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
- 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.