New Employee Checklist

This checklist is for IST/OCIO managers to use with their new hires after the job offer has been accepted, signed and returned to CSS HR via the SAF Administrator (cfermin@berkeley.edu). 

Before
Employee Arrives:

  • Two - three weeks prior start date, notify the SAF Administrator of your new hire, forward their resume, address, phone number and complete the Applicant Deselection Form and Interview Data Form
  • Verify approved SAF and submit the CSS HR ticket for offer letter and CSS onboarding and required attachments
  • Schedule new employee for New Employee Orientation
  • Plan the employee's first day schedule:
    • Manager should clear their schedule to be with the new employee all day
    • Schedule any welcome activities, lunch or coffee
    • Plan office tour
    • Prepare first assignments
    • Review Role Description
  • Notify appropriate groups of new employee's arrival:
    • New hire’s new team (not all staff)
    • Onboarding specialist
    • All admin support
    • IT Leadership Team
    • Budget and Finance Team
    • Building, access and equipment maintenance staff
    • Building Emergency Team (Todd Wagner)
  • Update the org chart, contact directory, routing and distribution list, mailing list, add to meetings (CalNet ID required for some of these)
  • Prepare their work space and building access (CalNet ID required for some of these):
    • Request phone and network activation/access
    • Request and set up new computer/laptop
    • Prepare basic office supplies
    • Update building floor plan
    • Prepare mailbox
    • Prepare name plate
    • Provide Emergency Kit
    • Schedule ergonomic evaluation
    • Identify cubicle/office
    • Grant access to building/doors
    • Grant access to email lists, shared docs, drives, calendars, etc.
    • Grant access to accounts specific to the job or department
    • Request for installation of additional software if needed
  • Paperwork for HR:
    • Schedule new employee for employment paperwork with HR
    • DMV records request (if applicable)
    • Background check (if applicable)
  • Complete/read required campus certification and training prior to start
    • Sexual Harassment Certificate
    • Computing Policy and Guidelines
    • IST Work Rules
    • Other Agreements and Policies
  • Send new employee pre-arrival information:
    • Date, arrival time and location of first day, including directions, dress, and what to expect
    • Use pre-arrival information form (need link to this form from Clarissa)
    • Provide first day schedule
    • Direct the employee to the ‘Before You Arrive’ section of the new hire website
    • Call the employee to answer any immediate questions and invite him or her to call with new questions. 

First Day:

    First Week:

    • Schedule new employee for networking meetings with appropriate staff and managers
    • Schedule meeting with a mentor/peer buddy if applicable
    • Sign employee up for any training to relevant tools and systems (if appropriate)
    • Review job expectations:
      • Review how performance will be evaluated
      • Establish performance goals and set regular feedback mechanism
      • Establish weekly meetings/trainings or other events
      • Clear expectations of job performance in first three months
      • Clear expectations of job performance and goal for first six months
      • After hours and weekend office access
      • Accounting and journal vouchers (if appropriate)
      • Travel, training & reimbursement
      • Business credit card
      • Ordering business cards
    • Review Campus Policies:
    • Review office safety issues:

    First Month:

    • Meet with employee to review:
      • Job description and expectations, meeting goals and targets
      • Review work expectations (if needed)
      • Discuss experiences, concerns and identify new needs.
      • Introduce challenges that may emerge in the job and plan how to meet them.
      • Review the onboarding process with the employee. Is it working well?
      • Encourage employee's relationship with the work group and department.
      • Provide information for increased understanding of the work group and department.
    • Ensure employee has signed up for benefits prior to enrollment deadline

      Within 6 months:

      • Revisit performance standards and work rules
      • Schedule six month performance review