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1 | Faculty Member 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 Dean/Chair/Delegate 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 needs. If you have questions about anything on this list, reach out to your Dean/Chair/Delegate as your first point of contact. Your faculty/department will provide information and guidance on teaching/research. 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. Faculty Member Responsibilities Internal Transfers: employees changing roles or faculties 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 Dean/Chair/Delegate 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. | |||||||||||||||||||||||||||||||||||||||||||||
3 | ||||||||||||||||||||||||||||||||||||||||||||||
4 | Faculty Member's Name: | Job Title: | Dean/Chair/Delegate's Email: | |||||||||||||||||||||||||||||||||||||||||||
5 | Employee ID: | Faculty: | Teaching and Research Mentor'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: August 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 | Sign your statement of ethical conduct (check with your Dean/Chair/Delegate) | |||||||||||||||||||||||||||||||||||||||||||||
14 | If applicable: complete any required pre-arrival documentation, such as a work permit (check with your Dean/Chair/Delegate) | |||||||||||||||||||||||||||||||||||||||||||||
15 | If applicable: Reimbursement for Moving and Relocation Expenses (check with your Dean/Chair/Delegate) | Relocation | ||||||||||||||||||||||||||||||||||||||||||||
16 | Meetings | Resources | Status/Notes | |||||||||||||||||||||||||||||||||||||||||||
17 | Informal virtual meet and greet with your Dean/Chair/Delegate. 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 from home discuss the steps you will need to take to get yourself set up • Have contact information for your onboarding support team (Dean/Chair/Delegate, Teaching and Research Mentor and Onboarding Coordinator) | |||||||||||||||||||||||||||||||||||||||||||||
18 | Helpful Information | Resources | Status/Notes | |||||||||||||||||||||||||||||||||||||||||||
19 | 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 | ||||||||||||||||||||||||||||||||||||||||||||
20 | 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. • Employment Information • Learning and Development • Health and Wellbeing • Environment and Safety • Managing (if applicable) | HRHSE Website | ||||||||||||||||||||||||||||||||||||||||||||
21 | AASUA Collective Agreement | |||||||||||||||||||||||||||||||||||||||||||||
22 | Pay Schedule | |||||||||||||||||||||||||||||||||||||||||||||
23 | Total Compensation | |||||||||||||||||||||||||||||||||||||||||||||
24 | Find out more information regarding our different campuses (websites, maps, etc.) | University of Alberta Campuses | ||||||||||||||||||||||||||||||||||||||||||||
25 | 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 | ||||||||||||||||||||||||||||||||||||||||||||
26 | 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 | ||||||||||||||||||||||||||||||||||||||||||||
27 | Augustana Campus | |||||||||||||||||||||||||||||||||||||||||||||
28 | Enterprise Square | |||||||||||||||||||||||||||||||||||||||||||||
29 | Calgary Centre | |||||||||||||||||||||||||||||||||||||||||||||
30 | Bicycles on Campus | |||||||||||||||||||||||||||||||||||||||||||||
31 | Workspace Set-Up | Resources | Status/Notes | |||||||||||||||||||||||||||||||||||||||||||
32 | 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 | ||||||||||||||||||||||||||||||||||||||||||||
33 | Email Alias | |||||||||||||||||||||||||||||||||||||||||||||
34 | 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 | ||||||||||||||||||||||||||||||||||||||||||||
35 | Augustana Service Desk | |||||||||||||||||||||||||||||||||||||||||||||
36 | Google Toolkit | |||||||||||||||||||||||||||||||||||||||||||||
37 | Google Training | |||||||||||||||||||||||||||||||||||||||||||||
38 | Set up your access permissions for events in your google calendar (recommended settings: make available for the University of Alberta: see only free/busy). Add your Dean/Chair/Delegate with the setting "see all event details". | Share Your Calendar | ||||||||||||||||||||||||||||||||||||||||||||
39 | 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 | ||||||||||||||||||||||||||||||||||||||||||||
40 | Faculty Specific Tasks | Resources | Status/Notes | |||||||||||||||||||||||||||||||||||||||||||
41 | ||||||||||||||||||||||||||||||||||||||||||||||
42 | ||||||||||||||||||||||||||||||||||||||||||||||
43 | ||||||||||||||||||||||||||||||||||||||||||||||
44 | Your First Day | |||||||||||||||||||||||||||||||||||||||||||||
45 | Objectives: Begin to develop a sense of belonging and understanding of role, responsibilities, and working environment. Complete required documentation. | |||||||||||||||||||||||||||||||||||||||||||||
46 | Required Documentation/Forms | Resources | Status/Notes | |||||||||||||||||||||||||||||||||||||||||||
47 | Sign CCID Usage Form and submit to Dean/Chair/Delegate Internal Transfers: Only complete if you have not previously submitted | CCID Usage Form | ||||||||||||||||||||||||||||||||||||||||||||
48 | 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 Dean/Chair/Delegate. Connect with your Dean/Chair/Delegate if you require further clarification. Internal Transfers: Only complete if you have not previously submitted | Code of Conduct: Conflicts of Interest | ||||||||||||||||||||||||||||||||||||||||||||
49 | Procedure | |||||||||||||||||||||||||||||||||||||||||||||
50 | Disclosure Report | |||||||||||||||||||||||||||||||||||||||||||||
51 | Meetings | Resources | Status/Notes | |||||||||||||||||||||||||||||||||||||||||||
