This checklist provides general guidance and captures onboarding and orientation action items that are applicable campus-wide for all officers of administration and classified employees. This is an optional resource intended for use by a department representative. It is not intended to be given directly to a new hire. It is customizable, so it can be edited and added to as appropriate for a department or unit.
Prepare for New Hire Arrival
- Create a schedule for first day and first week
Notify those individuals who may be meeting with the new employee.
- Identify an orientation partner
Select a coworker to partner with the new employee for the first month to provide guidance and support (please see suggested criteria for selection).
- Meet with orientation partner
Discuss their responsibilities during the new employee’s first day, week, and/or month of work.
- Make a training calendar
Identify key meeting and training dates during their first month of employment. Please include information about the required Workplace Harassment & Discrimination Prevention training.
- Send an announcement
Notify unit of new hire, job title and responsibilities, and their start date. Ask colleagues to welcome the employee on their first day and encourage their support.
- Create a welcome packet
Gather important information to cover on the first day. This might include:- Welcome letter, organizational charts, department phone directory, maps, etc.
- Information on your department’s and/or unit’s goals and culture.
- Names of department key resources or contacts and university resources such as Human Resources, Ombuds Office, Office of the Provost, UO Police Deptartment, etc.
Onboard & Orient New Hire (within first month of employment)
- Share the plan for their first day
Forecast the day’s schedule; highlight important meetings and upcoming trainings/orientations.
- Review welcome packet information
Share the content of the welcome packet covering important information such as directory, organizational chart, department forms and guidelines, etc.
- Introduce new employee to orientation partner
Discuss the orientation partner's supporting role in the onboarding process. New employee and orientation partner schedule future meetings throughout the month (please see functions of orientation partner).
- Set a date and time to check-in with employee
Set a calendar reminder or schedule a meeting to check-in with employee during the first week to address any concerns or questions and set job expectations and goals. Meet regularly with the employee to answer questions, and provide feedback and guidance.
- Discuss job responsibilities and expectations
Review position description, job expectations, and trial service (if applicable).
- Share performance review process
Discuss performance review schedule and process.
- Discuss learning and development opportunities
Introduce MyTrack and discuss learning and development at the university.
- Schedule more university trainings as needed
Add learning activities to the employee’s development plan in MyTrack.
- Check-in with orientation partner
Request feedback from assigned orientation partner to use as coaching for new employee and to help inform new employee’s development plan.
Onboard & Orient New Hire (within three months of employment)
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Set goals
Establish and communicate performance goals for new employee. -
Set schedule for regular meetings
Meet regularly with the employee to answer questions and to discuss the new employee’s progress and performance.