A&L Staff Onboarding Guide

New Employee Guide

Welcome to the College of Arts & Letters and Notre Dame!

We recognize the value of our employees to the University’s success. Employment at Notre Dame offers much more than competitive pay – the Notre Dame employment experience includes excellent benefits and wellness programs, comprehensive training and career development services, world-class events, social activities, and more. We encourage you to explore the many opportunities that await you.

Prior to or Within Your First Week

Complete Employment Eligibility Verification (Form I-9)
Activate University NetID Account
Get an Campus ID Irish1Card
Register for a Parking Permit
Find Payroll Information on insideND
a. Direct Deposit
b. Federal and state tax withholding (Form W4)
c. Electronic W-2 statement opt-in
Access University Email and Calendar
Attend HR New Hire Orientation Session
Other actions that may be beneficial to you:
a. Discover safety services offered by Notre Dame Police Department
b. Enroll in ND Alert
c. Gather documents for Dependent Verification
d. Explore insideND
e. Learn about the University's Telephone Services
f. Verify directory information via Search.nd.edu

Your First Month

Enroll in Health Benefits (benefit-eligible employees only) (benefit-eligible employees only)
Understand Retirement options (FAQs)
Review Vacation and Leave Options
Review the Payroll calendar
Learn about our Professional Development opportunities
Explore technical training available through the Office of Information Technologies (OIT)
View University Policies

Ongoing Onboarding

Consider available Well-being Programs
Visit the Notre Dame Wellness Center
Understand your Performance Reviews
Learn more about Education Benefits
Learn about our Human Resources Consultants

Training Checklist

You should be able to register for most of these courses in Endeavor.. Some trainings are now available on-demand in Endeavor or Udemy (accessible via Endeavor).

ND Administrative Apps to take immediately (if not already proficient) through Endeavor:

AiM Work Request Training
Basic Gmail (New Users)
Basic Google Calendar (New Users)
buyND
FERPA tutorial
FileMaker Pro
GLez Training
Room Reservations
travelND

Other courses to take right away as a refresher (if not already proficient)

Basic Gmail for New Users at Notre Dame (On Demand)
Basic Google Calendar for New Users at Notre Dame (On Demand)
Google Drive, Level I - Introduction to Drive
Google Drive, Level I - Working in Google Docs, Sheets and Slides (On Demand)
Google Drive, Level II: More Drive Features
Google Drive, Level II: Shared Drives
Google Forms
Google Groups at Notre Dame (On Demand)

Other trainings to request as available:

Financial Toolkit
Procard

Registrar: Courseleaf, Banner, Class Search, etc
Student Jobs

Zoom (Other staff member or ask OIT for a training)

OIT trainings that you can wait to take but would recommend:

Adobe Creative Cloud Express
Google Mail Merge at Notre Dame (On Demand)
Qualtrics, Level I - Basic
Tableau: Introduction

Finance

BuyND

buyND+ is the electronic purchasing system at the university used for placing orders with suppliers. When you place an order in buyND+, you will be able to track your requisition to purchase order status; and now you can also track the invoice status. Use it to gain access to negotiated contract pricing with strategic and preferred suppliers
Register for training in Endeavor
Contact TD Ball tball@nd.edu to be added to BuyND

Financial Tool Kit

Financial Toolkit includes On-Line Journal Voucher, On-Line Deposit, Labor Distribution Change (LDC), Payments, and Irish 1 Card (department charge).
Website: Financial Toolkit
For more information on the Irish 1 Card go to https://irish1card@nd.edu.
Deposits, Journal Vouchers, and Payment Requests do not require set-up
LDC Request For Access Form - contact Payroll Services to obtain access

GLez

Glez is a web-based application providing easy access to financial information. It is a home-grown financial tool used by faculty, staff, students, and affiliates to monitor fund balances and budget to actual activity with the ability to drill down to view transaction details for the funds you manage.
To obtain access to GLez, complete the on-line request form: Glez/buyND Data Access Request Form and submit it to Michelle LaCourt (mlacourt@nd.edu) for review and approval.
https://glez.nd.edu/help/training

Planful (ARP)

ARP is an all resource planning program that allows campus users to dynamically and consistently plan all of their financial resources and commitments. This program allows campus to set and adjust their operating plans throughout the year as warranted, forecast year-end results, and develop five-years of strategic plans for all of their funds. The ARP program is supported by use of the Planful system.
You will be assigned a partner in the Dean’s Office to help you with ARP.
Contact: Kim Harness kharnes4@nd.edu (631-4494) for questions or to request access

Procard and Meeting Card

University issued credit cards used to make approved purchases for the department.
To apply for a University Procard, applicants must complete an application and have it signed by his/her supervisor. A valid University budget account must be identified as the default account. Accounts can be unrestricted or restricted.
Procard Application
PROCUREMENT CARD POLICIES AND PROCEDURES

Travel ND (Concur)

travelND is a travel and expense management system. Use it to book business-related airfare, hotel reservations, car rentals, etc. Additionally, you can create expense reports for reimbursement or reconcile your meeting card or procard.
Profile Setup Quick Reference Guide
Register for training in Endeavor

OIT

FileMaker Pro

For Personnel Database that the Dean’s Office utilizes for faculty and staff records
To request access, email Dave Klawiter (klawiter@nd.edu) and CC Allison Collins (asheets1@nd.edu). Be sure to include your name, NetID, and, if possible, the name of a current or former user whose access you will emulate

