Employee Onboarding Checklist and Resource Guide | U of A Onboarding Program

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1	Employee Onboarding Checklist U of A Onboarding Program

2	The U of A Onboarding Program is designed with you as co-pilot. To support you with this role, and to ensure a smooth onboarding experience, we've created a checklist for your first 90-days. If your supervisor has not already shared your personalized checklist with you, save a copy of this document in your personal Google Drive (Go to File>Make a copy) and use it as a tool to keep track of important tasks associated with your onboarding journey. Do you have role/unit specific things you want to add? Tailor this document to meet YOUR unit specific needs (e.g. processes unique to your unit). If you have questions about anything on this list, reach out to your supervisor as your first point of contact. This template is supported by the U of A Onboarding Toolkit. The resources linked here, as well as other important onboarding tools, resources, and templates can be found in the Toolkit. Employee Responsibilities Internal Transfers: employees changing roles or departments within the university. While you're already familiar with our organizational culture, we encourage you to re-engage with it within your new role. Please review the information and resources provided below and only complete any outstanding items. If you have any questions or concerns, don't hesitate to reach out to your supervisor for assistance. Note: This document is best viewed in Google Sheets If you come across any broken links or notice information that requires updating, kindly send an email to talent.management@ualberta.ca.
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4	Employee Name:		Job Title:	Supervisor's Email:
5	Employee ID:		Department:	Onboarding Colleague's Email:
6	Campus Computing ID (CCID):		Start Date:	Onboarding Coordinator's Email:
7	Employee UAlberta Email:		End Date (if applicable):	HR Partner's Email:
8	Updated: September 2024
9	Pre-Boarding OR Your First Day
10	Objective: Prepare to begin your new role
11	Required Documentation/Forms				Resources	Status/Notes
12		Sign your appointment letter
13		If applicable: sign your statement of ethical conduct (check with your supervisor)
14		If applicable: complete any required pre-arrival documentation, such as a work permit (check with your supervisor)
15	Meetings				Resources	Status/Notes
16		Informal virtual meet and greet with your supervisor. During this meeting, ensure you: • Ensure you've received an email with information about your first day • Have a scheduled time to arrive on your first day, where to go/meet • Ask about access to your work location (some buildings have card access) • If you are working remotely or in a Work From Home arrangement discuss the steps you will need to take to get yourself set up • Have contact information for your onboarding support team (supervisor, onboarding colleague and onboarding coordinator)			Work From Home
17	Helpful Information				Resources	Status/Notes
18		Familiarize yourself with the U of A Onboarding Program that is designed to set you up for success and to empower you as co-pilot of your onboarding journey.			Onboarding Program
19		Explore the Human Resources, Health, Safety and Environment (HRHSE) website: • Benefits and Pay Note: If your employment is tied to a collective agreement, you will have union fees deducted from your pay cheque. This includes academic staff, support staff, postdoctoral fellows and graduate students. • Employment Information • Learning and Development • Health and Well-being • Environment and Safety • Managing (if applicable)			HRHSE Website
20					Collective Agreements & Handbooks
21					Pay Schedule
22					Total Compensation
23		Find out more information regarding our different campuses (websites, maps, etc.)			University of Alberta Campuses
24		Need to go somewhere on campus, but not sure how to get there? Explore Campus Maps to locate buildings using their acronyms. Utilize the quick finds feature to locate Dedicated Accessible Transit Service (DATS), parking areas, all-gender washrooms, ceremony spaces and other amenities.			Campus Maps
25		Plan your commute. If you drive, you may need your appointment letter to apply for a parking permit. If you take transit, map out the nearest stop to your work location. If you bike, visit the Bicycles on Campus page.			North and South Campus and Campus St. Jean
26					Augustana Campus
27					Enterprise Square
28					Calgary Centre
29					Bicycles on Campus
30	Workspace Set-Up				Resources	Status/Notes
31		You will be emailed instructions for setting up your Campus Computing Identification (CCID). Your CCID is your main portal to accessing an abundance of campus resources. It is created using a combination of your first and last name, your CCID provides access to applications like Bear Tracks, Email & Apps, and more! CCID will be provided from Shared Services. Every email address at the University of Alberta starts with your Campus Computing Identification (CCID) and ends with @ualberta.ca. If you would like your email address to start with something other than your CCID, you can request a custom email alias.			Apps@UAlberta
32					Email Alias
33		Familiarize yourself with Information Services & Technology (IST) and set up Google Suite. IST provides IT resources for faculty, staff and students at the U of A. For Augustana, please contact your Service Desk if you need IT support. Google Suite is a central tool used in day to day operations. Get started with Google and learn how to make the transition from Microsoft.			IST Website
34					Augustana Service Desk
35					Google Toolkit
36					Google Training
37		Set up your access permissions for events in your google calendar (recommended settings: make available for the U of A: see only free/busy). Add your supervisor with the setting "see all event details".			Share Your Calendar
38		Update your profile in "find a person" employee directory. You can search your name in the find a person employee directory and open your profile. To update your information, select login in the upper right, revise and select “Finished Editing” to save. You are welcome to add a professional photo to your profile.			Directory
39	Department Specific Tasks				Resources	Status/Notes
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43	Your First Day
44	Objective: Begin to develop a sense of belonging and understanding of role, responsibilities, and working environment. Complete required documentation.
