New Employee Guide
Congratulations on your new position at Rice University! We are excited to have you as a member of the Rice community, where our staff members have a high sense of purpose and work together as a team to promote Rice University’s mission. The goal of this page is to provide you information on what steps you need to take during your first days at Rice.
When to Arrive
Prior to your first day you should have received a call from your new supervisor, and they would have let you know what time to arrive. If you have not received a call and it is close to your first day, contact the recruiter from Human Resources who made the offer to you, and they will find out for you.
Different departments on campus have different guidelines for attire worn by staff, so definitely ask your supervisor before your first day so you will be properly dressed.
On your first day, you may park for free in the Central Campus Garage, which is underneath McNair Hall (home to the Jesse H. Jones Graduate School of Business), unless you have been directed otherwise.
You will need to come by the Human Resources Office on or before your first day of employment (Suite 2600, on the 26th floor of the Memorial Hermann Medical Plaza located on 6400 Fannin, across Main Street from the Allen Center). There you will need to turn in your new hire paperwork, sign your application and offer letter, and complete your I-9 verification. You should have received the fillable new hire packet from the recruiter when you accepted the position. By filling these out beforehand, you will save valuable time in the HR office on your first day. All new hire documents are important and should be filled out in a timely manner in order to get you setup as a new employee and so you will get paid.
If you will be unable to be in Houston for your first day of work, or you are working in a location outside of Houston, be sure to let the recruiter who made you the offer know so we can assist you with getting the required paperwork complete. The federal I-9 work authorization form, required for all new employees, must be completed on or before the first day of employment, so please plan accordingly to visit us on or before you first day of work at Rice. For a list of acceptable documents, please visit the I-9 Acceptable Documents List.
You will receive a card from HR once your paperwork is complete, and then you will need to go by the Rice University Police Station where you will have your picture taken (smile!) and receive your employee ID (which you should keep with you at all times while on campus). Now that you have your ID, you will need to go by the Parking Office, located in the Central Campus Garage under McNair Hall, to select which lot you will park in and to receive your parking sticker. To become more familiar with parking lots and rates on campus, visit the Parking Office website.
After you visit the HR office, complete your paperwork, and receive your Rice ID, you should be able to set up your Rice computer system and e-mail access within 24 to 48 hours. Go to https://mynetid.rice.edu and click on Start to begin activating your NetID, set your NetID password, and view your e-mail settings.
If you are benefits eligible, you will be given information about reviewing the benefits booklet and should have already been signed up for a group benefits enrollment session (the date and time are mentioned in your offer letter). Please make sure to review the information within the booklet carefully. You will also need to bring the names, Social Security Numbers and dates of birth for any dependents you wish to enroll in our plans. If you are unable to attend that session, you can make an appointment to sign up for benefits by calling 713.348.2363 or e-mailing firstname.lastname@example.org.
If you wish to take advantage of Rice benefits, you must sign up within your first 31 days of employment. If you fail to do so, you must wait until the next benefits open enrollment period in April to elect benefits for the following fiscal year (effective July 1). However, even if you don't want Rice's medical plan, we still need to meet with you to discuss the other benefits such as life insurance, disability benefits and the retirement plans. Please refer to the Benefits website for more information.
Benefits eligible employees should be scheduled to attend a new hire orientation, as mentioned in your offer letter. It typically lasts half a day, and you and your supervisor will receive an e-mail about a week before your scheduled date with details about the session. If you need to reschedule, orientation is typically held at least once a month. Visit our New Hire Orientation site for a list of alternate dates, or e-mail Wiley Bennett at email@example.com.
New faculty should check with the Provost's Office for the new faculty orientation schedule. If you have any questions regarding the orientation program, please feel free to contact Wiley Bennett at 713-348-4091 or firstname.lastname@example.org.
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Please contact your department manager for information on departmental onboarding.
During orientation, you will learn more about Rice University. For more information on where to eat on and around campus, how to use the campus shuttle, or how to get involved with different staff activities, please visit our Get Wise to Rice page to learn more. And, if you are new to the Houston area, take a moment and watch a short video about Houston and take a look at relocation resources available to you.
Rice University’s Organizational and Professional Development department has many courses and programs available to all staff on campus. We suggest meeting with your supervisor and going over which classes may be best for you in your position. There are other kinds of training available as well, depending on your job function (Banner, p-cards, golf carts, etc.). Your supervisor will inform you what you will need in order for you to succeed in your position.
You are responsible for tracking your own time and attendance, so be sure you download the appropriate form (if you are an exempt employee) on our HR Forms page. If you are a nonexempt (hourly) employee, please talk to your supervisor about Web Time Entry (WTE).
Are you a manager with a new employee coming on board?
Visit the Organizational & Professional Development Resources & Toolkits page for additional resources.