Onboarding General Associates

Checklist for managers

This checklist is a valuable tool designed to assist the hiring manager with the clear and efficient onboarding of General Associates. Not all onboarding activities apply to all General Associates. The role and scope of their work will determine which of the following onboarding activities are required.

Before Their First Day




Automated notification of hire or transfer is sent

Auto-notification email with UCID number will be sent to Reports to Manager once the individual is entered in the HR System. Send the UCID number and the General Associate Onboarding Checklist to the individual


Arrange for IT needs

If the General Associate requires any IT hardware, software, or access, you should submit an IT onboarding form as early as soon as possible to ensure IT has adequate time to provide the needed items prior to their first day. Ensure they are familiar with UCalgary’s Acceptable use of Electronic Resources and Information policy, and has signed the Oath of Confidentiality if applicable.

***Remote Onboarding for New General Associate***

If the General Associate need a work computer and/or accessories, please complete the IT Onboarding and Computer Request Form as per standard operational process and provide the best contact information and be prepared for IT to contact you and your General Associate to coordinate the remote onboarding equipment and setup for logistics on how to get item(s) to them.

For more info, see “Resources for working remotely”.

Campus Phones:

Please note there will not be any on site installs being done on campus at this time however if there is an existing phone it can be prepared for the new person including voicemail. For further assistance please contact IT and someone from our IT Voice Operations will contact you.


Research Preparation

Register with IRISS


Review workspace requirements

On and After Their First Day

Welcome new employee and make introductions on their first day 

***Remote Onboarding for New Staff***

Set up team meeting through Zoom, Skype for Business, or other online video chat platform that is used by the team.


Review key university policies


Ensure workplace health and safety training is completed 


Download the appropriate orientation and training checklists for managers from the Environment, Health and Safety website.


If new hires have health hazards identified on their hazard assessment and control form (HACF) they must book an Occupational Health Assessment with Staff Wellness.


Introduce new hires to the  Campus Mental Health Strategy and WellBeing and WorkLife and encourage new hires to utilize the many resources available to support wellbeing at UCalgary.


Ensure Waivers/Informed Consents and Confidentiality Agreement are signed

Depending on the function of the General Associate, refer to the Overview of General Associate and Associate - Limited Access Relationships and consult with Risk Management and Insurance for more details.