance Number (SIN) card or letter
• Copy of Ontario Health Insurance Plan (OHIP) card 

Unless your appointee is volunteering their time, they will need to provide:

• Void Cheque or direct deposit form stamped by their financial institution

If your appointee is a foreign national, they will also need to provide the following:

• Copy of their passport
• Copy of their work permit

If your appointee will be paying for their own enrollment in the Green Shield Canada health insurance program because they have elected to or because they are required to as a condition of their appointment, they must also provide:

• Certified cheque or money order, payable to the University of Windsor, for the cost of enrollment

At the meeting, the Benefits and Records Administrator will provide your appointee with information on mandatory training, the University of Windsor's holiday schedule, and accessing their pay statements and other employment information using the myUWinfo Portal.

To arrange their meeting with Human Resources, your appointee should contact the Benefits and Records Administrator at extension 2090.

A UWin Account is a personal digital identification for accessing a number of on-line services at the University of Windsor. A valid and active UWin Account is required for everyone associated with the University who will require access to on-line administrative systems and computing services.

Each UWin Account has two components, a UWin ID and a UWin Password.

The UWin ID, which is often also referred to as a login, user name, or user ID, is a unique character string that identifies an individual on the University of Windsor network and appears before the "@" sign in a University of Windsor e-mail address. For example, uwinid@uwindsor.ca. It is also used as a login name for most University computer systems.

Requests to create new UWin IDs must be initiated by a "sponsor" who is a full-time faculty or staff member at the University of Windsor. An account sponsor is responsible for the account created.

As a supervisor, you can request a UWin ID for your appointee by clicking on the link below:

Request UWin ID

You will be asked to login using your own UWin ID and password and to provide the following information about your appointee:

• First and last name
• Faculty and/or Department
• Position title
• Appointee's current email address
• Employee number
• Appointment end date

If your appointee will require access to departmental files, shared printers, or other Novell resources, you will be asked to provide the UWin ID of an existing employee who currently has the type of access your new appointee will require.

You can also use this form to request Onsite computer set-up and network configuration if required.

Once you have submitted your request to create a UWin ID, your appointee will receive an e-mail request to activate their account. A UWin Password will be assigned to them when they complete this step.

Your appointee's UWin Password will automatically be synchronized with any requested UWin Accounts.

Key Control provides individuals with new keys and/or door access for rooms and buildings on campus. In order to request the keys and/or access that your appointee will require, you will need to complete the following applicable forms and submit them to Key Control via email at keys@uwindsor.ca or by fax at 519-971-3661:

• Online Key and Access Card Request

Key Control will notify you when your appointee's keys and/or access card are ready. Your appointee can pick up their keys 2601 Union Street, Room 11B during Key Control's hours of operation:

• Monday, Wednesday, Friday: 8:00am - 12:00pm and 1:00pm - 3:45pm
• Tuesday, Thursday: 8:00am - 9:00am, 11:00am - 12:00pm, and 1:00pm - 3:45pm

Please note that Key Control charges a $50 deposit for keys and/or access cards payable at the time of pick-up. This deposit will be returned to the appointee when the keys are returned at the end of his or her appointment. If your appointee will be issued a fob, Key Control will charge them a $10 non-refundable fob fee.

Key Control will not process incomplete or unsigned request forms. In order to ensure that your appointee gets their keys and required access in a timely fashion, make sure that the forms you submit are complete, accurate, and signed by an individual who has been authorized to approve Key Control requests. If you are unsure of who should sign your Key Control form, contact your departmental office.

Further information on keys and access cards can be found on the Facility Services website under Key Control or by contacting Key Control at extension 2855.

IT Services provides telephone services to all locations on campus, and selected off-campus locations, and can provide assistance with setting up an extension, activating voicemail, and establishing your appointee in the Campus Directory. 

If your appointee will require individual access to a telephone extension and voicemail, click on the link below for a list of telecommunications services and to request assistance.

