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Onboarding Checklist for Managers

As a hiring manager, you play a critical role in ensuring a smooth and successful onboarding process for your new employee. To help you navigate this important process, we have developed a comprehensive checklist that covers all the essential tasks and categories to ensure a successful acclimation to our university. This checklist is designed to provide you with a tool to streamline onboarding and adopt "best practices" across the university.

By following this checklist, you will be well on your way to ensuring a successful onboarding experience for your new employee. We hope this tool will help you level up your onboarding knowledge and provide a framework to help you onboard new employees effectively.

While onboarding is viewed primarily as the hiring manager's responsibility, it is important to remember that effective onboarding often requires a concerted effort from a diverse team including, but not limited to, Human Resources, IT, and the new employee's department. Collaboration and synchronization between these different groups are crucial to delivering a seamless and constructive onboarding experience.

Organizational Learning also provides level-specific leadership development programs and LinkedIn Learning resource collections for hiring managers to be successful in their roles.

Download or Print the Onboarding Checklist for Managers

Use your U-M ID and login credentials to access an editable version of the onboarding checklist for managers in Google Drive. This checklist is routinely updated, please revisit and download with each new hire.

Plan for Your Employee's Onboarding Journey

Checklist Items

Two Weeks Before Arrival

Before Uniqname is Created

If you haven’t done so already, take the Onboarding with Impact: A Quick Start Guide for Managers My LINC training
As an optional resource, your unit/department can sponsor a new employee in order to create their uniqname in advance
Determine employee's computing needs
Review section three: messages sent to new employees to know and understand what is asked of the new employee
Determine who in the department will be the new employee’s role success sponsor (optional)

Order/Obtain Equipment or Materials

Order computing equipment, following the process of your unit/department
Identify business systems access needed (such as those provided through OARS) and request access for the new employee
Request for the new employee to obtain access to your unit/department intranet (if applicable)
Obtain keys to the office (if applicable) or other permissions to ensure the new employee has access to the building
Make arrangements for campus mail (e.g., obtain mailbox), if needed
Order a PCard (if applicable)
Order business cards (if needed)

Scheduling/Registration

Plan the new employee’s schedule for the first week. Build in adequate time for the employee to review the self-guided new employee orientation materials on their first day (approximately 4 hours) and to complete tasks on the new employee checklist
Schedule an introduction lunch with the new employee and department staff, with the goal of fostering meaningful connections
Register employee for job specific training (if applicable)
Schedule time on your calendar for meeting with the new employee during the first week, as well as 30-day, 60-day, 90-day and 6-month check-in meetings
Send invitations to the new employee for team meetings and 1:1 meetings with key personnel as applicable
Ensure standing meetings are added to the new employee’s calendar
Add new employee to email groups and upcoming meetings
Add new employee to shared calendars

Communications

Send an email welcoming the new employee:
- Express your excitement for them joining your department
- Share that they will complete a New Employee Orientation (NEO), specify which NEO they are required to take (Only new employees, not transfers)
- Ensure the new employee knows when and where to report on their first day
- Provide the first day’s schedule
- Provide specific directions/parking information for work location
- Let them know they will be paired up with a role success sponsor (if applicable)
- Discuss work location (on site, hybrid, or remote) and work schedule (days of week, hours of day)
- Discuss workplace dress attire (if applicable)
- Ask if the new employee has any questions before their first day
- Provide a contact name and phone number/email if there are questions
Send an email to your unit/department to introduce the new employee. Include start date, role and manager
Schedule informational meetings with several colleagues throughout the first month. Prioritize the colleagues the new employee will be working closely with first
Add new employee's name to the department phone list (if applicable)
Add them to Google Folders, Shared Drives, Dropbox accounts, etc.
Ask the role success sponsor to reach out to the new employee via email and consider using this role success sponsor introductory email template (if applicable)
Notify other departments/contacts of new employee (as applicable)

