New Hire Onboarding Checklist
Benefit Eligible Staff Hires
(Supervisor and Dept Orientation Contact Checklist)
Prior to Start Date:
Task
Choose your “Department Orientation Contact.”
Create an organizational chart (who does what in the
department) and bios for the people of your
department.
Make a list of the tools your department uses (computer
applications, templates, forms, online subscriptions,
intranet pages, etc.).
Where possible, formally document the procedures of
your department. Limit the amount of “verbal” training.
Schedule a meeting with your team and create a list of
potential questions a new employee may ask about your
department. Assign someone to create an “answer” list
and share it with the department.
Receive notice from Human Resources of employee’s
verbal offer acceptance.
Ensure Personnel Action Form has been signed by hiring
department head/director and is being routed for
signatures. (HR creates the PA form and begins routing
process.)
Receive copy of Offer Letter and review (for Admin/Prof
positions). Contact HR with concerns.
Receive copy of Welcome Letter and review (for
Clerical/Service). Contact HR with concerns.
Prepare Key Request Form and send to Human
Resources prior to the new employee’s start date!
Contact Telecommunication Services to arrange phone
extension, voice mail account and long distance PIN.
Contact x2345
If applicable, request Banner Access for new employee.
Send e-mail to Information Services requesting either
Advisor Query access or Banner INB access. If
requesting Banner INB, be certain to indicate the Banner
“forms” the new employee needs access to (i.e.
SAADMS, SFAREGS, etc.)
If applicable, receive notice from HR regarding
OnePurdue roles for new employee. Receive and sign
the role request form and return to Human Resources.
Task Code
Responsible Party
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Date / Initial
Arrange for new hire’s workspace to be prepared:
 Order name plate.
 Clean/prepare space. Remove old folders/docs
 Ensure pc/printer/telephone are available.
 Equip with standard office supplies (pens,
pencils, ruler, whiteout, scissors, post it notes,
writing tablets, printer paper, etc.)
If applicable, arrange for the ordering of business cards
and or stationary.
If applicable, make arrangements for new employee to
receive work uniform/shoes/safety glasses etc.
Receive notice from Human Resources re: date for next
New Employee Orientation workshop. Ensure this date
is reserved for new hire’s attendance at the session.
Create a list of “Job & Department-Specific” Learning
Activities the new employee should complete to learn
about the department and job.
Obtain the job description from HR to remind you of the
required skills of the position and the strengths of the
new employee.
Send an email to your department (or discuss in a staff
meeting) informing them of the new employee; provide
background of the person’s skills and experience, as well
as start date and agenda.
Create a folder for the employee where you can keep
specific information to give them as well as information
about them.
Brush up on PUC policies and benefits; they may have
changed since you last hired someone. Schedule time
with HR to review if necessary.
Gather all historical information from the person
previously in the position (if possible), such as best
practices, files, records, and metrics, to pass along to the
new employee.
Call and welcome the new employee. Convey how
excited you are for their arrival and answer any
questions.
Receive a copy of new employee’s Day One Agenda.
Contact HR with concerns.
Receive call from New Employee Ambassador and
confirm date & times ambassador will spend with new
employee on Day One.
Schedule time on your calendar to meet with the new
employee on the afternoon of the first day.
Keep your calendar as clear as possible during the
employee’s first week.
Department Orientation
Contact
Department Orientation
Contact
Department Orientation
Contact
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
On New Hire’s Start Date:
Task
Upon new hire’s arrival to the office, introduce new
employee to Department Orientation Contact and other
team members (ask what name the employee prefers to
goes by).
Confirm new hire was able to complete all actions with
HR and Ambassador
Review the job description with new hire. Explain
specific responsibilities and 90 day evaluation format
and process (if applicable).
Discuss your expectations. In what ways the new
employee will be expected to contribute.
Provide new hire with bios of team members &
department organizational chart.
Provide new hire with other materials you have
collected in the employee’s folder.
Discuss the department’s mission and goals.
Share with the new hire the department’s customers
and who supports the department.
Share with the new employee his/her work hours, the
department’s office hours, lunch hour, break times, and
overtime policy/procedure (if applicable).
Share the departmental dress code and any other
department-specific policies.
Inform the new hire who to call when ill or late
reporting to work.
