Onboarding Postdoctoral Scholars

Checklist for Onboarding Coordinators


This checklist for Onboarding Coordinators is a valuable tool designed to assist you through this process. As an Onboarding Coordinator (OBC), you are directly responsible for the tasks listed. 

In addition to the organizational activities to be completed below, faculty and/or department-specific activities may also be required. Each area is encouraged to create a faculty or departmental onboarding checklist to supplement this one.


Before Their First Day

*****NEW REMOTE ONBOARDING INFORMATION*****

 

 

Welcome email sent to new Postdoc by the HR Postdoc Administrator

Once the Postdoc has accepted the offer, a welcome email is sent to the new Postdoc on behalf of the Postdoc Program Office by the HR Postdoc Administrator (copied to the PI, the Department Onboarding Coordinator* and the Postdoc Office). The email welcomes them to the program, provides links to additional resources on the Postdoc website, and introduces them to you: their Department Onboarding Coordinator.

International Postdocs

The university cannot process hire paperwork for international hires until Work Permit and Social Insurance Information (SIN) have been received.

 

Follow-up/confirmation email sent to Postdoc

Once the new postdoc appointment is entered in the HR system,the HR Postdoc Administrator will send a follow-up email to the new Postdoc (copied to the PI, the Department Onboarding Coordinator and postdoc@ucalgary.ca) which provides their UCID number and relevant onboarding information including a link to the Postdoc Onboarding Checklist

 

Notification of hire is sent

Once the new postdoc appointment is entered in the HR system, the Reports to Manager and identified Onboarding Coordinator(s) will receive a notification confirming the Postdoc appointment has been processed.The notification includes the Postdoc's UCID number, and a link to the onboarding checklists.

 

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 Postdoc***

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.

 

Connect with the PI or supervisor

Meet with the leader to ensure:  

  • arrangements are made for appropriate office space and equipment  

  • access requirements are met  

  • the new hire has been assigned an onboarding buddy 

  • key meetings and training that require booking, etc have been arranged  

  • suggested meetings are scheduled to help get the new Postdoc connected.

 

Review finances

 

Prepare for research

 

Connect with new Postdoc

  • Refer the new Postdoc to ucalgary.ca/onboarding to begin their seven essentials of onboarding before their start date

  • Follow up if you do not receive an email from the new hire with their new account/email. You will need the IT account/email address to schedule meetings and register the new academic in training courses in advance of their arrival

  • Ensure benefit and tax forms have been submitted and direct deposit entered

  • Schedule time, place, and person for the new academic to meet on their first day

  • Ensure new postdoc has completed the mandatory health and safety training courses within their first week of employment in ELM (Enterprise Learning Management)

  • Ensure new hire is aware of resources to support wellness in our UCalgary community such as WellBeing and WorkLife , the Campus Mental Health Strategy and many others.

Administrative Preparation

Request building/office/lab access  

Arrange for keys/swipe access by contacting your area’s access administrator. New hire must obtain their Unicard when they start from the Unicard office for the swipe access to be provisioned. 

 

Update UCalgary contacts directory and faculty/unit distribution lists 

Contact the department administrator for assistance 

 

Determine if SecurID is required (if applicable) 

See whether access requires a SecurID. Contact IT Support Centre 

 

Print business cards (if applicable) 

Contact the Print Shop on campus 


On and After Their First Day

Welcome the new academic and make introductions

***Remote Onboarding for New Staff***

Set up team meeting through Zoom, Microsoft Teams or other online video chat platform that is used by the team.

 

If travelling outside of Canada, see the Risk Management and Insurance website

 

Ensure all previous requests have been actioned