New GWLAI Employee Onboarding

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.

GWid

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".

I-9 Employment Verification

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.

NetID/Email Address

Staff members claim their NetIDs.

This is also your GW email address. Both NETID@email.gwu.edu and NETID@gwu.edu will work as your new GW email address.

GWorld Card

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.

Visit a GWorld office during business hours to obtain your GWorld card.

Computer Equipment, Phone/Jabber and Long Distance Codes

Managers 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 acadtech@gwu.edu.

The Division of Information Technology also provides resources for the university’s phone systems.

Using the Telephone and Voicemail

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 acadtech@gwu.edu.

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.

Request IT Assistance

Should you need assistance with networking or staff computing equipment, you can contact the Solutions Center at 202-994-7900 or acadtech@gwu.edu.

Request Office Furniture

Managers should request office furniture at least two weeks before the scheduled start date by submitting a ticket to Library Building Operations or emailing libraryops@gwu.edu.

Business Cards

To order business cards, email Jenny Lesselbaum the information for the business card, which may include:

  • Name
  • Title
  • Phone number
  • Mobile phone number
  • Email address

You will receive a proof before your cards are printed.

MyGW Staff Directory

Employees must update their own campus address and phone number in the GWeb Info System:

  1. Log in to banweb.gwu.edu.
  2. Navigate to Personal Information Menu.
  3. Navigate to Update Address(es) and Phone(s).
  4. Under Campus Office click on Current.
  5. Enter/edit your campus address and phone number.
  6. Click Submit.

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

Name Tags

Each GWLAI staff member should have an official, gold, metal, printed name tag to wear at public events and at town hall meetings. Email Robin Delaloye, director of communications and outreach, with your preferred first and last name to order your name tag.

Email Groups (gwlibai-Everyone) and Weekly E-Newsletter

If your manager has not already requested you be added to these lists or others specific to your department, you can email acadtech@gwu.edu. You can email gwlibai-everyone@groups.gwu.edu 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.

Access to Edit library.gwu.edu

If you are identified as somebody who needs to make updates or edits to the website, your manager should email laiweb@gwu.edu to request you be provided edit rights. You should also email laiweb@gwu.edu 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.

Kronos (Time Reporting System) Access

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.

Corporate Credit Card (P-Card)

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.

Performance Management

Familiarize yourself with the university’s performance management process. You should also follow the steps outlined for performance management during the Introductory Employment Period.

Remote System Access (VPN)

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.

Google Calendar

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.

Booking Meeting Rooms in Gelman Library

Staff can reserve conference and meeting rooms using their Google calendar. Read instructions.

Office Supplies

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 the purchase request and receiving log form and the Finance team will let you know when it is ready for pick-up.

If you cannot access the form from the Team Sites SharePoint portal, email acadtech@gwu.edu to request access.

Slack

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

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

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.

Access to the Staff Lounge

If your manager has not already requested access for you, you can submit a ticket to Library Building Operations or email libraryops@gwu.edu to request access. You will need to provide your GWid.

Access to Shared Drives (K, H)

If your manager has not already requested access for you, you can contact the Solutions Center at 202-994-7900 or acadtech@gwu.edu 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.