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Onboarding Academic Staff

Checklist for managers

This checklist is a valuable tool designed to assist the hiring manager (department head, associate dean or dean) with a clear and efficient process with which to onboard your new academic staff. The process is also supported by the academic onboarding coordinator in your faculty.

Academic Onboarding at a Glance

Before Their First Day

The ˮƵ strongly recommends all faculty and staff are fully vaccinated against COVID-19.

Automated notification of hire or transfer is sent

An automated notification email will be sent to the Reports to Manager and identified Onboarding Coordinator once the new hirehas been entered in the HR system.

Arrange office and lab space(if applicable)

Contact Environment, Health and Safety to ensure the proposed lab space meets minimum requirements and is suitable for the intended purpose (eg.Research, teaching, equipment, storage, etc.) Contact Environment, Health and Safety atucsafety@ucalgary.caor call 403.220.6345.

Send a welcome email to the new hire

Refer to the welcome email templateto send a welcome emailto your new hireone day after you receive thenew hire notification email confirming the hire has been processed.

Please include the following information in the welcome email:

  • Will you require a computer and accessories to work from home or do you have a personal computer and accessories that you could use?
  • Please see instructions on how to access/set up accounts on Office365, Zoom and Microsoft Teams (or other online video chat platform that is used by the team)

Provide instructions on their first few days (or first few weeks) in terms of start time, remote meetings to welcome them and/or for training purposes

Send an introductory email to staff in your faculty and/ordepartment

Refer to the introductory email templateto send an introductory email to your faculty and/or department after the hire has been confirmed.

Assign an onboarding buddy

The buddy system is designed to support and provide new hires with guidance and information to assist their transition into their new role.

Arrange for IT needs

If your new hire requires any IT hardware, software, or access, you should submit anIT onboarding formas early as soon as possibleto ensure IT has adequate time to provide the needed items prior to their first day.Ensure your new hire is familiar with UCalgary’s , and has signed the Oath of Confidentiality if applicable.

If the new employeeneed a work computer and/or accessories, please complete the IT Onboarding and Computer Request Form as per standard operational process andprovide the best contact information and be prepared for IT to contact you and your new hire to coordinate the remote onboarding equipment and setupfor logistics onhow to get item(s) to the employee.

For more info, see “Resources for working remotely”.

Campus Phones:

Please note there will not be any on site installs being done on campus at this time however if there is an existing phone it can be prepared for the new person including voicemail. For further assistance please contact IT and someone from our IT Voice Operations will contact you.

Connect with the onboarding coordinator

Check in withthe onboarding coordinator to ensure the following:

  • Workspace requirementsare met

  • The new academic is registeredin

  • Thenew academicwillcompletedmandatory online Health and Safety courses through Enterprise Learning Management(ELM)within the first week of employment.

  • Suggestedmeetingsare scheduled to help getthe new academic connected

  • TheProject Request form for start-up fundsis completed and signed(if applicable)

  • ˮƵ credit card applicationsare authorized(if applicable)

  • Make arrangements withFinance/HR/IT services teamsifyour new hirewill be a key administrative contact (if applicable)

On and After Their First Day

Welcome your new Academic and make introductions

Download the appropriate orientation and training checklistsfor managersfrom the.

If new hires have health hazards identified on their hazard assessment and control form (HACF) they must book an Occupational Health Assessment with Staff Wellness.

Introduce new hires to the Campus Mental Health Strategy and WellBeing and WorkLife and encourage new hires to utilize the many resources available to support wellbeing at UCalgary

Discuss workload expectations and the formal assessment process— be sure to cover the topics below.

Sign the employee confidentiality agreement

Print and sign theemployee confidentiality agreementyourself and have the new hire sign as well.