45	Required Documentation/Forms				Resources	Status/Notes
46		Sign CCID Usage Form and submit to supervisor Internal Transfers: Only complete if you have not previously submitted			CCID Usage Form
47		Review Code of Conduct: Conflicts of Interest Refer to section 1.d. of the procedure document to determine if you need to complete the Disclosure Report for Conflicts of Commitment and Interest and submit to your supervisor. Connect with your supervisor if you require further clarification. Internal Transfers: Only complete if you have not previously submitted			Code of Conduct: Conflicts of Interest
48					Procedure
49					Disclosure Report
50	Meetings				Resources	Status/Notes
51		Meet with your supervisor to discuss: • Roles and responsibilities related to onboarding and a status update on your Pre-Boarding and First Day responsibilities • Safety and emergency information • Review Health and Safety Needs Assessment • How to handle confidential information • Who you will work with, where you will work, and what resources are available to you • Review job card and job facts sheet/position description, and discuss supports required • Review department specific standards and policies • Time entry and leave information			Emergencies
52					A Culture of Care Leadership Commitment
53					U of A Protective Services (UAPS)
54					Poison & Drug Information Service (PADIS)
55					HSE Training Needs Assessment
56					Information and Privacy Office
57					Time Entry + Leave Information
58	Required Training Internal Transfers: Only complete if you have not already completed the specified training program				Resources	Status/Notes
59		U of A Employee Orientation Course - Estimated time for completion: 3 hours (Casual course - 1.25 hours) Required completion within first 30 days Note: MOST employees will be automatically enrolled by HRHSE upon creation of CCID. Contact org.learning@ualberta.ca if assigned a CCID, but do not have access.			U of A Employee Orientation Course
60					Casual U of A Employee Orientation Course
61		Complete Workplace Violence and Harassment Prevention Training - Estimated time for completion: <3 hours Required completion within first 10 days for all Faculty and Staff			Workplace Violence and Harassment Prevention
62		Complete Working Safely at the U of A: A Guide to New OHS Legislation - Estimated time for completion: <3 hours Required for all Faculty and Staff within first 10 days unless completing completing Supervisory EHS course			Working Safely at the U of A
63		If applicable: Complete Supervising Safely and sign the Supervisor Safety Declaration - Estimated time for completion: <3 hours Required within the first 10 days for anyone for anyone who has authority over a worker or charge of a work site			Supervising Safely
64					Supervisor Safety Declaration
65		Complete Privacy & Security Awareness Training and Acknowledgement - Estimated time for completion: 1 hour Required for all Faculty and Staff within the first 10 days			Privacy & Security Awareness Training and Acknowledgement
66	Workspace Set-Up				Resources	Status/Notes
67		Computer login credentials provided from IST/supervisor
68		Learn how to connect to the university's Wi-Fi system and VPN			Internet Access
69		Set up Multi-Factor Authentication with your CCID login, using the instructions you receive from IST and Duo Security			Multi-Factor Authentication
70		Set up your email signature to incorporate the university brand and provide consistent information in our email communications			Official U of A Email Signatures
71		Download the MyUAlberta app and sign up for emergency alerts			About Emergency Alerts + Updates
72		Request and pick up your ONEcard. Your ONEcard is your U of A identification card. You will need this card to access university buildings, access the pool and fitness centre, borrow library books and more. If you transitioned from being a student to a staff member, please note that you will need to obtain a new ONEcard.			ONEcard
73		If required: Test your security cards/swipe access
74		If you are working in an office environment, please allocate some time to properly configure your workstation for ergonomic comfort			Ergonomic Resources
75		If you are working from home or will be using a personal computer and/or mobile device in your work, complete steps to ensure they are properly secured and review the Bring Your Own Device (BYOD) Program to see if it may apply to you.			Securely Working from Home
