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    New Hire Hub

    I am a new faculty member

    Use this guide during your first months at AAD as a new T&R faculty member.

    Content owner: AAD Human Resources, your school director, your Program Chair, and AAD service owners

    Review expectation: Tell AAD Human Resources if a link, contact, or instruction on this page needs to be updated.

    Start Here

    Welcome to AAD. Refer to this guide as your roadmap in preparing for your onboarding journey from your first day through your first months. Our intention is to help you understand what to expect and where to find help when needed.

    Before your first day, you can expect both the college’s Associate Dean for Academic and Faculty Affairs and your school director to contact you with important details setting the stage for the start of your faculty appointment.

    Receive communication from your Program Chair regarding teaching assignments.

    Contact AAD HR with any questions about your appointment, pay, or other related questions.

    If a non-US citizen, notify AAD HR of any visa needs and/or international travel plans.

    As soon as your appointment is official, expect welcome emails from AAD HR and AAD IT. The AAD IT email links to your onboarding dashboard — fill out the equipment, software, and peripheral request sections and submit right away so AAD IT can start purchasing or acquiring your computer. Review Computer, software, and licenses below for what to expect.

    Ensure you complete the tasks in your Onboarding Portal , including registration for New Employee Orientation.

    Verify you have completed part 1 of the form I-9 in your New Hire Packet as received from Equifax.

    Make plans with school business manager or AAD HR to complete part 2 of I-9, federal form to verify work authorization.

    Register for Virginia Tech New Faculty Welcome .

    Review Faculty Development Opportunities and register for programs of interest.

    Create your account when instructions arrive

    When you receive your hiring and account instructions, create your VT Username promptly. Enroll in Duo and add a backup factor so you can still sign in if your usual device is unavailable.

    AAD HR contacts

    Reach AAD HR directly: Julie Weaver, HR Division Director, juliew19@vt.edu, (540) 231-3156; Erin Kowtko, HR Generalist, erink23@vt.edu.

    First Day of Your Contract

    Academic contracts generally begin with the start of the academic year or semester—August 10 or December 25. As stated in your Terms of Faculty Offer (TOFO), faculty are expected to be on contract and available two weeks before the start of classes. You can expect to use this time for personal planning and both school and program meetings.

    Ensure completion of part 2 of I-9 with school business manager or AAD HR.

    Verify system and building access.

    Familiarize yourself with the University’s First-Year Faculty Experience program.

    • Contact AAD HR with any questions or to elevate a workplace concern.

    Technology Essentials

    Set up the basics you need to sign in, communicate, connect, work securely, and get help.

    VT Username and Duo

    Follow the account instructions you receive to create your VT Username, then use Account Manager to manage it. Enroll in Duo and add a backup factor so you can still sign in if your usual device is unavailable.

    Outlook and Exchange Online

    Use Outlook with Exchange Online for your Virginia Tech employee email and calendar.

    eduroam and VPN

    Connect to eduroam for campus Wi-Fi. Use the Virginia Tech VPN only if your job requires access to a restricted resource or service.

    Computer, software, and licenses

    AAD IT starts this one for you: around the time your hire is submitted, you will receive an email link to your onboarding dashboard. Fill out the equipment, software, and peripheral request sections as best you can — you can save the dashboard and come back later — then use the Submit to AAD IT button. Responding promptly helps AAD IT get your equipment ordered, configured, and ready by the time you arrive, since shipping times on computers and accessories can be rough. Your machine comes with Microsoft Office, Adobe Creative Cloud, anti-virus software, and system integrity tools installed as standard. Depending on your appointment, your machine may be purchased with startup funds or come from AAD IT inventory. Software purchases are subject to approval by IT and your school director, and in some cases VT Legal and Procurement.

    Shared files and sensitive data

    Use the AAD-approved shared storage location for team files. Before you store or share sensitive student, HR, financial, research, or college data, ask AAD IT or the data owner which location and access rules apply.

    VT Alerts

    Check your VT Alerts contact methods and regions, and add text or phone notifications so you can receive time-sensitive emergency messages.

    Security awareness training

    Complete your required security awareness training in PageUp by the assigned due date and renew it when directed.

    AAD IT support

    Start with AAD IT when technology is missing, not working, or unclear. Open a support request and include what you need, where it is happening, and when you need it.

    • Ask AAD IT before you buy technology, install unapproved software, create a shared storage space, or move sensitive data.
    • Use the current university and AAD IT action with each item instead of an old saved onboarding checklist.

    Your First Month

    Over the course of your initial weeks, you can expect to attend introductory meetings with colleagues across the school and campus. You will also focus this time on completing required training and other orientation/onboarding programs.

    Ensure you attend VT orientation, if new to the university, and submit benefits enrollment before 30-day deadline.

    Attend New Faculty Welcome and other first-year faculty events.

    Familiarize yourself with school policies for purchasing, reimbursements, hiring student employees, etc.

    Systems You’ll Run Into

    Ask your school director which university and college systems you need and how to request access.

    Banner

    You may use Banner for finance, HR, student, or administrative records. Ask which areas you need and what training you must complete.

    Hokie SPA

    Use Hokie SPA for employee self-service and any student- or faculty-facing work assigned to you. Ask your school director which sections you need.

    Canvas

    Use Canvas, Virginia Tech’s Learning Management System, as the platform for information on your course including assignments, calendars, grades, etc. The system will also include your course roster and provide a means of communicating with those enrolled in your class.

    • Before you share or store sensitive student, HR, financial, or college data, ask AAD IT or the office that owns the data which access and storage rules you must follow.

    Who Handles What

    When you do not know where to start, ask your school director. Choose the contact below that matches your question.

    School Director

    Ask your school director about your responsibilities, priorities, schedule, mentor, or anything you need to support your success.

    Program Chair

    Talk with your Program Chair about questions pertaining to your teaching or course assignments.

    School Administrative Coordinator/Manager

    Talk with your school’s administrative point of contact about room reservations, Timetable, building access, or general school procedures.

    Business Manager

    Ask your business manager about travel pre-approvals, hiring students, reimbursements, or finance processes.

    AAD HR

    Contact AAD HR about your appointment, onboarding paperwork, benefits, leave, employment status, or another sensitive HR question.

    AAD IT

    Contact AAD IT for help with your computer, phone, accounts, network, software, shared drives, printing, data handling, or access.

    Mentor

    Meet with your mentor to understand school culture, expectations, and how to navigate your first year.

    • Use the college organization chart and directory to find current names and roles instead of relying on an old contact list.
    • For a sensitive policy question, begin with your school director or the functional contact in the college.

    Common Questions

    Use these answers to find the right place to start. For a sensitive HR, legal, or workplace concern, use the university contact listed with the matching question below.

    Where do I learn about benefits or retirement?
    Contact Virginia Tech Human Resources or the HR Service Center and ask about your eligibility, choices, and deadlines.
    Who explains my pay, compensation, appointment, leave, or employment status?
    Take those questions to AAD HR.
    What if the concern involves civil rights, sexual harassment, discrimination, harassment, ADA, Title IX, or sexual violence?
    Contact the Office for Civil Rights Compliance and Prevention Education. If you need immediate help, use the university emergency or support service that matches your situation.
    Where do I find policies, forms, and process help?
    Start with the related Inside AAD section, then use its university link to confirm the current policy or process.
    • Ask AAD HR or the university office linked above about your eligibility, compensation, continued benefits, complaint, or employment status.
    • For routine local questions, start with your school director or use Who Handles What to choose the appropriate contact.