All Provost Centers utilize Onboard@Penn to deliver consistent, efficient, and friendly first-day services to new hires. Their site provides details on new hire paperwork and other onboarding processes.
Onboarding is a concurrent, not a consecutive process! While the hiring processes are underway, stay connected with your new employee.
Before Their First Day
- Details – Provide the first day details; discuss their schedule and any upcoming meetings or events they can expect to attend once they join. Consider taking the new hire out for lunch.
- Onboarding – Plan their onboarding schedule; identify a buddy within the department.
- Laptop & Tech Setup – Ensure these are prepared in advance; submit a request with HireIT for new hire setup.
- You will need your new hire’s PennKey for this. You can ask them to share this with you after they create it (happens after background check).
- Office Setup – Ensure your new hire has a designated office space with a desk and chair.
- Introductory Period Goals – Establish introductory period goals to ensure what is necessary for success is clear; you will receive a task to enter these into Workday after the new hire’s first day. Goals should be specific, measurable, and able to be accomplished within the introductory period. More information on performance management for managers here; Workday tipsheet on Introductory Periods here.
- Relevant Policies & Resources – Refresh your understanding of policies and resources most relevant to new hires, such as Time Off, Introductory Period, Hybrid Work, and the Penn Employee Solution Center (one-stop shop for HR-related questions).
First Day and Week
- Onboarding Paperwork & PennCard – Your new hire must visit Onboard@Penn to complete the in-person portion of their I-9 form (acceptable documents). They can also visit Penn Card to receive their employee ID.
- Note: Once they have their PennCard you can arrange for any specific building and/or unit access that is required.
- Tech Access – Ensure new hire has access to Listservs, Teams groups, Zoom, Outlook, Box, OneDrive, Office 365, or other software needed to be successful in their role
- Introductions – Send a welcome email introducing the new hire to the department and other key stakeholders.
- Manager 1:1 – Meet with your new hire and review their onboarding checklist, and review the following topics:
- Regular working hours and breaks
- Review process for taking time off
- Discuss transportation/parking options
- Review organizational chart
- Communication methods/preferences of the team
- Review introductory period and performance expectations
- Discuss any necessary introductory meetings with critical contacts
- Common acronyms used by the department
- Schedule regular, ongoing 1:1s.