Share with new hire emergency procedures, emergency
exits, storm safe area, building deputies.
Review the employee’s schedule for week one
Share your schedule for the week and the best time to
reach you in case new hire has questions.
Assign your new employee his/her first project.
Show the new employee his/her workspace:
 Phone
 Personal computer and printer (if applicable).
 Furniture (desk, chair, filing space).
 Supplies such as pens, folders, post-it notes, stapler,
and staples.
 Nameplate
Take new employee on a Department tour:
 Location of Break rooms and restrooms.
 Location of Conference rooms, Copier, fax rooms,
and Mail stations.
Provide instructions to new employee on the following:
 Use of Office Telephone – Advanced Features
Task Code
Responsible Party
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Dept Orientation Contact
Dept Orientation Contact
Dept Orientation Contact
Date / Initial
 Setting up Voice mail, and the recommended
outgoing greeting.
 Use of Fax machine, Printers, Copy machine and
other devices.
At the end of new hire’s first day, contact the new
employee’s Ambassador to discuss any issues and
confirm all activities were completed.
Schedule a day to have lunch with new employee and
invite him or her.
Supervisor
Supervisor
During New Hire’s First Week:
Task
Arrange for new employee to shadow a colleague (or
colleagues.)
Check-in often with the new employee.
Begin inviting new employee to key meetings.
Create opportunities for the employee to interact with
others employees and understand University culture.
Encourage other colleagues to invite new employee to
partake in campus activities.
If the new hire has direct reports, set up meetings with
them and their support staff.
Schedule one-on-one meetings for new hire to meet
with departmental and other colleagues he/she will be
working closely with. These meetings can occur
throughout the first month.
Take the new employee to lunch. Invite other team
members and reinforce the message that the new
employee’s contributions will be appreciated.
Provide new hire with instructions for reserving
conference rooms on campus and campus mail
procedures.
Solicit feedback from new hire regarding how the
“shadow” sessions with department colleague(s) went.
Share your initial feedback (informal) on the new
employee’s performance to date.
Confirm the date of the next New Employee Orientation
Workshop and encourage your new employee to attend.
If applicable, discuss the OnePurdue training plan and
confirm dates for required classroom based workshops.
If applicable, secure the new employee’s feedback on
his or her direct-reports.
If applicable, share the department’s staff meeting
schedule.
Share with the new employee the process for requesting
time-off.
Task Code
Responsible Party
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Dept Orientation Contact
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Date / Initial
If applicable, share with new employee the travel and
expense reimbursement process.
Share foreseeable challenges the new employee may
encounter and how to overcome them.
Share your communication style - whether you prefer
email versus phone, an open-door versus scheduled
meetings - and how your styles can work together.
Share your approach to time management and what the
employee can do to make better use of his or her time.
Share the employee’s schedule of activities for month
one
Share your schedule for the month and the best time
and method to reach you.
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
During New Hire’s First Month:
Task
Continue to “check in” at least once a week; encourage
the new employee to share any frustrations.
Task Code
Begin to create a Development Plan for employee
Share how you feel the employee is performing
Share what you consider to be most important as far as
your employee’s work objectives.
Share PUC’s strategic plan and key initiatives in your
area.
Share PUC Performance Evaluation Process and
Template
Share rewards and recognition opportunities and how to
apply.
Discuss the employee’s career goals
Discuss what the employee should do if he/she has a
conflict with another employee.
Secure new ideas the employee may have.
Share the employee’s schedule of activities for the
future.
Ensure employee received invitation to attend New
Employee Orientation and encourage the new hire to
attend.
Responsible Party
Supervisor
Date / Initial
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
During New Hire’s First Three Months:
Task
Discuss the employee’s feedback regarding the New
Employee Orientation Workshop.
Confirm with Human Resources that new employee
Task Code
Responsible Party
Supervisor
Supervisor
Date / Initial
completed required OnePurdue Training.
Conduct Provisional Employment Evaluation review for
new employee after ninety days. (if applicable)
Continue to “check in” at least once a week; encourage
the new employee to share any frustrations.
Conduct a Formal “Check-In” meeting with the new
employee – the formal check in meeting is designed to
uncover any issues the new employee is having as well
as to ensure the employee has completed all task items
in the new employee orientation guide.
Supervisor
Supervisor
Supervisor