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How to get started as a new member in our department

This page gives step-by-step instructions for faculty, visitors, and post-docs. We have separate instructions for staff, graduate students, and undergraduate students, as well as a list of all dates and deadlines.

Questions? You can answer many questions by looking through our department website: use the navigational links at the top of each page, or the search box in the upper right corner. If you cannot locate an answer, please contact Christa L King [Math 109 (Dept Head Office), (520) 621-2868, cking@math.arizona.edu] or Denise Ingram [Math 115 (Business Office), (520) 621-2562, dingram@math.arizona.edu], either of whom will direct you to the appropriate person.

Corrections? If you discover mistakes or misleading information in the step-by-step instructions on this page, please take a moment to improve the experience for others by sending your comments/corrections to Tina M Deemer [Math 209, (520) 621-4765, deemer@math.arizona.edu]. Thanks!

Things to do right away (before arriving on campus):

  1. Print out this webpage (the one you're looking at right now) so that you can cross off each step as it is completed.
  2. If you will be on payroll, print out the Employee New Hire Information and the New Employee Checklist from the UA Human Resources website, which overlap with each other and overlap with our instructions here. Because the steps and requirements change periodically, we cannot guarantee our instructions here are complete. Therefore, as you complete each step below, cross off the corresponding step from the two HR documents as well, and finish the remaining HR document steps (if any) at the end.
  3. If you will be on payroll, sign and return your offer letter, if you have not already done so.
  4. If you will be on payroll, by now, you should have received an e-mail from the UA Human Resources Department, sent to the e-mail address you provided in your original online application, with instructions regarding the completion of a Consent Form. If you have not yet done so, please go to the online Consent form and print out, sign, and fax this form as directed.
  5. In addition, if you will be on payroll, you should have received a second e-mail from Human Resources with instructions regarding the completion of a Criminal Background/DMV Check. If you have not yet done so, please follow the instructions in that e-mail to comply with this request.
  6. If you will be on payroll, print out the following new employee documents and complete them. Send completed documents to Annette Horn, Department of Mathematics, 617 N. Santa Rita Ave., Tucson, AZ 85721. The required paperwork must be received by 10 Aug 2009.
  7. Prepare your travel/relocation plans. You will need to appear personally on campus for payroll identification no later than 17 Aug 2009 (we encourage you to appear during the prior week, if possible), and mandatory department meetings and workshops start on 17 Aug 2009. You may also be interested in (or have been invited to participate in) other meetings and workshops prior to this date. Consult the department calendar of start-of-semester meetings and workshops to guide your planning. Additional meetings (or changed meeting times due to unavoidable last-minute changes in teaching assignments) might require your availability on campus at any time between 17 Aug 2009 and the start of classes on 24 Aug 2009, so be sure to allow yourself enough time to settle housing and other relocation matters prior to 17 Aug 2009. (See the bottom of this page for housing-related resources.)
  8. Contact Christa L King [Math 109 (Dept Head Office), (520) 621-2868, cking@math.arizona.edu] to provide the following information, if you have not already provided it:
    • Current contact information (address, phone, e-mail)
    • Parking permit needs, if applicable
    • Date of arrival on campus
  9. By 15 Jul 2009 (or, for late hires, within 2 weeks of when we receive your signed offer letter), you should receive an e-mail from our department, sent to the e-mail address you provided in the previous step, with information on your new math department e-mail address and network account, and instructions on how to access that e-mail or forward it elsewhere. Subsequent math department communications will be sent to your new math department e-mail address.
  10. If you currently have a grant that you will be bringing to the department, please contact David Gonzalez [Math 112 (Business Office), (520) 621-1486, dgonzalez@math.arizona.edu] to provide the following information:
    • Grant Sponsor
    • Total Award Amount
    • Grant Number
    • Start Date and End Date
  11. If you are going to be teaching, and you have not already received a teaching assignment, please contact Tina M Deemer [Math 209, (520) 621-4765, deemer@math.arizona.edu].
  12. If you are going to be teaching, prior to the first day of classes on 24 Aug 2009, you will need to be familiar with the contents of the Math Department Instructor Resource Handbook, which covers departmental and university policies and procedures relating to teaching at the UA. (The web link goes to a protected intranet page. Follow the instructions on the resulting “access denied” to configure your web browser for proxy access using your math department network account. If the steps are too technical or you don't have access to a computer on which you can carry out the steps, you can wait to read the Instructor Resource Handbook until you arrive in Tucson.)
  13. Print a UA map to bring with you to campus. You will need to go to various buildings on campus other than the Math Building.

