New Employee Checklist
For: __________________________________________________________________
Date of Hire: __________________________________________
Supervisor/Manager: ____________________________________
Payroll/Personnel Analyst: ________________________________
Welcome to UCSF. We believe that orientation is a process, not just an event. Our intent is to have the new employee:
Feel at ease and welcome at UCSF.
Obtain a good grasp of UCSF’s organizational history, mission, and values.
Understand the functions of different units, divisions, and departments.
Understand what the organization expects in terms of work and behavior.
Know everything necessary to start performing his/her job.
Know who and where to go to for help with work matters.
Know the policies and procedures of UCSF and of the new employee’s department.
Feel a part of the UC family.
This checklist details many of the activities that need to take place in the new employee’s first six months with UCSF.
Before the New Employee’s First Day
___ 1. Notify unit personnel/payroll/benefits representative of hire.
___ 2. Prepare new employee packet, including:
Agenda for the first week.
UCSF Mission and Principles of Community Statements (included in Campus new employee orientation). See http://www.ucsf.edu/about_ucsf/history_philosophy/mission.html
UCSF Organizational Chart (included in Campus new employee orientation).
UCSF Code of Conduct (included in new employee orientation) (UCSF Campus Code of Conduct)
UCSF HIPAA Handbook. See http://hipaa.ucsf.edu/HandbookJan2007.pdf
Departmental Organizational Chart.
Departmental mission, vision, and values.
Departmental phone/e-mail directory.
Emergency Procedures.
___ 3. Notify departmental information technology (IT) contact of hire. Provide list of required software/hardware. Request e-mail set-up.
___ 4. Notify departmental telecommunications contact of hire. Request phone hook-up and voicemail set-up.
___ 5. Prepare employee work area, including:
Ordering any needed desk supplies & furniture.
Ordering a nameplate.
Assigning keys and keypad codes.
___ 6. Make lunch plans for employee’s first day.
___ 7. Identify employee(s) with similar responsibilities to function as the new employee’s coach/mentor for work-related processes & procedures.
___ 8. Add employee to department and/or unit organizational contact and routing lists.
___ 9. Prepare new hire paperwork (payroll & benefits).
I-9 form completed within three business days of hire.
Oath/Patent Agreement and PIN Form.
HIPAA Confidentiality Agreement, which is part of the UCSF HIPAA Handbook and can also be found online.
403(B) Form, Emergency Information Form, Personal Data Form/Pay.
Disposition Worksheet, AA/EEO Form, W4, BELI Form, Beneficiary Forms (Retirement and Life/AD&D, UCRS 419)
UCSF ID Request Form.
Campus Locator Screen Updated.
___ 10. Prepare parking permit information/paperwork (if applicable).
___ 11. Set-up timesheet(s).
___ 12. Install appropriate hardware/software.
___ 13. Establish e-mail.
___14. Complete phone and voice mail set-up.
On the Employee’s First Day
___ 1. Send welcome e-mail to staff announcing the new employee’s arrival, function and location.
Warm welcome ideas:
Welcome signs/banner at desk.
Coffee/donuts or bagels staff get together
Flowers.
___ 2. Introduce employee to co-workers and coach/mentor; give brief tour of department.
___ 3. Meet with personnel/payroll/benefits representative to complete new hire paperwork (see above) and to receive introduction to employee benefits.
___ 4. Complete fingerprint process (if applicable).
___ 5. Obtain UCSF employee ID.
___ 6. Schedule attendance at orientation programs: ( Note: Advance sign-up is required for the Campus New Employee Orientation Program).
Campus New Employee Orientation Program.
Benefits Orientation.
___ 7. Order business cards.
___ 8. Introduce employee to work area, including:
Ergonomic Review – (Arrange for/make any needed adjustments).
Computer Workstation Ergonomics CD available from Departmental Benefit Representative or Disability Management Services.
Use of phones.
Departmental purchasing policies.
Computer orientation – common programs & useful web sites.
Review & set up standard meetings.
___ 9. Orient employee to worksite:
Coffee room.
Bathrooms.
Photocopy machines.
Fax machines.
Supplies.
Restaurants.
Transportation.
Break rooms.
ATM’s.
Vending machines.
Location of first aid and emergency supplies.
Mail services.
Within the First Month
___ 1. Review departmental new employee packet, including:
UCSF Mission and Principles of Community Statements
UCSF Code of Conduct
UCSF Organizational Chart
Departmental Organizational Chart/Problem Resolution Channels.
Departmental mission, vision, and values and the connection to UCSF’s mission and values.
Departmental phone/e-mail directory.
Emergency Procedures.
___ 2. Review departmental policies and procedures regarding:
Probationary period.
Timesheets.
Vacation and Sick Leave Accrual and Use.
Dress Code.
Hours of Work.
Work Rules.
Attendance Policy.
Phone Etiquette.
Personal Phone Usage Policy.
Personal Computer Usage Policy.
Performance Appraisal Process.
Merit/Salary Increase Timeline.
___ 3. Introduce Employee to Job:
Review Job Description.
Discuss supervisor’s style and expectations.
Review performance goals and expectations.
Identify the “players” connected to the position; meet with “key players.”
Identify the “customers” served by this position; define customer service.
Discuss employee safety.
Review standard meetings the employee needs to attend.
___4. Identify what training and development activities will be needed in the next six months. Sign up for the appropriate classes. (Class Catalog and Online Enrollment - http://training.ucsf.edu ).
___ 5. Meet weekly to complete orientation to work-related tasks and to ask/answer questions.
___ 6. Set performance expectations and discuss how and when the employee will be evaluated. Provide feedback on a weekly basis.
___ 7. Meet Department Head and/or Chair.
___ 8. Online HIPPA Training:
http://hipaa.ucsf.edu/education/downloads/HIPAA101Training.ppt
Within First Six Months on the Job
___ 1. Provide monthly feedback to the employee regarding his/her job performance, including a formal performance evaluation in the third month. See appropriate labor contract, if applicable.
(See the appropriate bargaining agreement or personnel policy for specific evaluation language.)
After Six Months on the Job
___ 1. Prepare formal six-month employee evaluation. See appropriate labor contract, if applicable.
Celebrate completion of probationary period!