Download Checklist as PDF to print and complete
Section I: Preparing for Your New Employee’s Arrival: Before the First Day
Communication
- Confirm acceptance of the job offer.
- Consider sending an appointment letter.
- Address applicable conditions of employment.
- Acquaint your new employee with your departm.ent and UC Davis.
- Provide critical first-day information
Work Environment and Location
- Space
- Furniture
- Name plate
- Supplies and Equipment
- Keys or access card
Computer and Computing Access
- Hardware
- Software
- Networks
- Shared folders
- Distribution lists
- Online time reporting system
Voice Communications
- Telephone services
- Mobile devices
Miscellaneous
- Name badge
- Business cards
- Protective clothing and equipment
- Uniforms
- Mailbox
- Phone lists, department directories, databases, organizational charts
- Welcome sign, potted plant, department mug
Collaboration
- Announcement
- Coordination with department and university staff that will be assisting with the process
- Human Resources (business office, Shared Service Center, administrative cluster)
- Information Technology
- Facilities
- Buddy
- Schedules
- Itinerary for first week
- Benefits orientation
- Appointments with key personnel
Section II & III: Welcoming Your New Employee: the First Day and First Week
Introductions
- Greet upon arrival
- Plan for the first day
- Department vision, mission and relationship to employee’s job
- Department head
- Buddy
- Co-workers
- Lunch
Work Environment
- Tour
- Assigned work area
- Restrooms
- Storage of resource materials and supplies
- Common areas
- Office equipment
- Mail boxes
- Building access and security measures
- Issuance of keys (building, office, desk, files) or access card
- Transportation and parking options
- Time to set up work area
- Office Ergonomics
- Setting up your Computer Workstation Video
- Computer Workstation Training and ergonomics awareness quiz
- Evaluation: Contact your Departmental Safety Coordinator for assistance.
Computing Access
- Email account
- Email and internet protocol
- Acceptable Use Policy
- Computer and information security
- Department’s website and intranet
- Technical support
Policies, Procedures and Paperwork
New Employee Forms:
- Background check
- California State Loyalty Oath—UPAY 585
- Child Abuse Notification
- Compensatory Time Off Agreement
- Elder Abuse Notification
- Employee driving records (DMV Pull Notice System)
- Employment Eligibility Verification (Form I-9)
- E-verify
- License requirements
- Near Relative Permission Request
- Pre-placement medical examination
- Physicians Designation
- Workers Compensation Injury/Incident Reporting
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
Wages and Hours
- Hours of operation, work schedules, rest periods, workplace flexibility
- Time reporting
- Absence from Work policy
- Salary, overtime, shift and weekend differential, incentive awards
- Pay periods, paychecks/Surepay
- Merit eligibility and cycles
Safety Plans
- Emergency Action Plan (EAP)
- Emergency Contact Numbers: 911 or UC Davis Emergency Hotline: 752-4000
- Emergency Preparedness
- Personal Safety
- Annual Security/Fire Safety Report (including fire safety and security policies and procedures)
- Preventive medicine and monitoring requirements
- Protective Clothing and Equipment
- Warn Me Emergency Notification Service
- 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
- Locations of:
Administrative Matters
- Calendar (e.g., 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
- Dress and personal appearance standards University Policies
- Nondiscrimination and Affirmative Action Policy Regarding Academic and Staff Employment
- Sexual Harassment
- Substance Abuse
- Smoking
- Conflict of Interest
- Disruptive Behavior in the Workplace
- Violence Against Women Act
- Improper Governmental Activities/Whistleblower Protection
Orientation
- New Employee Homepage
- New Employee Benefits orientation
- New Employee Welcome event
- New Employee Orientation (eCourse)
- UC Davis FrontDoor website
- Principles of Community
- The Ripple Effect: Sexual Harassment Affects Us All
- UC Ethical Values and Conduct
- UC Mission
- UC Davis Mission
- UC Davis Strategic Vision
- Department and division organizational charts
- Diversity Resources
- Schedule of staff meetings or other standing activities
Training and Development
- Educational fee assistance
- Environmental Health and Safety and Emergency Management
- Sexual Harassment Education Program
- Staff Development and Professional Services
Performance Management
- Customer base and discuss expectations for customer service
- Performance expectations and means of assessment
- Probationary Period
- Performance appraisal process
Section IV: Learning the Routine: the First Month
Policies, Procedures and Paperwork
Training and Development
- Review progress on training plan
- Introduce Individual Development Plan (IDP)
- Living the Principles of Community on-line course
Performance Management
- Assignments and timelines
- Instructions and resources
- Weekly reviews of goals and deliverables
- Increasing scope and complexity of work
- Contact Human Resources if there are any significant performance/behavior concerns
Section V: Mastering the Role: the First Six Months
Training and Development
- SMART goals
- Variety of project types and learning opportunities
- Future projects and assignments per Individual Development Plan (IDP)
- Networking opportunities
- Department and campus mission revisited
- Campus Community Relations’ Diversity Education Program
Performance Management
- Knowledge, skills, abilities and assignments to compliment or enhance strengths.
- Areas for growth and improvement
- Monthly reviews of performance expectations and deliverables Employee Development Worksheet
- Pay for Performance
- Probationary Period
- Probationary period report
- Policy 61, Release
Section VI: Encouraging Employee Engagement: the First Year
Training and Development
- Opportunities of interest
- Opportunities to directly enhance job performance
- Opportunities to interact with greater cross section of campus community
- “Fit” with department strategic plan
- Update Individual Development Plan (IDP)
- Training and development opportunities at UC Davis
- UC Systemwide training and development opportunities
- Educational fee assistance
Performance Management
- Performance expectations
- Core Competencies and Behavioral Indicators
- Employee Performance Appraisals
- Summary of Accomplishments
- Employee Performance Appraisal Forms for represented employees
- Individual Development Plan (IDP)
Recognition
- Periodic acknowledgements, spot awards, department celebrations
- Recognition and Incentive Award Plans
- Chancellor’s Achievement Awards
- Diversity and Principles of Community Achievement Awards
- Staff Assembly Citation for Excellence