USF Health Human Resources
USF Health

RightStart @ USF

Frequently Asked Questions

Q: What is RightStart @ USF?
A: RightStart@USF is a process to facilitate the completion of new hire paperwork for all new employees. The program is designed to get employees off on the right foot by ensuring that necessary paperwork is taken care of on an employee's first day of employment. RightStart@USF is triggered by the issuance of an offer letter by the hiring department (with a copy sent to HR). In the offer letter (sample offer letters ), new employees are given specific instructions on what they will need to bring and when and where to report. Upon their arrival, an HR representative will assist the new employee in the completion of new hire paperwork and provide them with essential information regarding their pay and benefits (if benefit eligible). Within one hour of arrival to HR, your new employee will be on their way to your department and to focusing on their new career at USF.
Q: What does it take?
A: The offer letter (samples of University-approved offer letters can be found on the HR website for all USPS, OPS (student and non-student) and A&P positions. Faculty Affairs is currently developing their process and will publicize procedures soon. Since the faculty letter of offer is much more detailed, Faculty Affairs will send the employee a welcome letter that will provide the same instructions to the employee that the RightStart letters of offer provide. The standard University offer letter should be used and contains all of the necessary information that HR will need for the process. A copy of your offer letters can either be mailed to Human Resources (MDC 28) or faxed (974-9673).
Q: Are all employees eligible or required to participate in the RightStart@USF program?
A: Yes. The program was designed to accommodate all Faculty, USPS, A&P, and OPS (including students) pay plans.
Q: So this program is open to all student hires as well? We typically hire many students – will you be able to accommodate a large volume of new hires?
A: Yes, students are included in the RightStart@USF Program. HR is committed to delivering quality service to our customers -- hiring departments and new employees. You can be assured that all new hires will receive a professional and courteous welcome to USF and be processed as efficiently as possible. We also recognize that we may experience a large number of new hires during certain times of the academic year (e.g., the start of each semester). We are prepared to handle those large groups in the most efficient manner possible and can work with individual departments, areas, or groups who may anticipate a significant amount of hiring during peak times.
Q: Since main campus HR processes our student appointments, should I send them over there for RightStart?
A: That is up to you. The USF Health HR office is available to provide that service to you and your new employees. Select whichever location is more convenient for your new employee. The letters of offer direct the employee to main campus, but if you prefer that the employee come to our office, we can provide you with the appropriate letter.
Q: What if my employee works in the evenings or on weekends? How will they get their paperwork processed?
A: You will have the flexibility of inserting a time (between 8 a.m. – 5 p.m.) that you would like them to report to HR in the offer letter. This time should usually be their normal start time, or as close to that as possible. While most new employees will report to HR during regular business hours, we can certainly accommodate alternate times outside of normal business hours if necessary. Please contact Human Resources to discuss this option.
Q: What are the advantages for departments?
A: There are many advantages to RightStart@USF – particularly a streamlined new hire process. We firmly believe that it is important for employees to start off their employment with USF in a positive and professional way. Pay and benefits are critical issues that should be handled as quickly and effectively as possible. Taking care of those important issues on day one is of paramount importance. Streamlining and reducing paperwork is to everyone's benefit. The primary advantages include:
  • Department is relieved of most new hire paperwork (e.g., appointment paper, I-9, W-4, New Employee Information Sheet, etc.) - a letter of offer initiates the process
  • Department is relieved of sending a letter for a temporary parking permit (new employees will be greeted by the Campus Information Center on day one, provided with a temporary parking permit, and directed to an appropriate lot)
  • Department is relieved of scheduling Discover USF (new employee orientation program)
  • Department can request computer access sooner, allowing the employee to be more productive during their first few days of work (because new employees will be entered into GEMS as soon as the offer letter is received by HR)
Q: What, specifically, will HR do that we've been responsible for under our current procedure?
A: Specifically, the entire collection of new hire paperwork necessary to successfully add someone to the payroll will be completed by HR through RightStart @ USF.
Q: Do I need to request computer access for my new employee?
A: Yes. The levels of computer access are based specifically on each individual's job. As soon as the employee's record is created in GEMS, HR will give you the Employee ID number so that you can request the access needed for the individual to do their job. This new process will expedite the creation of the Employee ID and, therefore, allow departments to establish access in a much more efficient manner.
Q: Do rehires need to go through RightStart @ USF?
A: Only if they were last employed by USF more than one (1) year ago. If it has been less than one year, HR will still have the required information and paperwork on file and it will not be necessary for the employee to complete the new hire packet again. For an employee who has been separated from the University for less than one year, the department may appoint him/her by completing the appointment status form, sending in the Employment Application or Certification of Eligibility, and attaching the signed letter of offer.
Q: What about refreshing any data (including addresses, phone numbers, W-4 changes, etc.)? What paperwork is required? ASF?
A: Personal data (employee's home address, phone, etc.) can easily be changed by using GEMS self service. To change work data, send an email to Laura Zota (lzota@admin.usf.edu) to update that information.
Q: Will departments send the new hire’s original employment application and resume (if provided) to HR attached to the offer letter?
A: No. The original employment application and resume will already be in HR (for A&P or USPS). OPS employees may complete the application at HR on their first day of work
Q: Is it permissible to put the position’s working title in parentheses in the offer letter?
A: We do understand that departments often use a “working title” to more closely represent the duties and responsibilities of positions. Therefore, working titles may be included in the offer letter as long as the official classification title is also used
Q: Currently, the New Hire Appointment Form requires the signature of the Accountable Officer. How will HR obtain the signature/authority if the appointment form will no longer be required in the new process?
A: The Accountable Officer should sign the letter of offer.
Q: How much notice do you need to be ready for my new employee?
A: We would normally request 48 hours notice (receipt of the offer letter in HR). However, we certainly understand that after an offer is extended the start date could be as early as the next day. If that is the case, please notify Human Resources as soon as possible in order to ensure a positive experience for your employee’s first day at USF.
Q: Will my new employee get signed up for benefits when they arrive at HR? What about Discover USF orientation?
A: Your employee will receive a complete summary of benefits options available that they will take with them for review. In addition, the new employee will receive a date to attend Discover USF orientation which includes an in-depth presentation about all benefits options and the opportunity to ask questions.
Q: What do I do if I have questions regarding RightStart @USF or I have specific requirements outside of the “normal” new hire paperwork that must be completed?
A: Please contact Human Resources to discuss how the process will work for your area.