Ivy Tech Community College Onboarding Checklist

Ivy Tech Community College Onboarding Checklist

Onboarding sets the stage for success by helping new employees feel comfortable, welcome, and at ease. Making the first day a positive experience lays the foundation for a long and rewarding professional relationship.

Use the checklist to guide the onboarding process. This checklist is NOT meant to limit you in the onboarding of your new employee, but rather to outline the basic tasks that should be handled throughout the onboarding process. Not all items may apply to every department or every new employee.

Before the Start Date

WorkspaceAssigned to: ______

☐ Ensure basic office furniture and supplies are in the workspace

☐ Work with IT to ensure desktop / laptop is ordered and has relevant software installed

☐ Schedule phone installation

☐ Order business cards, name tag, and name plate

☐ Verify workspace is clean and prepared prior to arrival on the first day

☐ If parking pass is required, order it at the appropriate time

Technology and AccessAssigned to: ______

☐ Order keys / key cards for entry doors

☐ Put in IT request for system access (as appropriate) such as:

☐ Banner

☐ People Admin

☐ Ivy Market

☐______

☐______

Administrative – Human ResourcesAssigned to: ______

Typically Human Resources will handle the processing of all required documents.

☐ Confirm with Human Resources that all the required documentation is being handled

☐ Signed offer letter

☐ Completed background check

☐ HR benefits folder – containing all benefit information and forms

☐ HR New Employee Folder – containing all required new employee forms

Work Schedule and Job DutiesAssigned to: ______

☐ Call your new employee and confirm / provide:

☐ Start date

☐ Work place

☐ Start time

☐ First day contact person

☐ Parking information

☐ Dress code

Create Action Plan for the Employee’s First WeekAssigned to: ______

☐Assemble a New Employee Packet

☐ Job description

☐ Schedule for the first week

☐ Department organizational chart

☐ Ivy Tech internal telephone list (region specific)

☐ List of lunch locations

☐ Training schedule – topic, when, who

Making ConnectionsAssigned to: ______

☐ Notify colleagues in your department of the new employee (including start date, job title, job duties, brief bio)

☐ Provide staff with a copy of the job description

☐ Plan for a team lunch on the new employee’s first day or provide a list of lunch options

☐ Identify a co-worker to serve as a resource / buddy for the new employee

☐ Arrange a campus tour

☐ Set-up meetings with critical people for the employee’s first week

First Day

Department IntroductionAssigned to: ______

☐ Welcome the new employee upon arrival

☐ Show the new employee to his/her workspace

☐ Give the new employee the schedule for the week and review

☐ Review onboarding timeline and give a copy of the Onboarding Checklist

☐ Review expectations related to:

☐ Sick leave

☐ Vacation

☐ Breaks

☐ Work hours

☐ Take a walking tour and introduce the new employee to the members of the department / team

☐ Take a tour of the facilities

☐ Restrooms

☐ Copiers / Printers

☐ Elevators

☐ Stairs

☐ Kitchen area

☐ Break room

☐ Confirm all access keys work

☐ Discuss lunch options (might include lunch with the team members)

Training and DevelopmentAssigned to: ______

☐Ensure completion of required Computer Based Trainings (CBTs)

☐ New Employee Orientation (NEO)

☐Ivy Tech Harassment Prevention

☐ Sexual Violence Awareness and Prevention Training

☐ Privacy and Information Security

☐ Information Security User Awareness Training

☐ Safety Awareness

☐ Adjunct Faculty Orientation (only required for Adjunct Faculty)

☐ Job specific Computer Based Trainings (CBTs)

☐ Ivy Market

☐ Banner

☐ People Admin

☐ On the job training

☐______

☐______

☐ Other training

☐ Supervisor Education (only required for new supervisors)

☐______

Work Area IntroductionAssigned to: ______

☐ Help the new employee logon to his / her computer – using IT assigned logon information

☐ Confirm that everything at the workspace is in working order

☐ Allow time to review online Employee Handbook

☐ Review phone policy and how to dial long distance

☐ Show the new employee how to access shared department files

☐ Assist with initial access to systems relevant to their role i.e., Banner, People Admin, Ivy Market

☐ Ensure the new employee creates an Ivy Tech Community College appropriate email signature

☐ Remind the new employee to ergonomically set up work station

Administrative – Human ResourcesAssigned to: ______

☐ Ensure receipt of signed Offer Letter and Position Description

☐ Review accessing the Ivy Tech Training Portal

☐ Provide the new employee with a list of helpful community resources

First Week

Check-InAssigned to: ______

☐ Ask how the first week went and make time to answer any questions

☐ Be sure to answer all policy or procedure related questions

☐ Review training schedule

☐ Verify all computer, network systems, printers, email, telephone, voicemail, etc., are working

☐ Explain your supervisory style

☐ Explain your expectations for performance

☐ Explain how this role ties into the Strategic Plan (Focus on Student Success 2025)

☐ Provide a list of current department projects and discuss their role in completing project.

☐ Introduce the following resources

☐ Ivy News

☐ Campus Connect

☐ Ivy Alert

☐ Help Desk tickets

☐ Safety and emergency preparedness tour

☐ Signage

☐ Exit points

☐ First Aid devices

☐Alertus beacons

☐ Mail

☐ Drop-off / pick-up procedures

☐ Internal / external procedures

Administrative – Human ResourcesAssigned to: ______

☐ Confirm completion of required trainings and ask for questions

My signature confirms that all the items above have been completed.

First Month

Check-InAssigned to: ______

☐Establish weekly, bi-weekly, OR monthly meeting with the new employee

☐Answer any questions about the department, facility, or College

☐Review job description and answer questions

☐Discuss performance reviews and performance standards

☐Check with department / team for their input on the new employee’s acclimation to the job and the College

☐Remind the employee to complete any required CBTs that were to be completed within the first 30 days.

Administrative – Human ResourcesAssigned to: ______

☐ Confirm completion of required CBTs

My signature confirms that all the items above have been completed.

Probationary Period Evaluation

Check-InAssigned to: ______

☐ Complete the appropriate form

☐ Provide feedback

☐ Meet with the new employee to discuss how he / she is doing

☐ Review performance goals (both short and long term)

☐ Answer any questions about the department, facility, or college

My signature confirms that all the items above have been completed.

First Six Months

Check-InAssigned to: ______

☐ Meet with the new employee to discuss how he / she is doing

☐ Provide feedback

☐ Review performance goals (both short and long term)

☐ Answer any questions about the department, facility, or college

My signature confirms that all the items above have been completed.

First Year

Check-InAssigned to: ______

☐ Celebrate the end of the first year

☐ Complete Annual Performance Appraisal

☐ Meet with the new employee to discuss how he / she is doing

☐ Review performance goals (both short and long term)

☐ Discuss and begin to develop an Individual Development Plan (IDP)

☐ Answer any questions about the department, facility, or College

Additional Tasks

☐______

☐______

☐______

☐______

I certify that each of the checked tasks has been completed by me or a member of my team. Any questions or concerns relating to these tasks and the onboarding process have been taken to and addressed by Human Resources.

Onboarding is an on-going process that does not end after the first few weeks. Meet with the employee regularly to ensure that they are becoming assimilated to the job and department. Encourage feedback from employee and be available to answer questions. It is vital to assess the effectiveness of the College’s onboarding process and look for ways to continuously improve it.