SUPERVISOR’S GUIDE TO
NEW EMPLOYEE ORIENTATION
Congratulations on hiring your new employee!
As a supervisor, it is your privilege and your responsibility to welcome your new employees to St.
Edward’s University and to introduce them to our culture and our values. The orientation process begins
when you meet with your employee on his/her first day of employment. This guide is intended to assist
you in making that meeting productive and meaningful. The guide includes:
 Orientation Meeting Overview
 New Employee Orientation Checklist
 St. Edward’s Mission, Vision and Operating Principles
 Employment Information and Goals form
If you have any questions regarding New Employee Orientation, please contact the Office of Human
Resources at 448-8587.
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ORIENTATION MEETING OVERVIEW
Before the Meeting
 Accompany (or send) employee to Human Resources to complete required paperwork;
 Review the “New Employee Orientation Checklist” (enclosed) to be sure you have all the necessary
information;
 Give some thought to what you will say about St. Edward’s Mission, Vision and Operating
Principles (enclosed) and how your department and the employee’s job support those values;
 If you plan to assign a mentor to the new employee, be sure to discuss the arrangement beforehand
with that individual;
 Be prepared to explain the policies and procedures noted on the Checklist, as well as any
departmental policies/procedures. (Refer to the Employee Handbook or departmental
policy/procedure manuals.)
 Review the enclosed “Employment Information & Goals” form, and gather all the necessary
information. (The purpose of this form is to ensure that employee and supervisor have the same
understanding regarding terms of employment, contact information, and short-term goals. It is
intended for their use only and does not need to go to HR.)
 Give some thought to short-term and three-month goals for the employee.
During The Meeting
 Welcome the employee and put him/her at ease. Remember: You are the employee’s first and most
immediate connection to the university;
 Complete the Checklist with the employee, using it as a guide for discussion about the university, your
department, and the employee’s job. Be sure to cover all points on the Checklist;
 Complete the Information & Goals form.
 Establish one-month and three-month goals with the employee (preferably, no more than 3 or 4 of
each);
 Allow plenty of time for the employee to ask questions; and
 Make copies of both forms for yourself and for the employee.
After the Meeting
 Accompany (or send) employee to Auxiliary Services to obtain an ID card and parking tag.
 Return the New Employee Orientation Checklist (signed by both you and the employee) to HR within
one week;
 Check in with the employee on a regular basis to see how s/he is doing and to answer any questions
that may come up.
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Mission Statement
St. Edward's University is an independent Catholic university that welcomes qualified students of all
ages, backgrounds and beliefs and serves a culturally diverse student body.
Students are helped to understand themselves, clarify their personal values and recognize their
responsibility to the world community.
The university’s undergraduate programs achieve a balance among the humanities, the sciences and
the professions. These programs seek to make graduates competent in a chosen discipline and to help
them understand and appreciate the contributions of other disciplines. Graduate and professional
development programs prepare individuals to further their life goals and to take advantage of more
challenging employment opportunities.
Graduates in all programs should be prepared, through training in critical and creative thinking as well as
moral reasoning, to analyze problems, propose solutions and make responsible decisions. They should
be able to express themselves articulately in both oral and written form. They are encouraged to develop
an understanding of the human person that is derived from reason and open to faith.
The university promotes excellence in teaching and learning in an environment which encompasses the
campus classroom, student life programs and the broader community. A caring faculty and staff,
recognizing that learning is a lifelong process, teach the skills needed to be independent and productive.
They encourage individuals to confront the critical issues of society and to seek justice and peace.
Students are helped to understand themselves, clarify their personal values and recognize their
responsibility to the world community. The university gives the example of its own commitment to
service.
Founded by the Congregation of Holy Cross, St. Edward's expresses its Catholic identity by
communicating the dignity of the human person as created in the image of God, by stressing the
obligation of all people to pursue a more just world, and by providing opportunities for religious studies
and participation in campus ministry. St. Edward's seeks to provide an environment in which freely
chosen beliefs can be deepened and expressed.
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Vision Statement
St. Edward’s University will educate students for the opportunities and challenges of a 21st century
world.
Holy Cross, Catholic Heritage
St. Edward’s University will sustain an ever-deepening commitment to its Holy Cross, Catholic heritage.
Academic Challenge
St. Edward’s University will enable all our students to attain the fullest potential of their intellectual,
personal and career goals.
Global Preparedness
St. Edward’s University graduates will be distinctive for their understanding of the world and its cultures
and for being prepared to make significant contributions in an increasingly global world.
Resource Development
St. Edward’s University will develop and manage resources in support of its academic quality and global
preparedness goals.
Operating Principles
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We work through collaboration.
We treat each other respectfully.
We are a continually developing organization.
We each take responsibility for excellence.
We are dedicated to high standards of service.
We have open communication across the university.
We seek to understand and promote diversity.
We are good stewards of our organizational resources.
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NEW EMPLOYEE ORIENTATION CHECKLIST
This checklist should be completed during the New Employee Orientation meeting with the employee’s
immediate supervisor. Ideally, this meeting should occur on the employee’s first day of employment.
Please return the completed and signed checklist to HR, C/M 1042, within one week of employment.
