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Onboarding Management & Professional 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.

MaPS 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).

Send a welcome email to the new hire

Refer to thewelcome email templateto send a welcome email to your new hire one day afterreceivingthe new hire notification email confirming the hire has been processed. Either the manager or Onboarding Coordinators should send the email.

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.

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 new employee

  • Refer the new employeetoucalgary.ca/onboardingto begin their seven essentials of onboarding before their start date
  • Followup if youdonot receivean email from the new academic with their new account/email. You will need the IT account/email address to schedule meetingsand register the new academic in training courses in advance oftheirarrival.
  • Any parking inquiries,direct them to
  • EnsureBenefitand Tax forms have been submitted and direct deposit entered
  • 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.

Connect with manager

Meet with the manager 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
  • 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 
  • employee is registered in the next available New Employee Welcome Session offered through Human Resources and Enterprise Learning.
  • new hire completesmandatory health and safety training in their first week.

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.

Print business cards(if applicable)

Contact thePrint Shopon campus.

Apply for university credit card(s) on behalf of employee (if applicable)

Refer to the Finance website to apply for auniversity credit card.

Register for IRISS (if applicable)

Employees supporting a research project will need toregister with the IRISS.

On and After Their First Day

  • Welcome the new hire and make introductions
  • New hire and supervisor signOath of Confidentiality
  • Review key university policies
  • Ensureall previous requests have been actioned