Welcoming New Hires

Starting a new job can be both exciting and intimidating for an individual. As a supervisor, there are some steps that you can take to make a new employee feel welcome and a part of your team. A good start leads to greater employee engagement.

This checklist can be used for individuals who are new to Miami (this includes a former Miami employee being rehired) and for current Miami employees who accept a new position in your office.

Week Prior to Start Date

Contact the Employee

To make that first day more comfortable and less stressful, call or email the employee with the following information:

  • Confirm the date, time and location where you or a staff member will meet on the first day.
  • Ask the new employee their preferred name to be used for business cards, departmental website listing, name tags, etc.
  • Provide information about campus parking and indicate the building in which they need to report, along with parking locations. Inform employee that any parking ticket received prior to getting a parking permit will be waived.
  • Inform employee about transportation, including BCRTA.
  • If the employee is new to Miami, remind them to bring acceptable documentation for completing the I-9 form.
  • Inform the new employee if your work area has a break room, refrigerator, microwave, coffee pot, vending machine and other amenities.
  • Let the new employee know the lunch plan for the first day. You may want to consider taking the employee to lunch the first few days. This is a nice gesture and helps with getting the work relationship off to a good start. If you or a staff member are unable to take the new employee to lunch, give options: bringing lunch, eating on campus, driving off campus or onsite delivery.
  • Let the employee know the climate of the work area (e.g., warm or cool, dark or bright).
  • Make sure the employee knows the dress code for your area.

Building, Office, and Equipment

Request and ensure set-up of computer and phone.

  • To set up a new phone line and desktop phone, or to assign an existing phone number to an employee, contact Miami's Information Technology (IT) department.
  • To request computer security, the supervisor or manager can contact the department's Technical Support Staff (TSR). The TSR can also assist with special security and access, including Banner and G Drive.
  • Check the employee's work space. Make the space clean and inviting and supply the necessary work supplies.

Ensure that the employee will have access to the building and office.

  • Request building access for a new employee by contacting Physical Facilities.
    • Provide the employee's Banner number and UniqueID, as well as the type of access that is needed (such as 24/7 access, or 8 hour work day access).
    • Request keys to buildings. If the BPC does not have the ability to provide those permissions, contact the H.O.M.E. Office.

First Day

Introductions and Tour

  • Plan on being available to greet the new employee or assign the task to a trusted staff member.
  • Provide the employee with their Banner ID#, UniqueID, and email.
  • Walk employee through appropriate time keeping process
  • Introduce the new employee to fellow employees and explain their role. This will help the new employee learn who in the office can help with specific issues or questions.
    • Explain chain of command so the employee understands reporting relationships.
    • Provide a copy of organizational chart for your department and/or division, if available.
  • Tour the work area (e.g., restrooms, time clock, water fountains, vending machines, refrigerator, coat rack/closet, supply cabinet, exits)
  • Demonstrate any equipment that will be used.
  • Explain general purpose and functions of the department and the relationship of your department to other departments, students, and staff.

Completing Required Paperwork

One the first day of work, new employees must visit Human Resources in Room 15 Roudebush Hall (we prefer that you or a staff member escorts them to our office). There, the new employee will establish their eligibility to work in the United States (by completing an I-9 form). Please note: Current employees do not have to complete the I-9 form.

In addition, you should assist new employees as they are:

Getting Started

You should review the job responsibilities and provide the employee with a copy of their job description. As part of Performance Management, you should articulate your expectations for them and their work. 

Next, provide a training schedule and review the itinerary with them. Include the name and location of the person who will be conducting the training. You can also provide a work assignment for the day and a contact person for any questions the new employee might have.

Be sure to assist them with logging into their computer, setting up their printers, and showing them how to access any sites/systems needed for their position.

Follow Up

Ensure the employee has scheduled their new hire orientation session. The employee should have received an email requesting to schedule this session after the personal data sheet was completed. The employee must attend this session prior to being paid. Employees may attend prior to their start date (if possible).

Make time at the end of the day to meet with the employee. Ask them for feedback about the first day and if there are any questions or concerns you can address.