New Employee Resources

New Employee Orientation (NEO) is designed to provide new staff members of the Pepperdine community the opportunity to become familiar with the culture and mission of the University, learn job processes specific to Pepperdine policy, as well as recognize professional expectations of all University faculty and staff. It is a great opportunity to meet other new employees, as well as Human Resources representatives, and ask any questions your may have.

Who should attend?

All new regular and restricted employees working 20 or more hours each week are required to attend. Current employees may also re-attend at any time.

When is it?

New Employee Orientation is held on the third Monday of each month from 9:00 a.m. to 4:00 p.m. on the Malibu campus. New employees will be notified of the next orientation and will be automatically signed up to attend.

What does it cover?

The following topics are reviewed at New Employee Orientation:

• History, Culture, Mission of Pepperdine University
• Payroll and Time Keeping
• Expectations and Opportunities
• Luncheon with Human Resources Representatives
• Malibu Campus Tour
• Risk Management
• Equal Opportunity, Community & Belonging, and Diversity
• Wellness Opportunities
• Benefits and Enrollment Orientation (for benefited employees)
• Obtaining University ID Cards
   

1. Complete new hire paperwork requirements in Human Resources (TAC 120).

• I-9 form and proof of ability to work in the US.
• Personal Data Sheet
• W4 Federal Withholding Allowance declaration (DE4 state form optional)
• Direct Deposit enrollment
• Computer Usage Agreement
  
  

2. Receive your Pepperdine ID card.

Once you complete new hire paperwork, you may obtain an ID card from Human Resources. Your ID card will be programmed to:

• Access Malibu staff/faculty parking lots and buildings (if applicable to your position)
• Access Library, pool, and workout facilities
• Attain discounts at local businesses and theater tickets
• Be loaded with money for use at campus eating facilities
• Print and copy from Sharp copiers at all of our campuses

Your Pepperdine Campus Wide ID number (CWID) will be printed on your Pepperdine ID card. The CWID is a nine-digit number assigned to every person associated with Pepperdine. Each individual has only one CWID regardless of the number of different associations with the University (student, alumni, employee, etc.). If you were a Pepperdine student in the past, you already have a CWID.

ID cards are printed only in Human Resources at the Malibu campus. If you are working at the West LA campus, you may have your ID photo taken at Tech Support within the library. Please make Human Resources aware that your photo has been taken, and you will receive your ID card via campus mail.

3. RSVP to New Employee Orientation (NEO).

All new staff employees are required to attend New Employee Orientation. If you are temporary staff (with an assignment lasting less than two weeks) or a previous employee being rehired within one year of your separation date, you are welcome but not required to attend. Please RSVP to Human Resources by the Thursday prior to Orientation.

4. Receive your Pepperdine system username (or NetworkID) from your supervisor.

This is your username for WaveNet (Pepperdine's intranet), your computer, and most Pepperdine systems. Your username and a temporary password are emailed to your supervisor once Human Resources processes your paperwork.

5. Register for a Pepperdine University Parking permit.

• Malibu Campus: Register your vehicle(s) with Public Safety online.
• West Los Angeles Campus: Lead Campus Coordinator (x5717).
• Irvine Campus: Irvine Campus Director (x5677).

Please review Parking Rules and Regulations on the Public Safety website.

6. Ensure that your Pepperdine technology is up and running.

• Visit IT's Technology Guide for New Faculty and Staff webpage.
• Set up your email by logging into http://email.pepperdine.edu on any computer. Find out more about Pepperdine email by going to the email section of the IT website. Call the IT Service Desk for any questions you may have at 310-506-4357 (HELP).
• Set up your voicemail, change and set up your password, and record your voicemail greetings. This is particularly important if you inherited a previous employee's phone. Check with your supervisor or the Help Desk (x4357) if you need assistance with your phone.
• Request access to network printers or shared network drives. Check with your supervisor as he/she may have already done this for you.
• Inquire with your supervisor about a personal billing number (telephone access code) if you will be making long distance calls.

