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New to WKU

Information for New Employees

Welcome to WKU! Starting a new position can be both exciting and overwhelming.  Here at WKU, we wish to make the transition as smooth as possible.  Below are some important steps to help new employees get started. 


Employment Eligibility Verification

All new employees will receive an email from DoNotReply@Talentwise.com in order to complete a criminal background check. Once completed, new employees will also receive an email to complete Section 1 of the Form I-9 for employment eligibility verification. Both the I-9 and criminal background check must be successfully completed before a new hire can begin employment at WKU.

HR Registration

All new employees must visit the WKU Department of Human Resources to complete tax forms, direct deposit information and Section 2 of Form I9.  A list of the proper identification you will need to bring with you to Human Resources can be found HERE.

WKU Employee I.D.

New employees may obtain a WKU Employee Identification Card by visiting the WKU I.D. Center located in Downing Student Union room 2125.  Your Offer of Employment Letter and a valid photo ID will be required.  Additional information may be viewed on the I.D. Center webpage.

Access Control

Have a need for building keys or other access control privileges?  Have your College/Department hiring authority make these requests directly to WKU Access Control.  For additional information on key pick up, customer service hours can be found HERE.

Campus Parking & Transportation

Parking Permits are required for all categories of long-term parking throughout campus.  The Parking and Transportation Department is located at 578 Campbell Ln.  Campus maps and parking information can be viewed at Parking and Transportation Services.

Be Prepared

Knowing what to do in an emergency saves lives!  The safety and well-being of our employees, students and visitors are our FIRST priorities!  Please review the Faculty/Staff Emergency Procedures Handbook and sign up for Emergency Notification Text Alerts to receive accurate emergency and weather related campus notifications both of which may be found on the WKU Police webpage.  Be certain to familiarize yourself with your building's Emergency Action Plan which may be viewed on the WKU Environmental Health & Safety webpage.

Find Your Way

Getting familiar with campus can be intimidating!  Find your way around campus easier with WKU's Virtual Tour, WKU Facilities Maps, OR by using the Maps app within your iWKU app.

Review Your Benefit Enrollment

Review and make decisions about participation in WKU’s various benefit programs by clicking here.  For a brief guide to your new WKU Benefits click here to download our Benefits Guide.  You must enroll within the 31 days of your benefits effective date for coverage such as Medical, Dental, Vision, etc., otherwise, you will be required to wait until the next annual Open Enrollment period, unless you have a qualifying life event.  For those who are TRS eligible employees, you have 30 days from your hire date to make retirement elections.


All non-exempt employees are required to maintain an accurate record of time worked.  As required by the Fair Labor Standards Act, any hours worked over 40 during a given workweek are to be paid at time and one half.  More information can be found by visiting the Timekeeping section of our website.  

Say Cheese!

Newly hired employees are encouraged to schedule an appointment with University Photography located on the 3rd floor of the Wetherby Administration Building, to have a photo made that will be posted on the department webpage.

Information Technology (IT) Orientation & Services

You are highly encouraged to attend IT Orientation where you will learn all about your WKU accounts, equipment, available services, and the support the IT Division provides. You can register for IT Orientation on the IT Training Calendar or by contacting the IT Helpdesk. You may need to lookup your WKU account information and setup your passwords in order to register. If you need any assistance please contact the IT Helpdesk.

Title IX Training

All employees and new hires are required to complete Title IX Training within the first 30 days of employment, and may do so using the following link:Title IX Online Training

Be Your Best

At WKU we value diversification and the extraordinary talent and experience each individual brings to the University.  Anyone needing special accommodations to assist in performing his or her job duties is encouraged to contact the Office of Equal Opportunity to discuss WKU's ADA Policies and Procedures.

Be in the Know

All University policies may be viewed at the WKU University Policies webpage.  The WKU Faculty Handbook may be viewed on the Academic Affairs webpage.  Additionally, WKU has a Communication & Branding Manual that provides guidelines, templates and information to assist in ensuring the WKU image is wholly representative of our values!  Additional information may be viewed on the Public Affairs webpage.

Stay Connected

Annual training, informational sessions and special events are communicated through University e-mail, and may be viewed on the WKU Events Calendar.  All WKU employees are asked to carefully review all electronic transmissions and respond accordingly.

Also be sure to download the iWKU app, available on the App Store for iOS devices.  Although originally designed for current WKU students, Faculty & Staff can get instant access to campus maps, building information, operating hours, emergency alerts, news, events and more!

Enjoy the Breaks

Through many ongoing initiatives, WKU has and continues to reduce its carbon footprint.  One of the ways we do so is through the occasional modification of University Operating Hours.  Modified work schedules allow the University to conserve energy during times when there are minimal staff, faculty and students on campus.  Additionally, the University recognizes the need for WKU families to pause, reflect upon and celebrate many of our nation's milestones through the observance of national holidays.  For full details please review the WKU Holidays and Summer Schedule.

Get to Know Your New Home Away from Home

Here at WKU there are many opportunities for staff, faculty and student growth, enrichment and engagement.  Following are a few to help you get the most out of your WKU!

WKU Preston Center - the Department of Intramural-Recreational Sports offers a variety of fun and fitness activities for the entire family including a state-of-the-art exercise facility with personal trainers.  Full-time employees have the option for payroll deducted membership fees.

WKU Dining - the Dining and Restaurant Group offers a variety of cuisine options and meal plans to enhance your campus dining experience.

Downing Student Union - The Downing Student Union is the hub of student activities and engagement.  It also houses the WKU Store the official sponsor of "Big RedMania!" 

GO TOPS! - Beware...Hilltopper madness is everywhere!  Come out and be a part of the Big Red Nation!  Game schedules, ticket information and other Hilltopper Athletic events can be viewed on the WKU Sports webpage.

Spirit Day is officially every Friday when students, faculty and staff are encouraged to flaunt their WKU threads

Experience the Global Community! - The campus offers a variety of opportunities for personal growth, development, and just plain fun!  Check out the: Cultural Enhancement Series, Concert Series,Theatre and Dance Performances,Confucius Institute,Hardin Planetarium and L.D. Brown Ag/Expo Center to name a few!

Get Involved! - The ALIVE Center is the central hub for volunteer and service related opportunities both across campus and throughout the community.  All WKU staff, faculty and students are encouraged to get involved and be an active part of our campus and community!



Part-time employees and/or occasional employees are generally not eligible for benefit program participation, and therefore do not participate in New Hire Orientation, but must complete all applicable payroll tax withholding, biographical data and I-9 Employment Eligibility Forms.  The forms may be obtained from the hiring College/Department or by visiting the WKU Department of Human Resources located in the Wetherby Administration Building Rm G-25.  Please see the link for I-9 Form in Step 1 above for a list of the proper identification you will need to bring with you. 

Graduate Assistants are not benefits eligible and therefore do not participate in New Hire Orientation, but must complete all applicable payroll tax withholding, biographical data and I-9 Employment Eligibility Forms. The forms may be obtained from the hiring College/Department or by visiting the WKU Department of Human Resources located in the Wetherby Administration Building Rm G-25. Please see the link for I-9 Form in Step 1 above for a list of the proper identification you will need to bring with you.

For more information on Graduate Assistantships, please visit The Graduate School.

Some of the links on this page may require additional software to view.

 Last Modified 7/11/18