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Onboarding Support Staff

Checklist for Managers

This checklist is a valuable tool designed to assist the hiring managerwith the clear and efficient onboarding of Support Staff employees. This process is also supported by the onboarding coordinator in your department.

Support Staff Onboarding at a Glance

Before Their First Day

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

Automated notification of hire or transfer is sent

An automated notification email will be sent to the Reports to Manager and identified Onboarding Coordinator once the new hirehas been entered in the HR system.

Send a welcome email to the new hire

Refer tothe welcome email template to send a welcome emailto your new hireone day after you receive thenew hire notification email confirming the hire has been processed.

Please include the following information in the welcome email:

  • Will you require a computer and accessories to work from home or do you have a personal computer and accessories that you could use?
    • .
  • Please see instructions on how to access/set up accounts on Office365, Zoomand Microsoft Teams (or other online video chat platform that is used by the team).
  • Provide instructions on their first few days (or first few weeks) in terms of start time, remote meetings to welcome them and/or for training purposes.

Send an introductory email to staff in your department

Refer to the introductory email template to send an introductory email to your faculty and/or department after the hire has been confirmed.

Assign an onboarding buddy

The buddy system is designed to support and provide new hires with guidance and information to assist their transition into their new role.

Arrange for IT needs

If your new hire requires any IT hardware, software, or access, you should submit anIT onboarding formas early as soon as possibleto ensure IT has adequate time to provide the needed items prior to their first day.Ensure your new hire is familiar with ɫ , and has signed the Oath of Confidentiality if applicable.

If the new employeeneed a work computer and/or accessories, please complete the IT Onboarding and Computer Request Form as per standard operational process andprovide the best contact information and be prepared for IT to contact you and your new hire to coordinate the remote onboarding equipment and setupfor logistics onhow to get item(s) to the employee.

For more info, see “Resources for working remotely”.

Campus Phones:

Submit an to have a phone installed or reassigned.

Connect with the onboarding coordinator

Check in withthe onboarding coordinator to ensure the following:

  • workspace requirementsare met
  • suggestedmeetingsare scheduled to help getthe new hire connected
  • university credit card applicationsare authorized(if applicable)
  • arrangements have been made withFinance/HR/IT services teamsifyour new hirewill be a key administrative contact (if applicable).

Get research project support (if applicable)

  • Learn how to
  • Register with IRISS

Ensure orientation and training is completed

  • New hires must attend a New Employee Welcome Session offered through HR, registration is done in theEnterprise Learning Management(ELM) system.
  • New hires must also complete the mandatory online health and safety courses in ELM within their first week of employment.
  • If new hires have health hazards identified on their hazard assessment and control form (HACF) they must book an Occupational Health Assessment with Staff Wellness.
  • Download the appropriate orientation and training checklistsfor managersfrom theEnvironment, Health and Safety website.
  • Have new hires register for New Employee Welcome/UBegin
  • If the new hire is a manager, register them for thePeople Management 101 course, a part of the – online session.

On and After Their First Day

Welcome new employee and make introductions on their first day

Discuss expectations, training and performance objectives— be sure to cover the topics below.

Sign the employee confidentiality agreement

Print and sign the employee confidentiality agreement yourself and have the new hire sign as well.