PROFESSIONAL & ORGANIZATIONAL DEVELOPMENT

ONBOARDING
TOOLKIT
FOR UW MANAGERS

University of Washington | Professional & Organizational Development | 206.543.1957 | pod@uw.edu | hr.uw.edu/pod

 Dear Manager,

Congratulations on the successful hire of your new employee! We hope to be part of their
onboarding process through the in-person New Employee Orientation workshop.

This is an exciting time for you and your new employee, but it is only the beginning.
Research shows that providing onboarding throughout an employee’s first 90 days greatly
increases employee retention and productivity. In addition to New Employee Orientation,
there are many activities and processes that your employee needs to feel welcomed and
supported.

A successful relationship could be the difference between retaining your employee and
starting a new search for their replacement. This Onboarding Toolkit provides checklists
for you and your employee, as well as suggestions for how to develop and maintain a
successful relationship with your new employee. It also provides a few suggestions for
developing your internal onboarding process.

Feel free to connect with us for any help in your onboarding process. You may call us at
206.543.1957 or email pod@uw.edu.

Happy Onboarding,
Professional & Organizational Development

} WHAT IS ONBOARDING?
• Brings your newly hired talent up to speed with the policies, processes, culture,
expectations, and day-to-day responsibilities of your department/unit.
• Ensures new employees feel welcome and excited, confirming why they joined your
department/unit and the University of Washington.

} WHY IS ONBOARDING IMPORTANT?

• Builds UW and your unit/department’s reputation for being a thoughtful employer, with
great training, clear leadership, and a strong organization.
• Helps you retain your staff members.
• Reduces high turnover costs.
• Gets new staff members to efficient productivity levels quickly.
• Builds a cohesive team, therefore raising everyone’s productivity.

University of Washington | Professional & Organizational Development | 206.543.1957 | pod@uw.edu | hr.uw.edu/pod

TABLE OF CONTENTS

} Setting the Stage

This checklist provides suggestions and ideas for you to set the stage for success and begin building
a strong connection with your new employee.

} New Employee Checklist

This is your go-to list for the initial information new employees should receive. It’s recommend that
you and your employee sign the checklist to confirm that necessary information has been shared;
keeping the signed copy on file provides an excellent record.

} Mentor Checklist
Delegate some onboarding tasks by assigning the new employee a mentor—someone who knows
the ropes and can be a positive role model. Having a mentor also provides new employees with
a “safe” person to go to with questions they don’t want to bother you with or want to ask without
jeopardizing your confidence.

} Manager’s Onboarding To-Do List

Although some items can be delegated to a new employee’s colleague or mentor, there are a
number of tasks that you as a manager should accomplish over the employee’s first 90 days.

} New Employee Check-In Meeting Questions

It’s strongly recommended that you meet regularly with your new employee and allow time for
questions, information sessions, and training. These sample questions give you a good starting
point for what to ask as you continue to meet with your new employee and ensure their success.

} New Employee Success Profile

Success is sometimes hard to gauge, especially from a new employee’s perspective. Use this profile
to identify and share your expectations and vision of success for a new employee’s first 30, 60, and
90 days. Talking about what success looks like helps your new employee set goals and priorities and
can determine what on-the-job training may be needed.

} Recognition Profile
This tool allows you to solicit information so that you can ensure any recognition given is on target—
meaningful, comfortable, and personal for the new employee. Sharing this tool also communicates
that recognition is important to your work group and the UW.

} Top Ways to Turn Off New Employees

The “don’t do” list to remind you of your role in the onboarding process.

