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)
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:
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
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
Arrange to have the workspace cleaned
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:
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
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
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
Set up a campus tour with Undergraduate Admission
Create an orientation packet for your employee. Items to include:
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
First few weeks’ schedule
Copies of the department’s key standards and procedures
Collective Bargaining Agreements
Faculty Handbook
Employee Handbook
Committee documents
Budgets
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.
Two sets of keys
Furniture - employees receive a standard package of furniture
TV and the internet