Things to do once you arrive on campus:

  1. No later than 17 Aug 2009 (but preferably during the prior week, or even as soon as you are settled in Tucson), bring acceptable documentation from the list on the last page of the I-9 (e.g., just your passport, or your driver's license and also either your social security card or birth certificate) to the Math Department Business Office, Room 117 in the Math Building. If this step occurs after 17 Aug 2009, the university might withhold your pay for the in-between days. Therefore we encourage you to take care of this step at your earliest convenience. The other reason for taking care of this step as soon as possible is that it starts the multi-day process to get a University Employee Identification Number—interchangeably abbreviated EIN or EID—assigned to you. You will be notified by math department e-mail when the EID is assigned. The remaining steps below cannot be carried out until you have your EID.
  2. If it has been at least two days since the previous step, and yet you have not yet received your EID, please contact Annette Horn [Math 117 (Business Office), (520) 626-7989, mhorn@math.arizona.edu] to follow-up with the appropriate UA units on the status of your EID.
  3. When you have received your EID, obtain a CatCard (UA Photo Identification Card) by going to the CatCard Office in the Student Union. Be sure to take a government-issued photo I.D. with you.
  4. Bring your CatCard to the Math Department Head Office, Room 109 in the Math Building, to obtain your office assignment and key card, and to have your photo taken for the department photo directory.
  5. Go to the University Key Desk (show location on campus map snippet) to obtain office keys. You will need to take your CatCard and your key card with you. This office is located far from the Math Building, so you may want to use the CatTran shuttle service.
  6. Obtain a UA NetID at https://netid.arizona.edu/. You will need your EID and your CatCard in order to complete this process. Your UA NetID is your personal identifier for a number of online services at the University of Arizona. Some of the services requiring a NetID include University computing accounts (email.arizona.edu, u.arizona.edu, etc.), web applications (EmployeeLink, WebRoster, etc.), University site-licensed software, and University computer labs. Note that the University will send all official e-mail to your NetID-based address, whereas our Department communicates using your math department e-mail address; we suggest you configure your University NetID-based e-mail to forward to your math department e-mail (or vice versa), unless you prefer keeping two separate addresses and checking both on a regular basis.
  7. Use your NetID to access Employee Link. There you can verify that your A-4 and W-4 withholding information got entered correctly (and you can electronically make changes to the withholding), set up direct deposit of paychecks, and more.
  8. If you need a parking permit, go to Parking & Transportation Services in the Parking Office Building with your EID and your CatCard to arrange for one. (If you made arrangements with Christa King for a permit, be sure to follow her modifications to these instructions.)
  9. If you will be riding a bicycle to campus, you can read about options for bicycle registration and parking.
  10. Attend all relevant Math Department Meetings (for additional start-of-semester activities that might apply to you, check the start-of-semester calendar):
    • Math Department New Employee Orientation on 18 Aug 2009, 9 AM in Math Building, Room 501. At this meeting, you will be introduced to key personnel in the department, go on a tour of our offices, and receive information about payroll, mailboxes, textbooks, office supplies, copy requests, etc.
    • Math Department Computing Orientation on 21 Aug 2009, 11 AM in Math Building, Room 101. At this meeting, you will be given information about computing resources, options, and support.
    • Course Meetings on Aug 18–20. All lower-level multi-section courses have initial course meetings on one of these days. These meetings are mandatory for those teaching the courses.
    • Other mandatory meetings that might get scheduled between 17 Aug 2009 and the start of classes on 24 Aug 2009, which would be announced by math department e-mail.
  11. If you are going to be teaching, go to webroster.arizona.edu and log on using your UA NetID to obtain class rosters for the course(s) you are scheduled to teach.
  12. If you are going to be teaching, read the Math Department Instructor Resource Handbook (if you have not already done so). If the Handbook web link takes you to an “access denied” page, follow the instructions on that page to rectify the situation.
  13. Sign up for and attend the University New Employee Orientation, which will cover your benefits options. You must arrange for your benefits orientation and register for benefits within 30 days of your “hire date” (also called your “start date”, or “first day of paid work”), which for academic employees is 17 Aug 2009. (Although you can attend the Orientation prior to this hire date, the actual benefit enrollments must take place after your hire date but within 30 days of your hire date.)
  14. Classes start on 24 Aug 2009.

Other Important Information/Websites:

Contacts in the Math Department:

Payroll and BenefitsAnnette Hornpayroll@math.arizona.edu
Grants and ContractsDavid Gonzalezdgonzalez@math.arizona.edu
Business Office (travel, reimbursements, etc.) business-office@math.arizona.edu
Computing-related issues  system@math.arizona.edu
Teaching-related issuesTina Deemerdeemer@math.arizona.edu
Academic Support ServicesJerrie Biebersteinacademic-office@math.arizona.edu
General Questions and VISA issuesChrista Kingcking@math.arizona.edu
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