Supervisor Toolkit | Onboard
Onboarding is the process of integrating and acculturating new employees into the university and providing them with the tools, resources, and knowledge to become successful and productive. This process starts with the accepted offer and continues through the end of the first year. This section provides best practices, tools, and templates to guide supervisors through the onboarding process.
Key Resources
Resource Title and Link |
Resource Description |
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Provides detailed resources and guidelines on the logistics of onboarding a new employee at defined intervals – As Soon As Possible, Prior to Your Start Date, First Three Days, First Week, First Two Weeks, First Month. |
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Refer to this toolkit for UW-Madison new employee onboarding resources. Provide the Onboarding Basics resource to the appropriate person if you are not the primary onboarding coordinator. |
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| Supervisor Email to New Employee | Email template for welcoming employees |
| Department New Employee Announcement Email | Email template for introducing employee to the department |
| Onboarding schedule template identifying dates and times for completing onboarding tasks. This itinerary can be personalized to the needs of the department, job, and employee. |
Onboarding Responsibilities
Supervisor
- Select a Peer Partner: Selection considerations for a new employee
- Introduce the new employee to their peer partner
- Share the Peer Partner Expectations document with the assigned peer partner
- Compliance: The employee and supervisor should reference the compliance requirements outlined in the welcome/onboarding email sent by your HR Operations Coordinator
- New Employee Benefits Enrollment – Remind new employees they may have enrollment opportunities during their onboarding period and to work with their Payroll & Benefits Specialist.
- Qualifying Life Events – encourage employee to reach out to departmental Payroll & Benefits Specialist within 30 calendar days of known life events to review benefits options
- Review and Approve Time biweekly: work with employee to clarify questions or to correct errors on timecards or absence requests
- SMPH Guide on Submitting a Flexible Work Arrangement: This KB provides guidance to SMPH employees when submitting a Flexible Work Arrangement (FWA) in Workday.
- Probationary Evaluations in Workday: This document provides an overview of the Workday tasks and responsibilities related to probationary evaluations.
Onboarding Coordinator
- The Onboarding Coordinator oversees an employee’s onboarding program and is responsible for coordinating the tasks within the process.
- This is the person that will coordinate access, equipment, and such items that need to happen to prepare for a new employee. Oftentimes it is the supervisor, but in some cases, it may be another administrative contact in the department who will coordinate these efforts.
- Onboarding Coordinator Overview - Resource for Onboarding Coordinators that includes a sample checklist.
Peer Partner
- A peer partner is a fellow employee (other than the supervisor) who supports a new employee during their first months on the job. The peer partner’s role is to offer advice and guidance regarding the day-to-day aspects of working at UW-Madison.
- Peer Partner Expectations: Tips for a successful relationship and expectations for the Peer Partner in terms of responsibilities and commitment.
Department Specific Onboarding
- Parking and Transportation: Includes parking application pre-steps and information regarding transportation alternatives, such as the employee bus pass and the UW carpool program.
- SMPH Workforce Identification Badges Policy: Includes information regarding photo identification base and security access systems.
- Please contact your Department for building access needs (i.e. UW Health Badge access or other building access).
This toolkit has not been designed to encompass the policies, processes, and considerations specific to faculty appointments. Please reach out to your Faculty Recruiter, HR Business Partner, or Faculty Promotions Specialist with any questions.
See Also
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