Every UC Davis employee deserves a warm welcome and solid foundation.
The rest of the week will build upon the foundation laid on the first day. It is important to remain available and approachable. Make sure two-way communication continues to be a priority. Focus on how the specific duties and responsibilities of your new employee’s job support departmental and university missions. Start the review of policies and procedures with the most important and relevant ones, adding as your new employee learns related processes. Be sure to schedule time at the end of the first week for a summary check-in with your new employee.
- Explain how to use office equipment (phones, printers, copy machines, fax).
- Review telephone system and etiquette.
- Provide a staff list with phone numbers/email addresses.
- Show how to send and where to receive US and campus mail.
- Review computer workstation ergonomics.
- Discuss policies and procedures regarding Acceptable Use Policy for electronic communications, including information security, confidentiality and privacy issues.
- Discuss computer security.
- Tour your department’s website, intranet and other websites important to your new employee’s position.
- Discuss email and internet protocol.
- Be sure your new employee completes the New Employee Orientation e-course and registers to attend the in-person Employee Benefits Orientation within the first 30 days.
- Address whatever questions arise from orientation.
- Consider any other orientation program that is specific to your new employee’s position.
- Set up a brief meeting with the employee and assigned buddy to talk about the first week’s activities.
- Introduce the university and campus missions and values.
- Review department and division organizational charts. Discuss how they relate to the overall campus structure.
- Describe the work environment and culture of your department (teams, working alone, supervising others).
- Discuss the campus Principles of Community.
- Mention the Diversity Calendar published by Student Housing.
- Review the schedule of staff meetings or other standing activities.
Policies, Procedure and Paperwork
- Review university policies.
- Nondiscrimination and Affirmative Action Policy Regarding Academic and Staff Employment
- Annual Security/Fire Safety Report (including fire safety and security policies and procedures)
- Affirmative Action in Employment
- Sexual Harassment
- The Ripple Effect: Sexual Harassment Affects Us All
- Substance Abuse
- Conflict of Interest
- Violence in the Workplace
- Improper Governmental Activities/Whistleblower Protection
- Review New Employee Checklist (UC Davis) or the New Employee Checklist (UC Davis Health)
- Complete within two weeks of date of hire
- Review department operations and practices.
- Ordering equipment and supplies
- Confidential data management
- Signature authorities
- Review job-specific policies, procedures and compliance matters.
- Provide a desk manual.
Training and Development
- Determine a training plan (compliance, supervisory, professional development).
- All UC employees are required to complete training regarding the University of California Statement of Ethical Values and Standards of Ethical Conduct.
- New supervisors and managers must comply with AB 1825 by completing an online or in-person course on sexual harassment within six months of hire or promotion.
- There may be other trainings based on your new employee’s job duties (e.g., health and safety, animal handling).
- Environmental Health and Safety and Emergency Management
- Establish a plan and timeline for training.
- Much of the training that is needed will more than likely be done by you or an employee in your department one-on-one with the new employee.
- Consult the Learning and Development Department Page for courses, programs and resources.
- Have your new employee attend meetings with other staff to observe and begin learning operations.
- Review position description to ensure clear understanding of job duties and responsibilities.
- Define customer base and discuss expectations for customer service.
- Establish performance expectations and means of assessment.
- Review when and how to check-in and ask for help regarding assignments.
- Emphasize the importance of ongoing, open communication
- Discuss probationary period (if applicable).
- Introduce performance appraisal process schedule.
- Provide initial assignments that will allow your new employee to demonstrate his/her prior knowledge, competencies or ability to learn quickly.