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 SNAP 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, SNAP, TMA, Xtender, etc.). Work with HR Coordinator if unsure of process. 
  Note: Access to D2L, Portal, and SNAP 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, SNAP, 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).