Onboarding

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DSA Professional Development | DSA Committees | DSA Staff Resources

Welcome to the Division for Student Affairs (DSA)! We're so glad you're here and can't wait to get to know you! Below, please find information for new employees and supervisors to help you get started and ready to go. Together, we raise high!

GW Human Resource Management and Development (HRMD) New Employee Orientation on or before your first day.

GWID

Your GWid is your official university identification number. Once a staff member signs the offer letter, he/she/they receive a GWid in a welcome email from HRMD.

I-9 - Employment Eligibility Verification

New employees must complete I-9 paperwork within three business days from their date of hire.

Complete information available on the HRMD website.

If you have questions about completing your I-9 form, please contact GW Human Resources Information Systems (HRIS) at 571-553-3679 or email [email protected].

Identity and Access Management

GW's Identity and Access Management (IAM) service helps to create, maintain, and secure your digital identity while at the University. Your identity is comprised of elements that identifies you as a member of the GW community. With IAM, you are able to use your UserID to access the right resources at the right time, request access to resources as needed, and manage certain aspects of your digital identity in a self-service manner.

GWID: A GWID is an alpha-numeric value used to identify you within GW's administrative systems, and is required to access GW IT resources. Your GWID is the letter G followed by an 8-digit number.
UserID (Formerly NetID): Your UserID is the ID that you'll use to log in to GW resources. It allows you access to many GW technology services and is an important first step in establishing your digital identity at GW.
- For users who claimed their GW Identity after May 22, 2022: Your UserID is your GWID.
- For users who claimed their GW Identity before May 22, 2022: Your User ID is the first part of your GW email address (formerly NetID) and is followed by @gwu.edu, @email.gwu.edu, or @gwmail.gwu.edu.
  - Ex: [email protected]. "JohnDoe123" is the UserID for this student.
Email Address:
- For users who claimed their GW Identity after May 22, 2022: Your GW email is LegalFirstName.LegalLastName or ChosenName.LegalLastName, followed by @gwu.edu. In the event there are multiple individuals with the same first and last name, a number will be added to your last name.
  - If you are a student, you will also have an @gwmail.gwu.edu alias, and if you are faculty or staff you will have an @email.gwu.edu alias.
  - Ex: [email protected].

GWorld Card

Once you complete your 1-9 and claim your UserID, you can obtain your GWorld card at the GWorld Office. You must bring a government issued ID, as well as your GWid to receive your card. You will have your photo taken and your card will be printed for you.

Foggy Bottom Campus Main Office Location
GWorld Card Office
University Student Center Suite G05
800 21st St NW
Washington, DC 20052
202-994-1795
[email protected]

GWorld Access (including access for normal day, after hours, and emergencies):

Supervisors should email the following people for access as appropriate:

Residence Hall Access - Contact Seth Weinshel, Associate Vice President, Business Services (email: [email protected]) requesting “All Hall” or specific residence hall access.

Administrative Offices - Contact the GWorld Office (email: [email protected])

Sample email:
“Please grant EMPLOYEE NAME (GWID) access to [all residence halls OR office location OR building after hours/emergency access]”

Phone & Voice

GW IT combines chat, voice, video, and web conferencing features into a single, easy to use toolkit. They also offer apps for mobile devices and can set up "single number reach" to allow staff to be reachable on GW cell phones.

To request, please visit GW Information Technology and click on "Request phone and voice services" under "Get Started". Note: you must be on the GW VPN to request services (see below).

Emergency/On Call Cell Phone

Supervisors of staff members who need GW emergency/duty cell phones should email Jay Jones, Special Assistant, DSA, at [email protected] with their request for a new cell phone. Include new employee’s name, email address, and Oracle Alias for billing.

Staff members are not allowed to use their personal cell phone as an emergency/duty phone and must use a GW-provided cell phone.

Computers and Peripherals

ALL computer and peripheral purchases must be placed through GW IT.

Business Cards

Select “Goods & Services”, then “iBuy Vendors“, then “Office Supplies & Furniture“, then select “dupli Printing”.

Select “GW Standard Business Card”.

PLEASE NOTE THE FOLLOWING REQUIREMENTS FOR ALL DSA BUSINESS CARDS:

Paper Stock = Standard

Select Logo = Primary

Department Line MUST read: “Division for Student Affairs”. Your DSA department will go one one of the four “Title” lines.

Recycled Logo = Front

Optional Backer = None

Don't forget to PROOF your cards!

