Welcome to the James Madison University community! Our Dukes at Work onboard program is designed to streamline the onboarding process and make your entrance to JMU as smooth as possible. Now that you have accepted a position at JMU, you are ready to take the first steps in becoming a JMU employee.
1. Getting Started - Onboarding
To ensure that your start at JMU is a great one, our Onboard team will reach out to you via email instructing you to complete the following documentation before you begin working:
- Complete Section 1 of Form I-9 to verify your employment authorization.
- Complete a background check authorization. Employment is contingent upon a completed background check.
- Schedule your appointment with the Onboard Specialist prior to your start date to complete all required hiring paperwork and Section 2 of your I-9. This appointment must be completed before any work is started at the university.
- Provide your vehicle information to acquire a temporary JMU parking pass.
Once you have completed all of the tasks in step one, you are ready to visit Human Resources for your onboarding session!
The Office of Human Resources is housed in the Wine-Price building at 752 Ott Street, Harrisonburg, VA 22807. Upon arrival, you may park in the parking spots reserved for new employee onboard to the right of the oval flower bed.
Please check in on the second floor by letting the front desk attendant know that you are here for your employee onboarding session with HR.
If you have any questions or need help with directions, please contact us at (540)-568-3597.
- Social Security Card – If you have lost, misplaced, or damaged your social security card, request a new card at your local Social Security Office as soon as possible. The Harrisonburg office is located at 351 North Mason Street, Harrisonburg, VA 22802.
- Original, unexpired identification documents to verify your identity and eligibility to work in the United States. Find a list of acceptable documents here.
- Voided Check – To attach to your direct deposit form.
Paperwork completed during the onboarding session:
- I-9 Employment Eligibility Verification Form (Section 2)
- Employee Information Form
- Form W-4 – Employee’s Withholding Allowance Certificate
- Form VA-4 – Employee’s Virginia Income Tax Withholding Exemption Certificate
- Direct Deposit Authorization Form
- Selective Service Compliance Form
- Policy Summary Acknowledgement (if not completed electronically)
2. Your First 30 Days of Employment - Action Items
JMU Email - Five to seven business days after you complete your onboarding session, you should receive your employee ID and gain access to the JMU system and your JMU email. Your supervisor should provide you with your eID and instructions on how to activate your JMU email.
Canvas (Adjunct and Instructional Faculty only) - Two to three business days after receiving email access, Canvas access should be granted. If access to Canvas is not granted within that time frame, please reach out to your department.
MyMadison - MyMadison is the hub for your employee information. After you have gained system access, you may visit MyMadison to self-identify a protected veteran status or disability, enter emergency contact information, view pay stubs, update tax/demographic information, view and edit leave balances, enroll in training, and more!
JACard - The JMU Access Card, otherwise known as the JACard, is a pocket-sized resource for campus identification and building access, as well as a reloadable form of exchange for merchandise on and off campus! After you have gained system access, visit Card Services on the second floor of the Student Success Center to get your quick-printed JACard. Bring your photo ID and be picture ready; your JACard photo will be taken on the spot!
JMU requires all faculty and staff who park on university-owned or leased property to have a valid JMU parking permit. The parking system at JMU is electronic; your license plate is your parking permit!
Human Resources will request the issuance of a temporary electronic parking permit that will allow you to park on campus, in designated lots, for 14 days from your start date. Once your eID is activated, you must register your vehicle(s) and authorize your applicable payroll deduction through the Parking Services website to be issued your permanent electronic parking pass.
To acquire your parking permit, navigate to the Faculty & Staff section of the parking services page. Choose Manage My Parking Account, then select Order Permit. You must log in with your eID and password to order an electronic parking permit.
Contact Parking Services at (540)-568-3300 or parkingservices@jmu.edu if your eID is not activated before your temporary parking permit expires or if you have any questions.
New employees have a 30-day window, from their start date, to enroll in benefits.
New, qualifying employees will receive an email from a member of the Benefits Team regarding Benefits Orientation and the following one-on-one appointment with a Benefits Specialist.
The Benefits Orientation will provide a comprehensive look at the available benefit options and enable you to select which benefits are best for you and your family. During your one-on-one appointment, your Benefits Specialist may answer any questions that you have and assist you in completing the paperwork for enrollment.
