Onboarding Checklist
THE UNIVERSITY OF CINCINNATI - NEW HIRE UNIT ORIENTATION CHECKLIST
The purpose of this checklist is to provide hiring managers/supervisors with a tool to assist them in providing an effective and informative new hire unit/department orientation.
A PDF version of the checklist is here:
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Employee Name: |
Start Date:
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Job Title: |
Annual salary/hourly rate of pay:
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First pay date: |
Percent FTE:
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Mail Location: |
Supervisor:
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Check Location: |
Mid - Probationary period ends: |
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Office/cube assignment: |
Probationary period ends: |
Job Offer steps:
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Complete necessary reference check. |
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Prepare and send contingent offer letter ( provide DMA form?) – links to template letters.
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Arrange for Background Check – link to process description, billing authorization form. |
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Arrange for and obtain signed acceptance letter. |
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Post hiring complete in People Admin. |
Prior to the first day:
Workstation
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Notify departmental IT contact of hire. Provide list of required software/hardware. Request email set-up (to be processed at least 5 days prior to start date)
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Notify departmental telecommunications contact of hire. Request phone hook up, voice mail set up, long distance code, cell phone stipend - Link to Getit and Stipend policy.
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Coordinate Timekeeping and Teletime Set-up – link to forms |
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Coordinate Security Set up: process UCFLEX HR & FI Role Request forms, UniverSIS access, People Admin Access, P Card Request (link to respective process and forms)
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Order business cards and name plate. |
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Order keys and coordinate Building Access. |
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Arrange for a visit to Public Safety to obtain new hire’s ID badge. |
Additional Preparation
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Review the position description and decide upon initial performance goals.
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Review the employee’s job application to familiarize yourself with employee education and experience.
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Review and be prepared to explain how the employee’s department fits within the University.
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Review and be prepared to describe how the employee’s job relates to other jobs in the department.
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Be prepared to discuss the University/department mission and vision (if applicable).
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Assign and inform a ‘buddy’ within the department. |
First Day - Welcome the New Employee with a WARM greeting and Introduction
Discuss:
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Position description/job responsibilities.
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Priorities and expectations for successful performance.
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Probation period and performance review procedures. Review date probation ENDS.
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Role of co-workers/team in context of employee’s position. |
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The ‘big picture’ – how each position relates to others on the team. |
Hours of Work and Compensation - Discuss:
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Hours of work, overtime and compensatory policy.
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Lunch/break periods. |
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Attendance/tardiness procedures (how to call in, whom to contact, etc.)
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Procedures for recording time in KRONOS. |
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Salary rate and pay grade, pay schedule, increases and how they occur, first pay date.
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Schedule for collective bargaining agreement increases and merit for nonunion employees. |
Time Away from Work - Explain:
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Vacation policy – how to request/accrual/policy for approving requests, etc.
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Holidays.
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Sick Leave/use of sick time – accrual, how to request, etc.
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Jury Duty |
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Leaves of Absence (FMLA, Medical, Military, funeral etc.)
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Department meetings, attendance and participation notification. |
Department Policies and Administrative Procedures – Review:
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Policies and procedures handbooks – how to find. |
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Personal/business use of the telephone, copier, fax machine, computer, etc.
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Computer (policies, procedures and access, training for email) |
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Smoking regulations. |
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Mail procedures.
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How to order supplies.
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Travel Authorization/Travel Expense Report.
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Purchasing Card (P-card) |
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Cell Phone Policy. |
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Identification Badges – cost/method for replacing. |
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Dress code/Uniforms. |
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Use of University Vehicles. |
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Telephone/Voice Mail etiquette – outgoing, out of office messages, phone pick up etc.
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Reimbursement of business related expenses. |
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Outside employment – link to A128 form. |
Health and Safety Procedures - Describe:
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Building use (access, lock up and security)
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Location of emergency exits, procedures used in fire drills. |
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Safety procedures.
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Emergency notification information. |
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Accident reporting procedures. |
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How to call for help. |
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How to deal with a threatening employee or customer. |
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Personal safety procedures. |
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First aid resources. |
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Personal protective equipment, if applicable. |
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Housekeeping & Sanitation. |
Career Development – Describe:
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Opportunities for transfer and/or promotion. |
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Workforce Development.
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Tuition Remission. |
Meet and Greet - Introduce the new employee to:
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Pre-assigned buddy. |
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Co-workers/team and illustrate how each position relates to the others on the team. |
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Department Head and key staff. |
Identify:
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Lunchroom/breakrooms, if applicable. |
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Restrooms. |
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Parking facilities – how to request a parking pass. |
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Supply room. |
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Copiers/fax machine. |
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Different department locations – especially those he/she will have regular contact with. |
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Employee Health Services – where located. |
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Worker’s Compensation and Accident Reports– whom to contact. |
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Employee Assistance Program – REACH. |
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Human Resources Department (Employee Relations, Benefits, Compensation) |
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Computer Help Desk – provide contact information. |
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Domestic Violence –whom to contact. |
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Grievance – procedure for filing.
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Directory listing - update.
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Good to be UC “Perks - Describe:
| Recognition Events |
Credit Union |
Child Care |
Library |
| Shuttle Buses |
Alumni Affairs |
Bearcat Card |
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