New Faculty and Staff Orientation
General Work-Related Checklist
- Get ready to receive the new employee
- Have working area, tools, equipment and supplies ready to go before the first day on the job.
- Update job description and give to new staff member.
- Complete orientation plan and notify all involved participants.
- Welcome the new employee
- Plan an opportunity for the new employee to meet others in the department. (Invite other co-workers to new employee’s workspace for a short welcome; have a breakfast get-together.)
- Develop a plan for introducing the new employee to key contacts in other departments. (Arrange 1:1 meetings prior to the new employee’s start date.)
- Take a few minutes early in the day to welcome the person and put them at ease.
- Give the new employee time to settle into their workspace.
- Make plans for someone to accompany the new staff member to lunch.
- Give a tour of the facility including rest rooms, meeting rooms, breakroom, work rooms, etc.
- Explain the work of the department or unit
- Describe the function of the unit and how it relates to other functions of the University. (Provide any written material that may be useful such as mission statements, strategic plans, web sites, organizational charts.)
- Provide brief descriptions of other positions in the unit and how they relate to the position the new employee holds.
- Provide information about University Strategic Plan, Core Values, and how your unit or department fits into this plan.
- Provide staff meetings schedule and expectations of participation.
- Provide information about how the new staff member will be oriented and by whom. (Review Developing an Orientation and Training Plan for New Employees)
- Explain any departmental guidelines and procedures
- To whom the position reports.
- Hours of work.
- Lunch and break periods. How do you schedule these?
- Any special clothing requirements (such as uniforms) or dress code.
- Fire regulations including exits and safety concerns.
- Custodial services, general maintenance information and related employee responsibilities.
- Any special requirements such as no food or beverages at work site, etc., as well as the rationale for such requirements.
- How to use phone system, email, and/or online calendar system.
- Guidelines for making personal and long-distance phone calls.
- How to access the internet for University information and services.
- How to obtain office supplies and other needed resources.
- Guidelines for after-hour access to work, including necessary keys or ID card coding.
- Explain pay procedures, vacation and sick leave guidelines including:
- Rate of pay and monthly distribution information.
- Whether overtime is required and/or allowed and how it is managed.
- How to sign up for direct deposit.
- When a person is eligible to use sick or vacation days.
- How to report absences and supervisor’s expectations regarding attendance and arriving on time. How sick leave accrues.
- How to request vacation. How vacation accrues.
- How to fill out monthly absence reports and departmental procedures for processing these reports.
- Paid holidays.
- University paid leave policies (may choose to explain at later date).
- University unpaid leave policies (may choose to explain at later date).
- How jury duty, bereavement, emergency sick leave, FMLA, and military paid leave are administered.
- Procedures for Flexible Work Arrangements and consideration.
- Explain and provide web site information for University policies
- UI Policies - Index
- University Campus Security Statement
- Drug-Free Environment Policy
- UI Statement on Access to Medical Records
- Academic Policies
- Information Technology Policies
- Sexual Harassment Policy
- Consensual Relationships Policy
- Violence Policy
- Explain what the Operations Manual is and how to use it as a resource
- Reinforce information provided at University Orientation
- Ask the employee if they have had a chance to learn about the issues discussed at monthly Orientation.
- New Faculty and Staff Orientation web site
- Office of Equal Opportunity and Diversity information
- FMLA and ADA information.
- The benefits, services, and resources available to them. Also review Other University Campus Resources.
- The helping offices on campus such as the Ombuds Office, University Police, Organizational Effectiveness, Learning & Development, Mediation Services and Employee and Labor Relations.
- Explain any necessary procedures for Finance and Operations Web Applications
- Include self-service, clearance to create reports for some positions, and workflow.
- HR Information Management-Finance and Operations web site
Updated 9/11