Set your new employee up for success from the start.
To ease anxiety, create a comfortable environment and have a plan to get your new employee involved, while remembering not to overwhelm him/her. Not only is this your opportunity to give information, it is your new employee’s chance to share beyond what was discussed pre-arrival. At the end of the day, your new employee should know the basic operations of the department and leave feeling that he/she has joined the right team.
Introductions
- Be there when your new employee arrives.
- Meet with your new employee.
- Discuss plans for the first day
- Discuss the department’s vision and mission and how your new employee’s job supports them
- Invite the department head to greet your new employee.
- Introduce your new employee to his/her “buddy”.
- Introduce your new employee to other members of the department.
- Identify other resources (Shared Service Center representatives, departmental benefits assistant)
- Hold a small gathering or go out for lunch together.
- Make yourself as available as possible throughout the day.
Work Environment
- Show your new employee his/her work area.
- Ensure your new employee has all necessary supplies and equipment.
- Allow time to set up work area.
- Provide a tour of the work site.
- Point out storage areas for resource materials and supplies.
- Point out restrooms, common shared areas and points of interest (vending machines, refrigerator, coffee service, break room, mail boxes, printers, copiers).
- Explain building access and security measures.
- Issue keys or similar department access.
- Discuss transportation and parking options and allow time for your new employee to go to Transportation and Parking Services (TAPS).
- Have them browse the UC Davis website to learn more about what we do.
Policies, Procedures and Paperwork
- Ensure new hire paperwork is completed, including if applicable:
- California State Loyalty Oath – UPAY 585
- Child Abuse Notification (PDF)
- Compensatory Time Off Agreement
- Elder Abuse Notification
- Employee driving records (DMV Pull Notice System)
- Employment Eligibility Verification (Form I-9)
- E-verify
- Near Relative Permission Request
- Physicians Designation
- Workers Compensation Time of Hire Pamphlet (English)
- Workers Compensation Time of Hire Pamphlet (Spanish)
- PPS Entry
- Position description (from the Library in the People Admin Position Management system):
- Position Reports: Position Description and Expectations Report
- to be signed and dated by employee, supervisor and department head
- Fair Labor Standards Act exemption status
- Relevant personnel policy manual (Academic Personnel Manual or Personnel Policies For Staff Members) or bargaining contract
- Position Reports: Position Description and Expectations Report
- Discuss wages and hours:
- Discuss administrative matters:
- Calendar (academic and general campus, administrative holidays, standing meetings, special events)
- Employee ID/Aggie Card
- Online campus directory
- Office equipment use
- Copy card
- Telephone system and etiquette
- Staff list
- Campus and US mail
- Review safety plans:
- Disaster and evacuation procedures
- Emergency Services (911 from campus telephones, 530-752-1230 from cell phones)
- Annual Fire Safety report
- Hazardous Materials & Hazardous Waste Management
- Injury & Illness Prevention Program
- Preventive medicine and monitoring requirements
- Protective Clothing and Equipment
- Warn Me Emergency Notification Service
- UC Ready
- Reporting a work-related injury or illness
- Location and use of fire extinguisher, fire-alarm box, emergency shower, and personal protective clothing/equipment; location of two means of emergency exit from work site
- Location of Occupational Health Services, Student Health and Wellness Center and Sutter Davis Hospital Emergency Room
- Provide a copy of the campus Principles of Community brochure