To ensure your employment record is created in UWinsite People (UWP), all student employees must follow these steps to accept their offer of employment.
Step 1: Receiving and Reviewing the Offer
- Once an offer has been extended to you, you will need to either accept or decline it.
- There is an option to download the offer letter for your personal records if desired.
Step 2: How to Accept or Decline the Offer
For Existing Student Employees (Current University of Windsor Student Employees):
You can accept the offer through one of these methods:
- Via your bell notification in UWinsite People.
- By navigating to the Me tab → Selecting Current Opportunities → Accepting the offer under the Submitted Applications section.
- If you choose to accept, you will need to provide your e-signature and click Submit.
- If you choose to decline, you must provide a reason for your decision and click Submit for the recruiter and hiring manager to review.
For New Student Employees (Including any student who has been inactive for a year or more in their employment)
- You will receive an email notification with a link to accept or decline the offer.
- Follow the link, provide your e-signature, and click Submit.
Step 3: Important Reminders
- You may not begin your duties until you have:
- Accepted your offer electronically in UWinsite People AND
- Completed any required Pre-boarding/Onboarding Journeys (if applicable).
New Student Employees:
- All new student employees are required to complete their onboarding journey in UWP.
Existing Student Employees:
- Existing student employees may not need to complete onboarding journeys but are responsible for ensuring their study permits and Authorization to Work documents are valid and updated in their UWP profile.
Step 4: Submission of Required Documents
- The new UWP process has replaced the previous requirement for students to submit hiring packages to the HRStudent email. Any documents sent to the HRStudent email will no longer be accepted.
Completing Pre-boarding And Onboarding Journeys As A New Student Employee
Preliminary Steps / Things To Note
Once a student accepts their offer, the pre-boarding process is initiated.
Process Clarification:
This process applies only to new student employees. Existing student employees will not receive emails to complete Preboarding journeys unless they are hired into the Faculty of Education. In that case, they will receive a Preboarding journey specifically to complete the OTPP form. The new student will receive a Request for Additional Information email, which includes a link directing them to the HCM system to complete their personal details.
It is important to complete these tasks promptly to avoid delays in employment and pay. Assignments will not be created if the journeys are incomplete. Additionally, these journeys have an expiry date; if they are not completed before expiry, HR will need to reopen them for completion.
Step-by-Step Guide for the New Student Employee:
1. Complete Personal Information (Request for More Information Flow): Once the offer is accepted, the student will receive an email indicating Provide Additional Info, the student will click on the box within the email, and it will take them to the HCM system to complete this request.
- Sensitive Personal Information:
- Enter your Date of Birth.
- Expand the Add National Identifier field and:
- Select your Country from the drop-down menu.
- Choose the National ID Type (Social Insurance Number).
- Enter your SIN in the National ID field.
- The remainder fields do not require populating. Click Done.
- Choose the dropdowns for Gender and Marital Status.
- Fill in or review your Home Address (it may be pre-populated from your job application).
- Review and update the Contact Information section if necessary.
- Provide your full name in the E-Signature field, then click Submit.
- As a new student, you will receive an email to your personal email with a welcome message and directions for next steps.
2. Complete Pre-Boarding Tasks: An additional email will be received outlining tasks to be completed, with the following details:
- Task List: Displays the assigned tasks, due dates, and whether they are required.
- Task Links: Each task includes a highlighted Details link, which will take you directly to the task.
To proceed:
- You will need to log into UWP with your uwindsor.ca student email. If you are having login issues, please put in a ticket and where possible attach a screenshot of your login screen for better troubleshooting. It is important to note that your device needs to meet the conditional access requirements for the University of Windsor. Please see this link if you would like more information: Article - Conditional Access – All-in-One
3. Steps for Accessing Pre-Boarding Tasks:
- Navigate to the Me tab on the dashboard and select Journeys.
- To start, click My Journeys, or view a list of tasks by clicking My Tasks.
- Complete all required pre-boarding tasks by clicking on the UW New-Hire Journey, below is the list of tasks associated with the New-Hire Journey:
- Welcome to the University of Windsor – read welcome statement, once read, click Done.
- Employment Questionnaire – answer the question – Are you legally authorized to work in Canada? and read message, once completed, click Done.
- Student Questionnaire – click yes or no about whether you are a U of W student, if yes, a box will pop up to enter your student number, click Done.
- Employment Standards Act Poster – click Go to Website, read poster, once read, click Done.
