Onboarding Postdoctoral Scholars

Checklist for Supervisors

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

Before Their First Day

Ensure new hires complete the vaccine attestation as soon as possible as a requirement of their employment.




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. 

***Remote Onboarding for New Postdoc***

 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.

***Remote Onboarding for New Staff***

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:

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.  


Review finances


Connect with new hire

  • Clarify expectations and how their role aligns with the goals of the research project.
  • Ensure they have connected with the Postdoc Office and other key contacts
  • Develop a training schedule for Research and Training
  • Ensure new Postdoc has completed the mandatory online health and safety courses within their first week of employment in ELM (Enterprise Learning Management)


On and After Their First Day

Welcome new Postdoc and make introductions


Review key university policies


Sign the employee confidentiality agreement

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


Ensure all previous requests have been actioned