Supervisor OnboardingChecklist

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Contact

The Office of Human Resources
451 Pulteney Street
Monday-Friday 8:30 a.m.-5 p.m.
(315) 781-3312
HR@hws.edu

Onboarding is more than completing new hire paperwork or attending an orientation. Successful onboarding is an intentional collaborative effort that encompasses various departments services across campus who work together to welcome new and transitioning employees. Onboarding is an important process that provides new employees with the needed information, tools and resources to be successful in their role.

The following checklists include items for you to consider and actions to take for successful onboarding in your area.

Before TheIr first day

Work Schedule and Job Duties
  • Call or email your new employee and confirm:
    • Start date
    • Work start time (normal campus hours are 8:30am-5:00pm with a one-hour lunch break)
    • First day contact person
  • Provide first day parking information and dress expectations (athletic wear, business casual, etc.)
  • Email a link to New Employee webpage
Create action plan/tasks for the employee's first day
  • Put together a welcome packet and include:
    • Job description
    • Schedule for the first week
    • Department/unit organization chart
    • Contact information for co-workers in the department
    • Map of campus with the building(s) highlighted
    • Mission/Vision and guiding principles for HWS and department/unit and how this employee's work supports the mission
    • Introductory Period information (if applicable – generally, no vacation PTO use for first 90 days for salaried administrative employees)
    • Confidentiality information
    • HIPPA and FERPA information (if appropriate)
    • HWS Technology Acceptable Use policy
Socialization
  • Notify colleagues in your department of the new hire (include start date, what their job will be and employee bio)
  • Identify a coworker to be a resource for the new employee
  • Provide a campus tour sometime in the first week or two. If you are unable to, have someone else in the department provide the tour
  • Set up meetings with critical people in the employee’s first weeks
Human Resources
  • HR will keep you updated via email on the status of your employee’s background check, signed offer letter and HR onboarding process
  • HR will send your employee instructions for completing the I-9 work authorization form. This will either be online, or the employee will come into HR on their first day, depending on the role 
  • HR will submit an IT Credential Request to establish an HWS email and technology account
  • HR will create a PeopleSoft account for the new employee. This can take up to a week depending on the time of year 
  • HR will send every new benefits-eligible employee an invitation for a Benefits Orientation – held the 1st and 3rd Wednesdays of the month at 10 a.m.
Work Space
  • Clean the work area and ensure they have a desk/chair or office set-up
  • Order business cards, name tag, and nameplate
  • Provide basic office supplies
Technology Access and Related
  • Submit technology order request using the automated email you receive
  • Contact Buildings and Grounds for office keys
  • Consider the software needs of the job such as:
    • Daily software needs
    • Printer connections
    • Departmental network access
Training /Development
  • Consider arranging a 30, 60, 90-day initial training schedule tailored to the position's duties

 

First day

Department Onboarding
  • Welcome them upon arrival – Understand that they may be nervous
  • Introduce them to the department and team members
  • Show them to their workspace and provide any workspace details they may need (coffee, trash, stairs, emergency exits, restrooms, office supply location, etc.)
  • Take them to get their OneCard (Student Engagement Office), their computer (Library Help Desk) and their parking pass (Campus Safety)
    • HR paperwork must be completed prior to getting their OneCard and parking pass
  • Arrange to have lunch with the new employee on their first day
  • Give them the department welcome packet you made
    • Review the welcome packet and take time to discuss contents (see "Before First Day" checklist for contents)
    • Review work expectations and the process for reporting PTO requests in PeopleSoft (their PeopleSoft account may take a few days to set up)
    • Review department/HWS policies regarding breaks 
  • Provide an overview of the schedule for the first day and workweek
  • Review 90-day Introductory Period information (applicable for administrative salaried employees) 
  • Confirm that they receive building access/keys
  • Review FERPA guidelines
Human Resources Onboarding
  • Take the new employee to HR to complete their new employee paperwork and I-9 work authorization form if they did not complete these online
  • If the employee had relocation support as part of their offer, have them contact HR for the reimbursement form 
  • If they are benefits-eligible, ensure they have accepted the Benefits Orientation meeting invite
Orient Them to the Workspace
  • Give an overview of software and other technology the employee will use
  • Review phone policy and provide phone training if needed
  • Introduce them to the department computer network (shared files and/or drives)
  • Show them how to use the printer and other relevant office equipment

 

Beyond the First Day

First Week
  • Inquire how the first week went and make time to listen to any questions
  • Review the training schedule and make any modifications needed
  • Verify that computer, network systems, printer, email, telephone, voicemail. etc. are working 
  • Provide a list of current department projects and cyclical programs
  • Ensure employee's HR/compliance onboarding tasks are complete:
    • Six mandatory United Educators training courses have been completed
    • Employee has reviewed, signed and returned the Electronic Reference Links resource document to HR 
    • I-9 work authorization form has been fully completed, and HR has signed it no later than three days after the employee’s start date.
    • Tax forms have been completed, and international employees have registered with Sprintax
    • Employee has accessed PeopleSoft and added direct deposit information
First Months
  • Schedule regular meetings with the employee to see how things are going and how the employee is settling into the position and its responsibilities
  • Direct the employee to HR if they have any issues with benefits or payroll
  • Provide training on the processes and technology associated with the position as needed
  • Discuss your work style with the employee and how to build strong team dynamics within your department
  • At the 90-day mark, complete the 90-Day Introductory Evaluation. This provides feedback to the employee and confirms the end of their Introductory Period, allowing them to use vacation time