Onboarding New Staff

The below information is designed to help guide supervisors in the onboarding of their new employees. Please reach out to Adrienne Goglia for assistance.

Prior to Start Date

[ ] Submit a New Employee Technology Request on behalf of the new staff member. Ideally, start this request ASAP once the search begins to ensure no delays in obtaining a machine for your new hire.
- If this is a backfill hire, you will be required to indicated the previous employee name in the form.
- Details to consider including:
  - Required software
  - Mapping to shared drives
  - Mapping to network printers/fax machine
  - Permissions for public folders in Outlook
  - View/edit permissions to MDT Staff Calendar (for all school staff)
[ ] Set-up staff office in preparation for first day of work.
- Tidy assigned workspace, ensure all basic furniture needs are met and stock with basic supplies and/or reference materials.
- Confirm office assignment and prepare the space for new hire move-in.
- Request updated office signage/decal for new staff member.
  - For Music staff, see Front Office Supervisor Nancy Sell.
  - For Dance & Theatre, see Academic Facilities specialist. Requests submitted via **https://cfo.asu.edu/sign-shop-services**.
- Work with front office staff to add/create new staff mailbox.
- Request keys for the new hire. Be sure to indicate the rooms and/or key codes needed in your request, if known. Music – music@asu.edu | Music Front Office Staff Dance & Theatre - Gren Radcliff | Academic Facilities Specialist
- Request or adjust phone services by submitting a telephone request via ASU Service catalog.
[ ] **HIDA HR** will send confirmation for new employee orientation and time reporting instructions (if applicable).
- Zoom and In-person options.
- Orientation takes place 8:30 a.m. to 12 p.m.
- If your new hire will NOT attend New Employee Orientation on their first day, you may want to consider having them report to ASU Parking and Transit services for their complimentary 2-week parking pass. They must take with them a copy of their employment offer letter and a piece of photo ID.
[ ] Send “preparation” email to new staff member, explaining what they can expect their first day in the office to look like. Some details to consider including:
- What their schedule will be, where to report, and any other basic expectations (dress code, if applicable).
- Scheduled lunch and/or what kitchen facilities will be available to them.
- Meetings/tours scheduled.
- Parking information.

First Day(s) of Work

[ ] New Staff Member will attend new ASU New Employee Orientation as scheduled by HIDA HR.
[ ] Organize welcome details for new staff member.
- Prepare welcome treats, decorate their office, write them a welcome card, or prepare a swag bag (key chain, phone holder, etc.).
[ ] Arrange time for your new hire to tour department facilities/spaces.
[ ] Provide an opportunity for the new hire to meet their new colleagues. Set up 1:1 meetings as appropriate.
[ ] Complete the following required trainings within the first 30 to 90 days of employment:
*Access to all training will be available in Career EDGE via My ASU once your hire is fully processed in the ASU system. Please keep in mind that the system can take a few days to process/update after the official hire date.
[ ] Ensure your new hire completes all other training as required for job functions, in addition to ASU required trainings listed above.
[ ] Initiate requests for access/permissions for any systems that your new hire will require as part of their essential job functions (Workday, PeopleSoft, calendars, drives, etc.).
[ ] If your new hire will require use of an ASU Purchasing Card (PCard) in their position, please contact Michelle Pyde or Adrienne Goglia in the MDT Business Office to initiate that process.
[ ] If your new hire will be operating an ASU owned or rented vehicle in their position, please ensure they complete the authorized driver training. Information can be found at **https://cfo.asu.edu/defensive-driving-training.**
[ ] If your new hire will be required to use their cell phone for accessibility, especially outside of business hours, please work with Adrienne Goglia in the MDT Business Office to initiate the process of obtaining a tech subsidy for the employee.

First 1-2 Weeks

[ ] Ensure new staff member completes remaining trainings, permissions, etc. as applicable.
[ ] Provide an online “scavenger hunt” for your new employee, which can result in web browser bookmarks helpful to job duties.