“I am Welcomed,

New Employee Onboarding Checklist Therefore I Belong!”

Directions: This checklist is designed to assist with the new employee’s onboarding process. Onboarding is a long-term
process that begins before an employee’s start date and continues. It helps the new hire feel welcome and prepared in
their new position. This checklist is organized chronologically and assists with the preparation of the arrival of the new
employee. The department may add additional activities that are relevant to the new employee’s position.

Employee’s Name (please print)

Job Title: Hire Date

Office Admin
Supervisor

N/A

Quick List Details

Pre-Arrival – Without Employee ID#
Call to Welcome New Hire Call to officially welcome the new employee to NDSU after confirmation of acceptance.
• Provide information to a contact person in the event the new employee has a
question or issue (Onboarding Peer is recommended)
• Let the new employee know where to park and report to on the first day, dress code,
work day hours
Send Announcement to Send an announcement (i.e. email) to the department announcing the new hire and the
Department start date.
Schedule Benefit Session A benefit session will be scheduled by the recruiter. If you have questions regarding the
benefit session, please contact the appropriate recruiter.
I-9 Completion Ensure completion of the I-9 form
On-campus or Fargo area employees:
• Section 1 - To be completed by employee no later than the 1st day of
employment
• Section 2 – Document verification must be completed no later than the 3rd day of
employment by HR/Payroll Staff
Off-campus and out of Fargo-area employees:
• Section 1 - To be completed by employee no later than the 1st day of
employment
• Section 2 – Document verification must be completed no later than the 3rd day of
employment by Authorized Personnel or Notary Public

Request Phone Service Contact your department’s Phone Counselor

Computer Ordering & • Check preferred computer hardware configurations at:
Set-up Information • www.ndsu.edu/its/hardware-standards
(for new or existing • Purchase selected computer from the Bookstore:
machines) www.ndsubookstore.com (Electronics) or call 231-7761 for assistance
• Contact your department’s Software Contact to have PC imaged or re-imaged
www.ndsu.edu/its/software-contacts
Order Name or Door Plate Departmental decision
NDSU Name Badges For guidelines, questions, or if you need information regarding appropriate format, or
recommended vendor:
• Contact: VP University Relations, www.ndsu.edu/vpur 701.231.1068
Check website for instructions.

Authorize Parking Notify parking office that new employee is authorized to park in designated lot.
Contact: Parking Office, 231-5771
http://www.ndsu.edu/parking/contact/
You may obtain a one-or two day temporary parking pass for convenient first day
arrival.

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 Work Space Organize work space and order supplies
Update Website Info Department responsibility
Prepare List of Contacts Prepare a list of contact information (names of staff, job titles, job duties, contact
information) and other contacts across campus.
Frontliner’s Contact List: http://www.ndsu.edu/fileadmin/hr/docs/ndsucontacts.pdf
Prepare Welcome Packet Have information available to go through and discuss with the new employee on their
first day (Meeting with New Employee).
Some suggestions:
• Campus Map
• University and Department Organizational Charts
• Campus Contact Lists
• Leave Slip/Time Sheet (if applicable)
• Floor plans of Memorial Union (Conference Rooms)
• Holidays and Break Times (if applicable)
• Injury Report
Schedule New Employee/ This is the day-long quarterly orientation with Human Resources and NDSU President.
Faculty Orientation Session You may contact Human Resources/Payroll to schedule your new employee for an
upcoming session.
• Contact: Human Resources/Payroll
701.231.8961 [email protected]
For Faculty: This is an annual orientation in August sponsored by the Office of the
Provost.
• Contact Associate Provost office/ Kelly Hoyt
701-231-6671 [email protected]
Reimburse Moving Check with your Vice President to see if applicable
Expenses (if applicable) Please refer to Policy 171 at www.ndsu.edu/policy
Pre-Arrival – after you receive the Employee ID#
Access and Authorizations: (IT Services, Building Access, Miscellaneous)
Automated IT Services As part of the new hire process, they will claim their NDUS account and obtain an
(enroll) employee id number. Within 24-48 hours of “enrolling” the employee will automatically
receive access to:
• E-mail address
• Wireless access
• Desktop Auth (cluster and Novell login)
• Blackboard
• Library services
If this doesn’t work, contact the Help Desk [email protected] or 231-8685.
Departmental IT Services Services that are specific to the department need to be requested from the Help Desk
by the employee’s supervisor. Send request to [email protected]
Such service requests include, but are not limited to:
• Department shared drives (S: drive)
• Content Management System (Typo3 – Website creation/editing)
• ImageNow
• File (U: drive or personal drive)
• Calendaring (Oracle or GroupWise)
Request Building Access – Contact your department’s Key Control Person
Keys or Card Access http://www.ndsu.edu/its/help_desk/account_hub/new_stafffaculty_account_setup/
link to the appropriate PDF form(s)
Authorize FAMIS Discoverer If applicable, authorize access to the FAMIS Discoverer Reports (billing reports)
Reports Access and http://www.ndsu.edu/fileadmin/vpfa/forms/FM-NDUS_FMS_SelfServiceRequest.pdf
Information about FAMIS link to the appropriate PDF form
Order Business Cards Order online at: http://www.ndsu.edu/printandcopy/job_submission
(must have employee ID and email address prior to ordering business cards)