University of Washington | Professional & Organizational Development | 206.543.1957 | pod@uw.edu | hr.uw.edu/pod

SETTING THE STAGE

Consider the following steps to build a positive relationship with your new employee.
The ideas below will ensure that the connection you build with your new employee is
strong from the start.

q Send an official appointment letter outlining the specifics of the employee’s position,
including reporting relationship, salary, etc. For a sample letter go to:
hr.uw.edu/wp-content/uploads/sites/4/2016/07/new_to_prof.doc

q If there is a long period of time between the offer and the start date, stay in regular
communication with your employee. Send a packet of introductory information about your
department and the University.

q Send an informal announcement to your department about their new team member and
their background.

q Meet with department/unit HR or your payroll coordinator to know what paperwork a new
hire needs to complete.

q Shortly before the start date, send your new employee an email or letter that includes the
following:

q Date and time to arrive the first day

q What to bring on the first day (to complete the I-9 and W-4 forms, see:
www.uw.edu/admin/payroll/pcguide)

q Where to report and who to ask for upon arrival

q Transportation and/or parking information

q What to expect during the first days on the job (include a schedule of the first few
days if possible)

q What to wear

q Options for lunch (better yet, arrange to take them out to lunch with you and/or
a group of colleagues)

q Select one of your staff members to be a “mentor” for your new hire’s first few months.

q Encourage the staff to send welcome emails to your new hire.

q Set up appointments with individuals that your new employee should meet.

} CONTINUED

University of Washington | Professional & Organizational Development | 206.543.1957 | pod@uw.edu | hr.uw.edu/pod

q Set aside time in your calendar to make sure you’re available for your new employee’s first
days and weeks.

q Set up new employee’s workstation, including their desk and/or office computer. Provide your
employee with a clean desk in a cubical or office that is in “move-in” condition.

q Include a welcome sign on the new staff member’s door or workstation.

q Set up phone(s): Determine if your new employee will need a new phone, or have an existing
one reconfigured. Also be sure that their new voicemail box is set up on the employee’s first
work day.

q Have building keys or other access methods ready.

q Make sure necessary supplies are available: Plan ahead to ensure that new employees have all
the required office supplies on their first day, including pens, paper, post-its, message pads,
office keys, etc.

q Order business cards if necessary/possible. UW Creative Communications has a web-based

ordering process.

q Make sure new staff members are added to appropriate email lists and calendaring systems.

q Create a first-week schedule for new employees so that they have something to do that is
meaningful and helps them hit the ground running. The schedule should include a balance of
time with others, down time, and time on their own to read orientation materials or complete
other orientation-related tasks. Consider including some or all of the following:

q One-on-one or small group meetings with other team members. During these meetings,
team members might describe their work and how it integrates with the work the new
team member does.

q One-on-one meetings with you to discuss job description, performance expectations,

appropriate attire, time and leave, etc.

q Designated times for the new employee to review the Online New Employee Orientation
and the Benefits Orientation.

q Time alone at their workstation so they can digest all the new information and make notes
about what they’ve learned in meetings.

Tour of campus or larger work environment.

q

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NEW EMPLOYEE CHECKLIST

TO BE FILED IN YOUR DEPARTMENTAL PERSONNEL FILE

EMPLOYEE _____________________________________________________________________ SCHOOL/VP AREA ___________________________________________

SUPERVISOR __________________________________________________________________ DEPARTMENT ____________________________________________________

} ACTION ITEMS FOR EMPLOYEE

q Find out your Employee Identification Number (EID):__________________________________________________________________

q Find out your Employment Program:__________________________________________________________________

q Complete Affirmative Action Data form: ap.washington.edu/eoaa/forms/aadf

q Sign up for New Employee Orientation and Benefits Orientation:

hr.uw.edu/ops/hiring/new-employee-onboarding

q Benefits Orientation scheduled for ____________________ (enroll in benefits within 31 days of start date)

q New Employee Orientation scheduled for__________________________________________________________________

q Register for Sexual Harassment Prevention class:

ucs.admin.uw.edu/pod/Course/Details/PSH00

q Order University business cards (if applicable)

} INFORMATION COVERED IN NEW EMPLOYEE ORIENTATION

Ÿ UW organizational overview, including mission, vision, and culture

Ÿ Key policies and procedures, including working for a state university, and computer,
email, and internet usage

Ÿ Workplace health and safety

Ÿ Human Resources, including WorkLife and Professional & Organizational Development

