On-boarding Checklist

Task

Who is responsible - Team or Program

Status

Onboarding form? checklist? - some kind of intake form or page for the new person

New staff member position Assign email lists, google groups, and Atlassian User groups, ticket queue, etc. needed Assign Onboarding Buddy
Set up Individual Training Plan
Define which PPT the person should be given - separate one for each “Team” with some that is consistent across the Project we will need PPT for each Team - new staff guide Include Team based contextual list of who / which team is responsible for what. Who owns what data etc. Overview of project history / Timeline for ACCESS project. Overview of working group/standing committees Ask each awardee to provide a slide about their project to include in overview have regular reviews of the information
Use Job description and WBS area to define what the person will be doing so both they and their supervisor understand what is expected
Training Schedule - what they are doing to train each week Meet with stakeholders Define Internal Users/Stakeholders and External Stakeholders Meet with some members from different service teams - mini welcome panel Review tools needed - how to use internal systems - how to wiki and google drive
Communicate Hire to the Team email to Team, ACCESS and have Comms feature it in the internal newsletter (or external as needed)

Action	When	Who

Check to make sure someone has RSE computer preferences and equipment is purchased/allocated for RSE	Prior to first day	HR
Installation of software - make sure IT has time to configure the equipment before start date	Prior to first day	ITS
Coordinate with HR on first day schedule and confirm NetID to share with others	Prior to first day	PM
Meeting with HR	First Day	HR
Keys/ID card	First Day*	Facilities or HR
Meet Tech Services Team - help with computer setup (should include computer access, network port, UC/exchange access, phone setup.	First Day*	ITS
In House Tour	First Day*	HR or Manager
Show where mailboxes are and make sure one is assigned to RSE	First Day*	HR or Manager
Create slack account https://ncsa-at-illinois.slack.com/signup	First Day	Employee
Grant Slack access to appropriate channels	First Day	PM or Manager
Meetings with Key Stakeholders	First Week	PM or Manager
Meetings with PIs of projects	First Week	PM or Manager
Put on appropriate mailing lists Confirm they are on any specific project mailing lists	First week	PM or Manager
Add to regular meeting invites and provide context about the meeting to team member Monthly Meetings Group Meetings Project Meetings	First week	Manager and Project Leads
Add to any necessary shared drives	First week	Manager or Project Leads
Add to group or project web site	ASAP	PM or Manager Project Leads
Introduce at next staff meeting	First Month	Director
Schedule bi-weekly meetings with manager during first 4 months	First Week	Manager