Preparing for a new employee (before they arrive)

As a hiring manager, you play an important role in preparing your new employee to join the RRU community.

Follow the steps in this checklist to ensure a smooth onboarding process:

1. Ideally 10 days before start date

Approximately 10 days before your new employee's start date, these steps should take place:

  • Welcome package.  The HR department will send a welcome package either to the new employee's home or will hand deliver it to you, the manager.
  • Create a staff account.  The manager or departmental representative submits the new employee's information to the CAMP directory. Once HR approves the request, CAMP will generate the employee's official employee number. You'll receive a notification.
  • Complete a space request if your new employee needs an office on campus.
  • Do they need keys?  Tell us which ones by filling out this form.
  • Employee contract. HR prepares the employment contract/letter for the departmental vice-president to sign, then gives it to the hiring manager.

    The hiring manager meets with the new employee to review and sign the contract. HR requires a copy of the signed letter/contract for the personnel file before the new employee starts work.

2. Ideally one week before start date

One week before the new employee's start date, complete these tasks:

  • Confirmation of start
    Get in touch with your employee to confirm their start date, time and location. Provide information about parking and the office dress code.
  • Work station set-up
    Set up your new employee's office workstation with furniture and basic office supplies. Ask for help moving or requesting furniture from the inventory purchasing coordinator.
  • Set up for sustainability 
    Contact Guest Services to get new blue and green bins.
  • Set up for orientation 
    Create a departmental orientation schedule and put together your department's orientation package, if applicable.
  • Computer set-up
    Make sure your new employee's computer has access to the software they need and electronic files. Get support with hardware or software requests.
  • Get ready to communicate
    Add your employee to the departmental email distribution list in Outlook.
  • Set up phone
    Connect with Computer Services to make sure your employee's phone is programmed with their name and an extension number is assigned. Make sure your new employee has a telephone user package.
  • Shout it from the rooftops
    Spread the word about your new employee: send out a departmental email and post a welcome message on Crossroads.

3. On employee's first day

Consider these recommendations for the employee's first day:

  • Greetings
    Welcome your new employee to the department and university and give them their welcome gift. Go over the new employee checklist found inside the university welcome package.

    Show your new employee to their workstation and introduce them to department members.
  • Meeting with manager
    Start getting to know each other. Talk about department outcomes, priorities and how they will contribute. Go over your departmental orientation package if you have one.
  • Office/workstation orientation package
    Show your new employee how to get into the office and building and how the alarm system works. Go on a tour to see meeting rooms, washrooms and the lunchroom. Talk about where to get office supplies and how the internal and external mail systems works.
  • Campus tour and business en route
    Take a walk around campus and point out key buildings. Walk over to Payroll to drop off applicable forms. Visit Human Resources to drop off the signed contract and other relevant forms. Go to university reception to get an ID card and hand in parking forms if needed. Pick up keys.
  • Technology time
    Help the employee login to online systems and navigate electronic files. Give a tour of the staff and faculty website and Crossroads. Go over how to use the phone and help your new employee set up their voicemail message.
  • Reflection time
    Give your new employee time to look over and think about the information and materials they were given.
  • End of day one debriefing
    Meet with your employee at the end of the day to see how it went. Send them home with a smile after answering any questions.

4. During weeks 1 and 2

Orientation continues into the first few weeks and months of employment.

  • Set up tech for success
    Talk about and set up university applications and technology training.
  • Crash course in culture
    Go over department outcomes, priorities and culture, as well as Royal Roads' vision and values. Talk about departmental guidelines, work schedules, written and unwritten procedures and routines.
  • Roles and responsibilities
    Review your new employee's job responsibilities and how they contribute to their new department's outcomes.
    Explain what is expected as far as customer relationship management and teamwork.
    Discuss manager and employee expectations.
  • Provide resources
    Share online resources like Human Resources, Occupational Health and Safety and Computer Services.
    Let your new employee know about Orientation Workshop, workplace events, and volunteer opportunities.
  • Discuss compensation processes
    Talk about pay periods and online pay information (get in touch with payroll if needed).
    Make sure your new employee has met with a Benefits Administrator.
  • Check in 
    See how your new employee is doing and answer their questions.

5. Going forward

After the first few weeks, orientation and maintaining connection is ongoing as your new employee continues to find their feet:

  • Talk about evaluation
    Introduce your new employee to the Performance & Development Planning (PDP) process. Set up a work plan and quarterly meetings to go over their performance.
  • Keep on welcoming
    Encourage your new employee to get involved in workplace events and chances to learn and develop professionally.
  • Give context 
    Keep talking about the importance of your new employee's role in achieving university outcomes.
  • Celebrate good times! 
    Celebrate the end of your new employee's probationary period (usually 6 months).