A complete onboarding experience promotes positive working relationships that help new employees gain confidence and promptly become productive. It increases overall engagement, retention, and performance through understanding of and connection to the job, the program or unit, and UC ANR.
As a supervisor, onboarding is your first opportunity to set expectations and goals, introduce key people and resources, and lay the groundwork for effective job performance and career growth at UC ANR.
Utilize the First Week Template.
Take additional steps for UCOP employees.
Find additional onboarding resources.
Pre-boarding | Day One | First Week | First Month | Three Months | Six Months
Status | Completed By | Date | |
|---|---|---|---|
| Review the New Employee Safety Checklist and the Conditions of Employment to complete any necessary clearances prior to the employee starting. | |||
| Announce the new hire and their start date to the team. | |||
| Send a "Welcome Email" to the new hire. | |||
| Assign a colleague/academic peer to help new hire acclimate to UC ANR: Onboarding Buddy Guide | |||
| Schedule a meet & greet with team for the employee’s first day. | |||
| Work with IT to obtain needed equipment and software at help@ucanr.edu | |||
| Identify and order any office supplies that may be needed. | |||
| Instruct the new hire to bring in documents that establish identity/employment eligibility if I-9 needs to be completed. | |||
| Inform new hire of vaccination/COVID policy: COVID-19 | UC ANR Environmental Health & Safety | |||
| Discuss location specific parking/transportation options. | |||
| Locate available UC ANR swag for new hire and prepare a welcome card signed by the team. | |||
| Prepare a schedule for the new hire’s first week. | |||
| Once the hire is processed in UCPath, request an email through UCD IT, then notify UC ANR IT at help@ucanr.edu to establish the UC ANR email address. | |||
| Once a UC ANR email is established, direct new hire to set up Duo multifactor authentication. | |||
| Add employee to UC ANR Collaborative Tools | |||
| If located at the UC ANR Davis building, contact the Second Street Space Committee for new hire placement and space needs. Once approved, request name plate/key fob from Facilities: At Second Street. Notify building receptionist of new hire so a mailbox may be created (provide name, location, title and phone number). | |||
| If located at the UCOP building, new hires must complete the UCOP orientation in Learning Management System (LMS). It will take a few days after the establishment of the employee in the UCD LMS system for access. If there are issues, email Miranda Josafat, UCOP HR Analyst, at miranda.josafat@ucop.edu. | |||
| Top of checklist. | |||
Status | Completed By | Date | |
| Supervisor schedules time with new hire for most of the first day. | |||
| Conduct a tour of the office building and introduce new hire to colleagues. | |||
| Review organizational chart. | |||
Complete New Hire Paperwork:
| |||
| Encourage employee to set up direct deposit in UCPath | |||
| Discuss office emergency plan and have new hire update their emergency contact information. Review Safety Checklist. | |||
| Direct new hire to review Important Notices about Your Rights (state and federal employment notices) and Mandatory employment notices. | |||
| Share employee benefits and retirement information, resources, deadlines, and encourage participation in a UCPath Benefits Webinar. Additional information at New Employee Benefits. | |||
| Sign up for relevant UC ANR Orientations – attend the monthly New Employee Welcome, New Employee Administrative Orientation, and Programmatic Orientation (for academics). | |||
| Conduct a general overview of the UC ANR Portal. | |||
| If on probationary period, confirm appropriate probationary review meetings with Supervisor. | |||
| Connect new hire with their onboarding “buddy” or academic peer. | |||
| For a meet and greet, take new employee to lunch, potluck with team, or coffee/tea. | |||
| Follow-up with employee after they meet with IT to confirm they have proper access to work tools and platforms. This includes ensuring access to VPN. For assistance, email help@ucanr.edu. | |||
| Instruct on proper use of office equipment: copier, printer, scanner, laminator, phone system, etc. | |||
| If located at UC ANR Davis building: New hire completes alarm orientation with Facilities. | |||
