Welcome to the University of Southern Maine!

You have joined a university with deep roots in the cultural, scientific, business and economic life of Maine.

As you explore USM, you will discover an institution characterized by energy, enthusiasm, and innovation; an institution at the heart of its community and dedicated to transforming lives. At USM we believe deeply in excellent teaching, service to students, and in supporting the professional success and growth of our employees.

We are proud of our services in Human Resources, and it is our hope that you will find satisfaction in your contribution to the USM mission. Please let us know how we can help you learn more about the University or about navigating your University career.

New Hire Onboarding Resources

Review the information below to help you get started as a USM employee.

Become familiar with USM as your employer:

Prepare for your first day:

  • Be sure to check with your supervisor about when and where to report on your first day. Regular/benefits-eligible employees are required to attend HR orientation and will receive an email invitation.
  • Gather the documents that are needed for new hire paperwork and bring them with you on your first day.
  1. Activate your email account.
    • Refer to the email sent to you (subject line, “Welcome to the University of Southern Maine – Please join me for new hire orientation!”) and make note of your employee ID number and email activation code.
    • Visit accounts.maine.edu and select Activate your account.
    • Follow the prompts to complete your set up.
    • If you have questions, call the IT Helpdesk at 207-780-4029.
  2. After activating your email account, you will be able to access the MyUSM portal which contains important information and links.
    • Familiarize yourself with the LaunchPad. This is where you will find links to important websites and applications, such as MaineStreet Employee Self-Service, GMail, Google Calendar, Marketplace, UMS Academy, and more.
  3. Begin your Onboarding Activity Guide (not available for temporary employees). Select the MaineStreet option from your Launchpad which will bring you to Employee Self-Service. Select the Onboarding tile and begin your onboarding journey.
    • The Onboarding Guide will walk you through important onboarding tasks such as completing your direct deposit, W-4 tax withholdings, and the confidentiality agreement.
    • Important: You will be asked to complete section 1 of the Form I-9, which is required to be completed on or before your first day of employment. Please work with your supervisor or Human Resources to complete section two. If you require assistance with the Form I-9, or if your supervisor is unable to complete section 2, please contact usmhr@maine.edu or stop by during our Form I-9 drop-in hours.
  4. Depending on your role, you may need to set up and/or become familiar with Brightspace for course access and course development. Questions about Brightspace? Email caihelp@maine.edu.
  5. Obtain your USM card and parking pass.
  6. Work with your supervisor to learn how to use MaineStreet, our online enterprise software, including how to report your time.
  7. Review University policies (login required).
  • No later than your third day of employment, make sure you and your supervisor have completed sections 1 and 2 of the Form I-9. Section 2 requires your supervisor or an HR representative to verify identification and work eligibility documents. See the “Before you start” drop-down menu for more information about the Form I-9.
  • Review the Employee Resources site (login required).
  • Review and elect your benefits (if applicable) within 31 days of your start date via MaineStreet Employee Self-Service.
  • Complete the required compliance trainings (login required).
  • After completing the FERPA compliance training, you can request access to Campus Solutions (if your role requires it).
  • Register for any campus- or department-specific training, such as Procurement/marketplace training (login required), as requested by your supervisor.
  • If applicable, submit a key request (login required).
  • If needed, review these IT resources:

Onboarding Resources for Supervisors

Supervisors play a critical role in onboarding their new hires. Below are resources and guidance to help you do so effectively so that your new hire has a positive onboarding experience.

Note: USM Human Resources will send an email to your new hire, with a copy to their supervisor, before their first day. This email will include important information for the new hire, such as their employee ID number and an invitation to new hire orientation (Monday mornings from 9:30-10:30 in-person at 120 Bedford Street on the Portland campus) and benefits webinar (11:15-12:00 via Zoom).

Ensure your new hire’s office space is clean and set up with appropriate furniture, technology, and office supplies.

