Congratulations on your new job at The W! You are now officially a part of the Long Blue Line. Whether you are part of the faculty, staff, or administration, your first few days will be pretty busy. We’ve compiled a helpful checklist to make sure you quickly become acclimated to your life here at The W.
Topics
Supervisor
Human Resources
ITS
ID Services
Preferred Name
FAQs
New Faculty FAQs
Meet with Your Supervisor
On your first day, you should meet with your supervisor first. They will show you your workspace, and show you around your building. Your supervisor will also be the one to help you with keys to the building and/or your office, business cards (if needed), and Banner access.
University offices open at 8:00 a.m.
Meet with Human Resources
Shattuck Hall
(662) 329-7222
Authorization of Employment
It’s important that you meet with the Office of Human Resources on your first day. Benefits-eligible employees will receive an email from the HR Generalist with information and a scheduled time for the onboarding appointment. During this scheduled time you will complete your employment paperwork and Form I-9.
A new employee has three (3) days from start date to provide originals of work authorization documents for the Form I-9. View the list of acceptable documents for the Form I-9.
Human Resources will also provide you with all paperwork, policies, and information related to your employment during your onboarding appointment.
Retirement Plan
Within 30 days of hire, Optional Retirement Plan (ORP) eligible employees (faculty and some administrators only — HR will determine eligibility) must make an irrevocable retirement plan decision choosing between the Mississippi Public Employees Retirement System, PERS or ORP.
Returning State Employees
All retirees from the Public Employees Retirement System (PERS) complete a PERS Form 4B, Reemployment of PERS Service Retiree Certification/Acknowledgment within 5 days of hire. This form will be provided to you when you complete your employment paperwork.
Health Insurance
Within 30 days of hire, benefits eligible employees must have either elected or waived both the Mississippi State & School Employees’ Health and Life Insurance.
Additional Benefits
Benefit Concepts is our benefits administrator for supplemental benefits. Human Resources will provide you with benefits information during your onboarding appointment Employees can elect or waive all supplemental benefits but must complete a benefits form indicating election.
Learn more about available benefits.
Banner ID
Your Banner ID is a 9-digit number used to identify you on The W campus. Banner is used for everything from payroll to taking classes, and managing budgets to getting a parking permit. Human Resources will assign and provide you with your Banner number.
Information Technology Services (ITS)
McDevitt Hall
(662) 329-7282
ITS is responsible for all computers on campus and providing login access to all online services on campus, such as Banner and email. Your supervisor is responsible for contacting ITS to request initiate access and to request the setup of your computer.
W Email
Human Resources will request a university email address be created for you. ITS will provide you with your login and password.
Banner Services
Your supervisor will need to complete a request form in order to have access set up in Banner.
Sign up for W Alert
Once you have a Banner ID and login, you will be able to sign up for W-Alert. W-Alert is the campus emergency notification system. It will be used to inform you of closings and actions to take in an emergency situation.
ID Services and MUW Police
McDevitt Hall
(662) 241-6261
The MUW Police Department and ID Services are located on the south side of McDevitt Hall. You can not access the Police Department from ITS, you will have to the outside entrance to the Police Department.
MUW ID Card
IDs are not available for issue until all employment paperwork is completed in HR and data entry completed in Banner. For faculty or adjunct faculty, there is an additional step in the process performed by Academic Affairs before an ID can be issued.
Parking Permit
You must register your vehicle online for your MUW parking decal. You will log in to the WConnect Employee Portal and select MUW Parking under QuickLaunch. You will need the make, model, and license plate number of each vehicle you are registering. Parking permits are $35 for the first vehicle and $10 for the second vehicle. The fee will be billed to your account and deducted from your paycheck. After registering, you will pick up your decal from MUW Police Department (McDevitt Hall).
Preferred Name
Mississippi University for Women recognizes that some employees may desire an alternative name (nickname) by which they are addressed. This name could be slightly different from your legal name or a name that you are most commonly referred. For this reason, the University will permit the use of “Preferred Names.” Employees may submit the preferred name via the Biographical Form during new hire onboarding or by contacting Human Resources.
When indicated by the employee, preferred names will be used in less formal communications and be displayed in the University’s online directory along with the legal name.
Preferred names will not be used for official University business or on any official documentation submitted by the Office of Human Resources due to legal requirements. However, whenever reasonably possible, a preferred name will be used.