Organize/Prepare

Familiarize yourself with the materials for the new hire's designated new employee orientation session
Clean and organize their workplace. Provide needed office supplies
Put a welcome sign in the employee's workspace and/or send a virtual welcome sign
Gather welcome gift (U-M or department swag), place in workspace (if applicable)
Make a copy of the new employee checklist and add your unit/department-specific tasks, including the following trainings and tasks if applicable:
- Data Protection 100: Your Shared Responsibility
- University Purchasing Card training
- OSEH training
- M-Pathways training
- Department-specific training as pertinent to their job
- If the new employee is taking U-M equipment off-site, such as if they work remotely, follow your unit/department procedures regarding tracking and monitoring off-site equipment

Department Specific Items

Consider creating a personnel file for the new employee (optional)
[Add your own department specific items here]

First Day

Welcoming and Acquainting

Welcome the new employee!
Give new employee keys or access code to building, office, desk, etc. as applicable
Show the new employee their workspace and where to store their personal belongings
If working on-site, give a tour of the building, include:
- Introducing the new employee to other employees
- Break room, restrooms, conference rooms, and other key spaces
- Building amenities and places to get food in the building and/or nearby
Meet with the new employee. Discuss:
- Completion of the I-9. This must be completed on or before their first day. (Only new employees, not transfers)
- Unit/department policies regarding after-hours and weekend access to the work area
- Policies regarding notification if late or absent due to illness, and times for meals/breaks
- The new employee's primary points of contact
- If the new hire's position is not fully on-site, ensure they complete the Remote Work Agreement
- The new employee’s onboarding checklist
- How to subscribe to U-M's multi-factor authentication app, acquire an Mtoken, and other equipment as needed
- Safety policies/procedures regarding emergency procedures and exits, tornado warnings, on-the-job injuries, fire extinguishers, contacting public safety/security, etc.
- The relationship between the role success sponsor and the new employee and introduce each other (either virtually or in person)
- How to enroll in Okta FastPass to access their UMICH account
- Steps to complete the applicable New Employee Orientation (NEO). Ensure they have the equipment necessary to do so (computer and internet access). (Only new employees, not transfers.
  - The Ann Arbor campus NEO takes approximately 4 hours to complete.
- How you will meet with the employee at the end of the day to answer any questions they may have and encourage the new employee to write down their questions for when you meet
Allow self-directed time for the new employee to begin office set-up, as necessary

Department Specific Items

[Add your own department-specific items here]

First Week

Welcoming and Acquainting

Hold a social gathering (virtual or in person) with other department staff welcoming the new employee
If on-site, continue taking the employee around the building to meet individuals in the building, making sure that they are introduced to 75-100% of the people (making return visits as needed if people aren't available)
Provide a tour of any other off-site locations in which meetings may be held or attended
Continue to regularly connect with the new employee. Use this week one discussion guide and discuss:
- Methods of department communication
- Department norms, such as breaks, coverage when out of the office, shared spaces, “open-door” policies, etc.
- Department culture, mission, and vision
- Your department’s areas of focus and major projects in progress
- How to report their time (biweekly or monthly)
- Organizational chart(s) and broader U-M organizational chart(s) so the new employee understands where their department fits within the larger organization
- The new employee’s work plan (can include job scope, performance expectations) for the first 30 days
- With the new employee that benefits election must be completed within the first 30 days
- The new employee’s checklist together to review key tasks they are completing/have completed this week
- The “About U-M” panel of the onboarding page; review relevant websites with the new employee such as:
  - University of Michigan Homepage; Mission; Core Values; Facts and Figures; Student Life; Research; Philanthropy; News; Events; Division of Public Safety & Security; Logistics, Transportation, and Parking; MCommunity; Annual Financial Reports; Sustainability Goals; Athletics
- The “Workplace Resources” panel of the onboarding page; review relevant websites with the new employee such as:
  - Information and Technology Services (ITS); Shared Services Center; Safe Computing; Disability and Accessibility; Ergonomics Awareness
- The “Dearborn Campus Specific Resources” panel of the onboarding page; review relevant websites with the new employee such as:
  - Leadership; History; Maps and Directions; Human Resources
- The “Flint Campus Specific Resources” panel of the onboarding page; review relevant websites with the new employee such as:
  - Departments; Campus Map; Department of Public Safety; Human Resources; News and Happenings
- The “Michigan Medicine Specific Resources” panel of the onboarding page; review relevant websites with the new employee such as:
  - Paid Time Off; Office for Health; Equity and Inclusion; Living in Ann Arbor Guide