76					Bring Your Own Device Program
77	Helpful Information				Resources	Status/Notes
78		The Staff Service Centre supports with questions related to HR Services that are not answered on the HRHSE website, or where individual clarification is needed			Staff Service Centre
79		Reach out to your Onboarding Colleague whenever necessary to receive support during your onboarding journey			Onboarding Colleague Responsibilities
80		Marketing and Communications Toolkit (access logos, U of A colours, typography, etc.)			Marketing and Communications Toolkit
81	Department Specific Tasks				Resources	Status/Notes
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85	Your First Week
86	Objective: Continue to build understanding of role, complete training, learn about the university/team and culture
87	Required Documentation/Forms				Resources	Status/Notes
88		Set yourself up in BearTracks. Bear Tracks is the U of A's secure self-service online system for employee and student information. Through Bear Tracks you can securely manage your personal information, financial details, and academic enrollments. • Update direct deposit information (under "employees") • Update emergency contact, contact information - home address and personal phone number (under "profile") • If applicable: update your primary-affirmed name and/or preferred name (under "profile")			Bear Tracks
89					Bear Tracks Tutorial
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91		Benefits Enrolment (once you have received your enrolment email from Shared Services): based upon your employee group and type of appointment [not applicable for casuals] visit the appropriate page, click on the Enrolment Guide, review the benefits available to you and complete the Enrolment Checklist near the end of the guide. Some of the benefits available to you may include items such as: • Health and Dental • Health Spending Account • Life, Accident, Critical Illness • Employee and Family Assistance Program (EFAP) • Leaves • Physical Education, Recreation Facilities • Human Resources Development Fund (HRDF) or Professional Expense Reimbursement (PER) • Tuition Remission • University Health Centre • Child Care Benefit • Employee Discounts • Retirement Plan Please allow 7 to 10 business days from your benefits start date for Sun Life to receive your information and to set up your account Internal Transfers: Your benefits will only change if you are changing employee groups. Shared Services will send you an email with additional information if your benefits are impacted, you can however review the new benefits available to you. You do NOT have to complete the Enrolment Checklist.			Employee Benefits
92	Meetings				Resources	Status/Notes
93		Review your 90-Day Plan with your supervisor and address any questions you have [optional for casuals]			90-Day Plan Guide and Template
94		Meet with key colleagues in the faculty, colleges and administrative streams [optional for casuals]
95		Prepare and meet 1:1 with supervisor for first week check-in [optional for casuals - review responsibilities and expectations related to your role with your supervisor]			Employee Milestone Conversation Guide
96	Recommended Training Internal Transfers: Only complete if you have not already completed the specified training program				Resources	Status/Notes
97		Complete Sexual Violence Prevention Training for Faculty & Staff - Estimated time for completion: <3 hours			Sexual Violence Prevention Training for Faculty & Staff
98		If applicable: Complete Sexual Violence Prevention Training for Leaders (for anyone who has authority over a worker or charge of a work site) - Estimated time for completion: <3 hours			Sexual Violence Prevention Training for Leaders
99		The U of A’s vision for Equity, Diversity + Inclusion: To cultivate an institutional culture that values, supports, promotes and celebrates equity, human rights, respect and accountability among faculty, staff and students — is a journey that requires all of us to be moving in the same direction. To set this foundation, the Office of the Vice-Provost (EDI) has launched an introductory learning module about equity, diversity & inclusion at the U of A. - Estimated time for completion: <3 hours			Foundations of Equity, Diversity, and Inclusion
100		Register for a Staff Orientation Event - 2 hours [optional for casuals]			Staff Orientation Event