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Pre-Arrival :: Onboarding Checklist - Supervisors - All New Employees - Pre-Arrival

The Supervisor of a new employee should complete a set of pre-arrival tasks prior to the new employee's first day of employment as part of their onboarding experience.

  • There will be differences in how some of these tasks are executed based on the location of the workspace (e.g. computer, office space, supplies, etc.). It is up to the discretion of the supervisor to determine how best to work through these tasks.
  • Some tasks have the potential to be delegated. It is up to the discretion of the supervisor to determine how to delegate.
  • If you have any question working through these tasks, please contact hr@extension.wisc.edu
Please work through this list in order. Access information by clicking each panel

Required Tasks

Prepare Office Space, Access, Equipment & Supplies

Applicable To

All new employees

Background

  • New employees should have a space to work (e.g. office, cubicle, etc.) appropriate equipment (e.g. computer, phone, etc.), and supplies (e.g. pen, notepad) set up on or before their first day.
  • Processes for getting a new employee office access and equipment will depend on the work location (e.g. AEDs may need to work with County IT Department).

Instructions

*Verify that IT setup is complete before first day (computer, phone, etc.)
  • *Work Computer & Printer
    • Request to obtain and set up computer.
    • Coordinate computer equipment set up.
    • Coordinate printer access.
  • *Business Phone
    • Coordinate phone line/number setup.
  • Workspace & Access
    • Coordinate office and/or building keys and/or access.
    • Coordinate preparing office space.
  • Basic Office Supplies
  • Office Nameplate (if applicable)

Get Help

Questions? Contact hr@extension.wisc.edu.

Create First Day and First Week Orientation Schedule

Applicable To

All new employees

Background

  • Supervisors should create two schedules for new hires:
    • First Day Orientation Schedule: Create a schedule for the new hire's first day.
    • First Week Orientation Schedule: Create a schedule for the new hire's first week.

Instructions

  1. Create an orientation day schedule, including the following information

    • Logistics
      • Lunch arrangements
      • Dress code
    • Peer Partner
      • Include name and email of peer partner
    • Meetings
      • Schedule first day meeting between new hire and supervisor.
      • Schedule meeting between new hire and their peer partner.
    • Tasks
    • Add any additional tasks you would like the new employee to complete.

  2. Create schedule for first week
    • Meetings
      • Schedule end of first week meeting between new hire and supervisor.
      • Schedule team meeting for new hire to meet their co-workers in first week.
      • Identify other individuals with whom the new hire should meet in their first week and schedule appropriate meetings.
    • Tasks

Get Help

Questions? Contact hr@extension.wisc.edu.

Contact New Hire

Applicable To

All new employees

Background

The supervisor should contact the new hire in the week leading up to their first day to welcome them to employment and positively impact their first impression.

Instructions

  • Contact new hire and introduce yourself (phone call recommended).
  • It is recommended to discuss, at a minimum, the following:
    • Where to report on the first day;
    • Where to park;
    • What time to arrive;
    • First day schedule (meetings and introductions);
    • Lunch arrangements;
    • Dress Code;
    • Field any questions the new hire might have;
  • Request background information for the announcement of the new hire to your team

Get Help

Questions? Contact hr@extension.wisc.edu.

Recommended Tasks

Review Onboarding Activities & Tasks

Applicable To

All new employees

Background

  • Supervisors should familiarize themselves with required and recommended onboarding activities and tasks prior to creating the first day and first week schedule.

Instructions

Get Help

Questions? Contact hr@extension.wisc.edu.

Announce New Hire

Applicable To

All new employees

Background

  • Announce who the new employee is to their team (supervisor's direct reports) prior to their first day.
  • Email Inside Extension to have the new employee included in the next publication.

Instructions

  • Email your team the following:
    • Name of new employee
    • Start date
    • Background
    • Role
  • Email matthew.call@wisc.edu to have the new employee included in the next Inside Extension

Get Help

Questions? Contact hr@extension.wisc.edu.

Order Name Badge, Business Cards, Apparel, Etc.

Applicable To

All new employees

    Instructions

    Supervisors who would like to order name badges, business cards, apparel, etc. for their new employees can do so by following the instructions on:

    Communications - Brand Guidelines - How to Order Apparel, Business Cards, Name Badges, Brochures & More

    Get Help

    Questions? Contact hr@extension.wisc.edu


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