Orientation Checklist

Before the New Employee Arrives

• Notify everyone in your unit that a new person is starting and what the person's job will be
• Ask the other staff members to welcome the new employee and encourage their support
• Identify a staff member to act as an orientation partner for the first week
• Enroll the employee in New Employee Orientation
• Set up an e-mail account, phone and voice mail (if hiring documents are complete)
• Send the new employee:
  • A welcome letter
  • Parking information
  • Schedule for the first week
  • Brief information about the department
  • The Tucson Book of Lists, Chamber of Commerce materials and information about Arizona Insights relocation services if employee is relocating
  • A position description
  • The phone number within his/her workspace
  • The employee benefits web site address
• Call the employee to discuss:
  • How pleased you are that he/she will be joining you
  • Whether the employee has a special request for office supplies or a calendar
  • Any concerns that he/she might have
• Clear your calendar, your new employee needs access to you during the first week
• Set up the employee’s workstation (computer, phone, office supplies)
• Plan a meaningful work assignment for the first week

During the First Day

• Create a comfortable environment and remember not to overwhelm the employee
• Arrive before the new employee
• Give a warm welcome and discuss the plan for the first day
• Hold a welcome reception
• Tour the employee's assigned work space
• Explain where rest rooms, refreshments, and break areas are located
• Complete required hiring documents( if needed)
• Provide required keys
• Arrange to have lunch with the new employee
• Tour the building and immediate area and introduce the new employee to other staff members
• Introduce the new employee to the orientation partner (if appropriate)
• Review the department's (or office's) organizational chart and explain its relationship to campus
• Review your office's policies and procedures including:
  • Working hours, breaks, sick and annual leave
  • Reporting injuries
  • Pay dates and compensatory time
  • Telephone, e-mail, and Internet use
  • Office organization (files, supplies, etc.)
  • Office resources (directories, protocol manuals, computer program manuals)
  • Staff meetings
  • Customer service philosophy (phone call response time, etc.)
  • Confidentiality

During the First Week

• Ensure needed equipment is in place
• Review the week’s activities
• Request feedback from the assigned orientation partner
• Set up a brief meeting with the employee and the orientation partner to review the first week’s activities
• After-hours and weekend office access
• Review with the employee:
  • Travel and reimbursement policies and procedures
  • Purchasing policies and procedures
  • Employment search policies (if employee has hiring responsibilities)
  • Diners Club credit card
  • Campus mail services
  • Office supplies use and ordering
  • Copy machine and fax use
  • Office safety issues
  • How to use the University’s web site to find resources
  • Software piracy issues
  • File servers
  • Time reporting

During the First - Six Months

• Within the First Month
  • Meet with employee to review:
    • Position description
    • Performance standards
    • Work rules
    • His/her concerns
  • Send employee to New Employee Orientation
  • Request feedback from other employees about the new employee’s performance and acculturation
  • Schedule employee for required training
• Within the First Six Months
  • Revisit performance standards and work rules
  • Schedule performance appraisal meeting
  • Provide opportunities for the new employee to meet people from other departments