1. Familiarize yourself with WaveNet, Pepperdine's intranet portal.

Through WaveNet, you may:

• Review your personal information
• Enter/review your emergency contact information
• Enroll in or update direct payroll deposit
• View your paystubs
• Change your tax withholdings
• Enter hours worked and/or leave taken in Kronos (Pepperdine's timekeeping system)
• Access your email and online data storage
• Add funds to your ID card
• Enroll in your benefits

The tabs you see in WaveNet are based upon your role at the University (faculty/staff/student) and your system authority.

2. Learn how to record your time in Kronos.

Kronos user guides can be found on the Payroll website, and timekeeping is also covered in New Employee Orientation. Contact Payroll (x4636) if you will be approving timesheets for your department.

3. Enroll in benefits.

If you are a benefits-eligible employee (non-temporary employee working 30+ hours per week) review and learn about Pepperdine's generous benefit plan options on the Benefits webpage. Pepperdine's plan, and any questions you have, will be discussed in detail at New Employee Orientation. If you have any questions after NEO, please contact the Benefits Team at benefits@pepperdine.edu or x4397. Ensure you make your selections and enroll in benefits within your first 30 days.

4. Identify and register for job-specific training(s).

Work with your supervisor to identify which training(s) you will need for Pepperdine's systems. Some trainings are offered only once a month; early registration is recommended.

• IT Training Calendar (Google and WaveNet/Peoplesoft Classes) 
• OmniUpdate training (department website management) (contact the IMC Web Manager at x4882)
• Harassment Prevention training (a link to this training will be e-mailed to you, and the training must be completed within your first two weeks of employment)
  
  

5. Review your personal information in the Faculty/Staff Directory.

Generally, your name and title are entered in the online Faculty/Staff Directory, but you will need to update your direct extension and ensure the information is complete and accurate. Please use the Update Data button within your record on the directory to submit changes.

6. Review the University Policy Manual and Code of Ethics.

Not only will the University Policy Manual and Code of Ethics acquaint you with the University's general operating procedures, it will provide insight into expectations for all faculty and staff and Pepperdine's culture.

7. Visit the Supervisor Tools on the Human Resources website, if you are a supervisor.

There are a number of resources on the Human Resources website to assist supervisors in their roles. Supervisors will also be invited to attend New Supervisor Orientation hosted biannually.

8. Read the Drivers Policy and submit a Driver Status Form, if you will drive on University business.

All employees must be an approved driver at least one week before operating a vehicle on University business. The Drivers Policy is section 35 in the University Policy Manual, and Driver Status Forms may be obtained through the Office of Insurance and Risk (x4996).

1. Learn to navigate around campus.

Review the Interactive Map, ride the free Waves shuttle, or take a walk during lunch and enjoy the scenery. Shuttle schedules are available on the Transit Services website.

2. Visit Pepperdine bookstores.

Bookstores are located in the Tyler Campus Center, Caruso School of Law, Drescher campus, and West Los Angeles campus. Employees get 20% off purchases during the year, and 30% off during faculty/staff appreciation days at the end of each semester.

3. Get involved!

Meet new colleagues at President Briefings, athletics events, Center for the Arts theater productions, the Weisman Museum, Community Engagement and Service, wellness events, professional development workshops, and Campus Recreation fitness classes.

To ensure our faculty community is onboarded as smoothly as possible, please ensure that the next steps are completed within the specified timeframes.

• Complete the Faculty New Hire Packet
• Initiate your background screening with HireRight
• Complete your I-9 verification
  • Human Resources will coordinate the steps to help complete your I-9

Once you have completed the above steps, please familiarize yourself with the below information regarding your campus access and resources.

WaveNet is our portal to access various Pepperdine systems. From WaveNet, you will be able to access PeopleSoft (Pepperdine's software system used to manage online academic processes), Kronos (our timekeeping system), Sakai, library systems, and others.

When your hiring process is complete, you will be able to log into Pepperdine's WaveNet portal at wavenet.pepperdine.edu using your Network ID and established password. Faculty will be able to log into WaveNet the first day stated on their contract. There should be sufficient time built in at the beginning and end of the contract period to take care of all matters related to classes.

