New Employee Welcome and Orientation Registration (For Managers)

New Employee Welcome and Orientation, hosted by Human Resources (HR), is a one-stop-shop that provides your new employees with a comprehensive introduction to employment and benefits at The University of Texas at Austin. As a manager, you may register all your new permanent, benefits-eligible staff, faculty or graduate-student employees to attend the New Employee Welcome and Orientation on their first day of employment and help them to complete many items on the New Employee Checklist. We encourage you to assist your new employees with all of this.

Registration Checklist

  1. Finalize your new employee's assignment
    • In order for your new employees to fully benefit from the New Employee Welcome and Orientation session, please verify that their assignment is in “Active” status.
    • In order to remain compliant with the federal law, the I-9 form must be completed within the first 3 days of employment. If the new employee does not attend orientation during the first 3 days, please complete the I-9 in your office. Note: If I-9 is completed at NEWO the employee will need High Assurance and access to a mobile device with DUO installed.  
  2. Register your new employees for a new employee orientation session through UTLearn (EID required)
    • Your new employees must have a final approved assignment with a start date of up to 30 days in the future prior to registering them for a New Employee Welcome and Orientation (NEWO) session.
    • Have your new employee complete Section 1 of the electron I-9 through Workday prior to attending NEWO.
    • If you are a manager/supervisor enrolling a direct report for NEWO:
      • Use the search feature in the upper right-hand corner, type in "New employee" and select "PN 1000 - New Employee Welcome and Orientation"
      • Select the session you'd like to assign to your new employee and click "Assign"
      • Check the box that says "Automatically Register Users," and select your employee, and click "Submit"
    • If you are responsible for enrolling employees in your department:
      • Visit the UTLearn Help page for the “Enrollment Access” guide
      • Email the Service Desk (help@its.utexas.edu) to request access
  3. Remind your new employees to bring the following items to their orientation session
    • Identity and employment eligibility documents to complete the electronic I-9.
    • Electronic device such as a mobile phone or tablet for DUO access. 
    • Information about family members to be included in insurance coverage (spouse/dependents), including names, Social Security numbers, and dates of birth
    • Beneficiary information, including name, address, Social Security number, and date of birth
    • Their job title FLSA status, exempt or non-exempt
  4. Provide the following information to your new employees before they attend their orientation session
    • When: Monday, except holidays, from 8:15-11:00 a.m. (plan to arrive a few minutes before session begins)
    • Where: UT Administration Building (UTA), room 3.404
      • 1616 Guadalupe St.(two blocks south of campus across from the Clay Pit restaurant)
    • Parking: We encourage you to walk or ride the shuttle/Capital Metro; however, parking is available for those attending the new employee orientation at the Guadalupe Garage (GUG), which you can enter from 17th Street. Please check with your departmental contact to see if your parking fee will be covered, HR does not validate any parking.