Onboarding Employees

Investing in a structured onboarding program fosters a smooth transition for new employees. 

This onboarding toolkit can be customized to meet the unique needs of your area. By using these resources, you can help ensure a welcoming experience for your new employee that goes beyond the Workday onboarding tasks [pdf] and onboarding session. On this page:

• Before the Employee Begins
• First Day
• First 30 Days
• First Six Months to a Year
• Rehire 

Before the Employee Begins

• Complete the hiring process in Workday within 2–3 weeks before their hire date.
• Review the Onboarding Checklist for Supervisors [pdf] and complete the tasks in the "Prior to Employee’s First Day" section.
• Reach out to the new employee via a welcome email a week or two before their start date. See the Supervisor Welcome Email Templates [docx] for examples. 
• Create an onboarding schedule for the new employee via the Onboarding Schedule Template [docx].
  • Send the finalized version to the new employee before their first day so they know what to expect their first week.
• Email colleagues a brief introduction to the new team member and encourage them to welcome the new employee personally. See the Announcement Email Templates [docx] for examples.
• Set up required work space, systems, software and building access.
• Add the new employee to departmental email distribution lists.

First Day

• Review the Onboarding Checklist for Supervisors [docx] and complete the tasks in the "Employee's First Day" section.
• New hires are encouraged to attend a weekly onboarding session to complete all onboarding tasks before arriving at their department. 
• Discuss job duties and expectations, as well as office culture and university values with your new employee.
• Introduce the new employee to coworkers and key contacts.
• Take the new employee on a tour of the department/building.

First 30 Days

• Review the Onboarding Checklist for Supervisors [pdf] and complete the tasks in the "Employee's First Week" and "Employee's First Month" sections.
• Ensure completion of required training:
  • For specific job duties
  • Preventing Workplace Harassment online training
  • Child Protection Clearance process, if applicable
• Participate in the provisional review process facilitated in Workday.
• Engage the employee in more nuanced discussions of job expectations and information specific to the department.
• Check in with your new employee regularly through team and one-on-one meetings.

First Six Months to One Year

• Confirm that all sections of the Onboarding Checklist for Supervisors [pdf] have been completed.
• Complete the employee's six-month provisional review.
• Establish clear expectations for performance as the employee's roles and responsibilities evolve over time.
• Give ongoing positive and constructive feedback.
• Discuss additional training that may be helpful for productivity and/or professional development.
• Encourage the employee to get involved in the university community.
• Ensure the employee is aware of the resources available to current faculty and staff.

Rehire

Welcoming an employee who has been rehired within less than a year period? Their onboarding might look a little different. Consult the HR Services team for guidance or check out the resources for Returning Faculty and Staff.