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Onboarding Sessional Academics

Checklist for Onboarding Coordinators

This checklist for Onboarding Coordinatorsis a valuable tool designed to assist you through this 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.

Sessional Onboarding at a Glance

Before Their First Day

Send a welcome email to the new hire

Refer to thewelcome email templateto send a welcome email to your new hire one day afterreceivingthe 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.

Send an introductory email to staff in your faculty and/or department 

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

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 sessional

  • Followup if youdonot receivean email from the new hire with their new account/email. You will need the IT account/email address to schedule meetingsand register the new hire in training courses in advance oftheirarrival
  • Refer the new hire toucalgary.ca/onboardingto begin their seven essentials of onboarding before their start date
  • Any parkinginquiries, direct them to
  • Ensurehave been submittedand direct deposit entered
  • Scheduletime,place, andpersonforthe new hiretomeet on their first day
  • Ensure new hire is aware of resources to support wellness in our UCalgary community such as WellBeing and WorkLife, the Campus Mental Health Strategy and many others.

Prepare for teaching

  • Ensure new hire has completed the mandatory online health and safety courses within their first week of employment in Enterprise Learning Management (ELM)
  • See the Environment, Health and Safety website for

Review finances

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

On and After Their First Day

  • Welcome the new academic and make introductions
  • New hire and supervisor signOath of Confidentiality
  • Review key university policies
  • Ensureall previous requests have been actioned