Onboarding Checklist – Hiring Manager

Please utilize the checklist to prepare for your new staff member’s arrival and ensure a positive onboarding experience during their first crucial days on the job.

Within 3 days of new staff member’s hire

• Complete Onboarding Service Request Form to notify the IT and Communications teams that a new employee has been hired and request service/support.

Prior to Start Date

• Request building access and keys from local building access/key card manager.
• Submit requests to schedule a portrait session and update the website directory.
• Identify and prepare workspace.
  • Evaluate and clean workspace.
  • Stock workspace with applicable office supplies.
  • Ensure reference materials are available.
  • Consider setting out a welcome card, plant, College of Engineering polo, etc.
• Identify staff member(s) with similar responsibilities to coach new staff member on specific work-related processes and procedures.
• Prepare itinerary for the new staff member’s first week.
• Call/send an email to new staff member about their first day, which may include the following:
  • Onboarding Checklist – New Staff Member
  • Parking details and directions to their office
  • Itinerary for first day/week

First Day

Greet new staff member.

• Introduce new staff member to colleagues.
• Provide tour of workspace, floor and/or building (as applicable).
• Issue keys.

Review and discuss the following:

• Job description and expectations (New staff member must sign.)
• First week itinerary
• Campus-wide orientations and trainings for new employees
  • UC Davis Front Door
  • New Employee Welcome (virtual or in-person)
  • Benefits Orientation
  • Online New Employee Orientation
  • Living the Principles of Community
• College of Engineering Intranet
• College/department vision, mission and/or strategic goals and relationship with new job
• Dress code
• Work hours and attendance policy and related expectations
• Timesheets

Support new staff member to set up the following:

• Create Login ID, email and passphrase (once Employee ID number is secured).
• Outlook (share calendar, add signature/photo, etc.)
• DUO
• WarnMe and Aggie Alerts and Everbridge Mobile App
  ​​​​​​​Physical copies of the UC Davis Emergency Response Guide available for pickup in Kemper Hall 1042
• Direct deposit with Payroll
• Email signature

Meet with team to determine who will add new staff member to relevant communication tools and technologies, such as:

• Email distribution lists
• Box folders
• Organization chart
• Website directory
• Slack channels

First Week

Meet with new staff member to confirm they have completed and/or review the following:

• Get Employee ID (AggieCard).
• Activate and set up voice mail (VoIP).
• View and edit the online directory listing.
• Review Time Reporting System (TRS) timesheet instructions and guidelines.
• Order business cards and name badge.
• Sign up for an in-person or virtual campus tour.

Within the First 30 Days

• Meet weekly with new staff member to complete orientation on work-related tasks and ask/answer questions.
• Connect new staff member with their Staff Networking Group and ask them to attend monthly meeting.
• Discuss/identify training and development activities for new staff member to participate in.
• Complete the college's Injury and Illness Prevention Program (IIPP) and Emergency Action Plan (EAP) online training in the Learning Center. Review the college's Safety webpage for more resources.
• Contact Steven Dilbert, Director of Safety, at spdilbert@ucdavis.edu or (530) 304-9789 to identify specific safety training needs.

Second to Sixth Month

• Provide monthly feedback to the new staff member about job performance.
• Formally evaluate performance to determine completion of probationary period.
• Celebrate completion of probationary period!
• Set goals for next six months.