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Miscellaneous Services: (add departmental specific items)

Dept LISTSERV Make sure employee is added to the appropriate department LISTSERV(S).
First Day
Greet New Employee Show the new employee their workspace
Introductions Introduce the new employee to co-workers, other employees in the building and others
(Suggestion: have a welcome coffee break or lunch with all employees)
Department Tour Provide a tour of the department including critical areas such as time clock, mailboxes,
break area, restrooms, office supplies, copiers, fax machines, printers, etc.

Campus Tour Provide a tour and map of the campus. Some suggestions to include in the tour:
• Dining services
• Departments the new employee will work with closely
• Wellness Center
• Memorial Union (Conference Rooms)
• Library
• Facilities Management (parking, motor pool)
Obtain Parking Permit Assist employee with obtaining their parking permit
http://www.ndsu.edu/parking/
Bison Card (Employee ID) Assist employee with obtaining their ID card.
Bison Card Center – Memorial Union www.ndsu.edu/bisonconnection/bisoncard
Meeting with Employee Meet with the employee to discuss university and department protocol/information:
• Information in Welcome Packet
• Dress code
• How to fill out time sheets, use KRONOS or other
• Department hours and employee’s work hours, lunch/break times (Refer to Policy
Manual http://www.ndsu.edu/policy-Policy 137 Holidays; 213 Rest Periods; 214
Work Week)
• Payroll schedule, overtime policy (if applicable), etc. (Policy 129 Salary
Administration Policy, 212 Overtime)
• Annual/sick leave policies and processes for requesting time off or reporting
absences (Policies to reference: 130, 135, 139, 143, 146, 147, 149)
• Customer service philosophy, response time and phone etiquette, culture, dept.
mission
• Department communication process, staff meetings, emails, etc.
• Training (phone use, copy machine codes, programs, professional development)
• Tuition waivers (Policy 133, 133.1)
• Email is the Official Communication Method for Employees (Policy 158.1)
Academic Oath (Faculty) Have new faculty member sign the academic oath that is located at
http://www.ndsu.edu/fileadmin/provost/Academic_Staff_Oath.pdfand put a copy in
the personnel file.
Access and Authorization to Systems:
PeopleSoft Access – Prerequisite: PeopleSoft Data Privacy Training
Finance *New employees who require Accounts Payable entry access will be
required to attend a training session with the PeopleSoft Financial
Systems Trainer before any AP entry can be completed. Please contact
[email protected]
For instructions on requesting access visit: [email protected]

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 PeopleSoft Access – HRMS Prerequisite: PeopleSoft Data Privacy Training http://community.ndus.edu
Once logged in with the NDUS credentials,
Choose “NDUS Employee Development”
Choose “NDUS Data Privacy Training”
Follow the instructions on the pages.
Supervisor sends email to [email protected] which includes:
• Roles the new user will need
• Departments they need to access
• Name (First, Middle Initial, Last)
• Employee ID
• Phone Number
• Email Address
PeopleSoft Access – Prerequisite: PeopleSoft Data Privacy Training http://community.ndus.edu
Student Once logged in with the NDUS credentials,
Choose “NDUS Employee Development”
Choose “NDUS Data Privacy Training”
Follow the instructions on the pages.
• Go to https://www.ndsu.edu/registrar/facstaff/access/ and walk through the steps
and find the appropriate security access form.