Ÿ UW amenities and events

} CONTINUED

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} TOPICS TO BE COVERED BY DEPARTMENT/SUPERVISOR
SUPERVISORS: Check off items as you address them with your new employee. For a comprehensive
list of items that you/your department are responsible for, visit this web page: hr.uw.edu/wp-
content/uploads/sites/4/2016/07/V1_Newly-Hired-Classified-Professional-Staff-Checklist_2016.docx.

q Terms of employment (employment program/probationary period/salary)

q Job duties and performance expectations

q Performance appraisals

q Work schedules, breaks, and overtime

q Time and leave reporting

q Labor contract/dues obligation (if applicable) or Professional Staff Program

for professional staff

q Paydays and how to arrange direct deposit

q Types of leave and accrual rates

q Requesting time off

q Function of department/organizational chart

q Interrelationships with other departments

q Building use and access/security

q Departmental Safety Plan

q Equipment use and access

q Reference Station Location

q Telephone use/etiquette/ voicemail/directory

q Email account and usage tips

q Emergency contact information

q Inclement weather procedures/polices

_________________________________________________________________________________________________________________________________________________________________________________
EMPLOYEE SIGNATURE DATE

_________________________________________________________________________________________________________________________________________________________________________________
SUPERVISOR SIGNATURE DATE

University of Washington | Professional & Organizational Development | 206.543.1957 | pod@uw.edu | hr.uw.edu/pod

MENTOR CHECKLIST

} BEFORE NEW TEAM MEMBER STARTS

q Make sure work space is clean and complete, including computer, phone, trash can, etc.

q Obtain email address from payroll coordinator

q Set up mailbox

q Get copy of departmental handbook (if applicable)

q Arrange for any welcoming items or events (door sign, welcome reception, etc.)

} WEEK ONE
q Meet, greet on day one

q Walk around and tour key areas of facility

q Show work space/desk

q Introduce new hire to Employee Self Service and MyUW

q Introduce new staff member at meetings, breaks, lunch, etc.

q Review UW communication avenues

q Explain regular hours, break times

q Paydays are 10th and 25th of each month; direct deposit is encouraged

q Show how to check email

q Show how to use phones and check voicemail

q Have lunch with new staff member on day one

q Explain use of refrigerator, oven, microwave, dishwasher; we all clean up after ourselves;
recycling

q Fire alarm and evacuation procedure

q Review and clarify all appropriate safety procedures

q Review the “Table of Contents” of department handbook (if applicable);

encourage new member to read at later time

q Review all office equipment (copier, fax machine, etc.) and ordering of supplies

q Provide a list of acronyms typically used in your department.

} CONTINUED

University of Washington | Professional & Organizational Development | 206.543.1957 | pod@uw.edu | hr.uw.edu/pod

} DURING THE REMAINDER OF MONTH ONE
q Schedule a 15-minute meeting once a week with new staff member to check in

q Review what has already been covered in the above checklist

} MONTH TWO
q Continue to hold weekly meetings, reviewing what has already been covered and
adding new topics if needed

q Inform staff member of department business and social events; make sure staff
member knows if family is welcome

q Remind staff member of advantages of working at UW, such as discounts/perks,

IMA membership, cultural events

} MONTH THREE
q Continue to hold meetings—at least every other week. Review all that has been covered

} AT THE END OF SIX MONTHS (EVALUATION/TRIAL PERIOD, IF APPLICABLE)

q If/when the new staff member successfully completes trial period, ensure that this gets
announced at the next staff meeting

q Buddy relationship may continue informally as desired or needed

University of Washington | Professional & Organizational Development | 206.543.1957 | pod@uw.edu | hr.uw.edu/pod

MANAGER’S ONBOARDING
TO-DO LIST

} DURING THE FIRST 30­–60 DAYS

q Ensure that you have arranged for proper training for your new staff member

Topics include:

q Phones

q Computer hardware and software

q Administrative computing systems

q Departmental processes for getting work done

q Schedule regular meetings throughout the first several months

q Include meetings to check-in on employee separate from day-to-day work

} DURING THE FIRST SIX MONTHS TO ONE YEAR

q Regularly meet with new employees:

q Set goals

q Review performance

q Give feedback

q Ask for feedback

q Discuss professional development opportunities

q Conduct evaluation period/trial period formal review, if applicable

q Encourage your new team member to get involved with the UW community. Suggest that
they talk to colleagues about campus groups, publications, and other professional activities
and resources that are available and might be of interest.

