Employee Onboarding

• Purchase your parking permit on or before your first work day after you have been given your employee ID number. You may elect to pay for your permit through payroll deduction. Parking Services will issue a temporary permit for you to use until your permanent permit arrives in the mail. Follow the permit instructions on where to park, and how/where to display your permit. Invalid parking will result in a ticket.
• Partner with your manager to identify your initial assignments: the purpose of your work; how it fits into your department’s or school’s overarching mission and goals; and how you can begin making immediate contributions. The following are a few things you will need to take care of on your first days on the job.
• Be prepared to meet co-workers on the first day.
• Clarify your first week’s schedule and confirm required and recommended training.
• Ask your manager for an overview of the functional area—its purpose, organizational structure, and goals.
• Review your job description, outline of duties, and expectations. Ask how your job fits in the department, and how your job and department contribute to your division/school and the university.
• Review hours of work. Ask questions about policies and procedures for overtime, use of vacation and sick time, holidays, as well as any flexible work policies or procedures.
• Set up your personal workspace.
• Ask questions, if any, on benefits, and important deadlines.
• Attend the in-person New Employee Orientation session on the date, time, and location you are given.
• Ask your manager about department-specific safety and emergency information, taking a tour of campus, and how to get additional supplies.
• Introduce yourself to others in your work area.

All new employees of the university (both citizen and noncitizen) must go to University Human Resource Services, Administration Building, room 350, to complete a Form I-9 no later than the actual beginning of their employment to indicate that they are authorized to work in the United States.

International employees who are not U. S. citizens must be prepared to present documents to support that they are authorized to work in the United States.

The list of acceptable documents that can be presented is available online. Please follow the link at the bottom of the web page.

Verify Employment

Photo ID’s are issued in the ID Card office in Bracken Library, room 001.

University Human Resource Services (UHRS) authorizes identification cards to all university employees. The ID card is required to obtain parking permits, to take advantage of the resources in Bracken Library, recreational facilities, bowling alley, bookstore discounts, and receive discounted tickets to university events and ball games. etc.

If you lose your Ball State ID Card, or the card becomes worn, cracked, demagnetized or mutilated (including holes you have punched into the card), you may obtain a new Ball State ID Card for a fee. You may use the same steps you used for your first card. Or visit the ID Card office in Bracken Library, Room 311/312. All Ball State ID Cards cost $25 to replace. You must pay this fee, prior to card creation, in one of three ways: upon termination of employment, the ID card must be returned to UHRS, Administration Building, Room 350.

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Email accounts are the gateways to Ball State resources. Employees must have a user name, password, and email account in order to access Self-Service Banner (SSB) and other systems.

After your initial university employee record is complete, you will receive an email that provides you with your user name and a method for obtaining a temporary password.

Your university email address is your user name followed by @bsu.edu.

If you do not receive that email, contact the Help Desk to set up your user name, password and e-mail account. The Help Desk is located in the Tech Center, Bracken Library, room 101, 765-285-8324.

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When parking a motor vehicle on campus, a parking permit (window decal) must be obtained by completing an online Auto Registration Card through the Office of Parking Services, a division of the Department of Public Safety.

All cars on campus must be registered and display valid parking stickers. Call 765-285-1208 for additional information.

A system of fines, applicable to all university employees, has been established for such violations as improper parking, meter violations, failure to register a car, etc. Copies of the parking regulations are available at the Office of Parking Services. Call 765-285-1208 for additional information.

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Motorist Assistance Program

Provides assistance to Ball State employees and students with an automobile related emergency; jump battery, unlock vehicles, inflate a tire, etc. Please call 285-1111 for assistance.

University telephones are for business use. Personal calls should be kept to a minimum.

Supervisors will explain specific policies on telephone use in various departments. Call 765-285-8417 for additional information.

• internal calls—Dial 5 and the last four remaining digits of the number (i.e. 285-1834 would be 5-1834).
• local calls—Dial 9 and the seven digit number.
• long-distance calls—Dial 9-1-area code and the seven-digit number. 

Keys for university buildings, individual rooms, files and desks, etc., are kept in the Key Control Office located in the Service and Stores building.

Key requisition must be completed using WebTMA Work Control Online by the department for keys to your office, desk, and file cabinets.

All keys must be returned to the Key Control Office or to an employee’s supervisor prior to the termination of employment.

Call 765-285-1629 for additional information.

Self-Service Banner allows some changes to be made by the employee, including mailing address, personal telephone, preferred name, and emergency contact. All other changes in personal information (such as name, marital status, number of dependents, etc.) should be reported immediately to University Human Resource Services (765-285-1834) and the Office of Payroll and Employee Benefits (765-285-8461).

This information is needed to ensure correct deductions for taxes, group insurance coverage, and beneficiary designations on insurance and retirement programs. If there is a name change, the employee must have the name changed on the social security card and present it in Payroll and Employee Benefits, Administration Building, Room G29.

Log In

Transportation Services provides safe, economical, and appropriate ground transportation for faculty, staff and students as they perform their official duties through the United States and Canada. Services include:

• airport shuttle
• bus service
• campus shuttle bus service
• motor pool

In order to drive a university vehicle, employees must submit a copy of their driver’s license. For questions, please contact Transportation Services at 765-285-1022.

During fall and spring semesters, the university operates a shuttle bus service for the campus community. Campus shuttle buses provide free service every five to 10 minutes Monday through Friday, as well as limited service on Sundays.

Real-time bus tracking is available through the Transloc app.

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The University Police Department is located in the Department of Public Safety, 200 N. McKinley Ave., and is responsible for the protection of life and property on the campus.

Also, emergency call boxes are located throughout campus.

Employees' cooperation with rules and regulations concerning parking and key use and common-sense rules of safe work habits and conduct will do much to make Ball State University a more safe and pleasant place to work.

Any potentially unsafe condition should be reported immediately to a supervisor. Call 765-285-1111 anytime to report a problem requiring immediate police attention.

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The university publishes an Annual Security Report. A paper copy of the report is available upon request from the Office of Student Conduct at 765-285-5036.