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A Culture of Care >> Read Smith’s plans for the fall 2021 semester.

New Hire Resources

Paradise Pond, boathouse and waterfall taken by Jeff Baker

During your first weeks of employment, it’s important to have all the information you need to start off on the right foot. Below are answers to some commonly asked questions. If you have questions or concerns, please feel free to email us at hr@smith.edu.

New Staff Orientation

Twice a month the Office of Human Resources conducts a New Staff Orientation, where you will learn about Smith College culture, get answers to questions, and review employee benefits and Workday. The New Staff Orientation for fall 2021 will be conducted via Zoom. You will be sent an invitation from the Office of Human Resources with the Meeting ID number. Orientation starts promptly at 1 p.m. on the following dates:

  • November 8, 2021
  • November 22, 2021
  • December 6, 2021
  • December 20, 2021


A Checklist for Getting Started at Smith

Onboarding Process

Offer Letter
Check the email account you used to apply for the position for an email asking you to sign your formal employment agreement digitally using DocuSign. You’ll receive a copy of the agreement to the email you used to apply for the position.
New Employee Paperwork
  • You will receive an email from HireRight to complete your background information. Please make sure to check your junk and spam folders. You will need to create a login with HireRight to fill in the information required. Please do not upload any forms into the HireRight System.
  • Schedule an appointment with HR to complete your I-9 and submit your HireRight Forms. These forms must be verified in person or scanned to us with a valid notary signature. You can schedule an appointment online.
  • Complete the I-9 form in Workday (see steps below to get access to Workday). Make sure you have valid, original ID documents for completing your I-9. You will not be able to enroll in your benefits until this task is complete. (See a list of valid I9 documents.)
Workday & Smith Email Account Setup
  • Check the email account you used to apply for the position. You’ll have received a temporary password to log into Workday as a pre-hire employee.
  • Using your temporary password, log into Workday and complete the personal information tasks. Once you have completed your personal information in Workday, you’ll be asked to complete your full Workday and Smith email account.
  • Look out for an email that confirms that your new Smith College account has been created; the email will have your username (first initial and last name) and temporary password to set up your Smith email account. You will be asked to change the password to a 14-character password with uppercase, lowercase, a number and a special character. You will be redirected to the Smith Login screen. Enter your username and new password. Follow the prompts.
  • You will need to download Duo Mobile onto your cell phone. This will allow secure access to your Smith email. Keep a close eye on your Workday inbox as there will be multiple sets of tasks that need to be completed. For more information on tasks, please go to the Workday Help Site.
  • Upload a picture of your COVID vaccination card to our third-party system.
Updating Your Information
in Workday
  • Getting Started
    As you start your employment with Smith you will want to ensure that all of your personal information, such as social security number, direct deposit, address, and contact information, iu up-to-date in Workday. If any of this data is incorrect or missing, it may prevent you from enrolling in benefits. If you need assistance, the Workday Help Site has job aids to walk you through the process step-by-step.
  • Payroll and Tax Information in Workday
    Payroll at Smith is processed on a biweekly basis for 26 pay periods a year. Payroll payments will be issued via direct deposit every other Friday. Each year the Payroll Office publishes a payroll calendar that will assist you in knowing when you will receive your pay. Direct deposit of payroll funds is required for all employees. You are able to add your direct deposit information and fill out your federal and state tax withholding forms in Workday.  On pay dates, your pay is deposited to the financial institution(s) you designate.   
  • Smith College Employees with Disabilities
    Smith College strives to promote a disability positive and inclusive climate at Smith that recognizes each person’s identity and values the diverse perspectives that contribute to a multicultural living and learning environment. To request accommodations, you must complete a Request for Reasonable Accommodation Form. Employees are welcome to use the Office of Disability Services to confidentially explore their concerns and discuss accommodations.
     
Please visit the HR Benefits page and scroll down to the “Benefits Overview” tab, where you will find:
  • a benefits overview video where we walk you through your benefits options
  • a comparison chart showing how out-of-pocket expenses vary among the four health plans available through Blue Cross Blue Shield
  • pharmacy benefit information, managed through OptumRx, which is included with any of the health plans
  • information a separate, annual prescription deductible and how pharmacy copays are structured in tiers

 

Once you’ve decided which benefit plans you want to enroll in, you should:

  • update your home address in Workday, if needed.
  • collect social security numbers, dates of birth, and primary care doctors’ names and addresses for those you will cover under your benefits
  • visit the Workday Help site for step-by-step instructions for the “New Employee: Onboarding Benefit Elections” task.

When your other onboarding tasks are complete, you will receive your new hire benefits enrollment task in your Workday inbox. When you’re ready, click on the enrollment task and follow the prompts. Remember, you must enroll within 30 days after your first day of work.