University of Washington | Professional & Organizational Development | 206.543.1957 | pod@uw.edu | hr.uw.edu/pod

NEW EMPLOYEE CHECK-IN
MEETING QUESTIONS
NAME _______________________________________________________________________________ TODAY’S DATE _______________________________________________

POSITION_________________________________________________________________________ START DATE ____________________________________________________

How is your job going?

_______________________________________________________________________________________________________________________________________________________________________

_______________________________________________________________________________________________________________________________________________________________________

Is the job what you expected when you were hired?

_______________________________________________________________________________________________________________________________________________________________________

_______________________________________________________________________________________________________________________________________________________________________

What kind of surprises have there been?

_______________________________________________________________________________________________________________________________________________________________________

_______________________________________________________________________________________________________________________________________________________________________

Has your training been helpful? What training would you add?
_______________________________________________________________________________________________________________________________________________________________________

_______________________________________________________________________________________________________________________________________________________________________

Has the buddy program been helpful? Any changes to the buddy program?
_______________________________________________________________________________________________________________________________________________________________________

_______________________________________________________________________________________________________________________________________________________________________

What kinds of tools do you need to complete your work?

_______________________________________________________________________________________________________________________________________________________________________

_______________________________________________________________________________________________________________________________________________________________________

Do you understand where you are in terms of progress since you started work?
_______________________________________________________________________________________________________________________________________________________________________

_______________________________________________________________________________________________________________________________________________________________________

} CONTINUED
 

University of Washington | Professional & Organizational Development | 206.543.1957 | pod@uw.edu | hr.uw.edu/pod

How are your relationships with your co-workers?
_______________________________________________________________________________________________________________________________________________________________________

_______________________________________________________________________________________________________________________________________________________________________

What kinds of things did you learn from in-person New Employee Orientation? Are there
things you would have liked to have learned at New Employee Orientation?
_______________________________________________________________________________________________________________________________________________________________________

_______________________________________________________________________________________________________________________________________________________________________

What kind of improvements would you like to see in our department orientation?
_______________________________________________________________________________________________________________________________________________________________________

_______________________________________________________________________________________________________________________________________________________________________

Is everything going well with your benefits? Did you find benefits orientation to be helpful?
_______________________________________________________________________________________________________________________________________________________________________

_______________________________________________________________________________________________________________________________________________________________________

Are there any tools or resources we should be providing, but are not?
_______________________________________________________________________________________________________________________________________________________________________

_______________________________________________________________________________________________________________________________________________________________________

Are there any things you feel “out-of-the-loop” on?

_______________________________________________________________________________________________________________________________________________________________________

_______________________________________________________________________________________________________________________________________________________________________

Are there any things you do not have access to?

_______________________________________________________________________________________________________________________________________________________________________

_______________________________________________________________________________________________________________________________________________________________________

Is there anything you would like to tell me that I have not asked about?
_______________________________________________________________________________________________________________________________________________________________________

_______________________________________________________________________________________________________________________________________________________________________
 

University of Washington | Professional & Organizational Development | 206.543.1957 | pod@uw.edu | hr.uw.edu/pod

NEW EMPLOYEE
SUCCESS PROFILE
NAME _______________________________________________________________________________ TODAY’S DATE _______________________________________________

POSITION_________________________________________________________________________ START DATE ____________________________________________________

} POSITION SPECIFIC COMPETENCIES

1. _____________________________________________________________________________________________________________________________________________________________________

2. _____________________________________________________________________________________________________________________________________________________________________

3. _____________________________________________________________________________________________________________________________________________________________________

4. _____________________________________________________________________________________________________________________________________________________________________

(Use additional pages if there are more than four competencies to focus on in the first 90 days.)

} FIRST 30 DAYS
Success looks like…(what has employee learned or done?)

I or others will help our new employee achieve success by…

} FIRST 60 DAYS
Success looks like…(what has employee learned or done?)

