Employee Onboarding Checklist for Supervisors

Issue/Question

BHSU ITS provides key systems and technical support to all employees. Just follow this checklist to have all access & accounts setup prior to the employee's start.

Environment

  • Faculty
  • Staff
  • Adjunct

Resolution

Before the start date

  • Submit Hiring Proposal before offering employment. 
  • Process new hire and payroll documents:
    • Work with your HR Partner to initiate offer letter and new hire paperwork. 
    • HR sends new hire paperwork via DocuSign (Personal Data Statement, Form I-9, W4, Direct Deposit)*
      • *If employee is international, additional documentation will be required by HR. 
    • HR sends offer letter and Intellectual Property Agreement (if applicable) and it is routed to appropriate signers/reviewers, the department will receive a final signed copy from DocuSign. 
  • HR Coordinator submits ePAF. 
  • Hiring Manager or supervisor contacts new hire after they sign their offer letter:
    • Confirm start date, job location, work schedule, dress code, parking information, etc.
    • Answer additional questions they may have. 
  • ITS will run an automated report to generate email and Ellucian Experience account. 
  • HR or supervisor will complete ITS Permissions Request and request access to applications needed (Banner, Calendar, VoIP Phone, Network Shares, Cognos, D2L, DocuSign, ImageNow, SDezBuy, Ellucian Experience, TMA, Xtender, etc.). Work with HR Coordinator if unsure of process. 
    Note: Access to D2L, Portal, and Ellucian Experience will not be available until the ePAF has been processed by HR. 
  • Develop Welcome Plan:
    • Prepare first day/week agenda/action plan for new employee (refer to first day & first week checklists). 
    • Make plans for someone to welcome the new employee upon arrival. Provide employee with a mentor within department/team. 
    • Schedule meetings with critical people for the employee’s first week and add to employee’s calendar. 
    • Schedule job-related trainings (Banner, ePAF, Ellucian Experience, etc.) and add to employee’s calendar. 
    • Update department contact information and Organization chart – with new employee added. Update HR with campus address, phone number, and unit number. 
    • Guide employee to position description and department expectations. 
  • Prepare workspace
    • Set up and clean work area and gather basic office/desk supplies. May work with custodial services to clean work area. 
    • Make sure you have a key for the new employee - order if necessary. Request electronic building access through IT/Buzz Card Office.
    • Verify working computer - order new computer if necessary.
    • Request Computer Setup or Reload from ITS. 
    • Clear out voicemail and reset password (Set up VoIP by completing ITS Permissions Request above). 
    • Order business cards, name tag, and name plate (if appropriate). 
       

First Day

  • HR needs to fill out and sign page 2 of the I-9. Employee must provide original identification cards (passport, Driver’s license, social security card, etc.). Copies of identification documents will not be accepted and may delay start date. A List of Acceptable Documents is sent to employee by HR. 
  • Provide and review welcome plan:
    • Ensure they have completed their new hire packet from HR (contact HR if the packet has not arrived yet).
    • Confirm that the new hire received a welcome email from HR with information on benefits enrollment and completing orientation and training requirements.
    • Provide employee with a departmental org/staffing chart with names and roles. 
    • Review outline of the first day/week of employment. 
  • Introduce employee to the department/team. 
  • Introduce employee to their work area:
    • Provide office key and computer to employee.
    • Assist new employee in logging into their office computer/network and review necessary files/drives. Contact IT if they do not have their login information yet or are unable to log in. 
    • Provide an overview of technology and software (email, phone, voice mail, shared drives, calendars, portal, Ellucian Experience). 
    • Discuss how to order office supplies, if necessary. 
  • Provide a tour of the department/building:
    • Identify restrooms, break/lunch areas, elevators, stairs, emergency exit procedures, conference/meeting rooms. 
    • Identify photocopier locations and discuss use
    • Provide a tour of other areas of campus, as appropriate to position, and introduce to key contacts
    • Review parking information and direct them where to get a parking pass
    • Take employee to get BUZZ Card. 
  • Review the department/BHSU expectations, policies and procedures:
    • Review office hours, university calendar, holidays, dress code, etc.
    • Review timekeeping process and overtime/comp time (if applicable). 
    • Review leave request process and department process for calling in to report absences. 
    • Review department specific and BHSU policies. BHSU policies can be found at https://www.bhsu.edu/President/Policies-and-Procedures/
    • Review position description and job expectations:
      • Review employee’s position description, work schedule and job expectations. 
      • Review job specific user manuals and other potential user manuals for the position (Banner, etc.). 
      • Discuss training required for the position and update as necessary. 
      • Review probationary period and process (for Civil Service (CSA) employees only). Once CSA employees reach 6 months of employment, they have completed their probationary period which means they have achieved “civil service” status. They may use accumulated vacation and sick leave during this time. Ask HR for more details. 
         

First Week

  • Check-in daily to inquire as to how things are going and to answer any questions the new employee may have. 
  • Make sure all technology is working appropriately (computer, voice mail, printer, software, phone, copier etc.). 
  • Review Employee Handbook (available in the myBHSU portal). 
  • Review current and cyclical department projects/programs and their role. 
     

First Month

  • Employee should have completed benefits enrollment during the first 30 calendar days of employment
  • Weekly or bi-weekly meetings with the employee to review progress and answer any questions
  • Review job description and the performance review process:
    • CSA - Work with your HR Partner to create online performance review guide. 
    • NFE - Establish written goals for the review period. 
    • Develop short-term performance goals (for the 3-month and 5-month review for CSA employees). 
  • Discuss how the department contributes to the BHSU Strategic Plan.
  • Discuss workload levels and training needs. 

First Six Months - End of Probation

  • Continue to check-in with employee and answer questions. 
  • Once CSA employees have reached 6 months, they have completed their probationary period which means they have achieved “civil service” status. 
     

One Year

  • Prepare Annual Performance Review and review with employee (NFE are due in February, CSA are due in December):
    • Have employee prepare a self-evaluation and suggest some annual goals. 
    • Develop and confirm annual goals for the next year. 

 

Please contact the Human Resources if you need further assistance

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