To confirm your Pepperdine email, you MUST send the Office Manager an email from your Pepperdine account as soon as you receive an email titled, "Regarding New Hire - NAME." Send to [insert appropriate email].

Your Pepperdine email is the only email address approved, and to be used, for Pepperdine business communications. We will list your non-Pepperdine email on our emergency contact sheet for emergencies ONLY. Please use your Pepperdine email for all business communications.

Policies

Stay informed of your roles, responsibilities and rights as an adjunct faculty member via the University, school, and department manuals, handbooks, policies and procedures, as revised from time to time The University's manual can be found at the following link: University Policy Manual at https://community.pepperdine.edu/hr/policies/policymanual.htm (note that you are considered a non-exempt employee). Please contact Human Resources at 310-506-4397, or humanresources@pepperdine.edu, with any questions regarding policies and procedures.

Kronos Timekeeping for Adjuncts

Pepperdine uses an online time management system known as Kronos for you to keep accurate track of your hours worked, which serve as the basis to determine your pay. You are required to accurately report all of your working hours on a daily basis using Kronos. This includes your time in and out for the workday and any meal periods. A Kronos guide is available online at the following link: https://community.pepperdine.edu/finance/payroll/kronosguides.htm.

Please know that your contract dates and hours take into account preparation time before classes start, grading time after classes end, and all time in between (e.g., creation of syllabi, classroom instruction/field supervision, assessment/grading, academic counseling/office hours, mandatory sexual harassment training, meetings, etc.). Though hours may vary somewhat from week to week, the total number of hours worked on a weekly basis should approximate the estimated number of hours listed in your contract. Total actual compensation is based on the actual hours worked and recorded in Kronos; however, and it is your responsibility to accurately record all hours of work in Kronos.

You are not expected to, nor should you, perform any work before your contract start date or after your contract end date. You must obtain prior written authorization from the chair, division head, or dean to perform any work prior to the contract start date, after the end date, or that exceeds (a) the total number of weekly budgeted hours, (b) eight hours in any given day, (c) forty hours in any given week or (d) seven consecutive days in one workweek.

All such additional hours will be compensated in accordance with applicable law. Note, however, that the University has carefully considered the amount of time typically required to perform services under your contract and believes that such requests will not be necessary.

You will be paid bi-weekly in accordance with a schedule established by the University, which can be found at the following link: https://community.pepperdine.edu/finance/payroll/payschedule.htm. All such payments are subject to withholdings and deductions as required by law or authorized by you.

As mentioned, submitting your Kronos hours on time is your responsibility. Although you should not, if, for some reason, you miss the biweekly 8:00 AM approval deadline, you will need to complete a digital (E-Sign) hand timesheet that will be processed. Please contact Human Resources for details.

For additional information related to timekeeping, please review Human Resources' Employment Compliance powerpoint. https://community.pepperdine.edu/hr/content/development/hiring-best-practices.pdf

University Benefits

Although Pepperdine Part-Time Faculty members are not eligible for University benefits, they are however eligible for sick time under California employment law.

Meal and Rest Period Policy

Should there be an occasion when a faculty member like you works more than five hours on a given day, the University provides you with, and University policy requires that you take an unpaid, duty-free meal period of at least 30 minutes by no later than the end of your fifth hour of work. If you work no more than six hours on that day, you may elect to waive this meal period. Meal period waivers may be withdrawn at any time by notifying Human Resources in writing.

On days that you work at least 3.5 hours, you are also permitted and authorized to take a 15-minute, paid, duty- free rest period during each four-hour segment of work or major fraction thereof. To the extent practical, rest periods should be taken at the midway point of every four-hour segment of work or major fraction thereof. Because rest periods are paid time, you do not clock in and out for them.

Both meal and rest periods are duty-free and may be taken wherever you wish. Meal and rest periods are your time. You are not required or expected to remain available to students or others at the University during these periods or to respond to phone calls, voicemail messages, email, texts, or other messaging devices or messages.

