During an Employee’s First Week
Create a Strong First Impression Through Preparation
Make the employee’s arrival personal and memorable. Their first impression will make a lasting impact and set the tone for the work environment and department culture. Here are a few suggestions to facilitate a positive experience:
- Ensure the designated person to greet them is there on time and offers a friendly greeting when they arrive.
- Provide a welcome packet.
- Provide desk orientation including system login, shared drives, UNLV Mail, websites, copier security code, email signature setup.
Facilitate Introductions
Introduce the employee to colleagues and other key staff in the department. Be sure to include team members who will serve as key contacts for them as a new employee (their buddy, the department HR partner, business manager, etc.).
Consider Creative Welcomes
Creativity in the welcome process helps new hires feel valued and welcomed, fostering a sense of belonging within the organization. Also, a creative and engaging welcome experience contributes to higher levels of employee engagement, as it demonstrates that the company cares about the individual and is invested in their experience.
For example, have various team members write a brief welcome on the inside of a blank notecard. On the front of each notecard, put a letter that when put together spells out “Welcome,” “Rebel,” or something specific and fun to your unit. As the employee is being introduced, they will receive the notecards and can then display them as a reminder for how excited everyone is to have them as a member of the team.
Provide a Department Tour
Take your new employee on a tour of the facility and any pertinent locations that will be regularly utilized by the employee. Make sure to include the following:
- Restrooms
- Break rooms
- Entrances and exits
- Bulletin boards
- Recycling
- Mail room
- Elevators and stairs
- Vending machines
- Copy rooms
- Supply rooms
During the tour, you can encourage sensitivity and respect for colleagues by covering office etiquette noise, radios, conversations, use of speaker phones, perfumes/colognes, etc.).
Complete I-9 Verification
I-9 verification must be completed within three days of the hire date. Employees must present Form I-9 Acceptable Documentation that demonstrates their identity and eligibility to work in the United States to meet legal requirements of the Immigration and Reform Control Act. For further information on guidance and processes, review I-9 training in the Temp Hire & HCM Workspace.
Complete New Employee Benefits Orientation
To access the New Employee Benefits Orientation, login to visit the Benefits Workspace using the link below. Once you have completed the orientation, you will be able to enroll in a virtual drop-in session to address any of your benefits questions.
Identify Outstanding Workday Tasks
All onboarding tasks must be completed by new employees within the first week of employment. Every Monday, Workday sends out notifications to managers who have employees within their supervisory organization with incomplete onboarding tasks.
Missing tasks may include:
- Complete state and local withholding elections (for those who were hired from out of state)
- To Do: Submit education for verification
- To Do: Go paperless with your W-2 form (this task cannot be completed until the employee’s hire date)
Resources to Aid in the Onboarding Process
- Workday Onboarding Workflow by Job Family
- Workday report: Onboarding Status Summary - HCM - SC (UNLV)
- Select supervisory organization (include subordinate organization)
- Report will display employees who have completed less than 100 percent of their onboarding tasks and will show progress percentage, not started and in progress tasks, and awaiting persons (names of whose approval is needed)
Hold an Initial Supervisor Meeting
During this meeting, review the onboarding schedule to ensure a smooth onboarding process and help the new employee integrate effectively into the organization. Be clear on expectations and extend an open invitation for the employee to ask questions.
Pick Up RebelCard
Take your new employee to get their RebelCard. Temporary or Contract employees have to pay themselves or the department pays via an IDR (interdepartment requisition, $25). Once they receive their RebelCard, you can help request access to buildings through Key Management website.
Review Parking and Transportation Options
If they parked on campus, provide them a temporary parking permit and then set up time to get their Parking Permit.
Otherwise, review transportation alternatives. Learn more on the Parking & Transportation Services website.
Review Meals and Breaks
Ensure that your employee knows what time lunch and breaks can be scheduled and how long is designated for each. Provide information about options and locations of convenient places to eat lunch and where breaks can be spent (e.g. break area, campus dining locations, local restaurants, department policy of spending breaks and/or lunches at their desk).
Be sure to also cover the department rules and guidelines for office refrigerators, water/coffee funds, shared snacks, etc.
Cover Pay, Time, and Leave
Clear communication about pay schedules, time, and leave procedures is fundamental for employee well-being, satisfaction, and effective workplace management. It promotes a positive work environment where employees feel valued, informed, and empowered, leading to higher productivity and retention rates.
Information Checklist
- Review the payroll schedule for the employee. If they are FLSA Non-Exempt, review time tracking procedures and deadlines.
- Review policies and procedures for work schedule and how to handle unexpected absences.
- Discuss preferences for requesting time off and entering leave actions in Workday.
- Inform them of paid and unpaid holidays.
System Access
Ensure the employee has access to the tools and data required to perform their job responsibilities and they are working properly.
- ACE Account (access to UNLV services & apps)
- Okta Verify (MFA)
- Eduroam (Wifi)
- UNLVMail (Google)
- Jabber (remote phone extension)
- Workday (HCM & Finance)
- MyUNLV (for faculty and student support staff)
- WebCampus (for faculty and student support staff)
- Classroom technology (for faculty and student support staff)
Ensure Employees Understand Workplace Safety Guidelines
This includes the following:
- The RebelSafe app offered by University Police Services
- Location of emergency phones
- Important phone numbers
- Emergency procedures for exiting the building and safe places
- Emergency kit or location of emergency resources (first aid kits, extinguishers, AED, fire alarms, etc.)
- Available safety classes (CPR, first aid, self-defense, etc.)
- The practice and rule of “if you see something, say something”