Onboarding Toolkit

In this Section

Hiring Toolkit

Onboarding Toolkit

Approving Time and Absence Requests

Hybrid/Remote Work Resources

Handling Conflict: Tips and Best Practices for Supervisors

Employee Discipline

Reporting Injuries and Other Incidents

Offboarding Toolkit

MICA’s New Employee Onboarding Toolkit is a comprehensive approach that empowers supervisors with all the tools, resources, and connections they need to help ensure a welcoming experience for their new or transferring employees as they begin their journey towards a successful and fulfilling career. This Toolkit will help lay a strong foundation for success and help employees navigate their first days, months, and beyond as they integrate into the MICA community.

Each employee’s onboarding will be unique to their position and department. Some tasks in this toolkit may not apply or may be modified to better suit your operational needs.

unchecked Complete the hiring process in Workday 2–3 weeks before their start date
Email the employee to officially welcome them to MICA, after confirmation of acceptance and a satisfactory background check from Human Resources, using the Supervisor Welcome Email Templates document (Appendix I)
Create an onboarding schedule for the new employee using the Onboarding Schedule Template (Appendix II)

unchecked Send the first week’s agenda to the new employee before their first day, so they know what to expect during their first week
Set up or add calendar invitations on the new employee’s calendar for:

unchecked Regularly scheduled meetings (e.g., one-on-ones, staff meetings, department meetings) with leadership and subordinates
Meetings with internal stakeholders like Human Resources, Finance (to go over budgets)
Meetings with external stakeholders

unchecked Send an announcement to the department/college/division welcoming the new employee using the New Employee Announcement Templates (Appendix III) and encourage them to welcome the new employee personally
Set up the required workspace, systems, software, supplies, and building access

unchecked Arrange to have the workspace cleaned

unchecked Order work area keys from Facilities Management
Desk/chair or other relevant furniture
Schedule a meeting with Technology for the employee’s first day
Complete the Technology Request form in Workday:

unchecked Computer and Accessories – Consider any preferences or accommodations that have been discussed with the employee, like MICA-issued computer/cords/charger, docking station, monitors, mouse/keyboard Software needed for the new position, instructions for VPN, access to shared drives, and connection to department printers/scanners
unchecked Have Technology set up the new employee’s computer
Desk Phone: phone number and voicemail instructions
Office Supplies: pens/pencils, highlighters, notepads, and/or sticky notes
Order business cards, name plate, uniform, etc., as applicable
Identify a peer team member whom the new employee can ask for support if you are not available
unchecked Add the new employee to departmental and internal email distribution lists
Schedule one-on-one meetings with the new employee regularly for at least the first month to orient them and help them feel connected
Review the employee’s position description and prepare for expectation and goal-setting conversations unchecked Set up a campus tour with Undergraduate Admission
Create an orientation packet for your employee. Items to include:

unchecked Names, titles/roles, and contact information for team members and an organizational chart for the department (consider reviewing organization charts together)
Contact information for key internal and external constituents and a link to MICA’s online Staff Directory
MICA’s mission and vision, and the department’s mission, values, and goals/priorities
unchecked First few weeks’ schedule
Copies of the department’s key standards and procedures
Collective Bargaining Agreements
Faculty Handbook
Employee Handbook
Committee documents
Budgets

unchecked Update the department’s website with the new employee’s contact information
MICA-provided housing: contact Facilities Management to ensure that the space is clean and all repairs are complete.

unchecked Two sets of keys
Furniture - employees receive a standard package of furniture
TV and the internet

unchecked New Hire Orientation with Human Resources (30 minutes) located in Bunting, 3rd floor, suite 310
The employee should be picked up from Human Resources
Walk the new employee to Campus Safety to obtain a MICA ID card and Parking Permit
Welcome and introduction to the team/department (Plan to begin and end the day with them)
unchecked Provide the new employee with the orientation packet and discuss the following:

unchecked Job description including responsibilities and expectations
Clarify the first week’s schedule
Confirm work schedule, time-keeping, and tracking hours worked
Discuss the probationary period

