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Onboarding Postdoctoral Scholars

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.

Postdoctoral Scholar Onboarding at a Glance

Before Their First Day

Welcome email sent to new Postdoc by the HR Postdoc Administrator

Once the Postdoc has accepted the offer, a welcome email is sent to the new Postdoc on behalf of the Postdoc Program Office by the HR Postdoc Administrator (copied to the PI, the Department Onboarding Coordinator* and the Postdoc Office). The email welcomes them to the program, provides links to additional resources on the Postdoc website, and introduces them to you:their Department Onboarding Coordinator.

International Postdocs

The university cannot process hire paperwork for international hires until Work Permit and Social Insurance Information (SIN) have been received.

Follow-up/confirmation email sent to Postdoc

Once the new postdoc appointment is entered in the HR system,the HR Postdoc Administrator will send a follow-up email to the new Postdoc (copied to the PI, the Department Onboarding Coordinator and postdoc@ucalgary.ca) which provides their UCID number and relevant onboarding information including a link to the Postdoc Onboarding Checklist

Notification of hire is sent

Once the new postdoc appointment is entered in the HR system, the Reports to Manager and identified Onboarding Coordinator(s) will receive a notification confirming the Postdoc appointment has been processed.The notification includes the Postdoc's UCID number, and a link to the onboarding checklists.

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 with the PI or supervisor

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
  • ܲٱ mپԲare scheduled to help get the new Postdoc connected.

Review finances

Prepare for research

Connect with new Postdoc

  • Refer the new Postdoctoucalgary.ca/onboardingto 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 academic in training courses in advance oftheirarrival
  • Ensureandhave been submittedand direct deposit entered
  • Scheduletime,place, andpersonforthe new academictomeet on their first day
  • Ensure new Postdoc has completed the mandatory health and safety training courseswithin their first week of employment in ELM (Enterprise Learning Management)
    • See for Responsibilities and Orientation & Training Checklists for managers
  • 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.

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

On and After Their First Day

  • Welcome the new academic and make introductions
  • If travelling outside of Canada, see the
  • Ensureall previous requests have been actioned