Onboarding Management & Professional Staff

Checklist for Managers

This checklist is a valuable tool designed to assist the hiring manager with the clear and efficient onboarding of Management and Professional Staff. This process is also supported by the onboarding coordinator in your department.

Before Their First Day

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.


Automated notification of hire or transfer is sent

An automated notification email will be sent to the Reports to Manager and identified Onboarding Coordinator once the new hire has been entered in the HR system.


Send a welcome email to the new hire

Refer to the welcome email template to send a welcome email to your new hire one day after you receive the new hire notification email confirming the hire has been processed. 

Please include the following information in the welcome email:


Send an introductory email to staff in your department

Refer to the introductory email template to send an introductory email to your faculty and/or department after the hire has been confirmed.


Assign an onboarding buddy

The buddy system is designed to support and provide new hires with guidance and information to assist their transition into their new role.


Arrange for IT needs

If your new hire 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 your new hire is familiar with UCalgary’s Acceptable use of Electronic Resources and Information policy, and has signed the Oath of Confidentiality if applicable.


If the new employee 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 new hire to coordinate the remote onboarding equipment and setup for logistics on how to get item(s) to the employee.

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


Campus Phones:

Submit an IT Service request to have a phone installed or reassigned.


Connect with onboarding coordinator

Check in with the onboarding coordinator to ensure the following:  

  • workspace requirements are met 
  • suggested meetings are scheduled to help get the new hire connected 
  • university credit card applications are authorized (if applicable)


Get research project support (if applicable)

Ensure orientation and training is completed

  • New hires must attend a New Employee Welcome Session offered through HR, registration is done in the Enterprise Learning Management (ELM) system.  
  • New hires must also complete the mandatory online health and safety courses in ELM within their first week of employment.
  • 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.
  • Download the appropriate orientation and training checklists for managers from the Environment, Health and Safety website.
  • Managers should register for the People Management 101 course, a part of the UFundamentals program.
  • Connect with Finance/HR/IT services teams if your new hire will be a key administrative contact (if applicable).
  • Have new hires register for New Employee Welcome/UBegin

On and After Their First Day

Welcome new employee and make introductions on their first day


Discuss expectations, training and performance objectives — be sure to cover the topics below.  


Sign the employee confidentiality agreement

Print and sign the employee confidentiality agreement yourself and have the new hire sign as well.