- Contact Information – click Go to Applicant Task, confirm your contact information and edit by clicking on the pencil if applicable. Once complete hit the back button, click Done.
- Emergency Contact Information – click Go to Applicant Task, add emergency contact, click on Add then Create a New Contact. Fill in the fields and at the bottom of the page, click in the box This person is an emergency contact. (you only have to fill the fields that are asterisked in the Basic Info). In the Communication section ensure the phone number is inserted in order to contact in case of emergency. Click on Type under Phones, then the screen will expand for entering phone #. For the Number section, no spaces are inserted just the 6 digits of the phone #. You do not need to complete the Address portion but click off Use my Address, if the contact person does not live with you. Click Submit at the top right-hand corner. You may add additional contacts once you are directed back to the My Contacts page or click Done.
- Personal Details – click Go to Applicant Task, by clicking on the pencil it will take you can edit pronouns, last name, first name etc. just click on the pencil. Click Submit when finished. Click the back button and done.
- Upload Work Permit/Study Permit/Authorization to Work in Canada – In Identification Info – Click Go to Applicant Task where you add Citizenship then click Submit. Fill in Passport information (not mandatory). In the Visas and Permits area fill in the required information and upload the requested documents if applicable (drag and drop), click on Submit. In the Driver’s Licenses area fill in the appropriate information, click on Submit. Click the back button and Done. Please note that once a permit document is uploaded, it will go to HR for approval.
- Upload Government Issued ID – Click on Go to Application Task, in this space you can provide a variety of documents under the drop-down Document Type, click on Add. For example, banking information, birth certificate, etc. Please note that once a government issued ID is uploaded, it will go to HR for approval. You can also go here to view any document records by clicking on the glasses on the right had side of the screen under “Sort By”. Click the back button and Done.
- OTPP Questionnaire – if you are hired in the Faculty of Education, this will appear in your pre-boarding tasks. Complete as requested. Click Done.
- On the right had side of the screen you will see Tasks Completed, it should indicate, for example 10 our of 10 or whatever the number of tasks have been completed.
Bell notifications will remind you to complete the tasks.
Onboarding – Day 1 Checklist (New Employee)
On the first day of employment, the employee will receive a Bell Notification indicating they have a new journey to complete. Please note the student is not required to complete these tasks until the first day of employment (as noted on their offer letter). If they attempt to complete these before that date, they will not be able to complete them properly. Your bell notifications will remind you to complete these tasks.
Steps for Accessing Onboarding – Day 1 Tasks:
- Navigate to the Me tab on the dashboard and select Journeys.
- To start, click My Journeys, or view a list of tasks by clicking My Tasks.
- Complete all required on-boarding tasks, including:
- Aspire – click on the links to read the strategic plan and President’s address, then click Done
- Direct Deposit Info – click on Go to Application Task, if adding bank information, click on Add, follow the steps to enter your banking information. Once you add the Branch Transit Number the branch and its address will show up and you select that from the dropdown. You must also add a payment method to be paid into your bank account. Click on Add under My Payment Methods. Type in what name you would like to give the payment method/direct deposit ex. U of W Payroll and save.
- Federal Tax Forms – click on Go to Application Task. In the Federal Tax area click on the pencil to open the section up further. Enter a start date for the change, the Total Claim Amount is pre-populated, enter Additional Tax if applicable. At the bottom of the screen click in the box stating you agree. Click on Save and Close top right of screen.
- Ontario Provincial Tax Forms – in the Regional section click the pencil. Enter the start date of the change. The Total Claim Amount is prepopulated, enter Additional Tax, Number of Dependents Under Age 19 and Number of Disabled Dependents if applicable. At the bottom of the screen click in the box stating you agree. Click on Save and Close top right of screen. Click Done.
- Mandatory Training – Click on Go to website. Complete training required.
- Self-Identification Survey – complete the survey on this page or click on Online URL to complete it.
- Review University of Windsor Policies – click on the various links in interested in reviewing.
- University of Windsor Indigenous Initiatives
- Other Key Links – click on Toldo Lancer Centre and Daily News if interested.
- If you have any questions relating to the above information or have any questions relating to how payroll items look within UWinsite People once you are set up within the system or other general changes/questions (i.e. direct deposit changes, how to find payslips, etc.) please see this helpful KBA (Knowledge Based Article) website: Knowledge Base - Human Resources, Payroll & OHREA
As a reminder, GA/TA students are not required to enter in timesheets. If this is done on accident, it must be deleted right away.
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