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Welcome New Employees

Congratulations on your new position, and welcome to Northwestern University! You've picked a great place to work, and we are glad to have you here.

Keep in mind that onboarding is a process that takes several months. Take your time to get to know the lay of the land, both within your immediate work environment and the University as a whole. Take advantage of the many opportunities to network with fellow members of the Northwestern community; building relationships is key. Here are some of the first steps most University employees need to take to get started.

City of Chicago Emergency Travel Order:

Northwestern expects new staff hires to abide by the Chicago Department of Public Health's Emergency Travel Order, which directs travelers to self-quarantine for a 14-day period if they are entering or returning to Chicago from a designated state experiencing a surge in COVID-19 cases. The list of designated states is updated every Tuesday. 

Forms

Below are forms that you'll need to complete and additional steps that you'll need to review prior to starting in your new position. 

  • Personal Data Form
  • State Tax Form
    •  Your Federal tax form should be completed electronically via your onboarding module. You will receive access to this module once your new position is processed in our system
    • For Foreign Nationals, please visit the Tax Information for Foreign Nationals Page
  • I-9 Employment Eligibility Completion
    • If you haven't yet completed I-9 Section 1, go to the I-9 Service Center and follow the instructions for new employees. This will need to be completed prior to your first day of employment.
      • Please select your School/Area and Department/Center that corresponds with your offer letter on the I-9 Service Center page.
      • View the  acceptable documentation form when referencing which documents to use for your I9 completion.
    • After completing Section 1, you must finish Section 2 in one of four ways: in person at your hiring department, in person at the Evanston HR office, in person with a designated Remote Agent in your area, or remotely via video appointment with a non-traditional agent (e.g. family member, roommate, etc.). Click here for information.
    • Please note: Section 2 must be completed by no later than the end of your third day of employment.

System Access

Parking and transit


We encourage new employees and their managers to download the Onboarding Checklist for a successful transition into your new role. Please review the following information regarding necessary paperwork completion for your first day. 

Payroll forms

  • Please email completed state tax form to hroperations@northwestern.edu  When emailing, for your protection, please place a password on the files.
  • If you have selected to complete I-9 Section 2 in person at our Evanston HR office, you may drop off your completed tax form here as well.
  • New hires requiring assistance with completing the I9-Section 2 portion can refer to the list of instructions under the "Pre-Arrival" tab. 

If hiring managers or new hires have questions and need to speak with Talent Acquisition, please email HRTA@northwestern.edu or call 312-503-8481 for assistance.

Identity cards and accounts

  • Obtain a  WildCARD . Your employee ID number and a photo ID are required.
    • ***Please note: In person services are being offered by appointment only, on both the Evanston and Chicago Campuses. Please check the Wildcard office website for current office hours.

As you settle in to your new position, please take the time to attend the following in-person sessions and complete the online modules.

Orientations and training

Online Modules

Visit Learn From Where You Are for more about succeeding in a remote and virtual workplace, planning your approach to virtual and online learning, and to find a calendar of live virtual learning events.

Attestations

Familiarize yourself with the University

Training and development>

  • myHR Learn is your source for learning and professional development. Sign up for workshops and other learning opportunities here
  • LinkedIn Learning and Northwestern University have partnered to offer University students, faculty and staff unlimited, on-demand access to a full library of online courses at no additional cost
  • For a compiled list of Northwestern's system logins, please visit the System Directory

Policies

Northwestern community