Assistance with Telephone Services

If you would like your appointee to appear in the Campus Directory, click on the link below to request assistance.

Assistance with Campus Directory 

Please note that, while most telephone services are provided free of charge, services such as installation of a new phone jack, may have an associated fee.

If your appointee drives to campus and wishes to park in a University of Windsor lot, he or she will need to purchase a permit from Campus Parking Services located on the first floor of the Joyce Entrepreneurship Centre.

If your appointee is not able to purchase a parking permit prior to their first day of work, they may choose to park in one of the University's visitor lots for a flat daily rate. The Campus Parking Map shows the locations of visitor lots on main campus. 

For more information on parking permits, rates, and parking facilities, visit the Campus Parking Services.

The UWin Card is the University of Windsor's official identification card. In addition to serving as a library card for the Leddy Library, a UWin Card can also be loaded with cash that can be used to pay for printing and photocopying, at the University Bookstore, and to make purchases at food service locations across campus. 

As an employee of the University, you appointee is eligible for a UWin Card and should make arrangements to get theirs at the UWin Card Office, located on the lower level of the CAW Centre.

When you appointee visits the UWin Card Office, they will need to bring a piece of government-issued photo identification, a copy of their letter of appointment, and their employee number.

For further information on UWin Cards, visit the UWin Card Office.

Before Appointment Begins

After your appointee has accepted their appointment:

• Contact them to welcome them to your department and/or lab. In your email, you should:
  • Confirm the appointee's start date and provide instructions on where and to whom they should report on their first day
  • Provide directions to the building/department/lab where they will work
  • Suggest where they should park on their first day and recommend that they contact Campus Parking Services to obtain a permit if required
  • Discuss expected lab, office, and/or personal protective equipment required
  • Confirm hours of work
  • Request information required to request a UWin ID and keys on behalf of your appointee
  • Remind the appointee to schedule an appointment with the Human Resources Benefits and Records Administrator to complete the forms and documents required to finalize their appointment 
• Send an informal announcement to any faculty, students, and staff whom your appointee will work closely with to make them aware of the appointment and your appointee's start date.
• Prepare a workspace for your appointee. The workspace should be clean and have all the equipment required to perform the duties and tasks associated with the position.
• Submit requests for a UWin ID, computer set-up, keys and/or access cards, and telephone services on behalf of your appointee.
• Identify other individuals who will be involved in orientation of your appointee and assign responsibilities. If possible, it is recommended that you assign your appointee with a "buddy" who can provide on-the-job training and answer any questions that they might have during their first few days in their appointment.

Appointee's First Day

On your appointee's first day, you should:

• Be in your office and/or lab to welcome your appointee when they arrive.
• Show them their workstation and where they can leave their coat and other personal belongings.
• Discuss your plan for their first day and schedule a meeting to talk about:
  • Work hours, overtime policy and procedures, and lunch and meal breaks
  • Procedures for reporting absences and/or tardiness, including who and where to call
  • Paid holidays and procedures for requesting vacation and time off
  • Provide the appointee with a copy of their position
  • Key policies and safety procedures
  • Mandatory training requirements
  • Privacy, confidentiality, and general research ethics
  • Any upcoming meetings and/or events that your appointee will be expected to participate in
• This meeting is also a good opportunity to:
  • Provide your appointee with a copy of their position description and discuss what you expect of them in their appointment
  • Provide the appointee with copies of the department and/or lab's manuals and process information
  • Provide the appointee with a list of extensions and e-mail addresses for other faculty, students, and staff working in your department and/or lab
• Introduce your appointee to their "buddy" and the other faculty, students, and staff working in your lab. This is also a good opportunity to show your appointee:
  • Nearest washroom
  • Nearest exit and discuss evacuation procedures
  • Location of first aid kit and safety equipment
  • Supply area
  • Fridge and/or kitchen area and vending machines
  • Meeting rooms, bulletin boards, mail drop-off/pick-up location, and copy area