How Do I Onboard a New Employee?

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Now that you have selected the best candidate, on-boarding a new employee is a great opportunity to make a continued positive impression. Orientation efforts begin with the candidate's offer of employment from Human Resources. The official offer letter invites new employees to attend the bi-weekly orientation session.   

Orienting a new employee has three major objectives:

• To welcome and introduce a new member to the DePaul community, our mission and culture
• To review University benefits and Compensation
• To understand employment at DePaul (policies and procedures), and
• To increase effectiveness in the early days of one's DePaul career.

On-boarding is a shared responsibility with activities managed by the hiring department/college and Human Resources.

The following steps outline typical on-boarding activities.

Pre-Arrival Welcome, Workspace and Technology
University New Employee Orientation Program 
Department Orientation The New Workplace
How Do I Know if My Department's Orientation is Working?     

Prepare for your new employee by taking these typical steps to welcome and/or introduce a new employee:

• Send a memo or e-mail to current staff to announce the arrival of a new employee
• Assign a colleague or mentor within the department
• Arrange a lunch companion for the first day in the office

Take steps to set up the workspace and appropriate technology for their role:

• Determine the need for computer equipment, telephone (cell phone), keys, files, supplies

Approve access and system accounts via Information Services at http://is.depaul.edu:

• Network account
• Email account
• Telephone extension (created or updated) and voice mail
• Campus Connection
• PeopleSoft and/or Datamart access

University New Employee Orientation Program

Hiring managers are encouraged to hire new employees on a start date that coincides with New Employee Orientation (NEO).

NEO is a full day program that occurs at the Loop Campus, 55 E. Jackson Boulevard, Suite 406.

NEO introduces new DePaul employees to the benefits of working at one of the nation's largest private universities.

NEO serves as an introduction to University culture, values, and business processes and provides employees with "just in time resources" to support their transition to the University and their role in their department.

New Employee Orientation Calendar for January to June 2009.
New Employee Orientation Agenda for day-long program.

Department Orientation The New Workplace

Assist new employees in making the transition into your office, department or college:

Introduce Department Functions and Key Relationships

• Organization and structure of the department
• Unit goals, current priorities and operational activities
• The relationship of the department to other university departments
• The new employee's role in relationship to other jobs within the department

Review Job Duties and Responsibilities

• Current job description, initial goals and expected results
• Performance standards, evaluation procedures and how to overcome common problems
• Daily work hours, overtime needs and extra assignment requirements
• Types of assistance available who to ask for help

Address Relevant Policies and Procedures

• Policies and procedures unique to job and/or department (not conflicting with university policies and procedures)
• Building evacuation procedures
• University directory
• Time records
• Keys, Copy codes, Reimbursement
• Voice mail, E-mail, Private and Public network drives/directories
• Breaks, Lunch duration/time

Get Familiar with Workplace A Guided Tour

• Department introductions and facilities, rest rooms, supply cabinet, copy machines

How Do I Know if My Department's Orientation is Working?

Orientation does not conclude after the first few days. Managers should follow-up regularly with a new employee. The checklist will provide a starting point for on-boarding a new employee. However, your college or department may need to offer more specialized information and assistance. Consider the following:

• Meet and discuss whether job expectations are being met. If not, this is the time to re-establish job expectations and provide feedback. The Performance Management Guide and other tools are available at HR's Performance webpage.
• Set up a meeting date(s) after the first 2 weeks to answer questions and to discuss work-related issues or concerns.
• Check in at milestone dates: 30 days, 90 days, and prior to the end of a new employee's introductory period (6 months).
• Participate in Performance Management Training offered through Workplace Learning.