Supervisor's New Staff Checklist

faculty / staff > new employee orientation >

Here are some required and recommended actions to help a new employee have a successful start at Western.

Check when complete	WHEN THE NEW EMPLOYEE ARRIVES	SOURCES
	FIRST DAY
	Welcome the new employee and introduce them to team members and key contacts. Ensure the new employee is able to have lunch and breaks with the team during the first week.
	Discuss the orientation that you have planned, and ask the employee what needs they have.
	Orient the employee in their physical space eg. where to hang coat, where the washroom and lunch areas are... etc.
	Explain the work area's role, and the structure of the unit/department.
	Explain key behavioural expectations: how breaks & lunch work, how each other's absences are covered, telephone and email protocol for the unit/department, unit health and safety practices.
	Review the employee's role and the outcomes expected.
	Lay out the work of the first few days or week.
	Establish a process for regularly meeting and ensuring the employee's information and learning needs are met.
	Explain the on-going performance management and support process.
	Provide information on how to obtain a Western Employee ID Card once the employee receives his/her Employee ID number.	Western Student Services Building, Student Central (Require valid photo identification and employee number)
	Refer the new employee to Parking Services if they require a parking pass.	Parking Services: Room 15, Services Building, ext 83973 www.uwo.ca/parking
	Assist the employee to obtain their Western One photo ID card from the Student Central - Room 1120 in the Western Student Services building (WSS). Building access information will be programmed into the system based on the pre-authorized access.	Campus Community Police Services
	As needed, give the employee the completed "Building Access Request Form" and instruct where to pick up keys.	Building Access Request Form
	WITHIN FIRST FEW DAYS
	Ensure employee completes Western's core online training (required for all employees): Western’s Employee Health and Safety Orientation - Work Safely at Western Workplace Hazardous Materials Information System (WHMIS) Accessibility at Western Safe Campus Community: Preventing Harassment, Violence and Domestic Violence at Western Ensure employee completes the required courses specific to their role.	Learning & Development Required Training Health & Safety Training
	Complete Western's Employment Equity Survey	Equity Survey
	Suggest the employee tour the campus	Campus maps
	Point out helpful Western webpages	www.uwo.ca
	Introduce the employee to the library, meal plan, campus recreation, UCC services.	Campus Recreation Campus Meal Plan
	Direct the employee how to contact their union or association to learn about their role and services.	Western Directory
Remember that the first few days on the job can be stressful. The new employee is trying to absorb significant new information. Try to present procedures as logically as possible and allow time for practice and questions. Check with the employee at the end of the day/first week in order to find out how they are finding the position and to reassure and respond to concerns. Encourage two-way communication.

Check when complete	ADVANCE PLANNING FOR THE NEW EMPLOYEE
	Advise other team members of the employee's name, role and start date
	Make a list of what information is important to convey during the employee's orientation. Consider assigning a colleague to "buddy" with the new staff member for the first few days.
	Contact ITS to request a phone connection, if applicable.	Telecommunications - x83323 or www.uwo.ca/its/telecom
	For employees who require card access to buildings or offices, submit the completed form via email to Campus Police on the employee’s behalf.	Card Access User Request and Authorization Form
	Complete a key requisition as needed using the "Western Keys Request Form". The employee must pick up their keys in person and provide Western identification.	Keys Request Form
	Contact Purchasing for business cards (as needed). Order after confirming information with the new employee.	Purchasing Login Screen
	Note the dates/times of the employee's Human Resources and Health appointments (as applicable). Dates and times are usually indicated on an employee's orientation schedule accompanying their Offer Letter.Note that payroll and benefit forms need to be completed to start these for an employee.	Recruitment, Pensions, Benefits & Payroll Records - x82194 (off campus 519-661-2194) Staff/Faculty Health - x82047 (off campus: 519-661-2047)

Welcome to Western!!

Human Resources Services Address Information