Name Badges

Contact Sue Cortte, Sales Executive with The Cawley Company to place an order. When placing your order, be sure to reference that you are with the Division of Student Affairs at George Washington University.

Sue Cortte - Sales Executive
The Cawley Company
1544 N. 8th Street
P.O. Box 2110
Manitowoc, WI 54220-2110
[email protected]
800.822.9539 | 920.686.7000
Fax 920-686-7080
www.thecawleyco.com

Full-time professional staff receive gold engraved name badges.

Please use the DSA Name Badge Data Sheet (Excel sheet) to provide Cawley with the names/titles to engrave. Also provide them with the DSA Name Badge Art (PDF) as reference.

The first order for a department may be charged a one time setup charge. Minimum order is five badges. Any order under five badges may be subject to a service charge. Departments must pay by PCard.

For graduate and undergraduate student staff name badges, please request name badge kits (GW logo on a gold sticker with a blank, gold, magnet-backed badge) from Cawley and use a label maker to print Name, Title, and Department. We recommend the Brother P-Touch PT-2730 PC-Connectable label maker (Staples Advantage Item # 890185) and Brother TZe-151 Black on Clear 1" tape (Staples Advantage Item # 917915).

Electronic Directory Listing

To be listed in the GW Directory correctly, please email Jay Jones, Special Assistant, DSA, at [email protected] with the employee’s name and department.

Employee must update campus address and phone number in BanWeb:

Log in to https://banweb.gwu.edu.
Navigate to "Personal Information Menu".
Navigate to "Update Address(es) and Phone(s)".
Under "Campus Office" click on "Current"
Enter/edit your campus address and phone number.
Click "Submit".

Directory titles are controlled by the official university titles with HRMD. (And can’t be changed.)

Banner Access

Complete the DSA Banner Request Form. Edit supervisor information and make sure the employee and supervisor both sign the request. Submit to Jay Jones, Special Assistant, DSA, at [email protected] for signature as Banner Liasion. Attached scanned signed form to your submitted GW IT request at go.gwu.edu/bannerform.

You can find a helpful, DSA-specific Banner Tutorial (pdf) here.

EAS Access - Budget & Finance

Complete the Enterprise Accounting System (EAS) Access form. Send to Kathy Gaitán Ambrózy, Finance Director, at [email protected] for approval.

Kronos (Time Reporting System) Access

Complete the Time Reporting System (TRS) Access/Changes Request form. Submit to Kathy Gaitán Ambrózy, Finance Director, at [email protected] for signature. Employees will need to take TRS training.

RMS (Residential Management System)

Campus Living and Residential Education employees will receive RMS access through CLRE. All others should contact Seth Weinshel, Associate Vice President, at [email protected] for access. Employees will need access to the ERP-Core VPN.

Maxient (Student Conduct, Academic Integrity, BIT, CARE, Contact Log Records)

The Office of Student Support can grant staff access to Maxient, the university's student conduct and academic integrity records management system. Request access here.

For questions about Maxient permissions, please reach out to Sherry Leung, Director of Student Support, at [email protected].

Drupal (website content management system)

Email request for access to Jay Jones, Special Assistant, DSA at [email protected]. Include new employee’s name, NetID, and whether or not they need the ability to publish content live (Content Supervisors), or if content should be reviewed before being published (Content Contributors).

GW Marketing and Creative Services hosts periodic Drupal Training sessions and Office Hours for assistance. They also have extensive Drupal tutorials online.

University Calendar

Request Administrator Access to the University Calendar.

Formal training sessions are provided by Online Strategy periodically throughout the year.

P-Card

Complete the PCard Enrollment Agreement Form. Submit to Kathy Gaitán Ambrózy, Finance Director, at [email protected] for signature.

ALL P-Card holders must complete the required online P-Card Training before their card will be issued.

Remote Access (VPN)

GW's virtual private network (VPN) allows remote access to many university systems and resources whether you're located on campus or miles away. It does this by creating a "virtual" encrypted channel from your remote location back to GW's network. You'll need it to access Banner and other GW IT systems from off-campus locations.

Google Calendar Permissions

More information on how to share your Google Calendar with other staff members can be found online.

DSA Staff List and Professional Staff LISTSERVs

To add a staff member to the DSA LISTSERVs, please email Jay Jones, Special Assistant, DSA, [email protected] with the following information:

Name
Title
Office Location
Email Address
Direct Extension

Please specify if they also need to be added to DUTY or MENTALHEALTH.

Office Supplies

Supplies can be ordered through IBuy+. You can login using your NetID and password.