NAME: START DATE:
Directions: This guide is designed to assist with a new hire’s Onboarding process. Onboarding is a long-term process that begins before a new hire’s start date and continues for twelve months. This guide is organized chronologically and helps hiring managers prepare for the arrival of new hires. Once the new hire starts, he/she can work together with the hiring manager, appointed staff and an onboarding peer* to complete the checklist. The hiring manager may add additional activities that are relevant to the specific Department. Internal transfer employees may omit items that are not applicable.
*An Onboarding peer is a person to the new hire who can assist in the Onboarding process and be a “go-to” person as directed by the manager.
Pre-Arrival: this is the assigned time period from acceptance of a job offer to the first day on the job.
Prior to First Day: The goal is to plan and prepare for the new hires’ arrival so they arrive to an organized and prepared workplace.
Action To Be Taken / Action To Be TakenBy Whom
Set up the workstation:
Clean out desk/drawers
Order office supplies, keys, name plate, business cards,
equipment or tools new hire will need / Hiring Manager or
Appointed Staff
Coordinate system access once new hire has claimed computer ID
and created UMnetID.Contact IT Service Desk- 474-8400 or local LAN administrator, and check:
Computer, Network
Access to “JUMP”, “ESS”
Voicemail and Email set up
Personal and Public/shared drive
Additional drive access (if applicable)
Printer(s) access / Hiring Manager or
Appointed Staff
Acquire building and floor access keys/cards (if applicable)
Contact Physical Plant - 474-7088 *Keep records of same. / Hiring Manager or
Appointed Staff
Gather reference materials (i.e. Strategic Planning Framework, updated organizational chart, contact list, campus map, voicemail instructions, job description, etc.) / Hiring Manager or
Appointed Staff
Assign a phone extension – Contact Telecommunications office
Update Telephone directory, IST listserve, any additional
list serve or contact lists / Hiring Manager or
Appointed Staff
Announce the new hire’s arrival in accordance with the
department’s practice (e.g. an email announcement) / Hiring Manager
Create a list of key contacts for the new hire to meet during their
1st 90 days / Hiring Manager or
Appointed Staff
Schedule new hire for New Support Staff Orientation, Part 1 & 2
facilitated by LDS / Hiring Manager or
Appointed Staff
Assign an onboarding peer / Hiring Manager
Discuss responsibilities with Onboarding peer / Hiring Manager
Additional Action
First Day:
The goal of the first day is to make a good first impression by focusing on welcoming the new hire and to provide them with a foundation of knowledge about the University. Remember that first impressions last, so put forth the extra effort to make the best first impressions possible!
Action To Be Taken / Action To Be TakenBy Whom
Ensure manager or designate is present to greet the new hire / Hiring Manager
Accompany the new hire to their workstation / Hiring Manager
Introduce new hire to the assigned onboarding peer, staff and team
members/co-workers (or arrange a small gathering to welcome the
new hire)
Arrange lunch with new hire / Hiring Manager or
Appointed Staff
Coordinate a site/office tour including:
Lunchroom/Lounge
Office supplies and storage
Notice boards
Mailroom, photocopier, fax, printer
Information about building access
Washroom facilities
Restricted areas, if applicable
Emergency exits & evacuation
Location of the First Aid Kit and fire extinguisher / Hiring Manager or
Onboarding peer
Confirm that the new hire has submitted all HR forms such as:
Direct Deposit form (void cheque attached), Federal and
Provincial Tax forms to Payroll Services - 403 Administration Building
Claim employee identification card (bring photo ID) at Registrar’s
Office - 400 University Centre
Notice boards
Mailroom, photocopier, fax, printer
Staff Benefits (forms completed) - 180 Extended Education / Onboarding peer
Meet with the new hire to discuss:
Onboarding new hire checklist, training schedule
Inform new hire about New Support Staff Orientation, Part 1 &
2, facilitated by LDS / Hiring Manager or
Onboarding peer
Additional Action
First Month – 30 days
The goal of the first month is to review the purpose of the position in the unit and broader University, to discuss progress made, and to continue efforts towards integration into the organization.
Action To Be Taken / Action To Be TakenBy Whom
Meet with new hire to review job description and to establish goals and job expectations by completing *Individual Development Plan for new hires.
Send a copy of the signed job description to Human Resources.
/ Hiring Manager
Administer “Check-In”* form for 30, 60, 90, 120 days milestone / Hiring Manager
Ensure onboarding peer and new hire are meeting and
establishing a productive relationship / Hiring Manager
Continue to schedule and meet with key contacts / New hire
Additional Action
Discuss probation/trial period and note date of approx. completion / Supervisor/Hiring Manager
* INDIVIDUAL DEVELOPMENT PLAN FOR NEW HIRES
An individual development plan (IDP) is a tool that helps facilitate employee development. It’s a two-way commitment between an employee and their supervisor that work together to complete the employee’s development plan. Employees are ultimately responsible for taking the initiative for their professional development.
IDP establishes clear expectations providing opportunities to address expectations of job responsibilities and standards of performance and behavior with the new employee.
1. For maximum benefit, undertake the new hire development planning process with her/his involvement;
2. Set SMART goals by using the attached guidelines;
3. Identify key performance indicators that will help you check the new hire’s performance progress.
Name: ______Manager: ______
Position: ______Date: ______
Date in Current Position: ______
No. / New Hire Individual Development PlanConsider the following to create SMART goals:
v Specific - clearly states what is to be achieved.
v Measurable- can be quantitatively determined or observed.
v Achievable - within reach given the role and responsibilities.
v Results-oriented - indicating what action is to be performed.
v Time-bound - including a deadline for completion. / Key Performance Indicators
1.
2.
3.
4.
*30, 60, 90, 120 Day Check-In
Outcomes:
• Employees know what is expected of them
• Employees know where they stand on performance and expectations
Recommended Timing:
• Employees first 30, 60, 90, 120 days on the job
Use milestones (30, 60, 90, 120, 180 days) to check employee progress. Ensure “quick wins” via objectives that are specific, achievable, & measurable (you can use Individual Development Plans - IDP).
As your new employee approaches the 30, 60, 90, 120, 180 day milestones, take some time to check in with them to discuss how things are going.
Be sure to ask:
1. How do you feel about the job overall?
2. How does the job differ from what you anticipated and understood the role to be?
3. What do you enjoy most about your new role?
4. How are you able to use your strengths?
5. What knowledge or skills do you feel are most important for you to develop? Do you have any suggestions about how you can develop in these areas?
6. What do you need from me or others in the areas of support, direction, resources, etc?
7. Do you have any questions?