Departmental Onboarding Checklist
for SHRA and EHRA Non-Faculty New Hires
To ensure we acclimate our new employees in a strategic, thoughtful, thorough, and excellent manner, we have
created this checklist as a resource for supervisors. Listed below are some items to take care of PRIOR to a new
employee’s arrival. The second page includes information to review once the employee begins. Aggies Do!
GETTING STARTED
Put together welcome packet from the department and include: welcome memo, contact names and phone lists, and
department specific information that might be helpful to the new employee.
Clean the work area, and set up cube/office space with supplies.
Order office or work area keys.
Order business cards and name plate.
Arrange for parking, if needed.
Add employee to relevant email lists.
Email department/team/functional area of the new hire. Include start date, employee’s role, and bio. Copy the new
employee, if appropriate.
Arrange for a campus tour.
TECHNOLOGY ACCESS/RELATED
Order technology equipment as needed (computer, monitor, etc.) and software.
Contact IT department to have the system set up in advance of employee’s arrival.
Arrange for phone installation.
SUPPLIES NEEDED ON START DATE
Ensure new hire has basic supplies ready on the first day: notebooks, pens/pencils, markers, small and large paper clips,
stapler, tape, calculator, scissors, desk organizer, hanging file folders, manila folders, rubber bands, drawer organizer, post-it
notes, etc.
Order business cards in advance of start date
CALENDAR
Think about the employee’s first few weeks, and any important meetings they might need to attend. Reach out to the
meeting organizers to inform them of new hire’s attendance.
JOB SHADOW SET-UP
Select appropriate personnel with whom the new employee should shadow. Arrange for a meeting during their first
week.
Review expectations with selected personnel in advance – determine/discuss essential items that need to be covered
OTHER
Add other information here:
Departmental Onboarding Checklist
for SHRA and EHRA Non-Faculty New Hires
INTRODUCTIONS AND TOURS
Give introductions to department staff and key personnel during tour.
Tour of facility, including: • Restrooms • Bulletin board • Breakroom
• Mail rooms • Parking • Coffee/vending machines
• Copy centers • Printers • Emergency exits and supplies
• Fax machines • Office supplies • Files
COMPUTERS
Hardware and software • Email • Microsoft Office • Databases
reviews, including: • Intranet • Data on shared drives • Internet
• Technical support • IT security • Dept. website
DEPARTMENTAL POLICIES
Review key policies. • Requesting sick time • Dress code
• Requesting vacation • Security
• Time and leave reporting • Safety plan/worker’s comp
• Emergency procedures/fire exits • Visitors
• Confidentiality • E-mail and Internet acceptable use
ADMINISTRATIVE PROCEDURES
Review general administrative • Office/desk/work station • Telephones
procedures. • Keys • Purchase requests
• Mail (incoming and outgoing) • Conference rooms
• Shipping (FedEx, DHL, and UPS) • Picture ID badges
• Business cards • Ordering office supplies
• Inclement weather policy • Complete Property Clearance Form with
employee
POSITION INFORMATION
Review initial job assignments and training plans.
Review job description and performance evaluation template and standards.
Review professional growth goals, short and long term.
Review job schedule and hours.
Review information about job shadowing: select colleagues with whom to shadow, and review expectations
Review payroll timing/calendar, leave reports, how to access pay stubs, and related policies and procedures.
