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CHECKLIST FOR ORIENTING NEW STAFF
This checklist applies to all new hires. Orientation of a staff member is a shared responsibility between Human
Resources and the hiring department. Discussions will provide information to reduce uncertainty and clarify
expectations.
PRE – ARRIVAL PREPARATION
SUPERVISOR
New hire 
Transfer
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Start Date: ______________________________
(Assignment/Promotion)
Name: ___________________________________________
McGill ID: _____________________________
Supervisor: _______________________________________
Buddy: ________________________________
Determine Needs for the following:
COMPUTER and NETWORK ACCESS (Additional IT information found on Pre-Arrival IT Checklist)
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Add name to any distribution lists
Passwords
Add to website staff directory
Delegate viewing rights to outlook
Add to office intranet, shared directories
Activate PRESENT profile, if necessary (For internals - verify previous vacation balance, i.e. vacation / floater /
personal and sick days)
 Schedule Banner, Minerva and other computer training courses
 Review access/rights to Banner, Pops, Minerva Admin rights, Nakisa, Crystal Reports, etc.
ELECTRONIC EQUIPMENT and ACCESS
 Determine need for: Blackberry/Palm Pilot, Cellular Telephone, Pagers, Calling Cards, Laptops, Modems, Home
Set-Up
 Determine expense accounts for telephone/internet bills
 Update internal telephone directory
 Request access for telephone updates/changes (display name, voice-mail password, activate jack) – see NCS
 Request and record login passwords
ACCOUNTS
 Submit subscriptions and/or memberships of committees and professional organizations (e-mail,
magazine, newspapers, Faculty or University Club, etc.)
 Process any pre-arranged / agreed travel arrangements, when applicable
 Submit application for a PCard/Credit Card – contact PCard Administrator /Treasury Department, if
required
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CHECKLIST FOR ORIENTING NEW STAFF
SECURITY and SAFETY
 Request building/office passes – inform building porter/director
 Request/record numerical locks, access codes, codes to alarm systems
 Request keys (building, office, desk, filing cabinets) – inform building porter/director
WORKPLACE ACCOMMODATIONS
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Determine need for staff sensitivity training – awareness of employment issues affecting people with disabilities
Communicate necessary information to staff regarding issues related to the employee with a disability
Determine additional applications of technology tools
Be aware of assistance programs
NOTICE TO STAFF and OTHER TASKS
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Send e-mail announcement to staff regarding new hire (give general background, not just a name)
Determine working schedule
Update nameplates on door, and on building directories
Order business cards, if necessary
Schedule meeting with immediate staff who will be supervising new employee (determine buddy)
Determine first day job priorities for new employee and discuss with ‘buddy’ (suggest a welcome lunch/coffee)
Prepare initiation plan / integration plan (review job description)
Prepare work station
Prepare any necessary documentation for new employee
Request parking permit, if necessary
OTHER NOTES and COMMENTS
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Supervisor’s Signature
Date: _________________________
- Copy to ‘buddy’
- Copy to Human Resources Advisor
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Human Resources Advisor’s Signature (if applicable)
Date: _________________________