Employee Onboarding Checklist for Supervisors

Issue/Question

USD ITS provides key systems and technical support to all employees. Just follow this checklist to have all access & accounts setup prior to the employee's start.

Environment

• Faculty
• Staff
• Adjunct

Resolution

Please see the attachment section for a printable checklist

• Process new hire and payroll documents:
  • Work with your HR Partner to initiate offer letter and new hire paperwork
  • HR sends final offer letter and new hire paperwork to new hires via DocuSign* (I-9, W4, Direct Deposit, Personal Data Statement, Intellectual Property Agreement (if applicable) and it is routed to appropriate signers/reviewers, the department will receive a final signed copy from DocuSign
    • *If they are an international employee, only the offer letter will be sent in DocuSign and then they must visit the HR office to fill out specific paperwork before they can start working
• Department ‘HR Super User’ submits ePAF
• Hiring Manager or HR contacts new hire after they sign their offer letter:
  • Confirm start date, job location, work schedule, dress code, parking information, etc.
  • Answer additional questions they may have
• Notify your Department of New Hire - Email new hire information to department (cc: new employee, if appropriate). This could include: Name, Start date, Job title, brief biography
• Complete ITS Account Request to request a USD account for email/login
• Complete ITS Permissions Request and request access to applications needed (Banner, Calendar, VoIP Phone, Network Shares, Cognos, D2L, DocuSign, ImageNow, SDezBuy, SNAP, TMA, Xtender, etc.)
  Note: Access to D2L, Self Service Banner (SSB) and SNAP will not be available until the EPAF has been processed by HR
• Develop Welcome Plan:
  • Prepare first day/week agenda/action plan for new employee (refer to first day & first week checklists)
  • Make plans for someone to welcome the new employee upon arrival
  • Schedule meetings with critical people for the employee’s first week and add to employee’s calendar
  • Schedule job-related trainings (Banner, etc.) and add to employee’s calendar
  • Update department contact information and Organization chart – with new employee added
  • Print out position description and department expectations
• Prepare workspace
  • Set up and clean work area and gather basic office/desk supplies
  • Make sure you have a key for the new employee - order if necessary,  UPD or request electronic building access
  • Verify working computer - order new computer if necessary
  • Request Computer Setup or Reload from ITS
  • Clear out voicemail and reset password (Set up VoIP by completing ITS Permissions Request above)
  • Order business cards, name tag and name plate (if appropriate)