Onboarding New Faculty - Orientation Guidelines for Supervisors and Guidelines for Mentors
Baylor University Libraries
Purpose
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Onboarding is the process of bringing a new employee into the organization. When done well it gets
the employee off to a good start and creates the best possible environment for a positive
relationship between the employee and the organization.
Onboarding consists of at least two processes: (1) new faculty orientation, a supervisor’s
responsibility and (2) mentoring, which will be the responsibility of the assigned mentor.
Orientation checklist
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pg. 1
Before arrival
o Order new computer (if applicable) or arrange for ITS to clean files from the old computer
 Be sure any appropriate files from predecessor are saved for new employee
o Reimage tablet, if applicable
o Contact Telephone Services to acquire a long distance code
o Contact HELP with new faculty information for telephone/voicemail
o Decide on office space
o Make sure basic furniture and supplies are in place
 Desk
 Ergonomic chair
 Guest chairs
 Basic office supplies
 Pens
 Pencils/Mechanical pencils
 Post It notes
 Paper clips
 Stapler
 Scissors
 Tape
 Legal pad
o Set up required authorizations to library systems (Sierra, ILLiad, etc.)
o Update nameplate (place work order with Don Ward or print new plate for paper-based
plates)
o Get nametag from HR Liaison
o Order business cards
o Assign mailbox
o Order keys
o [Provide a small welcome gift? Libraries coffee mug or water bottle?]
Summer of, or following, arrival – make sure name is included on list for New Faculty Orientation
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pg. 2
o Have HR Liaison check with Provost’s office (Bennighof or Berry)
After arrival
o Library tour and introductions
 Public face of the Libraries
 Behind the scenes tour
o HR and HR Liaison will facilitate benefits paperwork and parking sticker
o Send to pick up keys (Moody keys are usually from the Library Facility Coordinator, other
keys are picked up from Facilities Services)
o Walk through facility entry options, procedures
 Keyed doors
 Staff card reader doors
o Discussion of job description and expectations
 Professional involvement – relevant organizations, conferences, etc.
 Library lists and other sources of professional development – relevant listserves,
newsletters, news feeds, etc.
o Set up regular meetings (weekly?) between supervisor and new faculty member
o Offer ergonomic review of work space (Risk Management can arrange for one)
o Schedule a lunch in the first couple months with Dean, Associate Dean, supervisor, mentor,
and new faculty member
o Training
 Library mission, goals, strategic plan
 Library organization chart
 Library consortia memberships (listed on Facts & Figures page on website)
 University Training (http://www.baylor.edu/hr/index.php?id=80151)
 ITS BearAware
 Sexual Harassment
 Travel policies and procedures
 University site
 Library guidelines
 Telephone
 Have employee set up voicemail
 Dialing instructions, telephone functions, voice mail, etc.
(http://www.baylor.edu/its/index.php?id=65324)
 HELP desk for computer problems
 Be sure to discuss orders or repairs with costs with supervisor – if the
computer is on the replacement schedule for the year we may choose to
replace rather than repair
 Where to find library policies and procedures
 Leave policies and procedures
 Leave spreadsheet
 Annual allocations of annual, personal, and special holiday leave
 Requesting leave in advance
 Notifying appropriate persons when out sick
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 Tracking leave
Expectations for appearance, hours of work, maintenance of Outlook calendar
Signing up for Central Libraries blog updates
Emergency procedures documentation, training
Online directories
Annual performance review timeline, ARFA document, and process
Academic Professional expectations
 4th year notebook process
 Scholarship expectations
 Promotion guidelines
Mentoring
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pg. 3
Goals
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Familiarize with Waco, the Baylor Libraries, and the campus
Provide an additional perspective to that of the home department/library
Help new faculty member understand the rituals, cultures, and customs of the organization
Timeline
o Assign before arrive on campus
o Make contact before arrive on campus
o Most intensive – first 2 – 3 months
 Meet at least once/month
o Regular contact – first year
Acquaint with Waco
o Pre-relocation
 If moving from somewhere else, send a link to the Greater Waco Chamber of
Commerce relocation guide
(http://www.wacochamber.com/images/Directory.pdf)
 Ask if need help finding housing – offer to connect with others in library who
might be able to suggest areas, realtors, rental agencies, etc.
o When they arrive
 Let them know you can be a resource for finding things in Waco – doctors,
dentists, plumbers, …
Acquaint with Baylor
o Informal Baylor benefits outline
 athletic events, which ones are free, how to get in
 Cafeteria discounts, locations, where to eat, where to store your lunch
o Accepted practices, informal groups that meet
o Best places to “plug in” to the myriad of activities at Baylor that are relevant to the new
faculty member
o Work culture at Baylor
o Opportunities for getting involved across campus and in the Waco community
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pg. 4
o Campus tour
Acquaint with the Baylor Libraries
o Informal networking – ways to interact beyond the home department/library
 Not just a one-on-one relationship, but a one-to-one-to-many – help integrate
into the library community
 Help link to others in the library or on-campus with similar interests
o Tips on what to focus on your first few months here
 Meeting folks all over the library
o Involvement in library faculty activities
 Attendance at meetings
 Committees and task forces
 All-faculty search interviews
 Strategies for completing the Committee on Committees survey
 (Look for committees with library faculty due to rotate off)
o Collegiality
o Expectations for church involvement
o Professional development plan
o Professional organizations (regional, national, special)
o Scholarship – research, writing, presentations
Some ideas and best practices
o Activities
 Take to lunch (Pay the first time - “I’ll treat this time”)
 Bring together a group for lunch
 Invite to go along to campus events (e.g. Round Table, lectures, Dr. Pepper Hour,
etc.)
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