Systems Access and Use

Verify new employee/transfer information in Wolverine Access via the Human Resource Management System (HRMS)
Ensure the new employee is added to:
- MCommunity department groups/email lists
- Various lists (phone list, occupant list, roster, digital signage/directories, etc)
- The timekeeping system (static group, etc.)
- Department webpages (photo, name, etc)
- Department organizational charts
- Department emergency contact list (as appropriate)
- Software programs associated with position (if applicable)
Demonstrate how the shared drives are set up and show where team folders are located
Walk new employee through the "Install a Printer" process
Explain the university’s expense reporting process (if applicable)
Explain other systems that may be of use (e.g., MCommunity, Dropbox, U-M’s Google at U-M Apps, etc.)
Explain how to contact ITS/submit a ticket for any technology concerns
Review computer information including:
- SPG 601.07.0 Proper Use
- SPG 601.12 Institutional Data
- Assess employee’s knowledge and comfort with department’s hardware and software
- Discuss appropriate use of email
- Share department IT contact information (if applicable)
Review the phone system and explain the team's preferences for an outgoing message, out-of-office voicemail, and making personal and long distance phone calls
Explain how your team utilizes proxy access to calendars in the email system and demonstrate how to give/get access (if applicable)
Demonstrate your department’s process for reserving Business Parking passes and conference rooms (if applicable)

Additional

Review important policies or procedures, including as applicable:
- The staff handbook, clicking through the sections with your new employee, discussing the content salient to your area
- Payroll and timekeeping items (entering time, paychecks, pay dates). Provide a calendar of pay dates for the year (biweekly paid / monthly paid)
- Completing their Federal and Michigan W-4 forms
- U-M emergency alerts
- The department intranet site
- Standard Practice Guides website, and/or specific SPG's applicable to the new employee, including probation period (6 months), working overtime, using and requesting vacation and/or sick PTO time, receiving/accepting gifts from suppliers/vendors, and conflicts of interest, and maintaining confidentiality
- How to notify your supervisor if you are unexpectedly sick or have preventative appointments
- Receiving visitors at work
- Using U-M equipment/resources for personal use

Department Specific Items

Follow your unit/department’s procedures regarding providing education about disclosing potential or actual conflicts of interest and conflicts of commitment, and signing a confidentiality statement, if required by your department
Any additional department specific policies important for the new employee to know
[Add your own department specific items here]

First 30 Days

Welcoming and Acquainting

Review A Manager’s Guide to Holding Meaningful Development Conversations
Hold a 30-day check in meeting with the new employee. Discuss:
- The new employee’s achievements by honoring and celebrating them
- Creating a work plan for next three to nine months with the new employee
- What relationships they should focus on building in the next six month—ensure the informational interviews you scheduled for your new employee aligns with this conversation
- Participation in department-specific committees
- How to use campus mail and where to deposit U.S. mail (if applicable)
- If there are any access needs (staff directories, maps, shortcodes, shared drives) or equipment still needed (technology, desk supplies, phone, business cards, etc.)
- Department long-term goals and priorities and identify major customers/clients of the unit/department
- Department culture, including teamwork and collaboration with others in and outside of your unit/department
- The new employee’s checklist together to review key tasks they are completing/have completed this month, such as the required training, Cultivating a Culture of Respect, and Cybersecurity and Data Protection.
- The “U-M Policies” panel of the onboarding page; review relevant websites with the new employee such as:
  - Non-Discrimination; Sexual Harassment; Ethics Integrity, & Compliance; Environment and Safety
- The “Payroll and Compensation” panel of the onboarding page; review relevant websites with the new employee such as:
  - Wolverine Access; Time Reporting; Payroll and Pay Date Calendar; Tax Resources
- The “U-M Benefits” panel of the onboarding page; review relevant websites with the new employee such as:
  - University Human Resources; Benefits and Wellness; Collective Bargaining; Children’s Centers; Uniquely Blue; MCard Discounts; Tech Shop
If the new employee is struggling, speak to your unit/department Human Resources for support and options