52 | Meet with your Dean/Chair/Delegate 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 department specific standards and policies • Time entry and leave information | 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 | 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 | ||||||||||||||||||||||||||||||||||||||||||||
60 | 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 | ||||||||||||||||||||||||||||||||||||||||||||
61 | 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 | ||||||||||||||||||||||||||||||||||||||||||||
62 | Supervisor Safety Declaration | |||||||||||||||||||||||||||||||||||||||||||||
63 | 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 | ||||||||||||||||||||||||||||||||||||||||||||
64 | Workspace Set-Up | Resources | Status/Notes | |||||||||||||||||||||||||||||||||||||||||||
65 | Computer login credentials provided from IST/Dean/Chair/Delegate | |||||||||||||||||||||||||||||||||||||||||||||
66 | Learn how to connect to the university's Wi-Fi system and VPN | Internet Access | ||||||||||||||||||||||||||||||||||||||||||||
67 | Set up Multi-Factor Authentication with your CCID login, using the instructions you receive from IST and Duo Security | Multi-Factor Authentication | ||||||||||||||||||||||||||||||||||||||||||||
68 | Set up your email signature to incorporate the university brand and provide consistent information in our email communications | Official U of A Email Signatures | ||||||||||||||||||||||||||||||||||||||||||||
69 | Download the MyUAlberta app and sign up for emergency alerts | MyUAlberta App | ||||||||||||||||||||||||||||||||||||||||||||
70 | 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 faculty member, please note that you will need to obtain a new ONEcard. | ONEcard | ||||||||||||||||||||||||||||||||||||||||||||
71 | If required: Test your security cards/swipe access | |||||||||||||||||||||||||||||||||||||||||||||
72 | If you are working in an office environment, please allocate some time to properly configure your workstation for ergonomic comfort | Ergonomic Resources | ||||||||||||||||||||||||||||||||||||||||||||
73 | 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 | ||||||||||||||||||||||||||||||||||||||||||||
74 | Mobile Device | |||||||||||||||||||||||||||||||||||||||||||||
75 | Helpful Information | Resources | Status/Notes | |||||||||||||||||||||||||||||||||||||||||||
76 | Services and resources to assist researchers working in a lab environment | Laboratory Safety | ||||||||||||||||||||||||||||||||||||||||||||
77 | 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 | ||||||||||||||||||||||||||||||||||||||||||||
78 | Reach out to your Teaching and Research Mentor whenever necessary to receive support during your onboarding journey | Teaching and Research Mentor Responsibilities | ||||||||||||||||||||||||||||||||||||||||||||
79 | Partners with instructors and programs to create engaging and meaningful experiences for students by inspiring, empowering, modelling, and connecting excellent teaching | Centre for Teaching and Learning (CTL) | ||||||||||||||||||||||||||||||||||||||||||||
80 | Faculty Specific Tasks | Resources | Status/Notes | |||||||||||||||||||||||||||||||||||||||||||
81 | ||||||||||||||||||||||||||||||||||||||||||||||
82 | ||||||||||||||||||||||||||||||||||||||||||||||
83 | ||||||||||||||||||||||||||||||||||||||||||||||
84 | Your First Week | |||||||||||||||||||||||||||||||||||||||||||||
85 | Objective: Continue to build understanding of role, complete training, learn about the university/team and culture | |||||||||||||||||||||||||||||||||||||||||||||
86 | Required Documentation/Forms | Resources | Status/Notes | |||||||||||||||||||||||||||||||||||||||||||
87 | 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 | ||||||||||||||||||||||||||||||||||||||||||||
88 | Bear Tracks Tutorial | |||||||||||||||||||||||||||||||||||||||||||||
89 | Bear Tracks Name Change | |||||||||||||||||||||||||||||||||||||||||||||
90 | Benefits Enrolment (once you have received your enrolment email from Shared Services): based upon your type of appointment (Full-time and Part-time Continuing Academic Staff) visit the 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 • 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. | Faculty, Administrative Professional, Faculty Service Officer and Librarian Benefit Enrolment | ||||||||||||||||||||||||||||||||||||||||||||
91 | Meetings | Resources | Status/Notes | |||||||||||||||||||||||||||||||||||||||||||
92 | Meet with key colleagues in the faculty, colleges and administrative streams (Dean, Department Chair, FGM, ADM, HRP, FSP, Comms Partner, etc.) | |||||||||||||||||||||||||||||||||||||||||||||
93 | Prepare and meet 1:1 with Dean/Chair/Delegate to create a plan for ongoing mentorship | |||||||||||||||||||||||||||||||||||||||||||||
94 | Recommended Training Internal Transfers: Only complete if you have not already completed the specified training program | Resources | Status/Notes | |||||||||||||||||||||||||||||||||||||||||||
95 | U of A Employee Orientation Course (Faculty version coming Fall 2023) - Estimated time for completion: 1.25 hours | |||||||||||||||||||||||||||||||||||||||||||||
96 | Review the Centre for Teaching and Learning (CTL) events page to register for upcoming workshops | CTL Events | ||||||||||||||||||||||||||||||||||||||||||||
97 | 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 | ||||||||||||||||||||||||||||||||||||||||||||
98 | Complete Sexual Violence Prevention Training for Faculty & Staff - Estimated time for completion: <3 hours | Sexual Violence Prevention Training for Faculty & Staff | ||||||||||||||||||||||||||||||||||||||||||||
99 | 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 | ||||||||||||||||||||||||||||||||||||||||||||
100 | Register for the PARIS Training (Privacy, Archives, Records, Information Security) - 1 hour [optional for casuals] | PARIS Training |