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Checklist for Orienting New Employees
As a supervisor of a new employee, you should initiate the following activities. Keep in mind that not all of the following activities may pertain to your new employee. For more detailed information on the following, visit our New Employee Welcome & Orientation Toolkit page on our web site.
Prior To The First Day Of Employment
You should coordinate these activities before the new employee arrives on campus:
- Place new employee on payroll by completing a PDR
- Send the employee a 30-day temporary New Employee Permit available from Transportation Services or at the New Employee Welcome and Benefits Orientation held every week.
- Schedule attendance at the New Employee Welcome and Benefits Orientation
- Order employee’s business cards (if applicable)
- Schedule employee’s attendance at Defensive Driving workshop (if mandated)
- Ensure work area is prepared and equipment is in working condition
- Notify unit/department of new employee’s arrival and arrival date
- Arrange to establish new employee’s NetID (required)
First Day/Week
These are activities that the new employee should participate in during his/her first days of employment:
Payroll/Benefits
- Receive proper dicumentation including an I-9 Form
- Place new employee on payroll (if not done previously)
- Explain hours of work and pay schedules
- Enter new employee into timekeeping system (if applicable)
- Show employee where to punch and/or sign in (if applicable)
Safety/Parking/Access/ID’s/Emergency Procedures
- Provide building access card or key
- Explain key and access card policies and procedures
- Escort new employee to the Department of Transportation Services for parking permit/regulations packet
- Escort new employee to University Human Resources to obtain a Rutgers ID (Note: Can be done during New Employee Welcome & Benefits Orientation)
- Provide an emergency numbers/contacts list (RUPD, RUES)
- Provide divisional ID badge (if applicable)
- Provide duty key ring or pager (if applicable)
- Explain mandatory training (if applicable); e.g., lock-out/tag-out, asbestos awareness, harassment prevention, certificate programs, Right-to-Know
- Explain telephone chains and/or essential personnel status (if applicable) for weather emergencies
- Provide a copy of the Workplace Violence Policy
Introduction to Department/Co-workers/Management
- Review division/department/unit mission and goal statements (if applicable)
- Provide divisional organization chart
- Provide temporary uniform or advise employee about dress code
- Give new employee tour of work area: personal space, break areas, supplies, etc. Explain acceptable use of telephones, computers, university property; mail procedures; clerical support
- Introduce new employee to coworkers
- Ensure a discussion between new employee and immediate supervisor; review expectations
- Review mandatory divisional/office/staff meetings; share dates for upcoming meetings
- Assign a departmental buddy to help new employee for first week at work
- Arrange to have someone take new employee to lunch
Working Conditions
- Explain work hours, schedules, breaks
- Explain probationary period (if applicable)
- Provide a copy of job description
- Discuss performance standards and expectations
- Explain Pay-for-Performance program (if applicable)
- Show the Absence Reporting System and explain how to request time off
- Explain how to call in cases of sickness/emergency
- Provide any resources needed if employee is disabled
- Explain procedure for reporting workplace injuries
Office/Computer
- Arrange the new employee’s email account
- Explain personnel policies found in the University Policy Library
- Provide information about maintaining office confidentiality (if applicable)
- Explain computer use policies and confidentiality (if applicable)
- Provide new employee with a Faculty/Staff Directory
- Introduce the employee to the Faculty and Staff webpage
