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

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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.
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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
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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
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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