G Drive

Request G Drive access by emailing the Arts & Letters Computing Office with your netID and the folder(s) you need to access at alco@nd.edu
Be sure to copy your Department Chair on this request

OIT ServiceNow

ServiceNow is used to request help, search for answers, or submit forms
Contact: OIT Help Desk at 631-8111 or oithelp@nd.edu

Phones

The default voicemail PIN is 6481.
If needed, submit a Phones: Change your VoIP phone or voicemail configuration request in the OIT ServiceNow Catalog to change the name attached to your phone/number
To dial office on campus: Dial 1, then 4-digit number (ie. [63]1-xxxx)
To dial off campus: Dial 8, then the phone number including 1 (or country code) and area code
Phone.nd.edu can be used to adjust phone settings and forward your phone

Operations

AIM

AiM is an online work order management software system. On campus, the system is used to: Request both emergency and non-emergency maintenance repairs; Track preventive and corrective maintenance for all campus facilities; Coordinate special renovation projects, routine and special cleaning jobs, deliveries and event set-ups; Process requests for supplies from the University warehouse.
AiM | Campus Work Control Center | University of Notre Dame
Contact: Campus Work Control Center 631-8888 or CWCC@nd.edu

Department Website

You will need to request access to Conductor
If you are interested in updating a department website and need training to create and update, contact A&L Web Content Strategy Professional, Elicia Dennis edennis@nd.edu or 1-2645.

Gmail & Google Calendar

Online tutorial in Endeavor: Basic Gmail for New Users at Notre Dame
Online tutorial in Endeavor: Basic Google Calendar for New Users at Notre Dame

ID Card

To gain access to your building after hours, use your Irish1Card to gain access into the building via the exterior card readers (either by swipe or proximity)
A Personal Identification Number (PIN) is required along with your campus ID card when accessing some of the restricted areas. The 4-digit PIN is automatically assigned once your card is printed.
Please click here to view or change your PIN

Printing (FedEx Office)

Print orders can be emailed directly to the FedEx Office location in LaFortune. Be sure to include your name, NDID & FOAPAL in the email.
For questions about pickup and delivery or print orders contact Ann Durrell, Store Manager, at ann.durrell@fedex.com or call 1-6671.
If you have a large project or need a personal consultation, contact DeeAnne Locsi, Regional Solutions Consultant, at deeanne.locsi@fedex.com or call 574-261-9026.

Room Reservations

Room reservations - Registrar
Room requests may be submitted online (netID/password required) at https://scheduling.nd.edu
Contact: Linda Martellaro 631-5133 or Roomreq@nd.edu

Shipping

UPS/FedEx shipping access – Jonathan Hall (jhall4@nd.edu or 1-5259). Have your default FOAPAL ready.

Personnel

Endeavor

Endeavor is an online talent management system used by the University as part of creating a top performing culture. It contains tools that allow staff to register for and track both in person and on-line learning programs as well as conduct the performance review process. These tools provide opportunities for career growth and satisfaction.

Student Jobs

The Student Jobs Hiring Tool is the online tool used to process hourly jobs, stipends, and Graduate School tuition scholarships. If you have never entered a transaction in the Tool, you may request access by completing the Originator and Approver Authorization Form. Once your request has been approved, you will receive an email with further instructions.
https://studentjobs.nd.edu/for-employers/
Originator & Approver Authorization Form
Student Jobs Hiring Tool
Contact: 631-6454 or stdempl@nd.edu

UltraTime

UltraTime Educational Materials
Contact: Anne Marie Peck at 631-7107 or ultratime@nd.edu

Registrar

For training on all of the academic services listed below (CourseLeaf, eForms, Banner, ACM, etc) set up a meeting with Joe Gettinger at jgetting@nd.edu or 631-5999.

Banner

Used to access student records, course schedules, class registration PINs, etc
Contact: Joe Gettinger at jgetting@nd.edu or 631-5999

CourseLeaf

Registrar’s on-line system for entering courses to set a department’s curriculum
User Guide: ND CourseLeaf CLSS User Guide
Contact: Scott Ball at 631-8597 or sball2@nd.edu or classreq@nd.edu

E-Form

For creating/processing forms required for various reasons by the Registrar’s Office: Add/Drop, Audit, Cross-list Section, Credit Hr, and Title Change, Final Exam Conflict, Separation from the University, Summer Session Discontinuance, and Transfer Course Pre-Approval.
Contact: Joe Gettinger at jgetting@nd.edu or 631-5999

FERPA

The Family Educational Rights and Privacy Act (FERPA) affords students certain rights with respect to their education records.
Please read the University of Notre Dame Annual Student Notification of Rights under FERPA document: FERPA - Litigation and Student Team
FERPA Tutorial: https://ferpawebcourse.nd.edu/index.cfm/
If you have any questions or comments please contact Lora Spaulding, Assistant Registrar, at 574-631-6967 or spaulding.1@nd.edu.
Ferpa Rules - Registrar

Graduation Progress System (GPS)

Graduation Progress System (GPS) is a web-based advising tool accessible via insideND. It has been developed to increase our students’ awareness of the requirements of their degree. It was not designed to replace college or departmental advisors. Rather, it was designed to help advisors and students make more productive use of the time that they spend together.
To request departmental access to GPS, please send an email with your NetID to Becca Rutkowski (631-2155 or rutkowski.12@nd.edu).
Departments may request updates, changes, or corrections to their requirements by contacting Becca Rutkowski.
Degree Audit - Registrar