For additional information, please view the "Meal and Rest Period Policy" for Part-Time Faculty.

Sexual Harassment Prevention Training

Sexual harassment prevention education/training program is required every two years.

The training is generally required on site but may take place via other forums as determined by Pepperdine. Details will be shared with you from Human Resources. Note that you are to record your time spent on this training in Kronos. Please print out your certificate of completion and turn it into the Office Manager or Program Administrator of your department.

FERPA

The Family Educational Rights and Privacy Act (FERPA) of 1974 provides certain rights to students concerning the privacy of their educational records. Review the provisions of law from the AACRAO Online Practical Guide, by clicking the link below: https://www.pepperdine.edu/registrar/policies/.

Summary of FERPA Notifications - Students shall have the right of access to their educational records, and educational institutions shall not release educational records to non-school employees without the consent of the student, subject to the exceptions provided by law. This would include former students and exclude applicants who have not attended Pepperdine. Student information may be released with specific written consent from the student (or as otherwise permitted by narrow legal exceptions). This written consent must be processed by the student through Academic Advising. To find out if a student has given their consent, please contact the Academic Advising Center at 310-506-7999.

You may not share educational information with non-school employees or other department's non-major faculty until you can verify consent given by the student through Academic Advising.

Parking

In order to park on campus, you will need to register your vehicle. Registration is good for one academic year and is typically requested in August. You can find vehicle registration information and instructions online at https://www.pepperdine.edu/publicsafety/parking/. If you have any questions or concerns, please feel free to contact the Department of Public Safety at 310.506.4700.

Generally, gated parking lots are reserved for employees, and open lots are open to everyone. Street parking has specific designations based on the location for employees/commuters and first-year undergraduate students. Click here to view parking designation maps.

For your convenience, Pepperdine has a shuttle system that runs throughout the Malibu campus. Please review the following link to Pepperdine's on-campus shuttle schedule: https://community.pepperdine.edu/campus-operations/transit/schedule.htm (Please note that the shuttle times are sometimes inconsistent.)

Keys/Card Swipe Access

Access will be provided to you on a timely basis. If you have any questions, please contact: Michael Landis at 310-506-7346.

Syllabus and Curriculum Vitae

Submit the listed items no later than [insert date] via email to [insert appropriate person].

1. An electronic copy of your syllabus.
   
   • Syllabus instructions: https://seaver.pepperdine.edu/about/administration/dean/faculty/handbook/adjunctresponsibilities/#course_syllabi[BROKEN LINK]
   • The syllabi should be saved as a Word document in the following format example: "MUS 220.01 [Last Name]."
   • Please note that the department has copies of syllabi from past semesters which may serve as a guide for constructing a syllabus.
2. An electronic copy of your Curriculum Vitae.
   
   

Academic Schedule

The academic schedule can be found on the Pepperdine Community website. Best practice to search for your school's academic calendar.

Photocopy/AV Services

The Office Manager or Program Administrator in your department will give you photocopy access once you are hired. Please see the office staff regarding photocopy usage. You will need your CWID for this training. Please contact the Technology liaison for assistance with any AV or equipment needs. Contact information is listed below.

It is your responsibility to follow current copyright laws.

Faculty Mailboxes

A faculty mailbox will be designated to you. Check your faculty mailbox and empty it weekly. Mail will be placed in the slot above your name. Please refer to your Office Manager for your mailbox location.

Classrooms

Locate your classroom(s). A campus map can be found at the following link: https://map.pepperdine.edu/. If you need a different location to accommodate your teaching needs, do not change classrooms on your own; please check with your department to request a location change. Should there be any need to reserve a room outside of the designated class times, as applicable, please contact your Office Manager.

Assistance

Thank you in advance for your service. Please know that you are a valuable part of our academic programs at Pepperdine, and our community is standing by to assist you.

For technology assistance, please contact the Anytime Support team at 310.506.4329.

For Human Resources assistance, please contact 310-506-4397, or humanresources@pepperdine.edu.

For assistance with any other matter, please contact your appropriate Office Manager.