unchecked Take a photo for the online staff directory, bulletin board, etc.
Give employee key(s)
Provide department or building-specific safety and emergency information
Take the employee on a building tour and explain key areas like restrooms, mail rooms, copy machine, bulletin boards, parking, printers, office supplies, water coolers, break rooms, vending machines, emergency exits, conference rooms, and inform them of nearby food and services
unchecked Provide credentials and other information for the department email
Campus tour with a tour guide from Undergraduate Admission
Technology Set-up:

unchecked Email to include signature template (refer to Email Signature brand guidelines)
Upload ID Photo in Workday and Gmail
Shared drive access
Zoom access
Voice mail and computer
Rave Guardian
Slack
Request remote access if they are non-exempt and may need to clock in and out while off-campus

unchecked Confirm attendance at the monthly Orientation Session with Human Resources (second Wednesday of every month except June and July
Lunch with you or a team member(s), either in person or virtually
Check in with the employee at the end of the day to answer any outstanding questions

unchecked Provide Position Overview

unchecked Position description
Initial job assignments and training plans
Work schedule or hours of work. Explain policies and procedures for overtime, use of vacation and sick time, holidays, etc.
Key meetings/events (e.g., 1:1, staff, and divisional meetings)
Performance management process, expectations, and goals
unchecked Identify key contacts outside of the team
Discuss how their role fits within the team and the college/division
Hybrid work schedule eligibility after the first 90 days

unchecked Provide Team Overview

unchecked Leadership and Management style (e.g., what’s helpful for the employee to know about you, your communication preferences, what they can expect from you, what characteristics you have that might help the employee work successfully with you, how decisions are made)
Department culture (e.g., how the team communicates, dress code, typical hours, time-off requests)
unchecked Strategic plans, goals, and objectives
Overview of roles and responsibilities within the team
Safety/emergency protocols like the fire escape plan

unchecked Provide Department Overview

unchecked Organizational chart of the department
Department processes/procedures (e.g., chain of approval, communication/branding, making purchases, arranging travel, securing a conference room, obtaining a MICA credit card)
How the department fits within the division and the College’s organizational structure
unchecked Key leadership members and other contacts

unchecked College Policies and Procedures

unchecked Employee Handbook
Faculty Handbook
Equal Opportunity/Affirmative Action/ADA

unchecked Schedule a meeting with Payroll for training on time and time off approval in Workday
Train on other applicable Workday processes/approvals, and review the Workday Toolkit
Sign the new employee up for relevant memberships and subscriptions
Encourage employees to review benefits information on the HR website and remind them about the Benefits enrollment deadline (30 days)
unchecked Schedule weekly/biweekly one-on-one meetings with the new employee
Have the employee schedule 30 minutes one-on-one with team members to get to know them personally and discuss job duties, how job roles interact, and how they might work together in the future
Arrange for a personal welcome from the Vice President
unchecked Schedule 30-day, 60-day, and 90-day check-in meetings with the new employee
Check in with the employee at the end of the week to answer any outstanding questions

unchecked Meet with the new employee at the end of the first 30 days
Discuss initial experiences, obstacles, and progress made
Provide feedback and solicit feedback
Check in with their peer team member to see how things are going and identify areas that need additional attention to complete their training
unchecked Provide resources for any questions or concerns that have been identified
Ensure all mandatory trainings have been completed - TBD

unchecked Complete a 60-day and 90-day provisional review
Schedule a conversation with your HR business partner if you have any concerns regarding their performance
Schedule a time with the employee to discuss

unchecked Confirm that all sections of the Onboarding Toolkit have been completed
Establish clear expectations for performance as the employee's roles and responsibilities evolve over time
Give ongoing positive and constructive feedback
Set goals to work toward for the first staff performance review
unchecked Discuss additional tools, resources, or training that may be helpful for productivity and/or professional development
Encourage the employee to get involved in the College community
Ensure the employee is aware of the resources available and knows who to ask for information

Subject: Welcoming to [Division/Department Name] at MICA!

Email Body:

Dear [new employee’s first name],

We are truly excited that you will be joining our team soon. I wanted to share some helpful information as you plan for your initial days as [new position] in the [division/department name] at MICA.

