Onboarding Management & Professional Staff
Checklist for Onboarding Coordinators
This checklist for Onboarding Coordinators is a valuable tool designed to assist you through this process. As an Onboarding Coordinator (OBC), you are directly responsible for the tasks listed.
In addition to the organizational activities to be completed below, faculty and/or department-specific activities may also be required. Each area is encouraged to create a faculty or departmental onboarding checklist to supplement this one.
Before Their First Day
*****NEW REMOTE ONBOARDING INFORMATION*****
Watch for the notification of hire
As soon as the new hire is entered into the system, the OBC and the reports-to manager will receive an auto-notification email with the new employee’s UCalgary identification number (UCID).
Send a welcome email to the new hire
Refer to the welcome email template to send a welcome email to your new hire one day after receiving the new hire notification email confirming the hire has been processed. Either the manager or Onboarding Coordinators should send the email.
***Remote Onboarding for New Staff***
Please include the following information in the welcome email:
- Will you require a computer and accessories to work from home or do you have a personal computer and accessories that you could use?
- Please see instructions on how to access/set up accounts on Office365, Zoom and Microsoft Teams (or other online video chat platform that is used by the team).
- Provide instructions on their first few days (or first few weeks) in terms of start time, remote meetings to welcome them and/or for training purposes.
Arrange for IT needs
If your new hire requires any IT hardware, software, or access, you should submit an IT onboarding form as early as soon as possible to ensure IT has adequate time to provide the needed items prior to their first day. Ensure your new hire is familiar with UCalgary’s Acceptable use of Electronic Resources and Information policy, and has signed the Oath of Confidentiality if applicable.
***Remote Onboarding for New Staff***
If the new employee need a work computer and/or accessories, please complete the IT Onboarding and Computer Request Form as per standard operational process and provide the best contact information and be prepared for IT to contact you and your new hire to coordinate the remote onboarding equipment and setup for logistics on how to get item(s) to the employee.
For more info, see “Resources for working remotely”.
Campus Phones:
Please note there will not be any on site installs being done on campus at this time however if there is an existing phone it can be prepared for the new person including voicemail. For further assistance please contact IT and someone from our IT Voice Operations will contact you.
Connect with new employee
- Refer the new employee to ucalgary.ca/onboarding to begin their seven essentials of onboarding before their start date
- Follow up if you do not receive an email from the new academic with their new account/email. You will need the IT account/email address to schedule meetings and register the new academic in training courses in advance of their arrival.
- If your new hire has any parking inquiries, direct them to Parking and Transportation Services
- Ensure Benefit and Tax forms have been submitted and direct deposit entered
- Ensure new hire is aware of resources to support wellness in our UCalgary community such as WellBeing and WorkLife , the Campus Mental Health Strategy and many others.
Connect with manager
Meet with the manager to ensure:
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arrangements are made for appropriate office space and equipment
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access requirements are met
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the new hire has been assigned an onboarding buddy
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key meetings and training that require booking, etc have been arranged
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manager checklist has been started and the new academic has been contacted to welcome them to the team after the contract was signed
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make arrangements with Finance/HR/IT services teams if the new hire will be a key administrative contact.
- suggested meetings are scheduled to help get the new academic connected
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employee is registered in the next available New Employee Welcome Session offered through Human Resources and Enterprise Learning.
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new hire completes mandatory health and safety training in their first week.
Administrative Preparation
Request building/office/lab access
Arrange for keys/swipe access by contacting your area’s access administrator. New hire must obtain their Unicard when they start from the Unicard office for the swipe access to be provisioned.
Update UCalgary contacts directory and faculty/unit distribution lists
Contact the department administrator for assistance.
Determine if SecurID is required (if applicable)
See whether access requires a SecurID. Contact IT Support Centre.
Print business cards (if applicable)
Contact the Print Shop on campus.
Apply for university credit card(s) on behalf of employee (if applicable)
Refer to the Finance website to apply for a university credit card.
Register for IRISS (if applicable)
Employees supporting a research project will need to register with the IRISS.
On and After Their First Day
Welcome new employee and make introductions on their first day
***Remote Onboarding for New Staff***
Set up team meeting through Zoom, Microsoft Teams or other online video chat platform that is used by the team.