Department/
New Employee’s Name: _______________________________
Work Unit: _________________________
Accompany (or send) your new employee to the Office of Human Resources (Doyle 131) to do the following:
 Complete background check consent form, if not already submitted
 Complete I-9 form [Must show proper identification and work authorization to HR within 3 days]
 Complete W-4 form, Payroll Payment Option Form and other employment documents
For Benefits-Eligible Employees
 Pick up New Employee Packet (including Employee Handbook)
 Schedule Benefits-Enrollment meeting [By appointment]
For Non-Benefits-Eligible Employees
 Pick up the Employee Handbook
 Arrange collection of the signed Acknowledgement of Receipt form to be returned to HR within
the first week of employment.
Meet privately with your new employee and go over the following:
 Introduction and discussion of the (enclosed) St. Edward’s University:
□ Mission Statement
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□ Vision Statement
□ Operating Principles
Overview of the department/work unit’s mission and purpose and how they support the above
Overview of the employee’s job purpose and how it supports the above
Overview of the employee’s job duties and responsibilities
Role of the supervisor (i.e., coach and partner in the employee’s success)
Information about your personal management style (hands-on, hands-off, etc.)
Role of trainer/mentor (if not the supervisor)
Arrange for set-up and review the use of basic tools:
 Workstation
 Phone and voice mail
 Personal verification announcement
 Internal and external outgoing announcements
 Computer
 Email
 Calendar
 CARS
 EdShare
 EdWeb for Staff
 Horizon
 SEU web page (http://www.stedwards.edu/)
 Your departmental web page (if applicable)
 HR web page (http://think.stedwards.edu/hr/)
 Online directory and site search
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 Timesheets (recording attendance/leave, due dates, etc.)
 Keys
 Other tools:
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 Resources/services available to all employees:
 Campus Ministry – 448-8499
 Computer Help Desk – 448-8443
 Dining/catering services – 428-1016
 Employee Assistance Program (EAP) –
800-343-3822
 Human Resources – 448-8587
 Physical Plant – 448-8787
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Quick Dip/Bookstore – 448-8575
RCC/Fitness Center – 448-8480
Telecommunications – 448-8798
University Police – 448-8444
_____________________________
_____________________________
_____________________________
 Emergency Management Plan for your area
(http://think.stedwards.edu/police/emergencymanagementplans)
 Performance Enhancement Program (PEP)
 Review PEP form (http://think.stedwards.edu/hr/node/184)
 Review appraisal criteria (St. Edward’s operating principles)
 Review PEP timeline
 Employee Recognition Programs (http://think.stedwards.edu/hr/node/245)
 RAVE Program
 WOW Program
 Review university and/or any departmental policies and procedures on:
□ Absences and Leave
□ Harassment/Intolerance
□ Confidentiality
□ Personal Appearance/Appropriate Dress
□ Consensual Relationships
□ Personal Use of Equipment/Supplies
□ Discrimination
□ Safety/Reporting Injuries
□ Drugs/Alcohol
□ Workplace Violence
□ Other________________________________________________________
□ Other________________________________________________________
 □ Other________________________________________________________
 Chain of command:
 Employee’s immediate supervisor: ________________________________
 Supervisor’s supervisor:_________________________________________
 Department director:____________________________________________
 Associate vice-president (if applicable):_____________________________
 Vice-president: ________________________________________________
 Executive vice-president (if applicable):_____________________________
 President: Dr. George Martin
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 Complete Employment Information & Goals form (enclosed)
 Set short-term (one-month) learning goals
 Set goals for three-month review
Ask your new employee to read and sign the statement below:
My supervisor and I discussed all of the information above. I had a chance to ask questions and to
have my questions answered.
New Employee’s Signature: _______________________________Date: ____________________
Supervisor’s Signature:
Date: ____________________
After meeting with your new employee:
 Accompany (or send) employee to Auxiliary Services (HCH G12) to obtain Hilltopper ID Card
(Employee must be in Hilltopper Card system before an ID card can be issued. Please call 4488601 before going to verify that the employee is in the system. The employee must take ID
number and picture ID.)
 Accompany (or send) employee to Auxiliary Services (HCH G12) to obtain parking sticker
(Employee must take ID number, license plate number, proof of insurance, vehicle make and
model.)
 Return this completed checklist to HR (Doyle 131 or C/M 1042) within one week of employment.
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EMPLOYMENT INFORMATION & GOALS
(This form is intended for use by the employee and supervisor, and both should retain a copy.)
Department/
Name: __________________________________ Work Unit: ____________________________
Supervisor: ______________________________ Trainer/Mentor: _________________________
Date of Hire: ______________________________ Job Title: ______________________________
Work Schedule/Hours: __________________________________ Salary: ___________________
Department Location: ___________________________________ Campus Mail Box: __________
Employee’s Phone: _________________________ Supervisor’s Phone: ____________________
Main SEU Phone Number: 448-8400
Dept. Phone: _____________
Employee’s Email Address: _________________________
Dept. Fax: __________
Other Contact Info: _____________
________________________________________________________________________________________________________________________
[For Benefits-Eligible Employees]
Date of Benefits-Enrollment Meeting: _____________________ Time: _____________
Where: __________________________________
Phone: 448-8587_____
With: ______________________________________________
What to bring:
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New employee packet;
Name of health care provider (if known);
Birthdates and Social Security numbers of dependents;
Name and social Security number of life insurance beneficiary
IMPORTANT: Employee should read the Employee Handbook before the
Benefits-Enrollment Meeting
NEW EMPLOYEE GOALS
Short term (one-month) learning goals:
Goals for three-month review:
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