Preferred names may be used as long as it is not in any form of misrepresentation or fraud. In addition, the University reserves the right to remove the preferred name if it contains inappropriate or offensive language. Any removal of inappropriate preferred names will default to the employee’s legal name.
Definitions
Legal name: The name as it appears on a legal document such as a Social Security card or other document in which a legal name change is recorded (e.g. court order for employee’s dependent or beneficiary).
Preferred name: The name a person wishes to be known and have appear in the University systems.
Examples
- Your legal name is William Charles Jones. Your preferred name might be Liam Jones.
- Your legal name is Anna Katherine Smith. Your preferred name might be Katie Smith.
- Your legal name is Michael James McCarter. Your preferred name might be Mac McCarter.
Places Where Legal Name will Display
- Insurance documents
- Payroll and tax forms
- Retirement documents
- Formal HR correspondence
Places Where Preferred Name Will Display
- General documents or correspondence
- Online Directory
- Email Display
- Identification card (preferred name must match HR employee record)
How Do Current Employees Update Preferred Name
- Contact Human Resources
How Do Current Employees Update Legal Name
- Contact Human Resources
- Bring your updated Social Security card to HR
- An updated Form I-9 must be processed by HR for any legal name changes along with forms for applicable benefits
Frequently Asked Questions
Topics
Budget Managers
Business Cards
Campus Directory
Campus Map
Campus Recreation
Campus Tour
Columbus Arts Council Events
Email/Banner/Computers
Emergency Protocols
Employee Housing
Employee ID
Fuel Card
Health Services
Inventory Training/Manual
Keys
Leave Guidelines
Library
Meal Tickets
New Faculty FAQ
Organizational Chart
Parking
Phones
Procurement Card (P-Card)
Purchasing Training
Reserving Venues
Tuition Waivers
Budget Managers
Q. As a budget manager, where can I get a hard copy of my monthly Banner printouts for my organization’s monthly activity of financial transactions?
A. Call the University Accounting Office, 662-329-7210, to request to receive the monthly budget printouts.
Business Cards
Q. How do I request business cards?
A. In order to obtain business cards, you must first contact the Office of University Relations and ask for the Graphic Designer, 662-329-7119. Ask University Relations or Purchasing for local printer recommendations.
Campus Directory
Q. Where can I get a campus directory?
A. The directory is available online. Visit the Employee Directory Search web page.
Campus Map
Q. Where can I get a campus map?
A. View the Maps & Directions web page.
Campus Recreation
Q. How do I get my membership to use Stark Recreation Center?
A. Memberships for the Recreation Center are free for benefits eligible MUW faculty and staff. You must present your MUW ID to the office of Campus Recreation.
Q. Do we offer swim lessons for adults and children?
A. Yes, Campus Recreation, 662-241-7494, offers swim lessons throughout the year.
Q. Do we offer Personal Training packages at the Stark Recreation Center?
A. Yes, you can purchase a personal training package through Campus Recreation, 662-241-7494.
Q. What Group Fitness classes do we offer?
A. The best place to check out the classes we offer is on Campus Recreation website.
Campus Tour
Q. How can I get a campus tour?
A. Contact the Office of Admissions, Welty Hall, 2nd floor, 662-329-7106.
Columbus Arts Council Events
Q. Where do I obtain information on a waiver for admission to Columbus Arts Council events held on campus?
A. The admission fee is waived for faculty, staff and students when attending Columbus Arts Council events held on the W campus. All you need to do is present your W photo I.D. upon arrival at the event.
Email / Banner / Computers
Q. How do I get my email and Banner setup?
A. Information Technology Services (ITS) in McDevitt Hall, ext. 7282. Human Resources creates the Banner ID and requests the email. Your supervisor will need to fill out a form that shows which accounts and what kind of access you will need in Banner. That form must be signed by your supervisor.
Q. Who can help set up my computer?
A. ITS will set up your computer. Your supervisor should contact ITS on your first day of employment.
Emergency Procedures
Q. Where can I locate our Emergency Procedures?
A. Emergency Procedures are located on the MUW Police Department website.
Employee Housing
Q. Where can I find employee housing information?
A. The university has 48 apartments available for faculty and staff. Contact Resources Management, 662-329-7126, for more information.