  • If needed, submit a Facilities Work Order at least two weeks prior to a new hire’s first day to ensure their office/workspace gets a thorough cleaning before they arrive and to ensure that they have appropriate office furniture (such as a desk, chair, etc.).
  • Schedule an IT consultation to ensure your new hire has the appropriate technology, such as a laptop/computer, monitors, keyboard, mouse, mouse pad, wrist rest, phone, etc., and that it is in good order (i.e., reset, working properly, etc.).
  • If needed, order office supplies such as a notebook/pad of paper, pens/pencils, hand sanitizer, tissues, etc. for your new hire’s workspace.
  • If needed, submit a key request.

Email or call your new hire before their first day to go over important information.

  • Confirm your new hire’s start date and what time they are expected to arrive. Go over where to park and directions to their workspace, if needed.
  • Go over what they should wear on their first day and beyond (e.g., business casual, sneakers vs. dress shoes, etc.).
  • Go over what they need to bring on their first day, including acceptable documents for the Form I-9.

Prepare a welcome announcement to your team and stakeholders. Consider asking your new hire to send a short biography that they wouldn’t mind being shared with colleagues and include this in your announcement, if appropriate.

Prepare an information/training packet that your new hire can get started on right away. This could include, but is not limited to:

  • An updated department phone/contact sheet.
  • Department organizational chart.
  • First week agenda.
  • Job-related reading materials.
  • A networking plan and/or stakeholder map of need-to-know contacts within the scope of their role.
  • Important links, such as the Academic Calendar, payroll schedule, and holiday schedule.

Leave a welcome card on the new hire’s desk so they feel welcome in their new work environment. Consider having your whole team sign the card.

New hire orientation:

All regular, benefits-eligible new hires are required to attend new hire orientation, held on Monday mornings from 9:30-10:30 at the HR Office (120 Bedford Street, Portland campus), followed by a live benefits webinar from 11:15-12:00 via Zoom (optional). Refer to the HR welcome email for more information.

New hire paperwork:

New hires are instructed to complete the Onboarding Activity Guide via Employee Self-Service, which walks them through Section 1 of the I-9 (Section 2 of the I-9 must be completed by you, as the supervisor, or an HR representative within the new hire’s first three days), tax withholdings, direct deposit, benefits enrollment, etc. While you will not see the specific information your new hire enters (such as their bank account information, benefits elections, etc.), you will be able to monitor their progress with the Activity Guide and you should encourage them to complete it in a timely manner.

Office/workspace orientation:

  • Provide your new hire a tour of their office/workspace, including technology (e.g. printers/scanners), conference room, breakroom, restrooms, kitchen, common spaces, etc. If applicable, show your new hire around the building (beyond just your department).
  • Introduce your new hire to the team as well as other colleagues who work in the office or nearby.

Employee ID card, parking pass, and directory listing:

Access: Be sure your new hire gets the role-specific access required to complete the functions of their position. See below table for more information.

Campus tour: Encourage your new hire to participate in a campus tour with a student ambassador. This is an excellent way to meet students and other colleagues as well as explore the campus(es).

Meet early on to discuss job expectations:

  • Determine goals (e.g., 30/60/90/180-day goals) and priorities.
  • Review their job description.
  • Establish a one-on-one schedule.
  • Ascertain how your new hire prefers to be trained and create a training plan that accommodates their preferred style of training. For example, are they a visual, auditory, or kinesthetic learner? Do they prefer to read and take notes about a topic before being exposed to it?

Restricted Applications/University Systems

ApplicationDescriptionForm/ContactWhose responsibility is it?
Campus SolutionsEmployees who are required to access student information to perform their duties must request and be assigned the proper security roles. (Employee must complete FERPA training before access is granted.)Campus Solutions RequestSupervisor or HR Liaison
Time ApprovalEmployees who are responsible for approving time of other employees, including student employees, must be granted time approval access.Time Approver RequestHR Liaison
HR SecurityEmployees who are required to access employee information to perform their duties must request to be assigned the proper security roles.Contact usmhr@maine.eduHR Partner
General Ledger/FinancialsEmployees who are required to access financial information (such as the general ledger) to perform their duties must request to be assigned the proper security roles.Contact your department’s Financial ManagerSupervisor
Marketplace/ConcurEmployees who are responsible for approving Marketplace and/or Concur requisitions must be set up as approvers.Contact Strategic ProcurementSupervisor