Request Online The Online Employment System (PeopleAdmin) is the online hiring system:
Employment System https://jobs.ndsu.edu/hr
(PeopleAdmin) Access (if If applicable, the supervisor must send an email to request access to:
applicable) [email protected]
Include employee name, level access to be assigned, and department number(s) the
user will need access to
Self-Service Allows an employee to: view pay advice, benefits, personal information, leave accrual,
etc.
• Employee receives email from the PeopleSoft Help Desk with instructions on how to
claim the user ID and password (occurs after they have been hired into HRMS)
• Contact PeopleSoft Help Desk for login issues (866-457-6387)
Self-Service guide
http://sits.ndus.edu/archive/connectnd.ndus.edu/fileadmin/connectnd.ndus.edu/PDF/
Self_Service_Manual_-_Employee_090311.pdf

Within the First Week

Have employee sign Review Position Description/Duties/Responsibilities and then have employee sign the
Position Description and Position Description and submit it to Human Resources/Payroll (Related policies:
submit to Human http://www.ndsu.edu/policy Policy 101 Personnel Definitions, 101.1 Employee Group
Resources/Payroll (Faculty Definitions; Broadbanding Policy 241 www.ndsu.edu/broadbanding)
–submit to Dean’s office for
inclusion in official
personnel file)
Have employee sign the Meet with Employee to discuss Performance Expectations
Responsibility Review form • Explain 6 month probationary period and extension option for cause (Related policy:
and submit to Human http://www.ndsu.edu/policy Policy 222)
Resources/Payroll (if • Review mission of the university and department and how this position fits into
applicable) those missions
• Review departmental operations
• Review Responsibility Review form, set goals and action steps
• Discuss training process
Emergency procedures Explain the emergency broadcast system, how it works, and what to do. Discuss other
emergency preparedness procedures for your department.
Purchasing Card (if These are not applicable to all positions.
applicable) • Purchasing Policy, Agreement and User Manual
http://www.ndsu.edu/purchasing/procurement_card/

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Training, Safety, Policy Review:
Mandatory Safety Training, Have employee complete safety training online or attend a session annually. For more
and other Safety/General information on safety, security and general public health:
Health https://www.ndsu.edu/police_safety/annual_notices_and_training/
Also on this page you can link to Training Requirement List (PDF) for safety training
applicable for specific job requirements. Related policies (http://www.ndsu.edu/policy):
Policy 144, 153, 155, 164
Mandatory Preventing Have employee complete harassment training online (must be completed within 30
Sexual Harassment/Title IX days of employment and annually thereafter)
Sexual Misconduct Training https://community.ndus.edu/login/index.php (login using the NDUS username and
password used to view paycheck or class schedule in PeopleSoft
Related policies (http://www.ndsu.edu/policy): Policy 162, 163, 163.1
Annual Training For NDSU This is the list of trainings that need to be completed annually:
Employees https://www.ndsu.edu/hr/training/annual_training/
Review NDSU Policies Policy Manual: www.ndsu.edu/policy
• Reference key issues with FERPA, HIPPA, Acceptable Use & Confidentiality
General policies (http://www.ndsu.edu/policy): Policy 151–Conflict of Interest; 158 –
Acceptable Use of Electronic Communications Devices; 161 -Fitness for Duty; 169 –
Employee Misuse of Property Reports; 181 –Resignation; 240–Changing positions; 406–
Surplus Property; 700 –Service & Facilities Usage; 710–Computer & Electronic
Communications Facilities
Grant Resources and Access If you have questions or need assistance regarding research-related activities, please
email [email protected] or call 231-8045. For an overview of how NDSU
research administration works, see the “Research 101” slideshow at:
http://www.ndsu.edu/research/pdf/NDSUResearch101.pdf
On a Regular Basis
Be Available for Questions Meet regularly to answer questions
Job-Related Behaviors Document and address specific job-related behaviors, both positive and negative.
Immediately provide feedback on areas for improvement as problems occur.
Openly praise positive behavior and good performance.
Job-Related Staff Issues Related policies (http://www.ndsu.edu/policy): Policy 220, 232 – Job
Discipline/Dismissal; Policy 156, 157, 230, 231 – Grievance & Appeal
Six Months (Staff)
Staff Responsibility Reviews Conduct 6-month probationary Responsibility Review. Related policies
(http://www.ndsu.edu/policy): Policy 221 and 222
Miscellaneous (add departmental specific items)
Junior Faculty Mentorship Sponsored by the FORWARD group –contact: [email protected]
Program (Faculty)

A copy of this form should be provided to the new employee for their reference.

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