Onboarding Basics
Effective onboarding is crucial for setting both the new employee and their supervisor up for success. A well-structured onboarding process ensures that all administrative paperwork is completed, the new hire understands their job, and they recognize how their role fits within the broader context of the office. A thorough approach significantly enhances morale, productivity, and retention.
Information and Activities Before the First Day
Before you begin the onboarding process, consider the following:
-
Supervisor Preparation
- Join our community of practice on Teams!
- Manager Checklist: Hiring a Student Employee - People Excellence
- Leadership Toolkit - People Excellence
- Employee Success Center Training and Events - People Excellence
-
Job Posting, Recruitment, and Fund Verification
- Process begins in Financial Aid - FAQ's for Supervisors
- One helpful contact is Stephanie.Lawson@utsa.edu, Financial Aid and Scholarship Officer.
- Career Center has multiple guides and Handshake resources
- Previous Career Readiness tab has NACE Competencies job templates
- Process begins in Financial Aid - FAQ's for Supervisors
-
Administrative Preparation
- Confirm new-hire HR appointment and start date.
- Assure workspace is ready and necessary resources are available (e.g., equipment, supplies).
- Set up office/network access for the new hire.
-
Setting Tone and Expectations
- Send a congratulatory and welcome message!
- Inform the team about the new hire's start date.
- Highlight behaviors for success, such as:
- Asking questions
- Seeking feedback
Day One
- Sample Training Schedule 1, Sample Training Schedule 2, Sample Orientation Agenda
- For Working Learners: New Student Employee Checklist
- Example Professional Development Syllabus from CMAS, Bailey Gosline
- Sample CMAS Conduct Handbook from CMAS, Bailey Gosline
- Example Ambassador Handbook from HCAP, Lisa Vigil
- Meet & greet
- Tour (include alerts, emergency info, safety procedures etc.)
- Priority overview about the organization - mission/vision/values, services, org structure
- Administrative details
- Computer Access (Outlook, PeopleSoft, specific platforms)
- Add students to Teams Channels
- Question and answer
- Mentor/buddy to supplement supervisory support
- Access ADA information regarding UTSA employees
- Begin the SMART Goals discussion for semester of work
14 Days
- Begin 1:1 Meetings with student (Ask questions, confirm deadlines, updates etc.)
- Include in team meetings, group chats, other communication efforts
- Staggered increase in work responsibilities
- Clarify goals and accountability using SMART Goals Worksheet
90 Days
- Mandatory and preferred training
- Regularly scheduled meetings with supervisor (Thorn and Rose moments for the week)
- Review Remote Work Ideas (if applicable) found below
- Reflect on increase in work responsibilities
- Clarifying goals and accountability
- Mid-semester performance review to provide feedback about quality and quantity of work and inquires about personal and professional goals
Still have questions specifically regarding Work Study @ UTSA? Here is a useful link for FAQs --> More for Work Study Supervisors
LinkedIn Learning Video Playlist
Onboarding New Hires As a Manager
Other Available Training
Professional Development Facilitated by People Excellence
Check out the Employee Success Center Training and Events tab on the People Excellence website for current training schedule.
Campus Rec Online Training
Check out this Linkedin Learning course that covers onboarding new hires as a manager.
Job Ideas for Students Working Remotely
There are many possible activities for student employees who work remotely. We have put together a list of activities designed to improve the student as an employee, to benefit your office now and in the future.