UToledo Human Resources

Welcome to Utoledo

 We are pleased you have accepted a position at the University of Toledo. Whether you are providing patient care at UTMC, educating the minds of our students as a faculty member, or providing other vital services as a staff member, you are on the frontline of representing our university and  we value the important role that each of you will play in improving the human condition.

This online resource will help you develop your knowledge and skills to successfully  perform your new position.

Thanks for joining our team and Go Rockets!


Before You Start

Congratulations on accepting your new career as a Toledo Rocket!

Expect to be contacted by your HR Professional to: 

  • Receive your Beginning Employment email with your Rocket ID number to create your UTAD username and email. After your UTAD is created you will be able to set up important employee account information including: Rocket card, parking pass, Federal W2, Direct Deposit, etc.
  • Confirm your start date, time and where to report
  • Confirm your Orientation date

Review before New Employee Orientation


New Employee Orientation

This orientation program is designed to help you learn about UToledo's mission, vision and values. You will learn about our culture, important policies, and trainings to help you succeed.

Orientation will be offered every Monday, except for holidays, to all staff across the University or Medical Center. We will begin in the morning at 8:30am and will offer in-person or virtual. Prior to starting, new employees will receive information on how to join the virtual orientation if applicable.

Whether you are providing patient care at UTMC, educating the minds of our students as a faculty member, or providing other vital services as a staff member our staff will provide opportunities to:

  • Hear from our leaders, including President Postel
  • Meet and connect with other new employees
  • Participate in diversity, equity and inclusion conversations
  • Learn and how to find resources related to Title IX, Compliance requirements, iCARE standards, Technology and Safety

Presentations


First Week

During your first week we want you to feel welcomed and prepared to start working in your new role.

  • If you are part of the Medical Center, you are scheduled to attend Day 2 Hospital Orientation on Tuesday following your Monday Orientation. For questions, please refer to your offer letter or contact the HR Professional that onboarded you.
  • Discuss the following with your manager:
    • Your job description, including your role, responsibilities and expectations
    • Your probationary period (if applicable)
    • Your first week's schedule may have trainings and meetings
    • Meet your co-workers and tour your work environment
    • Set up all technology, systems and applications needed to perform your duties

First Month

  • Benefits Deadline for electing/declining (30 days from start date)
  • Complete the trainings you received by email notification
    • Ohio Ethics (including conflict of interest - all employees)
    • Title IX - VAWA (including supervisor anti-harassment - all employees)
    • IT Security and Privacy (includes FERPA - all employees)
    • ADA (supervisors only)
    • HIPAA Basics (employees working in the healthcare "hybrid entity" only)
    • Medicare Fraud, Waste, and Abuse (healthcare "hybrid entity" only)
  • Discuss the following with your manager:
    • Check-in meeting after your first 30 days
    • Review Performance Evaluation
    • Position development, training and goals
    • Questions and Concerns

First 3 Months

By this time, you should be comfortable in your role and responsibilities, beginning to work independently and contributing to your team.

  • Retirement
    • You are automatically enrolled in the appropriate state retirement system, OPERS (staff) or STRS (faculty). You will receive information directly from the state retirement system. If eligible, you have 120 days to elect Alternative Retirement Plan (ARP). If you decide to remain in OPERS or STRS you have until your 180th day to select a plan within OPERS or STRS.
    • We also offer supplemental, voluntary savings options to help faculty and staff plan for retirement. Most employees are eligible to participate in the 403(b) and 457(b) supplemental retirement account. These plans allow you to enhance your retirement savings through voluntary pre-tax (state and federal only) contributions to a Tax-Deferred Account (403(b) plan) and Deferred Compensation Program (457(b) plan).
  • Life Insurance Beneficiaries
    • If you haven't yet done so, complete beneficiary information for university-paid life insurance and email completed form to benefits@utoledo.edu
  • Discuss the following with your manager:
    • Continue having meetings with your manager
    • Schedule your mid-probationary review with your manager
    • Questions and Concerns 

First 6 Months

After six months, you should be confident and engaged in your role while continuing to learn.

  • Visit the Training and Organization Development website to explore
    • Training opportunities related to your role, skills or interest
    • Employee Toolkit
  • Discuss the following with your manager:Wins and challenges in your role
    • Schedule end of probationary review (if applicable)
    • Questions and Concerns

First Year

Congratulations on successfully completing one year with The University of Toledo! We hope you are fully acclimated to your role and applying your skills and knowledge, able to make work related decisions, contributing to your team goals and developing positive working relationships.

