Ivy Tech Community College Onboarding Checklist

New Employee Name Start Date

Job Title Employee Email

Department Assigned Resource / Buddy

Supervisor Supervisor Email

Onboarding sets the stage for success by helping new employees feel comfortable, welcome, and at ease. Making the

first day a positive experience lays the foundation for a long and rewarding professional relationship.

Use this checklist to guide the onboarding process. This checklist is NOT meant to limit you in the onboarding of your

new employee, but rather to outline the basic tasks that should be handled throughout the onboarding process. Not

all items may apply to every department or every new hire.

Before the State Date

Work Schedule and Job Duties Assigned to:

Call your new employee and confirm / provide:

Start date

Work place

Start time

First day contact person

Parking information

Dress code

Create Action Plan for the Employee's First Week Assigned to:

Assemble a New Employee Packet

Job description

Schedule for the first week

Department organizational chart

Ivy Tech internal telephone list (Region specific)

List of lunch locations

Training schedule - topic, when, who

Making Connections Assigned to:

Notify collegues in your department of the new employee (including start date, job title, job duties, brief bio)

Plan for a team lunch on the new employee's first day OR provide a list of lunch options

Identify a co-worker to serve as a resource / buddy for the new employee

Arrange a campus tour

Set-up meetings with critical people for the employee's first week

Administrative - Human Resources Assigned to:

Typically Human Resources will handle the processing of all required documentation.

Confirm with Human Resources that all the required documentation is being handled

Signed Offer Letter

Completed background check

HR Benefits Folder - containing all benefit information and form

HR New Employee Folder - containing all required new employee forms

Email New Employee Orientation CBT Link http://employeetraining.ivytech.edu/NEO/presentation.html

Workspace Assigned to:

Ensure basic office furniture and supplies are in work space

Work with IT to ensure desktop / laptop are ordered and have relevant software installed

Schedule phone installation

Order business cards, name tag, and name plate

Verify workspace is clean and prepared prior to arrival on the first day

If parking pass is required, order it at the appropriate time

Technology and Access Assigned to:

Order keys / key cards for entry doors

Put in IT request for system access (as appropriate) such as:

Banner

People Admin

Ivy Market

First Day

Department Introductioon Assigned to:

Welcome the new employee upon arrival

Show the new employee to his/her workspace

Give the new employee the schedule for the week and review

Review onboarding timeline and give a copy of the Onboarding Checklist

Review expectations related to:

Sick leave

Vacation

Breaks

Work hours

Take a walking tour and introduce the new employee to the members of the department / team

Take a tour of the facilities

Restrooms

Copiers / Printers

Elevators

Stairs

Kitchen area

Breakroom

Confirm all access keys work

Discuss lunch options (might include lunch with team members)

Training and Development Assigned to:

Ensure completion of required Computer Based Trainings (CBT's)

Ivy Tech Harrassment Prevention

Sexual Violence Awareness and Prevention Training

Privacy and Information Security

Information Security User Awareness Training

Safety Awareness

Adjunct Faculty Orientation (only required for Adjunct Faculty)

Job Specific Computer Based Trainings

Ivy Market

Banner

People Admin

On the job training

Other training

Work Area Introduction Assigned to:

Help the new employee logon to his / her computer - using IT assigned longon information

Confirm that everything at the workspace is in working order

Allow time to review online Employee handbook

Review phone policy and how to dial long distance

Show the new employee how to access shared deartment files

Assist with intial access to systems relevant to their role ie Banner, People Admin, Ivy Market

Ensure the new employee creates an Ivy Tech Community College appropriate email signature

Administrative - Human Resources Assigned to:

Ensure receipt of signed Offer letter and Position Description

Confirm completion of New Employee Orientation CBT

Review accessing the Ivy Tech Training Portal

Confirm completion of required trainings and ask for questions

First Week

Check-In Assigned to:

Ask how the first week went and make time to answer any questions

Be sure to answer all policy or procedure related questions

Review training schedule

Verify all computer, network sytemes, printers, email, telephone, voicemail, etc., are working

Explain your supervisory style

Explain your expectations for performance

Explain how this role ties into the Strategic Plan (Focus on Student Success 2025)

Provide a list of current department projects and discuss their role in completing projects

Introduce the following resources

Ivy News

Campus Connect

Ivy Alert

Help Desk tickets

First Month

Check-In Assigned to:

Establish weekly, bi-weekly, OR monthly meeting with the new employee

Continue to answer questions

Review job description and answer questions

Discuss performance reviews and performance standards

Check with department / team for their input on the new employees acclimation to the job and the College

Remind the employee to complete any required CBT's that were to be completed within the first 30 days

First Three Months

Check-In Assigned to:

Complete 90 day (staff) OR First Full Semester (faculty) performance evaluation

Provide feedback

Discuss and begin to develop an Individual Development Plan (IDP)

Meet with the new employee to discuss how he / she is doing

Review performance goals (both short and long term)

Answer any questions about the department, facility, or college

First Six Months

Check-In Assigned to:

Meet with the new employee to discuss how he / she is doing

Provide feedback

Review performance goals (both short and long term)

Answer any questions about the department, facility, or college

First Year

Check-In Assigned to:

Celebrate the end of the first year

Complete Annual Performance Appraisal

Meet with the new employee to discuss how he / she is doing

Review performance goals (both short and long term)

Answer any questions about the department, facility, or college

Additional Tasks Assigned to:

I certify that each of the checked tasks has been completed by me or a member of my team. Any questions or concerns

relating to these teasks and the onboarding process have been taken to and addressed by Human Resources.

Supervisor Signature Date

Employee Signature Date

Onboarding is an on-going process that does not end after the first few weeks. Meet with the employee regularly to

ensure that they are becoming assimilated to the job and department. Encourage feedback from employee and be

available to answer questions. It is vital to assess the effectiveness of the College's onboarding process and look for

ways to continuously improve it.