Scheduling/Registration

Identify internal and external meetings to begin scheduling (e.g., department meet and greets, other team members for transition of work)

Department Specific Items

[Add your own department-specific items here]

First 60 Days

Communications

Hold a 60-day check in meeting with the new employee, discuss and/or review:
- Honor and celebrate the new employee’s achievements
- The new employee’s three to nine month work plan
- Provide constructive feedback on the new employee’s work performance using the Manager’s Companion Guide
- The new employee’s checklist together to review key tasks they are completing/have completed
- The “Employee Support Resources” panel of the onboarding page; review relevant websites with the new employee such as:
  - Faculty and Staff Counseling and Consultation Office (FASCCO); Emergency Hardship Program; Equity, Civil Rights, and Title IX Mediation Services; Sexual Assault, Prevention, and Awareness Center; Office for Institutional Equity; Staff Ombuds; U-M Compliance Hotline
- The “Optional Benefits” panel of the onboarding page; review relevant websites with the new employee such as:
  - Children's Centers; Uniquely Blue; Tech Shop; Travel Abroad Health Insurance
- The “Health and Well-Being” panel of the onboarding page; review relevant websites with the new employee such as:
  - Well-being at U-M; Well-being Collective; Wellness Coaches; MHealthy; Fitness Centers
- The “Libraries and Museums” panel of the onboarding page; review relevant websites with the new employee such as:
  - U-M Library Staff Resources and locations
- The “Career and Professional Development” panel of the onboarding page; review relevant websites with the new employee such as:
  - Organizational Learning Professional Development Resources; Michigan Expectations Model; Development Journey; LinkedIn Learning; Michigan Libraries; Center for the Education of Women+
- The “International Staff” panel of the onboarding page; review relevant websites with the new employee such as:
  - International Center and English Language Institute
- The “About Ann Arbor” panel of the onboarding page; review relevant websites with the new employee such as:
  - City of Ann Arbor; Restaurant Guide; Ann Arbor Parks and Recreation; Surrounding Communities
- The “About Dearborn” panel of the onboarding page; review relevant websites with the new employee such as
  - City of Dearborn; Surrounding Area Restaurants; Dearborn Transportation Authority; Dearborn Parks and Recreation
- The “About Flint” panel of the onboarding page; review relevant websites with the new employee such as:
  - City of Flint; Genesee County Parks; Flint Institute of Music; Flint Farmer's Market

Department Specific Items

[Add your own department specific items here]

First 90 Days

Communications

Hold a 90-day check in meeting with the new employee
Honor and celebrate the new employee’s achievements
Monitor progress toward goals outlined in the work plan
Discuss professional development learning and training opportunities

Department Specific Items

[Add your own department specific items here]

At Six Months

Additional

Hold a 6-month check-in meeting
If the new employee was not an internal transfer, hold a meeting to discuss the results of the probationary period. If the new employee has passed the probationary period, discuss next steps regarding their role and career at U-M

Department Specific Items

Ensure department-specific optional or mandatory trainings are completed
[Add your own department-specific items here]

Questions?

Do you have questions or are you willing to provide feedback to the U-M Onboarding team? Email [email protected].

Organizational Learning

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