Staff Onboarding - Supervisors/Hiring Managers

Before Employee’s Start Date

• Review onboarding website for ideas on holistic onboarding opportunities.
• Share information with employee about departmental or unit orientation including a timeline.
• Prepare office space and supplies for the new employee (workspace, phone number, OHIO ID/email setup, etc.). 
• Share departmental/unit/campus resources and involvement information with the employee.
• Add important meetings, events, and introductions with key contacts to the new employee’s calendar; avoid orientation date.
• Clear your own calendar as much as possible for employee’s first day in the office to be a resource.
• Inform the employee how to obtain their parking pass their first day through the HR Service Center. Share directions with the employee for how to get to the HR building, as well as where to park.
• Send the employee a welcome note to share your team’s enthusiasm for them joining your team.
• Determine and fill out the new employee hire checklist on the onboarding website, specifically assigning trainings the employee will need to complete.

Employee's First Day

• Remind all staff that the new staff member starts today and encourage them to be welcoming.
• If New Employee Orientation does not occur within 72 hours of start date, employee should visit HR Service Center to complete I-9 and other new hire paperwork.
• Employee should visit Parking Services to obtain a parking pass (if needed).
• Employee should visit HR Service Center to obtain temporary parking pass. Standard parking pass will be issued during New Employee Orientation.
• Go with the employee to visit Bobcat Depot (located on the first floor of Baker) to obtain new faculty/staff ID and to address and technical or access issues. If working remotely, please plan other alternative options. 
• Introduce the new employee to staff. For key contacts, it is recommended that the supervisor facilitate a more detailed introductory meeting.
• Review office space(s) including meeting rooms, kitchen, break room, etc. and share protocols for each. Share any staff allergies that could impact cleaning supplies, foods, scents, etc.
• Help the employee enroll in multi factor authentication service.
• Help the employee set up:
  • Email
  • Virtual meetings
  • Phone
  • Voicemail
• Discuss staff expectations for responding to all communication. 
• Review protocols for requesting and getting office supplies.
• Review dress code, employee handbook, or any applicable work rules with the employee.
• Issue office keys, swipe access, and other applicable equipment (laptop, P-card, etc.).
• Review current and upcoming projects with the employee.

Employee's First Week

• Work on getting to know the employee.
  • How do they like to receive feedback?
  • What is their comfort level with asking for help?
  • How they celebrate important days like birthdays?
  • What do they like about Athens?
  • What do they need to feel more at home if they were not previously in Athens?
  • Ask about their family.
• Share a brief history of the department and its philosophical foundations with the employee.
• Schedule a time for a headshot/photo to be taken and added to the departmental website, along with a bio of the new staff member (if applicable). 
• Review with the employee the DOSA organizational structure [PDF]  and reporting lines within the division.
• Review emergency procedures and give the employee a tour to show them all shelter in place locations, exit areas, and fire alarm gathering spaces. Discuss how to communicate during an emergency. Show the physical and digital copy of the location and review Business Continuity Plan. 
• Review closure and call-off procedures and expectations with the employee.
• Schedule the new employee for necessary trainings (e.g. Purchasing, Bobcats Who Care, performance management training, etc.).
• Ensure that the employee completes Human Resources online performance management training prior to goal setting / performance management.
• Work with the employee to set performance management goals and to develop a professional development plan. 
• Establish performance management check-in schedule with employee and add to outlook calendar.
• Ensure the employee knows about Bobcats Helping Bobcats initiative and is familiar with all the resources available for students.

Employee’s First Month

• Continue to have regular check-in conversations with the new employee to discuss progress on short-term goals, new ideas, and questions.
• Give time to discussing department norms and encourage the employee to ask questions.
• Share new resources/involvement opportunities with employee as they become available. 
• Facilitate initial and ongoing trainings.

Employee’s First Semester

• Confirm that the employee has completed all training requirements.
• Discuss ongoing professional development needs and interests.
• Conduct a mid-year discussion about the employee’s performance based on their work.
• Encourage the employee to build and maintain connections with staff outside of the department and division.
• Encourage employee to review and pick at least one involvement opportunity .

DOSA Required Trainings

Please complete the tracking form to get credit for completing required trainings.

• Finance training platforms
  • Supervisors are expected to set expectations for staff to participate in various finance trainings (e.g. Purchasing, Concur, etc...) as appliable to their position.
• Performance Management
  • Supervisors are required to take the Performance Management series.
    • Performance Management: Foundations & Goal Setting (eLearning format)
    • Performance Management: Coaching and Feedback (Instructor Led)
    • Performance Management: Evaluation and Recognition (Instructor Led)
  • Non-Supervisors are required to take  Performance Management for Non-Supervisors
• Inclusive Excellence
  • The Division of Student Affairs ensures that a framework of inclusivity is embedded into its day-to-day work. To that end:
    • All new staff are expected to participate in an interactive onboarding session that will introduce participants to DOSA’s definition of social justice and to DOSA’s strategic plan for inclusivity. Staff members will review resources and self-assess their competences in terms of NASPA/ACPA competencies. Attendees will review introductory key concepts and theory on social justice and inclusion, examine the concepts of identity groups and privilege in our society, use an inclusion lens to engage in authentic dialogue about the current culture and climate on campus, and understand DOSA’s process for sustaining the conversations on organizational change. To be added to the next onboarding session – please email  studentaffairs@ohio.edu .
    • It is the expectation that all Division staff participate in at least one in-service activity each semester.
• We Care: Violence Prevention and Education
  • Bi-annual trainings are typically offered to all Division staff in August/January. If you would prefer to coordinate a departmental training or, explore other options, please contact the Office of Health Promotion .
• We Care: Sexual Assault Support
  • Online presentation
  • After completing this training, complete the post-training assessment .
• Bobcats Who Care
  • Trainings will be coordinated throughout the year. Please contact studentaffairs@ohio.edu  to be added to a future BWC training.
• We Care: Policy 03.004 Information & Staff Expectations
  • View Online Presentation

Required Training Completion Form

Helpful Websites

• HR Systems
• HR Services
• Managing Students
• Office for University Accessibility
• Ohio University Division of Student Affairs
• OHIO HR: Accessibility, Accommodations and Inclusion
• University Culture
• Technology Help Center
• Orientation: Welcoming New Employees and Onboarding: Engaging Employees
• Performance Management Resources

For questions or concerns, please contact your  HR Liaison .