Managers Onboarding Checklist

Onboarding is more than completing new hire paperwork or attending an orientation. Successful onboarding is an intentional collaborative effort that encompasses various departments, Human Resources, and services across campus, all needing to work together seamlessly to welcome new and transitioning employees. Onboarding is a strategic approach that provides new employees with the needed information, tools and resources to effectively meet organizational goals.

Whether you are onboarding a new employee from outside the University or you are welcoming an employee who is transferring from another department you must plan for their success in their new position. The following checklists include items for you to consider and actions to take for successful onboarding in your area.

  • Create a sense of belonging, commitment, and excellence in your environment
  • Help the employee understand their role in your department and its value to the overall mission of the University
  • Provide the employee with tools to be successful and strategies to navigate within the new role.

Before first day

  • Call your new employee and confirm:

    • Start date
    • Workplace Start time
    • First day contact person
  • Provide Transportation and Parking information
  • Review dress expectations and department culture
  • Email follow-up with a link to New Employee Onboarding webpage
  • Inform the employee about the New Employee Briefing program
  • Discuss relocation support provided by the department
  • Discuss the need for a new employee payroll advance
  • Put together a welcome packet from the department and include:

    • Job description
    • New Employee Checklist “Getting Started”
    • Leave accrual and reporting guidelines, department procedures for requesting sick/vacation time
    • Job manual or employee handbook (if available)
    • Schedule for the first week
    • Department/unit organization chart
    • Contact information for co-workers in the department
    • Map of campus with the building(s) highlighted
    • Mission/Vision and guiding principles for SF State and department/unit and how this employee’s work supports our mission
    • Information on pay statements and direct deposit
    • Trial Service/Probation information (if appropriate)
    • New Employee Orientation invitation
    • Confidentiality Information
    • HIPPA and FERPA information (if appropriate)
    • OIT Acceptable Use Policy

 

  • Notify colleagues in your department of the new hire (include start date, what their job will be and employee bio)
  • Identify a coworker to be a resource for the new employee
  • Arrange a campus tour sometime in the first week or two
  • Set up meetings with critical people for the employee’s first weeks
  • Contact your HR Partner
  • Confirm with HR that they have received all recruitment paperwork for the new employee
  • Clean the work area
  • Pull together basic office and/or desk
  • Have key made/order card access
  • Verify working computer
  • Order business cards, name tag, and nameplate
  • Provide basic office supplies
  • Prepare a key order form for the employee’s signature /order card access
  • If temporary computer access is needed prior to the start date, request a sponsored ITS account in advance for the employee
  • Consider the software needs of the job such as:
    • Daily software needs
    • Printer connections
    • Departmental portal and network access
  • Submit P-card and travel card requests (if necessary)
  • Arrange pertinent training required for the job
  • Enroll the employee in the New Employee Briefing program through HR

First day

  • Welcome them upon arrival – Understand that they may be nervous; try not to overwhelm them
  • Show them to their workspace
  • Arrange to have lunch with the new employee on their first day
  • Give them the department welcome packet
  • Review the welcome packet and take time to discuss contents (see “Before Start Date” checklist for contents)
  • Review work expectations, and process for reporting sick leave, sick child, and vacation time/requests
  • Review policies regarding breaks and meal periods Provide an overview of the schedule for the first day and workweek
  • Review the Onboarding timeline (this document) with the employee
  • Review Trial Service period (if applicable) Introduce them to the department and team members
  • Introduce them to a member of their department who can act as a resource
  • Show them where to find: restrooms, elevators, stairs, exits, kitchen area, lockers/closets, etc.
  • Confirm that they receive building access cards/keys
  • Review FERPA and HIPPA guidelines (if applicable)
  • Show them where to find recycling, compost, and garbage bins
    • Take the new employee to HR to complete their new employee paperwork
    • Assist the employee in signing up for these services:
    • Review HR Portal
    • Have them sign up for the New Employee Briefing, if not done so already
    • Have the employee sign the Position Description and Letter of Offer, if not done so already
    • Overview of software and other technology, confirm they have set up an email signature
    • Review Phone policy and long distance cards, order a card if necessary
    • Review the Computer Acceptable Use Policy
    • Introduce them to the office computer network (shared files and/ or drives)
    • Show them how to use the copier and other relevant office equipment
    • Assist the employee in accessing the appropriate systems
    • Assist them when entering their information into the online directory
    • Confirm SF State signature block in the email

    Beyond Your First Day

    • Inquire how the first week went and make time to listen to any questions
    • Review the training schedule
    • Verify that computer, network systems, printer, email, telephone, voicemail. etc. are working and ensure that duplex printing is set as default
    • Explain your work style and discuss how it will fit with the style of the new employee
    • Provide a list of current department projects and cyclical programs
    • Discuss SF State’s Vision, Mission, and Values
    • Review key SF State policies:
      • Code of Ethics, Policy, Ethics Guide for Public Employees
      • Consensual Relationship Policy Drug-Free Policy
      • Professional Standards of Conduct Policy
      • Prohibited Discrimination & Harassment (including Sexual Harassment) Policy