Orientation Checklist for County and District
Office Professionals and Program Assistants
Provide a copy to the new employee. After the checklist is completed a copy should be placed in
the employee’s personnel file.
Em ployee Nam e
Beginning Date of Em ploym ent
Before the First Day of Job
1) Notify em ployee regarding tim e to report to work, where to park, what to wear, etc.
2) Notify area office that the new em ployee has been hired. The area office will subm it a Personnel
Action Form to various cam pus offices.
First Day on Job
1) Review and com plete Employment Agreement (form #EXOP3-11).
2) Have the new em ployee com plete the following form s. File in the em ployee’s personnel file
along with this checklist when com pleted.
__ I-9 - Em ploym ent Eligibility Verification
www.uscis.gov/sites/default/files/files/form /i-9.pdf
__ W -4 - Em ployee’s W ithholding Allowance Certificate
www.k-state.edu/hr/form s/w-4.pdf
__ K-4 - Kansas Em ployee’s W ithholding Allowance Certificate
http://www.k-state.edu/hr/form s/k-4.pdf
__ Overtime Compensation Agreement for Non-Exem pt Em ployees (form #EXOP3-2)
__ Any form s related to benefits (cafeteria benefit plan, health insurance, KPERS, etc.)
__ Form for em ployers who DO NOT offer health insurance
__ Form for em ployers who DO offer health insurance
3) Register for a K-State eID and com plete an Em ployee Inform ation Sheet at
https://accounts.ksre.ksu.edu/. After establishing a K-State eID go back to the sam e website
and com plete the form for a KSRE Account. W hen the form is subm itted it goes to the
Personnel Specialist in the Extension Operations Office who will “bless” the account giving
access to web m ail and the internet. She then subm its it to IET for setting up the KSRE account
and adding to listservs for the county/district. Print a hard copy of the Em ployee Inform ation
Sheet for the personnel file.
4) Review schedule for pay checks.
5) Introduct new em ployee to office colleagues.
First Day on Job
1) Give tour of office including personal work space and files.
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2) Review work hour policies
__ office hours
__ docum entation of tim e worked, Record of Hours W orked and on Leave (form #KSU8-25)
__ m eal and coffee breaks
__ who to contact when absence is necessary
3) Review office policies and job description.
4) Review telephone procedures
___who answers first
___greeting to be used
___how to respond when som eone is away from the office
___how to take m essages, etc.
5) Review safety and security issues
___keys
___em ergency phone num bers
___building security
6) Begin introduction to job responsibilities
7) Begin explaining the m ission of K-State Research and Extension and the local office and the
em ployee’s role in fulfilling that m ission.
W ithin the First M onth on the Job
1) Continue introduction to job responsibilities.
2) Continue introduction to resources in the office.
3) Continue explanation of the m ission of K-State Research and Extension and the local office and
the em ployee’s role in fulfilling that m ission.
4) Review Performance Review docum ent (EXOP3-13)
5) Introduce to individuals they need to know
For exam ple
___ Other individuals in courthouse
___ Area office personnel
___ Resources at K-State
___ Board m em bers
6) Schedule tim e to m eet with another office professional or program assistant in the area who can
serve as a resource regarding m onthly financial reports, 4-H m em bership database, etc.
7) Review how to respond to questions from the public in light of the Kansas Open Records Act.
8) Review how to respond to questions from the public regarding discrim ination in program m ing or
em ploym ent (Procedure to Handle a Program Discrim ination Com plaint with Guidelines for
Appropriate Docum entation at the Local Level)
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