We'd like to walk you through a few important onboarding steps to help you prepare for your new role at the University. We've included key information and links on this page.

Please follow the steps below so that you are fully prepared for your first day and the days to follow. Some of these steps may not apply to you – complete only if applicable. The steps are divided up into four sections:

• Getting Prepared includes items that should be completed before your first day
• Getting Started includes items that may be completed by the end of your first week in your new job.
• Items of Interest provides a number of links and information for you. We hope you find these useful as you go forward in your job at the University.
• Orientation (Welcome to the University) provides additional information about University life as a staff member

We expect you may have questions. Please work with your manager to ensure you understand and complete all necessary steps in order to make your transition into your new job a smooth one.

Contact the HR Help Desk (hris@umanitoba.ca) if you have any questions along the way. The University of Manitoba is strongly committed to accessibility within its community.  If you require accommodation support, please contact UM.Accommodation@umanitoba.ca or 204-474-7195.

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Getting Prepared - Before Your First Day

Claim your U of M computer account

You can claim your login credentials (UMNetID) seven days before your start date. Please do so before your first day of work. If you are a new employee and do not currently have an active U of M computer account, visit signUM and claim your account by clicking on "Claim your ID". You would need your employee number for this process.

Your UMNetID provides you with:

• a staff email account
• a home drive to store your individual files
• access to some mandatory online training
• access to the University employee portal JUMP
• access to Employee Self-Service (ESS), where you can view/print your pay stubs and T4s, UM Careers, check your appointment, salary and benefits information, and update your personal information.

If you are a U of M student, you may already have claimed your UMNetID. If you have any questions about this process contact the IST Help Desk at (204) 474-8600.

We encourage you to sign up for the IST Alert Mailing list to stay informed of current and planned outages and problems

Legal documentation for foreign workers

Before you can start work at the University of Manitoba, we need some important information from you before we can pay you. Authorization to work in Canada can be provided by giving us a copy of a valid work permit or a copy of a study permit that contains the additional paragraph confirming that you are able to work. We will also need to see a copy of the Social Insurance Number that you obtained from a Service Canada office, including the date it expires.

Permanent Residents of Canada can bring a copy of their Permanent Resident Card or a Confirmation of Permanent Residency landing document if you have just arrived in Canada and have not yet received the card.

Please email a copy of your authorization to work or study in Canada and your valid Social Insurance Number to Human Resources (hris@umanitoba.ca) on or before your first day of work.

For course instructors, if applicable

Please contact your employment supervisor to make arrangements to receive the course outline, course textbook order and to discuss any audiovisual requirements for the course.

Please review the Responsibilities of Academic Staff with Regard to Students (ROASS) document and academic integrity policies and procedures.

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Getting Started - by the end of your first week at work

Payroll information

The University of Manitoba requires that all employees be paid through direct deposit. Please complete the Direct Deposit and applicable tax forms.

• Direct Deposit form
  (You can download this form from Employee Self Service (ESS) after claiming your UMNetID. It is listed under “My Pay” in “Useful links” section in the ESS.)
• Tax forms

Once completed, please submit the forms to Payroll Services at payroll@umanitoba.ca.

Staff Benefits, if applicable

Your eligibility for staff benefits, if applicable, will be outlined in your letter of offer. Please visit Compensation and benefits website for full details. Coverage for your dependents begins when your completed forms are received by the Staff Benefits Office.

• Group Insurance Enrollment form

Once completed, please submit the forms to Staff Benefits at benefits@umanitoba.ca.
If your forms are not received within thirty-one days of your first day of employment, satisfactory evidence of insurability will be required in order for your dependents to be covered.

Pension

All employees are eligible to join the University of Manitoba Pension Plan. If you have not already done so, please complete the Pension Plan Application for Membership form. If you wish to waive your participation for up to two years, complete the Participation Waiver Form.

• Pension Plan Application for Membership form
• Participation Waiver Form

Once completed, please submit the forms to Pension Office at pension-admin@lists.umanitoba.ca.

Mandatory Training

Legislation requires all employees to take certain training. If you have completed the training highlighted below, you do not need to take it again.

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Items of Interest

Employee Self Service (ESS)

Employee Self Service (ESS) is accessed via VIP.umanitoba.ca using your UMNetID and password.

You may view your personal information including current address, emergency contact, pay statements, T4 slips, benefits coverage, vacation allowance, beneficiary, dependants and attendance profile.

We encourage you to update your address and emergency contact right away. If you have a preferred name - a name that you commonly use which is different from your legal name - you may update that at any time by clicking on the section titled "Personal Information" within ESS.

You will also find "UM Careers" in ESS, where you can search and apply for jobs, follow the progress of your application, accept your offers and upload your resume and cover letter.

Workplace Diversity Self-Declaration for New Faculty and Staff

All faculty and staff are encouraged to complete a short, online declaration form that asks you to identify the equity groups to which you belong or identify with. These groups include women, Indigenous peoples, people with a disability and people of all gender identities and sexual orientations.

The questionnaire is housed in JUMP and is confidential. There are six questions; your response is voluntary and your personal information remains confidential. Individual information will not be shared and data will be aggregated.

To participate, please visit JUMP (using your UMnet ID and password); select the Staff Tab located in the Workplace Diversity Self-Declaration hub. More information can be found on the UCount webpage.

Workplace Accessibility – Emergency Response Information

If you have a disability that may affect your ability to remain safe in an emergency, we ask that you complete the Employee Emergency Information Worksheet so we can develop a personalized emergency response plan that will meet your safety needs. All information will be kept confidential and only shared with your consent.

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Orientation to the University of Manitoba

Now that you have completed the requirements for onboarding, discover more about the University by visiting "Orientation to University of Manitoba" developed by Learning and Organizational Development.

If you have any further questions about the onboarding process, please call the HR Help Desk (204) 474-9400 or visit us online.