| If located at the UCOP building: Offer ID badge for applicable employee locations. UCOP located employees can contact the Work Management Center to set up an appointment for an ID photo to be taken and badge to be issued. | |||
| Top of checklist. | |||
Status | Completed By | Date | |
| Onboarding “buddy” or peer supplies reference list of helpful ANR contacts and website URLs for ANR employee support services. | |||
| Bring CE Advisors and Specialists in to headquarters to meet with unit representatives/leaders. | |||
| Check in with new hire to see how they are acclimating and to address any general questions. | |||
| Show employee how to access and enter their hours into the Time Reporting System. | |||
| Review office procedures: mail, kitchen facilities, how to reserve meeting rooms, and cover strict breakroom rules. | |||
| Visit UC ANR Learning and Development and The Knowledge Bank | |||
| Discuss typical team communications, workflow storage, sharing, and processes. | |||
| Share university holidays with employee and have them block these days off on their calendars. | |||
| Discuss guidelines for work and leave time: Leave Management | |||
| Discuss work schedule and how to request changes. | |||
| Complete and submit the flexible work agreement. | |||
| If required, direct employee to complete purchasing card training, P-card request and review procedures for submitting P-card transactions: P-Card Training | |||
| Connect employee with information on the corporate travel Visa card if applicable. | |||
| Review the applicable department website. | |||
| Learn about the UC ANR Principles of Community. | |||
| If located in UCOP building, have them added to the ANR UCOP Franklin Building Listserv and Oakland All-Staff Meetings by contacting Patricia Lonergan at patricia.lonergan@ucop.edu | |||
| Top of checklist. | |||
Status | Completed By | Date | |
| Attend New Employee Welcome and sign up for New Employee Programmatic and Administrative Orientations. | |||
| Complete required UC trainings as outlined in HR letter. | |||
| Academics to log into Project Board to complete FTE Reporting. Watch this 8-minute training video. Additional information and instructions can be found on the New Hire Project Boards User Manuel. Begin to outline your key clientele groups for your UCCE program(s), as appropriate. | |||
| If a Mandated Reporter, employment is subject to the requirements and compliance of the California’s Child Abuse and Neglect Reporting Act (CANRA). CANRA updates and acknowledgement form are available at UC ANR’s CANRA website. | |||
| Ensure new hire, if eligible, enrolls in UC benefits within 31 days of hire date & choose retirement plan option. Additional information at New Employee Benefits. | |||
| Explore UC ANR’s website: UC Agriculture and Natural Resources | |||
| Review ANR’s Office of Inclusion and Belonging website: Workplace Inclusion and Belonging | |||
| Introduce Staff/Academic Assembly: what they do, related benefits, how to get involved or contact local staff assembly representative. | |||
| If travel is expected as part of the employee’s position duties and they need to use county or University vehicles, review the UC ANR vehicles policies and procedures: Fleet Operations. For relevant employees, complete DMV Pull Notice. | |||
| Review Travel/Entertainment expense procedures: Travel & Entertainment | |||
| Review BOC Overview Video for new employees: UC ANR Business Operations Center | |||
| Review the UC ANR Branding Toolkit and order Business Cards: Branding | Communications Toolkit | |||
| Top of checklist. | |||
Status | Completed By | Date | |
| Supervisor to check in with new hire regularly. | |||
| New employee continues to meet with “buddy” or academic peer. | |||
| For applicable staff, submit Probationary Period Mid-Point Evaluation to Employee & Labor Relations. | |||
| Top of checklist. | |||
Status | Completed By | Date | |
| Supervisor continues to check in with new employee. | |||
| For applicable staff, submit Probationary Period Final Evaluation to Staff HR. | |||
| Connect on annual evaluation process and timing: expectations, goals development, and workplans. | |||
| For academics: outline a needs assessment and discuss it with your direct supervisor. Establish Goals/Objectives. See Annual Evaluation criteria and Merit & Promotion information. | |||
| Introduce strategic initiatives, program teams, and workgroups. |