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Onboarding Checklist

Pre-Arrival

  • Print onboarding checklist, review, and customize.
  • Schedule time to spend with the new hire on the day of arrival.
  • Prepare the first day and first week agenda for the new hire.
  • Prepare workspace for the new hire, if applicable (consider including welcome gift such as a small plant or card).
  • Provide the new hire with start time, where to report on first day, and information on what to bring on the first day.
  • Set up the new hire’s computer with email, NetID, internet account privileges, and software applications, if applicable.
  • Contact HR for any additional onboarding questions.

Arrival (First Day/Week)

  • Introduce the new hire to staff and provide tour of facility.
  • Discuss organizational chart and share culture and history of the university and department.
  • Review position description with the new hire and discuss role expectations and responsibilities.
  • Create and post an internal announcement about the new hire.
  • Select an employee on your team to become a peer mentor to the new hire.
  • Discuss vacation, sick days, holidays, hours of work, flexible scheduling, requests for time off, dress code, etc.
  • Explain office equipment procedures (examples: mail pick up, copy machine, telephone, printer, timesheets, etc.).
  • Provide a staff directory and employee hand book. and order office keys, building keycards, and business cards, if applicable.
  • Ensure the new hire has all materials necessary to perform their job and order supplies if needed.
  • Schedule meetings with key contacts and departments.
  • Review safety/emergency procedures and resources such as UT ALERT.
  • Discuss probationary period.
  • Schedule any required training (examples: leadership, IRIS, communications, university policies, emergency preparedness, occupational safety, etc.)

Post-Arrival

First 30-60 Days

  • Continue to meet with the new hire to discuss their experiences and answer any questions.
  • Continue to clarify roles, responsibilities, and expectations as needed, and provide ongoing coaching and feedback.
  • Ensure employee has all necessary materials and is becoming familiar with campus.
  • Model the kinds of behaviors you would like to instill in your new employees.

First 90 Days

  • Schedule first coaching session and discuss progress on performance goals and role expectations (mid-way through six month probationary period).
  • Share initial feedback, comments, and concerns, and ask for feedback on orientation, on-boarding process, and peer mentor. 

First 180 Days

  • Complete six month probationary review form prior to end of probationary period and submit to Human Resources.

First Year

  • Evaluate progress on objectives, discuss performance, and develop goals for the following year.

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