Onboarding Checklist (EAS copy)

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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 org.learning@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: November 2023
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		Once your CCID is received, 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")			Bear Tracks
16					Bear Tracks Tutorial
17	Meetings				Resources	Status/Notes
18		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
19	Helpful Information				Resources	Status/Notes
20		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
21		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
22					Collective Agreements & Handbooks
23					Pay Schedule
24					Total Compensation
25		Find out more information regarding our different campuses (websites, maps, etc.)			University of Alberta Campuses
26		Need to go somewhere on campus, but not sure how to get there? Visit Campus Maps. You can even use the building acronym.			Campus Maps
27		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
28					Augustana Campus
29					Enterprise Square
30					Calgary Centre
31					Bicycles on Campus
32	Workspace Set-Up				Resources	Status/Notes
33		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
34					Email Alias
35		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
36					Augustana Service Desk
37					Google Toolkit
38					Google Training
39		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
40		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
41	Department Specific Tasks				Resources	Status/Notes
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45	Your First Day
46	Objective: Begin to develop a sense of belonging and understanding of role, responsibilities, and working environment. Complete required documentation.
47	Required Documentation/Forms				Resources	Status/Notes
48		Sign CCID Usage Form and submit to supervisor Internal Transfers: Only complete if you have not previously submitted			CCID Usage Form
49		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
50					Procedure
51					Disclosure Report
52		Benefits Enrolment: 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 • WorkPerks • Retirement Plan 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
53	Meetings				Resources	Status/Notes
54		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			A Culture of Care Leadership Commitment
55					U of A Protective Services (UAPS)
56					Poison & Drug Information Service (PADIS)
57					HSE Training Needs Assessment
58					Information and Privacy Office
59					Time Entry + Leave Information
60	Required Training Internal Transfers: Only complete if you have not already completed the specified training program				Resources	Status/Notes
61		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
62					Casual U of A Employee Orientation Course
63		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
64		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: A Guide to New OHS Legislation
65		If applicable: Complete Supervisory Health, Safety and Environment Professional Development - 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			Supervisory Health, Safety and Environment Professional Development
66		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
67	Workspace Set-Up				Resources	Status/Notes
68		Computer login credentials provided from IST/supervisor
69		Learn how to connect to the university's Wi-Fi system and VPN			Internet Access
70		Set up Multi-Factor Authentication with your CCID login, using the instructions you receive from IST and Duo Security			Multi-Factor Authentication
71		Set up your email signature to incorporate the university brand and provide consistent information in our email communications			Official U of A Email Signatures
72		Download the MyUAlberta app and sign up for emergency alerts			MyUAlberta App
73		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.			ONEcard
74		If required: Test your security cards/swipe access
75		If you are working in an office environment, please allocate some time to properly configure your workstation for ergonomic comfort			Ergonomic Resources
76		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			Securely Working from Home
77					Mobile Device
78	Helpful Information				Resources	Status/Notes
79		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
80		Reach out to your Onboarding Colleague whenever necessary to receive support during your onboarding journey			Onboarding Colleague Responsibilities
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	Meetings				Resources	Status/Notes
88		Review your 90-Day Plan with your supervisor and address any questions you have [optional for casuals]			90-Day Plan Guide and Template
89		Meet with key colleagues in the faculty, colleges and administrative streams [optional for casuals]
90		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
91	Recommended Training Internal Transfers: Only complete if you have not already completed the specified training program				Resources	Status/Notes
92		Complete Sexual Violence Prevention Training for Faculty & Staff - Estimated time for completion: <3 hours			Sexual Violence Prevention Training for Faculty & Staff
93		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
94		The U of A’s vision for EDI: 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 (Equity, Diversity, Inclusion) has launched an introductory learning module about equity, diversity and inclusion at the U of A. - Estimated time for completion: <3 hours			Foundations of Equity, Diversity, and Inclusion
95		Register for a Staff Orientation Event - 2 hours [optional for casuals]			Staff Orientation Event
96		Register for the PARIS Training (Privacy, Archives, Records, Information Security) - 1 hour [optional for casuals]			PARIS Training
97	Helpful Information				Resources	Status/Notes
98		At the U of A, we love abbreviations! Here is a list of abbreviations for units, governance committees, campus buildings, and more.			Glossary of University Acronyms
99		Review university-wide policies and supporting documents that address ethical conduct. University of Alberta Policies and Procedures Online (UAPPOL) is the home of U of A policies and procedures. Other sources of university-wide regulations and standards include the University Calendar, staff agreements and university governance policies, standards and codes of conduct.			Ethical Conduct
100					UAPPOL