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Onboarding Existing Senior Leadership Team Members

Checklist for Onboarding Coordinators

This checklist for Onboarding Coordinatorsis a valuable tool designed to assist you through the SLT member onboarding process. As an Onboarding Coordinator(OBC), you are directly responsible for thetasks listed.

In addition to theorganizational activitiesto be completed below,facultyand/ordepartment-specific activitiesmay also be required.Each area isencouraged to create a faculty ordepartmental onboarding checklist to supplement thisone.

Before Their First Day

Watch for the notification ofhire

Once the new hire is entered in the HR system, the Report to Manager and the identified Onboarding Coordinator(s) will receive an auto-notification email confirming that the hire has been processed.This notification includes the employee's UCID number, personal email address, and a link to the onboarding checklists.

For International SLT Hires:many international hires request an email address prior to their start date, HR can create a UCID for the new hire before they arrive to enable this.

Send a welcome email to the new hire

Refer to the welcome email template to send a welcome email to your new hire one day after receiving the new 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.

Arrange for IT needs

If your new hire requires any IT hardware, software, or access, you should submit an IT onboarding form as early as soon as possible to 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.

Connect with new SLT member

Prepare for research

Connect with the President/Vice-president

  • Review workspace requirements, equipment needs, and access requests
  • Assign an onboarding buddy
  • Schedule suggested meetings to help the new hire get connected
  • Get signatures on the university credit card application formsand project request form (if applicable)
  • Set up regular SLT meetings in new hire's calendar

Administrative Preparation

Request building/office/lab access

Arrange for keys/swipe access by contacting your area’s access administrator. New hire must obtain theirUnicardwhen they start from theUnicardoffice for the swipe access to be provisioned.

Update UCalgarycontactsdirectory and faculty/unit distribution lists

Contact thefor assistance

Print business cards(if applicable)

Contact thePrint Shopon campus

Apply for university credit card(s) on behalf of employee (if applicable)

Refer to the Finance website to apply for auniversity credit card.

On and After Their First Day

  • Welcome the new SLT member and make introductions
  • Review key university policies
  • Ensureall previous requests have been actioned