Welcoming New Hires

Starting a new job can be both exciting and intimidating for an individual. As a supervisor, there are some steps that can be taken to make a new employee feel welcome and a part of the team. A good start leads to greater employee engagement.

Supervisors can use this checklist for employees who are new to Miami or have transfered from another department (this includes a former Miami employee being rehired).

Week Prior to Start Date

Contact the Employee

To make that first day more comfortable and less stressful, contact the employee with the following information:

  • Confirm the date, time and location to meet the employee on the first day.
  • Encourage the new employee to complete the tasks on the onboarding checklist in PageUp. View onboarding checklist tasks here.
  • Ask the new employee their preferred name to be used for business cards, departmental website listing, name tags, etc.
  • Provide information about campus parking and indicate the building in which they need to report, along with parking locations. 
  • Inform the employee about transportation, including BCRTA.
  • New employees will need to bring acceptable documentation for completing the I-9 form.
  • Inform the new employee of amentities such as refrigerator, microwave, coffee pot, vending machine, etc.
  • Let the new employee know the lunch plan for the first few day(s). If you or a staff member are unable to take the new employee to lunch, provide options: bring lunch, on-campus dining, onsite delivery or off-campus.
  • Let the employee know the climate of the work area (e.g., warm or cool, dark or bright).
  • Discuss the dress code for your area.

Building, Office, and Equipment

Request and ensure set-up of computer and phone.

  • Contact Miami's Information Technology (IT) department for setting up or modifying phone lines.
  • To request computer security, contact IT Services. IT Services can also assist with special security and access, including Banner and G Drive.
  • Check the employee's work space to ensure that it is clean and supplied with the necessary work supplies.

Ensure that the employee will have access to the building and work area.

  • Request building access for a new employee by contacting Physical Facilities or Building Point of Contact (BPC).
    • Provide the employee's Banner number and UniqueID, as well as the type of access that is needed (such as 24/7 access, or 8 hour work day access).
    • Request keys to buildings. If the BPC does not have the ability to provide those permissions, contact the H.O.M.E. Office.

First Day

Introductions and Tour

  • Plan to be available to greet the new employee or assign the task to a trusted staff member.
  • Ensure the employee can access their Banner number, UniqueID, and email.
  • Walk the employee through the appropriate time keeping process.
  • Introduce the new employee to fellow employees and explain their roles. This will help the new employee learn who can help with specific issues or questions.
    • Explain chain of command so the employee understands reporting relationships.
    • Provide a copy of the organizational chart for your department and/or division, if available.
  • Tour the work area (e.g., restrooms, time clock, water fountains, vending machines, refrigerator, coat rack/closet, supply cabinet, exits.)
  • Demonstrate any relevant equipment that will be used.
  • Explain general purpose and functions of the department and the relationship to other departments, students, and staff.

Completing Required Paperwork

One the first day of work, new employees must complete the I-9 Form if they have not done so prior.

Getting Started

Supervisors should review the job responsibilities and provide the employee with a copy of their job description. As part of Performance Management, you should articulate your expectations for them and their work. 

Provide a training schedule, including the name and location of the person who will conduct the training. You can also provide a work assignment for the day and a contact person for any questions.

Assist the new employee with logging into the computer, setting up printers, and showing how to access any sites/systems needed for their position.

Follow Up

Make time at the end of the first few days to meet with the employee. Ask for feedback and if there are any questions or concerns you can address.