Q&A

Q:  What is RightStart@USF?

A:   RightStart@USF is a process to facilitate the completion of new hire paperwork for all new employees.  The program is designed to get employees off on the right foot by ensuring that necessary paperwork is taken care of on or before the employee’s first day of employment.  RightStart@USF is triggered by the issuance of an offer letter by the hiring department (with a copy sent to HR). In the offer letter (offer letter samples), new employees are given specific instructions on what they will need to bring and when and where to report (at Main Campus, HR is located in SVC 2172).  Upon their arrival, an HR Representative will assist the new employee in the completion of new hire paperwork and provide them with essential information regarding their pay and benefits (if benefit eligible). Within one hour of arrival to HR, your new employee will be on their way to your department and to focusing on their new career at USF.

Q:  What does it take?

A:  The offer letter triggers the process.  The standard University offer letter should be used and contains all of the necessary information that HR will need for the process.  A copy of your offer letters can either be mailed to your HR Representative or faxed to the HR Office (for main campus, the HR fax number is 974-4466).

Q:  Are all employees eligible or required to participate in the RightStart@USF program?

A:  Yes!  The program was designed to accommodate all Faculty, Staff, Administration, and Temporary (formerly OPS, including students).

Q:  So this program is open to all student hires as well?   We typically hire many students – will you be able to accommodate a large volume of new hires?

A:   Yes!  Students are included in the RightStart@USF Program.  HR is committed to delivering quality service to our customers. You can be assured that all new hires will receive a professional and courteous welcome to USF and be processed as efficiently as possible. We also recognize that we may experience a large number of new hires during certain times of the academic year (e.g., the start of each semester). We are prepared to handle those large groups in the most efficient manner possible and can work with individual departments, areas, or groups who may anticipate a significant amount of hiring during peak times.

Q:  What if my employee works in the evenings or on weekends? How will they get their paperwork processed?

A:   HR can accommodate alternate times outside of normal business hours if necessary. Please contact your HR Representative to discuss this option.

Q: Is this being offered at all campus locations, including regional campuses?

A:  Yes.  RightStart@USF is currently being offered on the Tampa campus through the main HR Office (located in SVC 2172), at USF Health by the USF Health HR Office (with the exception of student employees who will be handled by main campus HR), and at the regional campuses by their respective HR Offices. For more specific information on RightStart@USF at the regional campuses, please contact the regional HR office directly.

Q:  Do I need to request computer access for my new employee?

A:   Yes! The levels of computer access are based specifically on each individual’s job. As soon as the employee’s record is created in GEMS, HR will give you the Employee ID number so that you can request the access needed for the individual to do their job.

Q: Do rehires need to go through RightStart@USF?

A:  Only if they were last employed by USF more than one (1) year ago. If it has been less than one year, HR will still have the required information and paperwork on file and it will not be necessary for the employee to complete the new hire packet again.  For an employee who has been separated from the University for less than one year, the department may appoint him/her by completing the Appointment Status Form, sending in the Employment Application or Certification of Eligibility, and attaching the signed letter of offer. 

Q:  What about refreshing any data (including addresses, phone numbers, W-4 changes, etc.)? What paperwork is required? ASF?

A:   Personal data (employee’s home address, phone, etc.) can easily be changed by using GEMS Self-Service.  Tax withholding changes and direct deposit information may also be added and updated here.

Q:  Will departments send the new hire’s original employment application and resume (if provided) to HR attached to the offer letter?

A:  No. The original employment application and resume will already be in HR (for Administration or Staff) since the employee would need to be approved through the RightSearch Process (to ensure that they meet the minimum qualifications) PRIOR to the department making an offer of employment. 

Q:  Is it permissible to put the position’s working title in parentheses in the offer letter?

A:  We do understand that departments occasionally use a “working title” to more closely represent the duties and responsibilities of positions. Therefore, working titles may be included in the offer letter as long as the official classification title is also used.  Please note, however, that GEMS will be updated with the official classification title.  The department may authorize use of the working title on business cards and general correspondence.

Q:  Currently, the New Hire Appointment Form requires the signature of the Accountable Officer. How will HR obtain the signature/authority if the appointment form is no longer required?

A:  The Accountable Officer should sign the letter of offer.

Q:  How much notice do you need to be ready for my new employee?

A:   We would request 48 hours notice (receipt of the offer letter in HR). However, we certainly understand that after an offer is extended the start date could be as early as the next day. If that is the case, please notify your HR Representative as soon as possible in order to ensure a positive experience for your employee’s first day at USF.

Q:  Will my new employee get signed up for benefits when they arrive at HR? What about Discover USF orientation?

A:  No, employees do not enroll in benefits at RightStart.  Due to the large number of choices and decisions that must be made regarding benefit selections employees need time to review the various options available to them to make the best decisions for themselves and their families individual needs.  Therefore, they will be encouraged to review the Human Resources Benefits web site and be given a date to attend a future Discover USF orientation session which includes an in-depth presentation on all the benefit options and the opportunity to ask questions.

Q:  What do I do if I have questions regarding RightStart @USF or I have specific requirements outside of the “normal” new hire paperwork that must be completed?

A:  Please contact your HR Representative to discuss how the process will work for your area.

 Updated: 03/26/2008