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Onboarding Academic Staff

Checklist for Onboarding Coordinators

This checklist for Onboarding Coordinatorsis a valuable tool designed to assist you through this process. As an Onboarding Coordinator(OBC), you are directly responsible for thetasks listed.

In addition to theorganizational activitiesto be completed below,facultyand/ordepartment-specific activitiesmay also be required.Each area isencouraged to create a faculty ordepartmental onboarding checklist to supplement thisone.

Academic Onboarding at a Glance

Before Their First Day

Watch for the notification ofhire

As soon as the new hire is entered into the system, the OBC and the reports-to manager will receive an auto-notification email withthe newemployee’sUCalgaryidentification number (UCID).

Request email address for international academic hires

As many international hires request an email address prior to their start date, Human Resourcescan create a UCID for the new hire before they arrive once a signed offer has been received.

Send a welcome email to the new hire

Refer to the welcome email template to send a welcome email to your new hire one day afterreceivingthe new 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 faculty and/or department 

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

Arrange for IT needs

If your new hire requires any IT hardware, software, or access, you should submit an IT onboarding form as early as soon as possible to 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 withDean/Department Head/Director

Meet with the leader to ensure:

  • arrangements are made for appropriateofficespace and equipment
  • access requirementsare met
  • the new hire has been assigned anonboarding buddy
  • keymeetings andtraining that require booking,etchave been arranged
  • manager checklisthas been started andthenew academichas beencontacted to welcome them to the team after the contract was signed
  • lab space is allocated and thatFacilities Coordinator has contacted Environment, Health and Safety to ensure proposed lab space meets minimum health and safety requirements and is suitable for the intended purpose (e.g. research, teaching, equipment, storage, etc.).Contact Environment, Health and Safety at ucsafety@ucalgary.ca or call 403.220.6345.
  • Make arrangements with Finance/HR/IT services teams if thenew hire willbe a key administrative contact.
  • ܲٱ mپԲ are scheduled to help get the new academic connected 
  • the new academichas a list of regularfaculty meetings

Connect with new academic

  • Refer the new hire to this onboardingpage to begin their seven essentials of onboarding before their start date
  • Followup if youdonot receivean email from the new hire with their new account/email. You will need the IT account/email address to schedule meetingsand register the new hire in training courses in advance oftheirarrival
  • Any parkinginquiries, direct them to
  • For desktop/laptop setup andsupport,contact IT Support Centre
  • Ensurebenefitandhave been submittedand direct deposit entered
  • Scheduletime,place, andpersonforthe new hiretomeet on their first day
  • Ensure new hire has completed the mandatory health and safety training
  • Ensure new hire is aware of resources to support wellness in our UCalgary community such as WellBeing and WorkLife , the Campus Mental Health Strategy and many others.

Prepare for research

  • Learn more about project setup
  • IRISS registration
  • Ensure new academic’s research profile is posted onthe faculty website
  • Forhelptransferring existing grants,contact.

Prepare for teaching

  • For graduate student supervision, see faculty’sgrad program administrator

Review finances

Administrative Preparation

Request building/office/lab access

Arrange for keys/swipe access by contacting your area’s access administrator. New hire must obtain theirUnicardwhen they start from theUnicardoffice for the swipe access to be provisioned.

Update UCalgarycontactsdirectory and faculty/unit distribution lists

Contact thefor assistance

Grant D2L access

The studentadministrator in your faculty must setup the new academic as “instructor of record”in the student system and then the new academic can setup course material, etc. in D2L.

Print business cards(if applicable)

Contact thePrint Shopon campus

On and After Their First Day

  • Welcome the new academic and make introductions
  • New hire and supervisor signOath of Confidentiality
  • Review key university policies