New Employees

Welcome to the Red Hawk Family!

At Montclair, we define what it means to be a university with a public purpose. We don't just create transformational opportunities for our students—we build an inclusive, thriving community where our faculty and staff can grow, collaborate and flourish.

You're joining a team of dedicated professionals who are actively shaping the future, and we're committed to making sure you have everything you need to succeed from day one. This guide is designed to help you navigate your first few weeks smoothly. We are so glad you are here, and we can’t wait to see the impact you'll make.

New Employee Frequently Asked Questions

Below are the essential administrative, operational and technical steps required to navigate your first few weeks as a new employee at Montclair.

Workplace Credentials and Identification

How do I get an employee ID card?

New employees can obtain their University ID card at the ID Card Office located in the Student Center. Before arriving, please contact the ID Card Office at 973-655-4147 to verify that Human Resources has successfully uploaded your employee data into the active database. You must bring a valid government-issued photo ID to your appointment.

How do I establish a Montclair State University email account?

Your university email account is automatically generated approximately four hours after you register your unique NetID. To initialize this process, visit the NetID Registration portal and enter your assigned Campus Wide Identifier (CWID). Once activated, you can access your professional inbox by logging into Gmail using your new netid@montclair.edu credentials.

Campus Access and Transit

Where should I park on campus?

Employee parking assignments are determined by your classification as a full-time or part-time staff member. Staff and faculty members park in designated employee lots distributed across campus. Comprehensive location details, lot maps and specific zoning regulations can be reviewed directly via the Parking Services website.

How do I register my vehicle for a parking permit?

All employee vehicles must be registered online through the official Parking Services portal. After logging in with your NetID, you can secure your digital parking permit. Please note that all university parking permits expire annually and must be renewed before August 31st.

Compensation and Time Reporting

When will I receive my first paycheck?

Montclair State University operates on a biweekly payroll schedule with disbursements distributed on alternating Fridays. To ensure uninterrupted compensation, all Civil Service employees, temporary staff members and student workers must enter their operational hours directly into Workday. Please review the current Payroll Schedule to align your start date with the corresponding pay cycle.

How do I enroll in direct deposit?

To activate direct deposit, download the Direct Deposit Authorization Form from the HR portal and deliver the completed document in person to the Human Resources office at Overlook. For institutional security and identity verification, you must present a valid photo ID along with a voided check or official bank deposit slip. Direct deposit configurations are processed immediately upon receipt.

(Note: The Direct Deposit Form and delivery instructions are managed through our secure central portal.)

How do I report my hours or request vacation time?

All time tracking, holiday reporting and vacation management are executed through Workday, our unified human capital management system. While the technical logging occurs within the platform, specific departmental vacation request protocols vary. Please consult with your direct supervisor, hiring manager or Human Resources Business Partner to establish your department's scheduling expectations.

What should I do if I need technical assistance with Workday?

If you require technical support within the platform, you can access step-by-step documentation on the Workday Resources page. For live troubleshooting, contact the Workday Customer Care team at 973-655-5000 or submit an assistance request via email at wccsupport@montclair.edu.

Benefits, Policy and Workplace Classification

When am I eligible to receive health and retirement benefits?

Health benefits for full-time, non-faculty employees become effective exactly 60 days following the official date of hire. Because faculty timelines follow distinct academic appointment calendars, new faculty members should contact Benefit Services directly at 973-655-5293 or visit the Human Resources Benefits portal to confirm their exact policy activation dates.

Am I considered a union-represented employee?

Union eligibility at the university depends entirely on your specific position classification. Classified staff, unclassified librarians and faculty members are generally eligible for union participation under corresponding collectively negotiated agreements. Managerial employees are excluded from union representation. For definitive clarity regarding your position's union status, please contact Human Resources at askhr@montclair.edu or 973-655-7700.

Can I update my residential address after my start date?

You can update your personal contact information, emergency contacts and residential address at any time through the Employee Self Service module in Workday. Detailed instructions for modifying your profile can be found within the Workday Resources directory.

May I utilize the Montclair State University Library?

All active university employees and their eligible family members enjoy full, complimentary access to the Harry A. Sprague Library. To check out physical materials or access digital research databases, you must present a valid University ID card. The physical library facility is located centrally on campus, directly connected to Cafe Diem.

Checklist

  1. Before You Arrive

    1. You will receive an email with an offer letter from the President, a copy of the job description, and orientation slides, as well as a reference sheet identifying the I-9 List of Acceptable Documents (PDF) and how to schedule an I-9 appointment.
    2. Sign your offer letter. Bring the signed letter and required I-9 documents when you come into the office to complete your I-9. At your appointment, you will be given a packet of information for new employees.
    3. Familiarize yourself with the Human Resources website.
    4. Complete the Federal and State W-4 forms.
    5. Learn more about Direct Deposit and complete the Payroll Direct Deposit Authorization Form.
    6. Determine which parking facility is closest to your respective location.
    7. If you have time, visit the campus and, using the campus map, become familiar with where buildings are located.
    8. Read Montclair State University’s strategic plan and become more familiar with the website and university.

  2. Your First Day

    1. Bring any completed forms that you were unable to complete prior to your first day.
    2. Read Workday Tutorials to learn more about the Workday system and log into Workday to complete your onboarding tasks.
    3. Get acquainted with your work area.
    4. Familiarize yourself with the technology in your workspace (computer, phone, etc.)
    5. Find out who should be the main contact for questions in your work area.
    6. Ask about closing offices and any keys that you might need.
    7. Proceed to any Day Two items if your I-9 was processed during pre-arrival. If your I-9 was not processed prior to your first day, you must wait until Day Two to begin those items.

  3. Your Second Day

    1. Activate your email using your CWID (Campus Wide Identifier) given to you by your supervisor. Please note that email activation must proceed parking and photo ID activation.
    2. Register your vehicle(s) for parking.
    3. Visit the Student Center ID Card Office website to get your photo ID started.
    4. Introduce yourself to as many people as possible.
    5. Submit a short list of basic supplies that you think you’ll need right away to get started to the person responsible for supplies in your area.
    6. Review your job description.
    7. Review, with your supervisor, his/her expectations for your position and the performance review process.
    8. Ask your direct supervisor his/her preferred communication methods for information and issues: face-to-face, email, voicemail, and cell phone protocols.

  4. Your First Week

    1. Complete online Gender-Based Conduct Prevention and Education training.
    2. Complete Ethics training.
    3. Complete Compliance Forms (Fire Safety, etc.)
    4. Sign up for the University’s Emergency Text Messaging Notification System, RAVE.
    5. Complete any outstanding paperwork and finalize benefit options with Human Resources.
    6. If desired, set up your personal cell phone to sync with your work calendar and email. Instructions are in the Faculty and Staff Services section of the Information Technology website.
    7. Review the methods for sick and vacation notices and other department procedures with your hiring manager.