New Hire Onboarding Checklist for Employees

Issue/Question

Follow our checklist to get connected, get service, and get support.

Environment

  • Faculty
  • Staff
  • Affiliates
  • Volunteers

Cause

The checklist has been created to help ensure you have everything you need for a successful start at USD.  Please work directly with your supervisor for guidance

Resolution

First Day
  • Provide your unexpired employment verification documents (passport or driver’s license and social security card, etc.) to your department or HR to make copies
  • Meet with your supervisor at your department and get acquainted with coworkers and workspace. Ask any questions you may have
  • Go on a tour with your supervisor of the department/building/campus
  • Setup your USD account
    • Setup Duo multifactor authentication on your computer/smartphone
  • Log into your computer and activate Outlook email
  • Get organized at your desk and determine any office supplies needed
  • Enroll in benefits within your first 30 days. An email will be sent to your USD account from noreply-cloudnotification@infor.com to register and enroll in benefits
  • You will receive a welcome email from HR about your first steps at USD, including new hire orientation and trainings to complete and benefits enrollment (if applicable)
  • For benefits-eligible employees only: you will receive a benefits packet at your department/from HR that includes required paperwork for you to complete and return to HR.
  • Purchase a Parking Permit (optional)
    • Visit the Business Office or online at: USD Parking
    • Employees at the Health Science Center (HSC) in Sioux Falls receive a hanging parking tag (ask supervisor)
  • Get your employee ID (Coyote Card) from the IT Service Desk in ID Weeks Library
    • This will be used to access printers/copiers and buildings around campus
First Week
  • Check-in daily with your supervisor to inquire on how things are going and any questions you may have
  • Complete the virtual training videos assigned to you by HR
  • You will receive an email invitation from our USD Welcome Team to attend Intro to YoteLife new hire orientation within your first month. Please add the orientation date to your calendar
  • Make sure all technology is working appropriately (computer, voicemail, printer, software, phone, copier etc.)
  • Review Employee Handbooks, policies and other information available at myUSD Portal>Administration tab>Human Resources>Handbooks & Policies
  • An email will be sent to your USD account from noreply-cloudnotification@infor.com to register and enroll in benefits
  • Review and fill out new hire packet paperwork and return to HR at 414 E Clark St, Slagle 206, Vermillion, SD 57069. If in Sioux Falls, return to HR at 1400 W 22nd St, HSC 326, Sioux Falls SD 57105. 
    • Signed Welcome letter
    • Enrollment Confirmation Statement – email a copy to payroll@usd.edu after you enroll in benefits online
    • Application for SDRS Enrollment (E-1)
    • Beneficiary Designation Form (E-5)
    • Transfer to Minor Form – SDRS (E-5A) if applicable (have children who are minors)
    • AFLAC Waiver Form
  • Complete the virtual orientation training videos assigned to you (Time & Leave, IT Security, Title IX, etc.). You will receive a separate email to complete the trainings
  • Log into specific Web Apps needed for your job after you get access, such as the following
    myUSDportal  Desire2Learn (D2L)
    Banner Cognos
    ImageNow SDEzBuy
    Web Xtender SNAP & Self-Service
  • Log into SNAP to update your emergency contacts and enter veteran classifications and/or disability status (if applicable)​​​
First Month
  1.  
  • You should have completed benefits enrollment during your first 30 calendar days of employment
  • Return required paperwork from your new hire packet to HR
  • Attend Intro to YoteLife new hire orientation and complete all virtual orientation training videos assigned to you if you have not already done so
  • Review job specific user manuals and other potential user manuals for the position (Banner, etc.)
  • Attend weekly or bi-weekly meetings with your supervisor to review progress and ask questions you may have
  • Review Coyote One Stop to find answers to various questions you may have. This provides self-service or you can request IT Service for issues you may have with technology, etc.
  • Review the performance review process with your supervisor. Develop short-term goals for the 3-month evaluation if appropriate
  • Discuss workload levels and training needs
  • Review the USD Strategic Plan at: https://www.usd.edu/about-usd/fy26-strategic-plan
First Six Months - end of probation
  • For Civil Service (CSA) employees only: once you reach 6 months of employment (1 year for law enforcement civil service employees), you have completed your probation period which means you have achieved “civil service” status
One Year
  • Prepare self-evaluation for your Annual Performance review (due in December). Supervisor will meet with you to discuss your annual performance and achievements and set goals moving forward

 

Please contact Human Resources if you need further assistance

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