If you have any questions about your upcoming benefits appointment, please contact our Benefits Assistant at (540)-568-3593, benefits@jmu.edu, or via live chat!
The documentation guidelines of the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) require an employee’s official transcript of the highest degree attained. If that degree is not directly related to the teaching assignment, an official transcript of the degree that is relevant to the teaching assignment must also be submitted.
Transcripts must be submitted within 60 days of hire or the employee may be terminated.
How do I submit my transcripts?
JMU requires transcripts to be sent directly from the credentialed institution, either as a sealed physical copy or an e-scrip/secure electronic copy. Transcripts can also be sent from third-party services such as National Student Clearinghouse and Parchment. Electronic transcripts should be addressed to Gage Kivlen, Onboard Specialist, at onboard@jmu.edu. Physical transcripts should be addressed to JMU – Human Resources; Attn: Onboard Specialist; MSC 7009; 752 Ott Street, Harrisonburg, VA 22801.
All transcripts must be official and unopened upon JMU's receipt.
For more information about the faculty credentialing process, review the Faculty Qualifications and Credentials Manual.
All newly hired employees must complete the following compliance trainings within 30 days of hire.
- Alcohol and Other Drugs
- Preventing Workplace Violence
- Terrorism and Security Awareness
- Workplace Dispute Resolution
- Harassment and Discrimination Training: Access this training through MyMadison.
- Kognito's At Risk: At Risk Mental Health for Faculty & Staff: Access this training through MyMadison. For information on this training and how to complete it, please visit At Risk: Mental Health - JMU.
All employees are encouraged to review the employee handbook coinciding with their respective employment classifications:
THE WEEKLY WIRE
Stay connected to the university and engage in what JMU has to offer through the Weekly Wire! A short, weekly video series, HR highlights different areas of campus and provides information that you should know about within your first year of employment.
BE A BALANCED DUKE
Balanced Dukes, the work-life balance and integration program for James Madison University, offers wellness programs, initiatives, and campaigns that encourage health and wellness among faculty and staff across campus.
EXPLORE MORE
Connections Day - Orientation
Connections Day is designed to orient new employees of all classifications to the culture, mission, and values of JMU, while fostering an environment of networking and engagement. This event is also used as as a means to inform employees about the plenteous perks and professsional development resources available, as well as ways to engage with the univserity as they begin their careers here. Visit the Connections Day website to view the event calendar and register to attend.
Faculty Welcome
An orientation for incoming faculty, JMU's Faculty Welcome orients new hires to the culture of JMU, offers the opportunity for networking and community building, encourages a comprehensive approach to career planning, and more! Typically held in August, just before the commencement of the fall semester, Faculty Welcome is a timely resource for getting acclimated to your role as a faculty member at JMU. Visit the Faculty Welcome website to learn more about the event!
Professional Development Opportunities
Navigating a new system can seem confusing and, at times, difficult. Allow IT Training to guide you to the road of safe and informed system use through their numerous available trainings. Register to attend IT training courses through MyMadison.
Recommended courses for new employees include:
- IT200 Computing @ JMU - Learn the basics of navigating the JMU website and MyMadison. This 90-minute training is recommended for all new employees.
- IT204 RunSafe - Discover how to safely use technology by learning how to recognize risks and prevent cyber attacks.
IT Training also provides system-specific trainings about central systems used at JMU, like eVA and AiM, as well as how to optimize efficiency when utilizing Microsoft programs, the beginner's guide to Cascade, and more! Training is required to gain access to many JMU systems.
Wondering which IT Training classes you need to take? IT Training has created a short eLearning to help you figure out which courses you should take to be successful in your role.
JMU values the growth mindset and encourages all employees to use the resources available to them to grow both personally and professionally. Complete training through Talent Development to gain useful and transferrable skills.
- Talent Development Workshops: Talent Development holds development workshops focusing on various competencies, from administrative skills to team building and work-life wellness. View a full list of upcoming workshops on their event calendar.
- Certificate Programs: Achieve a higher level of knowledge and skill by becoming a certified professional in your role. Offered certificate programs include:
- Resource Collection: Gain more knowledge by reading your way through Talent Development's Library. Borrow publications for free through TD's book checkout system!
Explore more of Talent Development's valuable employee resources by visiting the website!
Questions? Contact the Onboard team at (540)-568-3597 or onboard@jmu.edu.