Employee ID
Q. Where do I get my employee ID?
A. ID Card Services is located in the MUW Police Department, McDevitt Hall, 662-241-6261. IDs are not available for issue until all employment paperwork is completed in HR and data entry completed in Banner. For faculty or adjunct faculty, there is an additional step in the process performed by Academic Affairs before an ID can be issued.
Fuelman Cards
Q. Where can I find out more information about the use of Fuelman (credit card for purchasing gas for university vehicles)?
A. Contact Facilities Management, 662-329-7396.
Health Services
Q. Are health services available on campus?
A. The campus health center is located in Eckford Hall. The center is staffed by Nurse Practitioners who are licensed to diagnose and treat many common conditions. MUW faculty, staff and students are eligible to use the health center. There is no fee charged for routine visits for employees; however, there is a nominal charge for medications, supplies and complete physical examinations. No appointment is needed as patients are seen on a first come, first serve basis. Please have your MUW photo ID with you when you come to the health center. Visit the Campus Health Center website for hours and additional information.
Inventory Training / Manual
Q. Where can I get information about inventory and university owned equipment?
A. The Equipment Management Procedures Manual is available on the Resources Management website, 662-329-7126.
Keys
Q. Where do I get building keys keys?
A. Facilities Management issues building and office keys with some exceptions so check with your supervisor first. Your supervisor or department head must complete a key request form. The form and additional information is available on the Facilities Management website, 662-329-7396.
Leave Guidelines
Q. How do I accrue and use leave?
A. You may review the Leave Guidelines or find more information in the Employment Handbook Leave Allowances section. Contact Human Resources at 662-329-7222 if you have any questions.
Library
Q. Will I be able to use the Library on campus?
A. Information pertaining to access is available on the Fant Memorial Library website, 662-329-7332.
Meal Tickets
Q. Do we offer meal tickets/plans for employees?
A. We do not offer meal plans for employees, but employees can purchase meals at a reduced rate. Employees may be eligible for payroll deduction for the cost of meals. The meal allotments are added to the employee’s ID card once approved. The employee simply swipes the ID card when entering the cafeteria to pay for the meal. Please contact MUW Dining Services, 662-329-7411 for more information or view the Meal Plan Form on the Human Resources Forms A-Z page.
Organizational Chart
Q. Where can I find the University Organizational Chart?
A. https://muw.edu/ochart
Parking
Q. Where do I get my parking permit?
A. You must register your vehicle online for your MUW parking decal. You will log in to the WConnect Employee Portal and select MUW Parking under QuickLaunch. You will need the make, model, and license plate number of each vehicle you are registering. Parking permits are $35 for the first vehicle and $10 for the second vehicle. The fee will be billed to your account and deducted from your paycheck. After registering, you will pick up your decal from MUW Police Department (McDevitt Hall).
Q. Where can employees park?
A. Faculty and Staff with proper permit may park in any green or white space that is not designated as reserved or for visitor parking.
Phones
Q. How do I use the MUW phone system and set up voice mail?
A. Ask for instructions from your department or ITS for assistance, 662-329-7282.
Procurement Cards
Q. Where do I get a procurement card application? (The procurement card program offers the University a way of doing business by providing Visa credit cards to end users in the departments.)
A. Visit the Resources Management website, 662-329-7126. Other procurement card information is available under the Purchasing Menu.
Purchasing Training
Q. Where can I get purchasing training or a purchasing manual?
A. Visit the Resources Management website, 662-329-7126. Purchasing information is available under the Purchasing Menu.
Reserving Campus Venues
Q. How do I reserve on-campus space for meetings/events?
A. Visit the Resources Management Venues page information and online booking, 662-329-7126.
Tuition Waivers
Q. Who is eligible for Tuition Waivers? (tuition scholarships/waivers for eligible employees and eligible dependents)?
A. Contact the Office of Financial Aid, Welty Hall, 1st floor, 662-329-7114, for information and Tuition Waiver/Remission applications.
New Faculty FAQ
Q. How do I get information about Canvas and gain access to it?
A. Visit the Connie and Tom Kossen Center for Teaching & Learning website to find out more, 662-241-6423.
Q. Where can I find the Faculty Handbook?
A. The Faculty Handbook can be found on the Academic Affairs website.