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Onboarding Postdoctoral Scholars

Checklist for Supervisors

This checklist is a valuable tool designed to assist the hiring managerwith the clear and efficient onboarding of Postdoctoral Scholars. This process is also supported by the onboarding coordinator in your department.

Postdoctoral Scholar Onboarding at a Glance

Before Their First Day

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

Send a welcome email to the new hire

Refer tothewelcome 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, Zoomand 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 department

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

Assign an onboarding buddy

Thebuddy systemis 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:

Submit an to have a phone installed or reassigned.

Review finances

  • Learn how to
  • Complete IRISS registration (if applicable)
  • For help with transferring existing grants or contracts, contact

Connect with new hire

  • Clarify expectations and how their role aligns with the goals of the research project.
  • Ensure they have connected with the Postdoc Office and other key contacts
  • Develop a training schedule for Research and Training
  • Ensure new Postdoc has completed the mandatory online health and safety courses within their first week of employment in ELM (Enterprise Learning Management)

On and After Their First Day

  • Welcome new employee and make introductions on their first day
  • Review key university policies
  • Print and sign the employee confidentiality agreementyourself and have the new hire sign as well.