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.
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 email@example.com) 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”.
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.
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
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)
See Environment, Health and Safety for Responsibilities and Orientation & Training Checklists for managers
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, Skype for Business, or other online video chat platform that is used by the team.
If travelling outside of Canada, see the Risk Management and Insurance website