I or others will help our new employee achieve success by…

} CONTINUED

University of Washington | Professional & Organizational Development | 206.543.1957 | pod@uw.edu | hr.uw.edu/pod

} FIRST 90 DAYS
Success looks like…(what has employee learned or done?)

I or others will help our new employee achieve success by…

} ADDITIONAL GOALS AND TRAINING

Other goals for the new employee include…

I or others will help our new employee achieve success with these goals by…

Specific training needs or action plans to achieve the goals are…

} Both the new employee and manager should initial and date this form.
Keep form in departmental personnel file.

30 Days 60 Days 90 Days

Manager’s Initials ______________________________________________________________________________________________________

Employee’s Initials ______________________________________________________________________________________________________

Date ______________________________________________________________________________________________________

University of Washington | Professional & Organizational Development | 206.543.1957 | pod@uw.edu | hr.uw.edu/pod

RECOGNITION PROFILE
Please complete this form to tell us about you. Share only what you are comfortable with.

NAME _______________________________________________________________________________ TODAY’S DATE _______________________________________________

POSITION_________________________________________________________________________ START DATE ____________________________________________________

BIRTHDAY (M/D) _____________________________________________________________

} FAVORITES
Beverage _______________________________________________________________________________________________________________________________________________________________
Book/Author _____________________________________________________________________________________________________________________________________________________
Color ______________________________________________________________________________________________________________________________________________________________________
Food _______________________________________________________________________________________________________________________________________________________________________
Hobby/Sport/Interest ________________________________________________________________________________________________________________________________________
Movie _____________________________________________________________________________________________________________________________________________________________________
Restaurant ____________________________________________________________________________________________________________________________________________________________
Salty Munchie _____________________________________________________________________________________________________________________________________________________
Sports Team _____________________________________________________________________________________________________________________________________________________
Sugary Munchie _______________________________________________________________________________________________________________________________________________
Type of Music/Artist ___________________________________________________________________________________________________________________________________________
Most Avoided Foods____________________________________________________________________________________________________________________________________________
Family______________________________________________________________________________________________________________________________________________________________________
My Hero__________________________________________________________________________________________________________________________________________________________________
Pets_____________________________________________________________________________________________________________________________________________________________________
Collectables _______________________________________________________________________________________________________________________________________________
 
} What are your personal goals (educational, travel, home-related, etc.)?

} What type of recognition or praise do you like best (public, private, written, verbal, formal)?
What types of recognition have been most meaningful to you in the past?

} What form of recognition motivates you the most (gift card, time off, candy, notes, flexibility)?

University of Washington | Professional & Organizational Development | 206.543.1957 | pod@uw.edu | hr.uw.edu/pod

Source: Adapted from www.recognitionworks.net, Bucket Filling Interview, and Clark Nuber’s form
TOP WAYS TO TURN OFF
A NEW EMPLOYEE
BY SUSAN M. HEATHFIELD
Source: humanresources.about.com

You want your new employee to experience their job as a major turn-on. So, why is it that
organizations often act in ways that create the opposite result? Here are the top ways to guarantee
your new employee will start off on the wrong foot—possibly forever.

} AVOID THESE

• Make sure a work area has not been created or assigned. (Let them sit in a hall or
share a cube.)

• Schedule the new employee to start work while their supervisor is on vacation.

• Leave the new employee standing in the company reception area for a half-hour while
reception staff try to figure out what to do with them.

• Abandon the new employee at their work station to manage on their own, while co-workers
pair up and head out to lunch.

• Provide an hour in a noisy lobby for the new employee to read and sign-off on a 100-page
Employee Handbook.

• Show the new employee their office and don’t introduce them to co-workers or assign
them a mentor.

• Assign the new employee to a staff person who has a major, career-impacting deadline
in three days.

• Assign the new employee to __________________________________________ (you fill in the blank)—your most unhappy,
negative, company-bashing staff member.

• Give the employee “busy work” that has nothing to do with their core job description,
because you are having a busy week.

University of Washington | Professional & Organizational Development | 206.543.1957 | pod@uw.edu | hr.uw.edu/pod