Fillable Printable Departmental Orientation Checklist - Virginia

Departmental Orientation Checklist - Virginia

DEPARTMENTAL ORIENTATION CHECKLIST

Employee’s Full Name:_______________________________ Employee #:___________________________

Department:_________________________________ Department Contact:___________________________

Date of Hire:_________________________________ Phone:______________________________________

This checklist is designed to assist hiring departments and new employees with departmental orientation. Departmental

representatives need to discuss the items below with new hires, then sign and date the back of this form to indicate

completion. The completed form should be placed in the employee’s departmental file.

DEPARTMENT

Completed(√)

Via Telephone with New Employee

(Prior to first day of employment)

Confirm first day/work hours

Discuss dress code/uniform distribution

Discuss payroll frequency, overtime pay (straight pay and time and one half rate)

Discuss parking arrangements; provide directions to Dept. of Parking and Transportation

Emphasize the importance of benefits/payroll appointment

Obtain emergency contact phone numbers

Complete Section 1 of I-9 (online)

Department Arrangements

(Prior to first day of employment)

Completed(√)

Introduce new employee by e-mail or letter

Select current employee to assist new employee; inform current employee of expectations

Assign 1st day/1st week checklist activities to appropriate staff

Provide workspace and necessary office equipment/supplies

Prepare department orientation agenda

Inform department computer support team of new hire; request assistance creating accounts,

registering for email, etc.

1st Day/1st Week

Completed(√)

Supervisor to greet new employee at start of first day

Introduce new employee to current employee who was assigned to assist

Accompany new employee to his/her office

Review computer set up, log on, e-mail, data security and Responsible Computing Handbook

Review phone number and phone system training, FAC (Forced Access Code), phone mail as

applicable

Discuss/distribute office supplies, UVA directory, Charlottesville directory, name plate, etc.

Tour office/department (restrooms, break room, introduce to internal/external staff,

identification/access card, and/or appropriate keys)

Discuss communication opportunities - staff meetings, department meetings, newsletters, etc.

Provide brief history of department

Provide departmental/university organizational charts

1st Day/1st Week

Completed(√)

Complete Section 2 of I-9 (online)

Brief discussion of employee’s role in department/University (also discuss department’s and

University’s mission)

Provide up-to-date written position description (job duties/scope, essential/non-essential

employees) and performance expectations

Discuss Performance Planning and Evaluation (Lead @) process (general overview)

Discuss recording leave (Self Service Time and Leave -SSTL)

Discuss/provide reference for leave policies

Discuss holiday schedule and process for requesting leave

Discuss lunch/break periods

Discuss training/educational opportunities/recommended reading

Discuss tuition waiver/reimbursement–other educational opportunities

Discuss UTS (University Transit Service) - have bus schedule available in department

Discuss safety and security/emergency conditions and response, such as:

a. Fire, disaster preparedness, emergency/ bomb threat procedures

b. Accident injury procedures

c. Emergency blue phones on Grounds (Dial 9+911)

d. Inclement weather policy

e. Universal precautions and HAZMAT (if applicable)

Discuss WorkMed’s services (refer to: www.healthsystem.virginia.edu/internet/occupational-

health/)

Approximately 3 Months From Hire Date

Completed(√)

Consider conducting 3- Month Performance Evaluation (recommended)

Discuss comprehension of job responsibilities

Discuss professional development opportunities

Department-Specific Requirements/Notes - to be customized by each department

Completion of Checklist: (Both new employee and departmental representative must sign below indicating checklist

information has been completed in full).

Employee:__________________________________________________________________________________________

Signature Date

Department Representative:___________________________________________________________________________

Signature Date

Updated: 8-9-11