Welcome to the NIU team! Use this checklist to stay on track as you get started in your new role.
You'll need your NIU account ID (A-ID) to complete the steps on this list. You'll use your A-ID to access email and other online campus resources.
Tip: Your A-ID is created after you turn in your paperwork and we enter you in our system. If you started your job and can't find your A-ID, email HumanResources@niu.edu.
To log in for the first time, you'll use a default password, which you'll update. Your new password will be good for one year, then you'll be prompted to change it.
Tip: NIU uses multi-factor authentication to secure your account. You'll sometimes need to enter a one-time code sent to you via text or email when you log in.
You should submit a W-4 form to Payroll with your tax withholding elections.
Note: while online completion of these forms is best, if you cannot complete them online, please complete Federal Form W-4 (PDF) or State Form W-4 (PDF), print, sign and send to Payroll@niu.edu or drop off at the HRS office.
You can update the direct deposit information you provide during onboarding at any time:
If eligible, you have 30 days from your start date to make benefit choices for the following:
Tip: If you don't enroll within 30 days, you'll be defaulted into the Quality Care Plan for medical and dental, and your dependent(s) won't be covered.
You can also enroll in these optional plans:
All employees newly certified in SURS on or after July 1, 2023, are auto enrolled in the SURS Deferred Compensation Plan (DCP) at a 3% pre-tax contribution on the first day of the calendar month following the 30-calendar day notification period outlined in the VOYA letter sent to your home address. If you wish to opt out of this automatic contribution, please follow the directions and deadline dates in that letter.
If you're eligible for a retirement plan, the State Universities Retirement System (SURS) will send you information via US mail once you're entered in their system. You must then choose and enroll in a plan. Your choice is final. Once selected, your plan can't be changed.
If you are enrolling in the Retirement Savings Plans, state contributions do not begin until the pay period after you notify SURS of your election.
Read more about the SURS Deferred Compensation Plan.
Tip: If you don't enroll within six months of your state date, you'll be defaulted into the Traditional Plan.
You'll use your NIU ID card, called a OneCard, for many things around campus, such as printing documents and attending athletic events. Get your OneCard.
You'll need a permit to park on campus, unless you park in the visitor lot, which costs $5 per day. If you park in a permit-required lot without a permit, you could get a ticket. Get your parking permit.
This training focused on promoting ethical behavior at NIU, defines harassment and discrimination and their prevention, as well as sexual misconduct awareness. This training is required for all employees, and you should have already completed it on the NIU onboarding portal. You will also complete this training annually online each fall. We'll email you when it becomes available.
A copy of the policy that you reviewed in onboarding is available on the Ethics and Compliance office web page. It is suggested that you print or save this policy for easy access when questions or concerns arise.
If you have any questions about the training, call 815-753-9192 or email ethicstraining@niu.edu. Questions about the policy can be directed to the university’s ethics officer at 815-753-5560 or eco@niu.edu.
You'll receive an email with information on two IT trainings, one on NIU's information security policies and one on cybersecurity awareness. You must complete both within 30 days of receiving the email. You'll need to complete IT training every year. If you have any questions, contact the Division of Information Technology.
The Emergency Response Guide will help you learn how to handle emergencies on campus. A printed copy will be available in your department.
Knowing the NIU policies and procedures are important to a successful career. More important is knowing where to find them and the resources to help you if you have questions.
Please visit the University Policy Library. It contains universitywide policies that are updated regularly. Visit often, and if you should have questions, please contact our University Policy Librarian, Rebecca Hunt, at rhunt@niu.edu.
Human Resource Services (HRS) provides a list of policies you should be aware of.
If you need an accommodation to do your job (specific equipment, modified schedule, etc.), you can request a reasonable accommodation. We’ll work with you to help you succeed. Read our policy on accommodations under the Americans with Disabilities Act (ADA).
Please report any barriers to accessibility you encounter at NIU. A campus committee regularly reviews and addresses these reports.