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    New Hire Hub

    I am a new non-academic employee

    Use this guide during your first months at AAD in a staff, A/P faculty, or 1500-hour wage position.

    Content owner: AAD Human Resources, your supervisor, your school administrative manager/coordinator or business manager, 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 your supervisor to contact you with important details and their contact information.

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

    As soon as your hire 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.

    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.

    Your First Day

    On your first day you can expect to meet colleagues, tour facilities, and get oriented to your new role.

    Meet with your supervisor and review your first-week schedule, needed trainings, and workplace norms like work hours, communication preferences, and recurring meetings.

    Verify system and building access.

    Review with your supervisor the list of school, college, and university contacts identified as part of your relational network.

    • 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. 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 or unit leadership, 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 Week

    Over the course of your initial weeks, you can expect to attend introductory meetings with colleagues across the college and campus. You will also focus this time on completing required training and shoring up systems access.

    Begin one-on-one meetings with your supervisor and review your position description in detail along with performance expectations.

    Initiate outreach to colleagues in the network curated by your supervisor and schedule meet & greet appointments.

    Review with your supervisor a list of onboarding tasks in addition to both mandated and role-specific trainings you must complete. Work to establish a plan for completion.

    Discuss with your team and/or supervisor pertinent procedures for concerns such as requesting paid time off (planned leave), calling out for unplanned absence (sick, family emergency), obtaining expense approval, etc.

    Review with your supervisor how to complete your leave report to record paid time off and, for OT eligible positions, time worked.

    Your First Month

    By the end of your first month, you can expect to understand your position responsibilities and immediate priorities, your supervisor’s expectations, required training, and available resources for supporting your success.

    Continue a regular cadence of one-on-ones with your supervisor in addition to team/school/department meetings.

    Keep a list of recurring questions. Ask your supervisor or leverage your support network to find answers. Utilize contacts listed in Who Handles What for guidance.

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

    Systems You’ll Run Into

    Ask your supervisor 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 supervisor which sections you need.

    EHS training

    Complete any Environmental Health and Safety modules and local orientation required before you enter a shop, studio, laboratory, or equipment area.

    P-Card and purchasing

    Follow Finance and Procurement instructions if you will use a P-Card, reconcile or approve purchases, use HokieMart, arrange travel, request reimbursement, or pay vendors.

    Petty cash

    Before you handle cash, ask Finance which process and records you must use.

    Flexible Work Agreements

    Most positions are eligible for up to one day of telework per week following a fully onsite training and onboarding period. In addition, staff must complete a successful 6-month probationary review. If you are eligible and interested in a hybrid work arrangement, begin by talking with your supervisor.

    • Ask your supervisor or school administrative manager/coordinator or business manager which systems you need. Some require an access request or training before you can use them.
    • 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 supervisor. Choose the contact below that matches your question.

    Supervisor

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

    School administrative manager/coordinator or business manager

    Ask your school administrative manager/coordinator or business manager about forms, purchasing, travel, P-Cards, petty cash, building access, or finance procedures.

    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 or peer contact

    Ask your mentor or peer about daily routines, meetings, team norms, and who can answer unfamiliar questions.

    • 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 supervisor 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 supervisor or use Who Handles What to choose the appropriate contact.