New Faculty and Staff

Orientation Checklist for Supervisors

BEFORE THE NEW EMPLOYEE ARRIVES

Notify everyone in your unit that a new person is starting and what the person's job will be. Ask the other staff members to welcome the new employee and encourage their support. If possible, identify a staff member to act as a buddy for the first week.

• Enroll the employee in New Employee Orientation

• Send the new employee

  • A welcome letter

  • Directions to department

  • Parking information

  • Schedule for the first week

  • Brief information about the department

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FIRST DAY ON THE JOB

A new employee may be anxious about starting a new job. Try to create a comfortable environment and remember not to overwhelm the employee. On the first day you should:

• Give a warm welcome and discuss the plan for the first day

• Tour the employee's assigned work space

• Explain where rest rooms, refreshments, and break areas are located

• Provide required keys

• Arrange to have lunch with the new employee

• Tour the building and immediate area and introduce the new employee to other staff members

• Introduce the new employee to the buddy (if appropriate)

• Review job description card

• Review the department's (or office's) organizational chart and explain its relationship to campus

• Review your office's policies and procedures including:

  • Working hours

  • Telephone, e-mail, and Internet use

  • Office organization (files, supplies, etc.)

  • Office resources (directories, dictionaries, style manuals, computer program manuals, staff listing, etc.)

  • Staff meetings

  • Accountability

  • Customer service philosophy

  • Confidentiality

  • Ethics

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DURING THE FIRST WEEK

• Review employee work area to ensure needed equipment is in place
  

• Request a departmental workstation evaluation if the employee will use a computer more than four hours per day.
  

• Set up a brief meeting with the employee and the assigned buddy to review the first week's activities (if appropriate)

• Schedule meeting with Department Personnel Manager to:

  • Complete required paperwork

  • Review personnel policies and procedures

  • Learn about benefits (health & life insurance, select benefits, etc.)

  • Schedule Campus New Employee Orientation (if it has not been scheduled)

  • Explain time cards

  • Review vacation/sick/personal leave policies

  • Obtain UC ID

  • Obtain Parking Permit (if appropriate)

• Have appropriate office personnel review:

  • After-hours and weekend office access

  • General review of accounting (if appropriate)

  • Listing of account numbers (if appropriate)

  • Journal vouchers (if appropriate)

  • Travel and reimbursement

  • Travel credit card

  • Campus mail services

  • Office supplies

  • Copy machine and fax use

  • Office safety issues

• Review computer competency

  • Overview of policies and procedures, including confidentiality and privacy issues

  • Assessment of knowledge of and comfort with department's hardware and software

  • Hardware: turning on, backing up, printing, shutting down, etc.

  • Software: Word, Excel, Eudora, Page Maker, or other programs needed by the position

  • File servers

  • E-mail, Internet

  • Arrange further training and support as needed

  • Contact CAL PACT (Cal People and Computer Training) for basic computer skills training

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WITHIN FIRST MONTH OF EMPLOYMENT

• Meet with employee to review:

  • Job description

  • Performance standards

  • Work rules

• Send employee to New Employee Orientation to review:

  • Campus structure

  • Campus culture

  • Health and safety

  • Campus tour

  • Benefits overview

• Check to be sure employee has signed up for benefits prior to enrollment deadline

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WITHIN SIX MONTHS OF STARTING

• Revisit performance standards and work rules

• Schedule performance appraisal meeting