PSU Human Resources

Onboarding Checklist for Managers

Let’s welcome your new employee to Portland State University!

This list of resources and tasks is designed to help you welcome and orient your new employee as they get started at PSU. If you have questions about onboarding your new employee, please contact your HR Partner or Human Resources

 

Before your Employee's Start Date

Work Schedule & Job Duties

  1. Call your new employee and confirm (we recommend providing an email of these details as well):
    • Start date
    • Work Place
    • Start time
    • First day contact person
    • Required documents for employment paperwork on first day (at HR)
  2. Provide Transportation and Parking information.
  3. Review any dress expectations and department culture.
  4. Email link to New Employee Onboarding webpage.
  5. Inform the employee about the New Employee Orientation, and/or Benefits-Only Information Session.
  6. Discuss relocation support provided by the department (if applicable).
  7. Discuss the option for new employee payroll advance.

Human Resources

  1. Contact your HR Partner and confirm they have received all paperwork for the new employee.
    • Make sure you have submitted the Letter of Offer
  2. Confirm background check.

Work Space

  1. Order basic office furniture and supplies. (desk, chair, supplies, etc.)
  2. Order computer if needed and have all relevant software installed.
  3. Schedule phone installation and assign a phone number.
  4. Clean the work area.
  5. Order business cards, name tag, and name plate as needed.
  6. Verify that the employee’s workspace is prepared.

Technology & Access

  1. Prepare a key order form for the employee’s signature /order card access.
  2. If temporary computer access is needed prior to the start date, request a sponsored ODIN account in advance for the employee.
  3. Consider software needs of the job such as:
    • Daily software needs
    • Printer connections
    • Departmental portal and network access
    • Submit P-card and travel card requests (if necessary)

Create a Plan for Your Employee's First Day

  1. Plan to set aside time first thing for your new employee to visit HR so they may file the Form I-9 and any other applicable forms.
  2. Put together a "welcome packet" from the department and include:
    1. Job description.
    2. New Employee Checklist.
    3. Leave accrual and reporting guidelines, department procedures for requesting sick/vacation time.
    4. Job manual or department handbook (if available).
    5. A schedule for the first week.
    6. Department/Unit organization chart.
    7. Contact information for co-workers in the department.
    8. Map of campus with building(s) highlighted.
    9. Mission/Vision and guiding principles for PSU and department/unit and how employee’s work supports our mission.
    10. Information on monthly pay cycle and direct deposit.
    11. Trial Service information (if applicable).
    12. New Employee Orientation invitation.
    13. Key PSU Policies, including:

Making Connections

  1. Notify colleagues in your department of the new hire (include start date, what their job will be and a brief employee bio).
  2. Identify a coworker to be a resource for the new employee.
  3. Arrange a campus tour in the first week or two.
  4. Set up meetings with critical people for the employee’s first weeks.

Training /Development

  1. Arrange applicable trainings required for the job: Banner, Drupal, Invoices, HR, etc.
  2. Enroll the employee in the New Employee Orientation through HR.

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Your Employee's First Day

Department Onboarding

  1. Meet & welcome them upon arrival – Understand that they may be nervous; try not to overwhelm them.
  2. Show them to their workspace.
  3. Arrange to have lunch with the new employee on their first day.
  4. Review welcome packet and take time to discuss contents (see “Before Start Date” checklist for contents).
  5. Review work expectations, and process for reporting sick leave, sick child, and vacation time/requests.
  6. Review policies regarding breaks and meal periods.
  7. Provide overview of the schedule for the first day and work week.
  8. Review Onboarding timeline (this document).
  9. Review Trial Service period (if applicable).
  10. Introduce them to department and team members.
  11. Introduce them to a member of their department who can act as a resource.
  12. Show them where to find: restrooms, elevators, stairs, exits, kitchen area, lockers/closets, etc.
  13. Confirm that they receive building access cards/keys.
  14. Review FERPA and HIPAA guidelines (if applicable); Provide time to review PSU policies.
  15. Show them where to find recycling, compost, and garbage bins.

Human Resources Onboarding

  1. Take the new employee to HR to complete their new employee paperwork.
  2. Have the employee sign the Position Description and Letter of Offer, if not done so already.
  3. Assist the employee in setting up or requesting access to these systems:
    • ODIN Account
    • PSU Alert Notifications (banweb.pdx.edu)
    • Faculty & Staff Directory (oam.pdx.edu)
    • Banner (access requested through OAM in banweb.pdx.edu)
    • DataMaster (access requested through OAM in banweb.pdx.edu)
    • PeopleAdmin (access requested through OAM in banweb.pdx.edu)
  4. Have them sign up for the New Employee Orientation, if not done so already.
  5. Assist the employee in setting up:
    1. Payroll direct deposit (banweb.pdx.edu -- Employee Dashboard -- Pay Information -- Direct Deposit Information)
    2. Electronic W-2 (banweb.pdx.edu -- Employee Dashboard -- Taxes -- Electronic Regulatory Consent)

Introduce them to their work area

  1. Overview of software and other technology.
  2. Review the Computer Acceptable Use Policy.
  3. Introduce them to the office computer network (shared files and/ or drives).
  4. Show them how to use the copier and other relevant office equipment.
  5. Assist the employee in accessing the appropriate systems: Banner, DataMaster, etc.
  6. Assist them in entering their information into the online directory.
  7. Confirm PSU signature block in email.

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Check Ins & Follow Ups

First Week
  1. Inquire how first week went and make time to listen to any questions.
  2. Review training schedule.
  3. Verify that computer, network systems, printer, email, telephone, voicemail. etc. are working and ensure that duplex printing is set as default.
  4. Explain your work style and discuss how it will fit with the style of the new employee.
  5. Provide list of current department projects, cyclical programs, and general workload throughout the year.
  6. Discuss PSU’s Vision, Mission and Values.
  7. Schedule 1:1 meet and greet with department/unit leader.

Review key PSU policies:

First Month
  1. Establish weekly or bi-weekly meetings with new employee.
  2. Answer their questions, discuss development and growth opportunities.
  3. Check in about benefits and pay statement to see if they have any questions.
  4. Review job description and expectations; Discuss process for performance reviews; set short-term and long-term goals.
  5. Provide feedback on how they’re doing. (What areas of their work are they excelling at; are there areas for improvement or to focus on?)
Three Months
  1. Performance appraisal – 3 month progress report to provide feedback on how they’re doing. (What areas of their work are they excelling at; are there areas for improvement or to focus on?)
  2. Review performance goals (both short- and long-term).
  3. Answer their questions, discuss development and growth opportunities.
Six Months
  1. (Classified) Trial service performance review.
  2. (Unclassified) Progress appraisal.
  3. Determine performance goals.
  4. Answer their questions, discuss development and growth opportunities.
After Trial Service Period
  1. Celebrate the end of the trial service status.
  2. Schedule annual performance review.
  3. Answer their questions, discuss development and growth opportunities.