  • Discuss the following with your manager:
    • Celebrate and recognize your contributions to the team in your meeting
    • Discuss development opportunities for the next year, creating SMART Goals
    • Questions and Concerns


Staff New Hires & Rehires

Requirements are listed below:

These requirements must be completed prior to your first day of employment and your HR Professional will reach out to you personally regarding completing these requirements for your new position. 

1.  New Hire Forms

2.  Education and Certification
     Submit the following documents as required for the offered position:
          a.  High School Diploma or Equivalent- official document or transcripts
          b.  Certification
          c.  Official Transcripts (copies are not accepted)- your official transcripts verifying your college degree(s) as required for
               the offered position, must be mailed directly from the college/school in a sealed envelope to:

The University of Toledo Human Resources
Attn: (HR personnel who contacted you)
2801 W. Bancroft St. Mail Stop 205
Toledo, OH  43606-3390

3.  Health Screening Requirements for Health Science Campus - Faculty and Staff

To promote the highest levels of health and well-being, the University of Toledo campuses are tobacco-free. To further this effort, effective July 1, 2019, the University of Toledo Health Science Campus Medical Center requires all candidates for employment to be nicotine-free. Pre-employment health screening requirements will include cotinine (nicotine) testing, as well as drug and other required health screenings. Any employment offer is conditional upon successful completion of a cotinine test.

     Health Screening Requirements
     Respirator Mask Fit Questionnaire- for anyone with direct patient contact


Faculty New Hires

Can find their information under the Provost office.


Reminder of things to complete and look into

Create UTAD access & Email - Once your paperwork has been entered into the Banner payroll system you will receive an email from your HR Consultant/Specialist with your Rocket number  to complete. The link to the Create your Email/UTAD access page is here, that will prompt you through the steps to establish your email and UTAD as an employee.  Rehires use the Forgot UTAD Username/Password or Password Reset to active. New hires use the New Account Creation/Activation to active

W4 Federal Tax Exemption or Allocations – Once you have received your first paycheck, you may go online to My UT to update your exemption or allocations.  This is accessed by clicking on the Tax Forms under Pay Details & Leave Balances heading. If you are experiencing issues setting up your federal taxes, please contact Payroll at payroll@utoledo.edu or (419)530-8780. Please click here for instructions. 
 
Direct Deposit - Once you have activated your UTAD account you may go online to My UT to sign up to have your check direct deposited into the account(s) of your choice. This is accessed by clicking on the Direct Deposit Information under the Pay Details & Leave Balances heading. If you are experiencing issues setting up your direct deposit, please contact Payroll at payroll@utoledo.edu or (419)530-8780. Please click here for instructions. 
 
Request New/Replacement Rocket Card (this is your ID Badge) – Can take up to 48 hours after you have activated your UTAD account you may go online to My UT to request your Rocket Card (ID Badge).  This is accessed by clicking on Request New/Replacement Rocket Card under the Other Services heading.  Please contact Auxiliary Services at rocketcard@utoledo.edu or 419-530-5842 for questions and issues regarding this process.  There is no charge for an employee's first ID Badge. Please click herefor further instructions. 
 
Request Door Access for HSC Proxy Card –  This is for HSC employees only to be approved for door access. This is accessed by clicking on Request Door Access for HSC Proxy Card under the Other Services heading.  
 
Request/Update Parking Permit – Can take up to 48 hours after you have activated your UTAD account, you may go online to My UT to register your vehicle.  This is accessed by clicking on Request/Update Parking Permit under the Other Services heading. Please contact the Parking Services Office at parking@utoledo.edu or 419-530-4100 for questions and issues regarding this process. Please make sure that you register for a parking pass as parking tickets will cost you $50 if you are cited.

 

  • Permit types available for employees:
    • Parking “U” permits are for CWA/AFSCME/FOP at a negotiated rate, lots may be further from the buildings.
    • Parking “A” permits are available to all employees at a set rate, these lots are closer to the buildings. This permit is required when utilizing disability spaces.

Emergency Contacts – Once you have activated your UTAD account, you may go online to My UT to designate your emergency contacts. This is accessed by clicking on Update Emergency Contacts under the Personal/Office Information heading.

 
Bargaining Unit Employees Only - Please review your Collect Bargaining Agreement. You will be able to view, download or print yourself a copy. You as the employee, are responsible for all the information located in the Collect Bargaining Agreement.

 

Last Updated: 2/28/24