Portland Community College | Portland, Oregon

Work Space

• Update your department’s Org Chart with the new employee. If the college-wide Organizational Chart needs to be updated with a new manager, reach out to the web team.
• If the employee is working onsite-flex or onsite, prepare a workstation with the following:
  • Request any needed furniture (i.e. desk, chair, shelves etc.)
  • Arrange for computer installation
  • Arrange for phone installation
  • Add the employee’s computer to the office printer if applicable
  • Request the employee’s Copier ID by submitting a Copier ID request form
  • Ensure the employee’s workspace is cleaned and organized. Request any paint touch ups, if applicable
  • Ensure the new employee has a garbage and recycling bin
  • Order necessary office supplies or equipment
  • Affix the employee’s nameplate to their work area
  • Update the office’s seating chart with the new employee’s work area if applicable
  • Order a welcome gift or other welcoming materials (i.e. PCC swag)
  • Decorate the employee’s workspace with welcoming decor (order welcome banners, signs, etc.)
  • Order customized PCC business cards
  • Verify the employee’s work space and equipment is ready
• Request Access Control Badge from Public Safety if applicable. If the employee is new to PCC, make sure to include a passport-style photo in .jpeg format
  • *If no access badge is needed, assist the employee in acquiring their Employee ID Card if they do not already have one. A photo ID is needed. Contact: Enrollment Services
• Request and pick up office or workstation keys if applicable. The request must be submitted by administrative staff or managers. View the Facilities Management resources page for more information. Note: Keys must be picked up from one of the campus Public Safety Offices located at Cascade, Rock Creek, Southeast, and Sylvania.
• Purchase a temporary parking pass for the employee’s first day. You can purchase scratch-off permits from a PCC bookstore or by emailing Parking and Transportation services directly (These are valid only in general parking, not in staff parking). For large orders, contact Kevin Eden.
• If the employee is working offsite, prepare their work equipment
  • Order a PCC computer and other necessary equipment. If the employee will need new equipment, work with your manager and itbuy@pcc.edu.
  • Order necessary office supplies
  • Order a welcome gift or other welcoming materials (i.e. PCC swag)
  • Work with the manager to ensure the employee receives all their equipment and welcome gift

Work Schedules and Job Duties

• Meet with the Hiring Manager / Onboarding Lead and walk through the support personnel / team member action list
• Assemble a welcome packet and provide it to the hiring manager / onboarding lead. Make sure it includes:
  • The new employee’s first day and week’s schedule
  • Campus or Center map where the employee will be working, or where the department is located
  • The New Hire Checklist
  • The area’s updated Org Chart
  • The office’s updated seating chart if applicable
  • A link to the department’s website if applicable, or department’s mission, core values and goals, and any FAQs
  • The employee’s job description (locate this on the HR website’s Employment link under Job Classifications and Descriptions and Casual Employee Guidelines)
  • Where to locate the contract or handbook according to the new employee’s classification if applicable
  • The Performance Assessment Process for the new employee’s classification if applicable
  • The department’s specific protocols on requesting vacation/sick time, team meetings, inter-team communication protocols, calendaring, equity and DEI protocols, and customer service expectations
  • The Team or Department Contact Sheet
  • The Payroll Calendar per the new employee’s pay schedule (monthly or bi-weekly)
  • Web Timesheet Instructions per the employee’s classification

Technology Access and Related

*If possible, attend to these items prior to the employee’s first day

• *Provide the employee with their G Number
• *Assist the employee in acquiring their Employee ID Card if they do not already have one. A photo ID is needed
• Provide the employee with their PCC Username (PCC email address prior to ‘@pcc.edu’)
• Assist the employee in setting up their PCC account. For assistance, Contact IT Service Desk for assistance at 971-722-4400 or mailto:servicedesk@pcc.edu
• Assist the employee with logging in to their PCC-issued computer (this can only be done after the employee has set up a PCC account). For assistance, call IT Service Desk at x4400
• Assist the employee in accessing MyPCC, Gmail and Google Calendar
  • Offer to assist the employee in setting up their email signature
  • Ensure the employee accepts any outstanding calendars and meeting invitations
• If the new employee’s work modality is remote, please have them complete the Remote Access Request and Confidentiality Agreement on their first day
• Parking and transportation: Make sure the employee understands how to submit a request for a parking permit in MyPCC or a Trimet pass, as this should be done as soon as possible
• If the employee purchased a daily parking pass from a parking kiosk, assist the employee in getting it reimbursed
• Offer to assist the employee in setting up their voicemail. Provide IT’s link on physical phones and voicemail site on Spaces
• Offer to assist the employee in setting up PCC’s Wifi on their devices
• Provide the new employee with instructions on setting up Interaction Client or Interaction Desktop if applicable
• Offer to walk through the applicable payroll calendar with the employee and verify they understand the payroll periods, timesheet submission due date, approval due date, and payday. Verify they received instructions on how to submit their timesheet in their welcome packet, and offer to assist them in submitting their timesheet when the time arrives
• Offer to walk through the academic calendar with the employee
• Review how to order office supplies

Work Space

• Share the Ergonomics Spaces page with the new employee. Encourage them to do an ergonomics self-assessment and/or submit a request form. Contact: Risk Services