HIRING AND ORIENTATION CHECKLIST
Student Employees
New Employee:
Title/Position:
Supervisor:
Start Date:
Department:
INSTRUCTIONS: This checklist is provided to assist supervisors in hiring and orienting new student employees. After a
particular topic has been covered, the completion date should be entered in the column to the right of it. The
completed checklist can be kept in your departmental files.
Completion
Date
Recruitment
Review the Supervisor Handbook for Student Employment to become familiar with
student employment.
Create a position description (sample position description). If you would like to recruit
for this opening, please contact the Student Employment Office to start this process.
The Student Employment Office uses Phoenix Recruitment Online (PRO) to facilitate the
student recruitment and hiring process.
Completion
Date
Candidate Review
Determine who will interview the candidates.
Please review the Recruiting Resources on the Search & Screen page of the HR website
to help you evaluate candidates and prepare for interviews.
After the deadline, review the candidates to determine which candidates you would like
to interview.
Determine interview questions (see Recruiting Resources for a sample interview
evaluation). Human Resources can assist with developing or reviewing your interview
questions.
Contact the candidates to schedule the interviews. Email interview confirmation letters
to the candidates.
Conduct the interviews and select the top candidate(s). Second interviews may be
conducted if needed.
Conduct reference checks on top candidate(s). (Sample reference check form)
Office of Human Resources
(920) 465-2390 • hr@uwgb.edu • www.uwgb.edu/hr/
Revised: 8/15/2014
Some positions require a background check. Contact Human Resources if you have
questions regarding whether or not a background check is required. To initiate a
background check, e-mail hr@uwgb.edu with the candidate’s name, e-mail address, and
account number to charge the background check fee to. Notify the candidate that
he/she will receive an e-mail from Big10@Geninfo.com, and should follow the
instructions in the e-mail to authorize the background check. Approximate cost can
range from $12-20 and Human Resources will notify you of the results.
Completion
Date
Hiring a Candidate
Make a verbal job offer to the candidate and discuss start date. If the candidate accepts,
send candidate the Employee Self-ID & W-4, I-9, Direct Deposit and Selective Services
Form (males 18-25 years old only) forms and the Federal Health Insurance Marketplace
Notice.
Determine if student needs a Work Permit (under 18 years old).
Complete the Student Employment Form. Send this form along with the other
completed student forms to Human Resources.
Please notify candidates in who were not selected for the position by sending nonselection letters/e-mails.
Office of Human Resources
(920) 465-2390 • hr@uwgb.edu • www.uwgb.edu/hr/
Revised: 8/15/2014
Contact
Person/
Office
Pre-Arrival
Check that the work area is equipped and ready for new employee. For a
door or desk name plate, click on “Facilities/Operations Work Order Request
Form” on the Facilities Planning and Management website
(http://www.uwgb.edu/facilities/) and follow the instructions. Set up
mailbox or bin in your office for new employee.
Completion
Date
Facilities
Management
Ext. 2394
Completion
Date
First Day
Introduce new employee to the staff and their roles. Provide the student with a job
description.
Explain workflow for the work area, work priorities, phone usage, mail system, supply orders,
copier code, office equipment, and online directory
(http://www.uwgb.edu/deptpeople/index.asp).
Inform new employee of work hour/schedule expectations, when to take lunch or breaks,
dress code, unit coverage, and who to call in an unexpected absence.
Train new employee on time reporting. Explain pay schedule and direct deposit.
(http://www.uwgb.edu/hr/employees/students).
Ensure new employee completes Employee Confidentiality Agreement. This form should be
kept in your departmental files.
Completion
Date
First Week
Ensure that new employee reviews the student employee handbook for employment related
policies and procedures. http://www.uwgb.edu/hr/documents/StudentHandbook.pdf
Explain expectations for acceptable performance and how performance is evaluated.
Introduce new employee to staff external to the unit with whom he/she will work.
Ensure new employee reviews Keeping Children Safe, Executive Order 54 training
(https://www.uwgb.edu/hr/training/EO54Presentation.pdf ).
Ensure new employee completes any departmental safety training and reviews Emergency
information at www.uwgb.edu/publicsafety/emergency/index.htm.
Completion
Date
Ongoing
Follow up with new employee on any questions or concerns he/she may have (on-going).
Schedule training or workshops that will support performance (ex. CIT workshops http://www.uwgb.edu/compserv/workshops/index.asp).
To initiate changes in hourly pay rate, end date, budget code, etc. please complete a Student
Employment Change Form.
Office of Human Resources
(920) 465-2390 • hr@uwgb.edu • www.uwgb.edu/hr/
Revised: 8/15/2014
New Employee’s Responsibilities

Contact your supervisor or Human Resources with questions

Read and understand the University’s policies and procedures
Orientation Plan Acknowledgement
Employee Signature
Date
Supervisor Signature
Date
This completed checklist can be kept in your departmental files.
Office of Human Resources
(920) 465-2390 • hr@uwgb.edu • www.uwgb.edu/hr/
Revised: 8/15/2014
For Supervisor Use (Optional)
Resource List for new employee (checklists, written instruction manuals, etc.):
Websites that will be utilized (bookmark):
Initial Priorities:
People to Connect With (Campus Resources):
Name
Office
Office of Human Resources
(920) 465-2390 • hr@uwgb.edu • www.uwgb.edu/hr/
Revised: 8/15/2014
Role