Welcome to the George Washington University and to GW Libraries and Academic Innovation (LAI). Below you will find introductory information and instructions on how to access the tools you need to start off in an efficient and productive manner.
Managers, please visit the Onboarding for Managers webpage for a checklist of what to cover with your new employee, organized by date.
A GWid is an alphanumeric value used to identify an individual’s records within GW’s administrative systems. Your GWid is the letter "G" followed by an 8-digit number.
The use of GWids reduce the use of Social Security numbers, where possible, in administrative records and university systems.
Once a new staff member signs and returns their offer letter, s/he receives a GWid in an email from HR with the subject line: "Your GWid".
New employees must complete I-9 paperwork at www.newI9.com with employer code 14290.
To complete this process, new employees must visit the Faculty Staff Service Center in person:
Faculty and Staff Service Center (FSSC)
Rice Hall Suite 101
2121 Eye Street, NW
Washington, DC 20052
The FSSC is a one-stop resource for GW employees with questions about Human Resources, Parking & Transportation, Tax, Payroll, and Benefits.
Staff members claim their NetIDs.
The GWorld card is the official ID card at GW and is required to access Gelman Library.
Once you complete your I-9 and claim your NetID, you should obtain your GWorld card at the GWorld Card Office. You must bring a government issued ID, as well as your GWid number to receive your card. You will have your photo taken and your card will be printed for you.
Your manager should request new computer equipment, desk or mobile phones, and long distance codes for new employees at least two weeks before the scheduled start date. Should you need assistance, you should contact the Solutions Center at 202-994-7900 or email@example.com.
The Division of Information Technology also provides resources for the university’s phone systems.
GW extensions can be dialed by using the last 5 numbers, so when calling (202) 994-1000 from a GW phone, one only needs to dial 4-1000.
When making a local call from a desk phone, dial “9” for an outside line.
To make long-distance telephone calls from your office telephone, you will need to enter a long-distance authorization code. Managers can request a long-distance code by contact the Solutions Center at 202-994-7900 or firstname.lastname@example.org.
Complete instructions for the GW telephone system, including information on setting up voicemail, making conference calls, and eFax can be viewed on the DIT website.
Should you need assistance with networking or staff computing equipment, you can contact the Solutions Center at 202-994-7900 or email@example.com.
You may order business cards through the purchase and request form.
Employees must update their own campus address and phone number in the GWeb Info System:
- Log in to 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 official university title with HR. (And can’t be changed.)
Each GWLAI staff member should have an official, gold, metal, printed name tag to wear at public events and at town hall meetings. Your manager should request this through the onboarding form. If you do not have a name tag, email Robin Delaloye, director of communications and outreach, with your preferred first and last name to order your name tag.
If your manager has not already requested you be added to these lists or others specific to your department, you can email firstname.lastname@example.org. You can email email@example.com if you would like to email all GWLAI staff. GW Libraries and Academic Technologies also have separate staff listservs.
Each week a newsletter is emailed to all staff. Everyone is invited to submit brief updates on projects, new collaborations, upcoming events, staff changes and anything new or noteworthy. These items should be no more than 2-3 sentences and should be submitted exactly as you wish them to appear. Please email your submissions to Quinn Baron no later than Fridays at noon for that week's newsletter.
If you are identified as somebody who needs to make updates or edits to the website, your manager should email firstname.lastname@example.org to request you be provided edit rights. You should also email email@example.com to schedule training with someone from the web team. The web team also holds workshops on editing the website, which you can always attend for a refresher.
GW uses Kronos to keep track of employee hours for payroll.
If you are going to be a Timekeeper, responsible for the management of employee hours in your department, complete the Time Reporting System (TRS) Access/Changes Request Form (scroll to bottom of page to header Time Reporting). Submit to Regina Mays for signature.
Instructions for Time Entry and How to Review your Timecard are available on the Payroll Services website.
The GW P-Card is a corporate credit card that can be used to make purchases necessary to conduct university business. Complete the P-Card Enrollment Agreement Form and submit to Regina Mays, finance director, for signature.
All P-Card holders must complete the online P-Card Training before their card will be issued.
In order to access the network from off-campus, please download the Virtual Private Network (VPN) software, Cisco AnyConnect, and enter in your GW NetID and corresponding password (your NetID is the first part of your GW email address before the @ symbol). Once you have logged in, please select to download the appropriate client. Instructions on how to set-up the VPN client on different platforms can be found online.
The VPN allows remote access to many university systems and resources that are otherwise protected from off-campus access. It does this by creating a "virtual" encrypted channel from your remote location back to GW's network.
GWLAI uses the university’s Google calendar system to schedule meetings and book meeting rooms in Gelman. Instructions for using google calendar can be found online.
Staff can reserve conference and meeting rooms using their Google calendar. Read instructions.
The Financial Operations and Administration team is responsible for ensuring office supplies are available in Gelman Library. To request office supplies from the central supply room, submit an internal purchase and request form and the Finance team will let you know when your items ready for pick-up.
GWLAI uses Slack for communication within the organization, especially for communication related to various on-going projects. Once you join the GWLAI Slack team, you can peruse various channels that may be relevant to you. The #general channel is for any staff member, while #random is where “water cooler” conversation happens. Many other project channels are public and anyone can join.
Trello is a project management application available to all LAI staff. Many project teams use Trello to organize their current work and prioritize upcoming work. You can join the GWLAI team account.
WebEx is a collaborative meeting tool that allows for real-time video meetings and sharing computer content over the web. WebEx is available for all GW faculty and staff. To begin using your WebEx account, login to gwu.webex.com with your GW NetID and corresponding password.
If your manager has not already requested access for you, you can contact the Solutions Center at 202-994-7900 or firstname.lastname@example.org to request access. You may need to provide your NetID, and a list of which folders on the shared drive(s) to which you will need access.
- GWLAI Departments and Organization
- Senior Leadership Team
- Communications and Events
- Finance Division
- HR & Professional Development
- GW Libraries Staff Information
- Gelman Library Building Spaces
- Information in Case of Emergencies
- Statistics and Facts
- Alma Transition