Timeline Information for Supervisors

What needs to be done before the employee’s first day?
  • Complete hiring proposal in PeopleAdmin and submit to planning unit for approval.
  • For staff: approve official offer letter from University Human Resources.
  • Review onboarding website for ideas on holistic onboarding opportunities.
  • If applicable, share information with employee about departmental or unit orientation.
  • Prepare office space and supplies for new employee (space, phone number, OHIO ID/email setup, etc.). 
  • Share departmental/unit/campus resource and involvement information to employee.
  • Add pertinent meetings, events, and introductions with key contacts to new employee’s calendar; avoid orientation date.
  • Supervisor should clear schedule as much as possible for employee’s first day in the office.
  • Inform the employee how to obtain their parking pass their first day through the HR Service Center.
  • Send the employee a welcome note to share your team’s enthusiasm for them joining your team.
     
What needs to be done on the 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 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.
  • Introduce 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, breakroom, etc. and protocols for each.
  • Review protocols for telephone/voicemail/email. 
  • Review protocols for requesting/getting office supplies.
  • Review dress code, employee handbook, or any applicable work rules.
  • Issue office keys and other applicable equipment (laptop, P-card, etc.).
  • Review current/upcoming projects with employee.
What needs to be during the employee’s first week?
  • Share a brief history of the department and its philosophical foundations.
  • Schedule a time for a headshot/photo to be taken and added to the departmental website, along with a bio (if applicable).
  • Review organizational structure and reporting lines. 
  • 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. 
  • Review closure/call-off procedures and expectations related to calling off.
  • Schedule employee for necessary trainings (e.g. Purchasing, Bobcats Who Care, performance management training, etc.)
  • 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).
  • Engage in goal-setting conversation with employee. 
  • Establish performance management check-in schedule with employee.
What needs to be during the employee’s first weeks/months?
  • Continue to have regular check-in conversations with new employee to discuss progress on short-term goals, new ideas, and questions. 
  • Review the department, Student Affairs and institutional organization charts.
  • 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:
    • Human Resources online performance management training courses
    • Duty to report, resources and crisis management training course
    • Empathetic response training 
    • Human Resources – supervisor training
    • Social justice onboarding/training
    • Bobcats Who Care
What needs to be during the 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 or maintain connections with staff outside of the department and 
  • division
What needs to be during the employee’s first year?
  • Conduct an evaluation on the employee’s performance based on their work 
  • Seek feedback from the employee about the onboarding, goal-setting, and evaluation process
What other resources are available?

Helpful websites: 

For questions or concerns, please contact your HR Liaison.