ONBOARDING GUIDE FOR SAIE Managers

Welcoming a new member of your team is an exciting time. As a manager, to ensure you are ready to get your

new hire up and running, we have created this checklist to provide useful tips and tricks on how to onboard your new hire effectively.  This document is specifically geared toward the onboarding of SAIE personnel.

TO DO: 2 WEEKS BEFORE YOUR NEW HIRE STARTS

• Provide your new employee with their DU ID number (87XXXXXXX).
• Announce to team and others, as needed, the new hire and their start date.
• Select the orientation date that is the soonest after their hire date. Ideally, a new hire’s start date will be the same as their orientation date. More information about orientation can be found here.
• Contact your new hire prior to their scheduled orientation date.  Welcome them, and provide your contact information (i.e. email, phone, cell phone) and the best way to contact you.
• Add the new hire to the necessary department communications (email lists, websites), as well as recurring meetings.

TO DO: 2 WEEKS BEFORE - Information Technology (IT) 

TO DO: 1 WEEK BEFORE

• Create a list of contact names for the department and their phone numbers to give to the employee on their first day.
• Consider upcoming training opportunities to find out which ones would be beneficial for your new hire.
• Select one or more members of your team who may serve as a “buddy” to the new hire and connect them. Think of someone who could fill in if you are unavailable to answer questions.
• Make sure your new employee has plans to complete Section 2 of their Form I-9 with Human Resources.

TO DO: DAY 1

• Have the new employee go to the Pioneer ID Card Office (Driscoll South lower level) with their full name and DU ID number so they can obtain their ID Card and digital RTD EcoPass.
  
• Arrange a live, Zoom or Microsoft Teams meeting to introduce your new hires to other members of your team.
• Provide your new hire with a schedule for the first few weeks and continue to stay in contact regularly so your new hire does not feel, isolated or lost.
• Discuss guidelines and expectations for working from home (share work from home policy) OR schedule a time, location, etc. for reporting to work. If working on campus, ensure the new hire’s office/desk is ready.
  1. Have an initial project the new hire could be begin doing some work on the first day or within a couple of days to engage them in their work and role as soon as possible.
• CONFIDENTIALITY OBLIGATIONS – Direct the new hire to MyDU to complete the Confidentiality Obligation. (If this position is replacing someone that has left, this will trigger access to shared drive folders without having to request it.)

TO DO: WEEK 1

• Provide training specific to department/school or role.
• Make time for a roles and responsibilities discussion. This gives the employee an idea of what they will be doing on a day-to-day basis, department projects, busier times of the year for the department, etc. Essentially, you want to clearly communicate the HOW and WHY of the job.
• Schedule the employee to meet with key people within the department who can give them an understanding of how they fit into the division/department structure, who they depend on in their role and who will depend on them.
• Schedule meetings with key people in other departments as applicable.
• Remind the new employee to complete their MyDU Action Items Checklist.
• Connect the new employee with their onboarding buddy within the department who can assist during the first few months.
• Be available for any questions the employee might have.

TO DO: MONTH 1

• Ensure that your new employee has completed the following training in the Pioneer@Work, the LMS for benefited and non-benefited employees. New employees have 30 days from their hire date to complete the training and will receive automated email reminders to complete their New Employee Training, which covers the following topics:
  1. Diversity: Inclusion in the Modern Workplace
  2. Preventing Harassment and Discrimination
  3. Managing Bias
  4. FERPA Training
  5. University Policies & Guidelines
  6. Active Shooter Preparedness Training
• Complete the Onboarding Checklist in Pioneer@Work (benefited staff only).