First, if you haven’t already, you should have received instructions from Human Resources to complete onboarding and to create your MICA profile. Please let me know if you have not received these details.

For your first day on [Enter Date], here are some logistical details:

Workspace Location: Our building name is [building name], and our street address is [street address]. Here is the link to various campus maps.
Lunch: For lunch, [enter details about their first lunchtime on the job, e.g., should they bring their own lunch, will you or other members of the team be taking them to lunch, etc.].
Parking: If you intend to drive to campus, please park on the street, and Human Resources will provide parking information during orientation.
Attire: Our team typically dresses in business casual attire.
Smoking: Smoking is prohibited on campus except in designated areas [pdf].
[Add any other important info about the first day]

I have attached a schedule for your first [enter the amount of time for which you are preparing an agenda/schedule, e.g., first days, first week, first two weeks, etc.]

To help [the department/your teammates] become acquainted with you, we would like to share information about your new role and some bio information via an email announcement. Would you please send me 1–2 paragraphs that describe your work experiences, educational background, and any personal activities you enjoy when not working, or other personal information you wish to share? I appreciate you sending me the brief bio at your earliest convenience, and will copy you on the announcement email that is sent.

I look forward to seeing you on your first day at MICA! Meanwhile, please let me know if you have any questions.

Best regards,

[Your first name and contact information]

The Onboarding Schedule Template should be completed by the Supervisor and provided to the new employee by email before their first day. A printed version should be made available on their first day for easy reference. Each employee’s onboarding will be unique to their position and department. The following are suggested meetings and tasks to incorporate into their onboarding schedule.

Meetings to include:

Onboarding Session
Lunch on their first day with supervisor/team
One-on-one with supervisor
One-on-one with a peer team member
Team/department Meetings
Introductory meetings with key contacts

Tasks to include:

Upload ID Photo in Workday and Gmail
Set up MICA Email Signature and Voicemail Message (provide instructions/templates)
Department/role-specific training
Monthly New Hire Orientation with Human Resources (second Wednesday of every month except June and July)

Day, Month XX, 202X

Meetings

Time	Meeting

Onboarding Tasks

unchecked

Employees new to MICA

Subject: Welcoming [New employee’s full name] as [Job title/role]

CC: New Employee’s MICA Email

Email Body:

Please join me in welcoming [New employee’s full name], MICA’s new [Job title/role] in [Name of department/college/division]. [New employee’s first name] will be joining the team on [Fill in new employee’s start date] and will be based at [Building/Location].

In this role, [New employee’s first name] will [Describe their role and responsibilities].

[New employee’s first name] recently worked as [Previous position name] for [Company Name]. Before that, [New employee’s first name] held positions with [Multiple company names] and has earned a [Degree earned] in [Degree area] from [University name]. In [New employee’s first name]’s personal time, favourite activities include [Enter any personal information your new employee wishes to share, such as hiking, travelling, biking, and volunteering for non-profit organisations].

We are thrilled that [New employee’s first name] is joining our team. Please take the opportunity to introduce yourself and welcome [New employee’s first name] to MICA: [Enter physical work location, email, and phone number].

Regards,

[Your name and contact information]

Current MICA employee transitioning to a new position

Subject: Welcoming [New employee’s full name] as [Job title/role]

CC: New Employee’s MICA Email

Email Body:

I am pleased to announce that [New employee’s full name] will be starting with [Name of department/college/division] on [Fill in new employee’s start date]. [New employee’s first name] will be joining the [Department] team as the [Job title/role] on [Fill in new employee’s start date] and will be based at [Building/Location].

In their new role, [New employee’s first name] will [Describe their role and responsibilities].

[New employee’s first name] has been with MICA since [Original hire year] as the [Previous position name] for [Name of department/college/division].

We are excited that [New employee’s first name] is joining our team. Please take the opportunity to introduce yourself and welcome [New employee’s first name] to [Department/college/division]: [Enter physical work location, email, and phone number].

Regards,

[Your name and contact information]

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