New Employee Checklist for Supervisors
Before Employee’s Start Date
- Send Employee Welcome Email (to both KU and personal email) that might Include:
- General welcome to the department, including a link to department website, if relevant
- Remind that all on-boarding responsibilities should be completed
- Agenda for employee’s first day, including office hours, first day expectations for meetings and where to check-in (office location or meeting link)
- Indicate availability for questions in advance (email or phone)
- Workspace Preparation
- Clean the new employee’s work area, set up cubical/office space with supplies.
- Consider providing a copy of the HRM Calendar
- Make sure the IT equipment (computer, printer, monitor, phone, hardware, software, etc.) is ordered and ready for the employee.
- Email all members of the department of the new hire- include start date, employee’s role, and bio or a copy of resume with redacted contact information. Copy the new employee (KU email) on the correspondence.
- Create a list of all KU services, databases, systems that employee will need to have access to and include instructions or website locations with directions.
- Create a list of critical people the employee needs to meet during their first few weeks.
- Set up meetings with those individuals or provide the list to new employee for them to set meetings up once they begin working.
- Plan the employee’s first assignment.
- If the employee supervises staff, ensure a first-day meeting with their team is set-up
- If you are not able to be with the employee often, select another employee to act as an office contact (buddy) so there is guidance for the new employee as they get settled and have questions.
- Add employee to relevant email lists, network drives, department website staff listing.
- Add regularly scheduled staff and department meetings to employee’s calendar.
- Arrange for a personal welcome from the unit leader in the first or second week.
Technology Support and Services
- Ensure employee has fully functioning computer, access and understands how to use.
- Set up computer and email - Skype for Business, Teams, drives, system access, and necessary training.
- Encourage employee to visit New2KU and KU Information Technology websites.
- Review department shared drive/network files and expectations for file organization and naming.
Prior to the First Day
- Parking and Transportation
- Personal Vehicle — parking the first week is free on-campus
- Bus — Lawrence Transit
- If aware of needs, refer employee to ADA Accessibility
- If aware of needs, refer employee to Immigration
- If coming from outside the local community, share local housing resources
- If employee is new to Kansas, encourage them to register to vote.
- Share information with employee about faculty and staff councils.
Employee’s First Day
Give a Warm Welcome and Prepare for the Day
- Be prepared to meet with the employee first thing, or designate someone to do so!
- Introduce the new employee to the person you have identified as a buddy, as needed.
- Consider inviting a few colleagues to gather for coffee or lunch or a walk together.
Office and Individual Workspace
- Provide necessary keys to employee, keys for the office, building, suite, desk, etc.
- Tour the employee’s assigned workspace - Consider furniture, computer, printer, and phone needs.
- Tour the department and building, be sure to also explain where to find break rooms, photocopier, supplies, mail, restrooms, gender-neutral restrooms, lactation rooms, and building maps.
- During the tour, introduce the new employee to other staff members:
- Supervisors, managers, and administration (who is dedicated to these roles).
- Introduction to co-workers (pronouns and preferred names).
The Basics - Office Policies and Procedures
- Review job description, expectations with employee, and how the employee’s job supports the department goals.
- Review department (or office’s) purpose, organizational chart and goals.
- Review KU’s Vision, Mission and Goals and relevant strategic plan, Jayhawks Rising, and discuss how your department supports them.
- Discuss work hours expectations, office conduct, professionalism, visitors, office culture, accountability, communication, and confidentiality.
- Explain telephone, email, social media and internet use expectations.
- Department and/or building specific safety and emergency information.
- Office resources and operations (files, supplies, etc.).
- Office sustainability practices, as relevant- (default printing settings, office lighting, computer sleep settings, shared coffee/shared kitchen, etc.).
- SSC Introduction - Review department budget purchasing, approvals and protocols.
- Share departmental calling/texting tree if there is one.
- Share and review a list of individuals to meet with during upcoming weeks.
- Order business cards and name plates, appropriately, while consulting with employee on name-use preference.
Supervision - If the Employee is a Supervisor
- Review list of direct reports with employee.
- Review list of direct report positions, including duties and responsibilities of each.
- Review expectations for Direct Reports – If none are set up, have the new employee create them. If there are already expectations, have the new employee review and edit to fit the expectations they have of their direct reports.
- Required Training - Register for an upcoming Supervisor Training for Excellence in Performance (STEP) in MyTalent.
Employee's First Week
Check in Regularly
Debrief the first few days with employee after they attend initial meetings and trainings and begin working on initial assignment. Continue to touch base briefly each day.
Explain Performance Review and Goal-setting Process
- Review the process related to the probationary period.
- Review the process related to the annual review period.
- Look at MyTalent Performance Management System together.
- Discuss possible goals and make a plan to put goals in system within the first month.
Employee's First Month
- Schedule and conduct regularly occurring one-on-one meetings.
- Continue to provide timely, ongoing and meaningful “feedback and check-ins” and be available to answer questions.
- Discuss performance and professional development goals- add goals in MyTalent system.
- Verify that required trainings have been completed:
- Building a Foundation: Discrimination Prevention & Title IX
- IT Security Awareness Training
- FERPA Training (if applicable)
- Supervisory Training for Excellence in Performance (STEP) program
- Performance Management System for Unclassified Professional Staff and University Support Staff - Training material, setup goals and review performance form.
- Promotion and Tenure Review for Faculty and Academic Staff - P&T process and documents.
- Invite employee to KU events and introduce them to others.
- Staff Mentors Program.
Employee’s First 3 - 6 Months
- Continue having regularly occurring one-on-one meetings.
- Meet for a 3-month performance check-in; provide ongoing feedback in MyTalent.
- Ask if there is any training the employee needs.
- Provide information about continued learning opportunities including tuition assistance (available after 12-months), training and development opportunities through HRM Learning and Development.
- Employee’s probationary period is 6-months.
- Work with Employee Relations, if interested in extended probationary period.
- Complete a probationary performance review:
- Supervisor evaluation
- Employee self-evaluation
- Discuss probationary performance review results with employee.
- Set goals for the next performance review cycle in MyTalent.
Employee’s First Year
- Review progress on performance goals and professional development goals.
- Celebrate successes and recognize employee’s contributions.
- Continue providing regular informal feedback in one-on-one meetings.
- Discuss employees experience at KU to date. Solicit feedback on experience and see if there are opportunities for change and improvement:
- Include discussing employees knowledge, skills and abilities, and if they are being utilized. Discuss ways to better utilize them.
- Begin discussing plans for 2nd year of employment.
Share the Following Resources with New Employee
- Human Resource Management
- MyKU portal
- KU Organizational Chart
- Accessible KU
- Office of Diversity, Equity, Inclusion & Belonging
Transportation & Travel
- On-Campus and in Lawrence Buses
- Safe Ride and Late Bus Routes
- Rides to Airport
- Greyhound Bus, KC Bus System and Amtrak Train
Health & Wellness
- Employee Assistance Program
- Health and Wellness Programs
- Fitness and Recreation
- City of Lawrence Parks & Recreation Department
Where to Eat
- STAR (State Thanks and Recognition)
- Free software for personal/home use
- Rental Car Discounts for Employees
- Lodging (Some locations will allow a discount for Federal/State employees with KU employee ID)
- Rewards/Benefits at KU
- Emergency Information
- Police or Fire/Medical — 911
- Public Safety Office — 785-864-5900
- Watkins Health Services — 785-864-9500
- Office of Civil Rights & Title IX — 785-864-6414
- Building Evacuation Plan
- Campus Threat and Inclement Weather Alerts — KU Alerts