FINAL11/1/18
OISE NEW EMPLOYEE CHECKLIST
Employee Name:
Position:
Personnel #: ______CC / FC: ______
Recruitment Phase:
/ Funds Availability Check / OISE Comptroller / Obtain Approval to Hire Position / Dean or CAO
/ Develop Job Description & Pay Classification / Unit Head & HR
/ Job Posting, Initial Screening, Coordinating Interviews, Candidate Selection & Sal Negotiation / Unit Head & HR
/ Preparation, Submission of Offer Letter / HR - appointed
BO-casual
/ Distribute copy of signed offer letter to BO & Comptroller / HR
/ Announcement of new hire to Team & key staff / Unit Head
2 Weeks Prior to Start Date:
Collect from Candidate for UTORAuth letter: Date of Birth
SIN Number / HR - appointed
BO - casual
/ Issue UTORAuth letter / HR
/ Activate UTORID & Email Account / Candidate
/ Complete & submit Salary Detail Form / BO
/ Set-up phone, VM (if applicable), & update directories / BO – Phone/VM
Ops – Directory
/ Add candidate to appropriate LISTSERVs / BO
/ Order computer equip. & software (desktop, laptop, iPad, cell phones, etc.) / BO – to order EC – to set-up
/ Identify workspace. Assess furniture needs & order (desks, chairs, keyboard trays, filing cabinets, etc.). / BO – to order Ops - for any furniture moves
/ Request for office and furniture keys & name plate / BO – to order Ops – to deliver
/ Request for business cards, if applicable / BO
/ Ensure all pre-conditions of employment are adhered to / HR and/or BO
Upon Arrival of Employee:
/ Introduce to team & other key individuals / Supervisor / Tour of workspace, surroundings, & evacuation protocol / Supervisor
Provide to Employee:
/ Keys to office, cabinets, etc / BO
/ Manual for VM set-up / BO
/ Business cards & Cell Phone / BO
/ Computer Set-up / EC
/ T-Card (escort to T-Card office if practical)
*make sure to bring UTORAuth letter / Supervisor
/ Program T-Card access, if applicable / BO – to order Ops – to deliver
/ Complete forms for AMS or ROSI access, if applicable / BO
/ Complete forms for UShop access, if applicable / BO
/ Complete forms for MROL access, if applicable / BO
/ Complete forms for PCard, if applicable / BO
/ Collect from employee
Completed benefits enrollment forms
Bank direct deposit information
Emergency Contact Information
Personal contact information
Proof of Credentials (e.g. degrees/ certifications) / HR - appointed
BO - casual
/ Provide Overview of OISE and Department / Supervisor
/ Review duties, expectations, & work schedule / Supervisor
Provide overview of various policies (as applicable). Some examples include: / Various
/ Absence Protocol / Supervisor
/ AODA Guidelines / HR
/ HR Guideline on Civil Conduct / HR
/ Conflict of Interest / HR
/ Guide to Financial Management / BO
/ Payroll Schedule / HR - appointed
BO- casual
/ Provide employee with mentor / Supervisor
/ If Inter-departmental transfer, transfer vacation balance / BO
/ De-brief with employee at the end of the day / Supervisor
Legend:
BO: Business OfficerUnit Head: Chair or Department Mgr
EC: Education CommonsSupervisor: Direct Report of Employee
HR: Human ResourcesOps: Operations