This checklist is for supervisors managing the arrival and onboarding of a new DGE employee. Items marked ★ are DGE-specific additions to the UO HR framework.
Pre-Arrival (1–2 Weeks Before Start Date)
Administrative
- ☐ Review contingent offer letter; address any special conditions (moving expenses, bridge appointment, etc.)
- ☐ Confirm employment offer accepted in MyTrack
- ☐ Verify Employee Information Form / New Starter Form is completed (?)
- ☐ Confirm 95# is established and PAC is set up
Welcome Communication
- ☐ Send welcome letter or call new hire with:
- Start date, time, location, and who to meet
- Transportation/parking information
- Dress code
- What to bring (Form I-9 documents, photo ID, 95#)
- ☐ ★ Link to DGE New Employee Onboarding + Orientation
- ☐ ★ Assemble DGE Welcome Packet (digital or print):
Workspace and Equipment
- ☐ Identify and clean workspace; stock with basic supplies
- ☐ Order/gather equipment: phone, computer, furniture, desk supplies, business cards, door signs
- ☐ If options are available, seek new hire's input on equipment/supplies
- ☐ ★ Coordinate with DGE Office Manager (Brandon Greene) on workspace, keys, card access
- ☐ ★ Set up access to DGE SharePoint, Smartsheet, Teams, and other shared drives
Orientation Partner
- ☐ Identify an orientation buddy
- ☐ Meet with the orientation partner to brief them on their responsibilities and the new hire's role
- ☐ ★ Consider selecting a buddy from a different DGE unit for cross-unit exposure
Scheduling and Notifications
- ☐ Create a detailed schedule for the new hire's first day and first week
- ☐ Build a training calendar for the first 30–90 days, including:
- Required Workplace Harassment & Discrimination Prevention training (within 3 months)
- ★ DGE Divisional Orientation session
- ★ Unit-specific compliance training (SEVIS, FERPA, risk management — as applicable)
- ☐ Notify individuals who will meet with the new employee; schedule welcome meetings
- ☐ Send a division/unit announcement: new hire's name, title, responsibilities, start date; ask colleagues to welcome them
First Day
Paperwork (Ensure Completion)
- ☐ Facilitate Form I-9 completion (by 3rd day); ensure new hire has original documents
- ☐ Facilitate W-4 completion[1]
- ☐ Direct new hire to Card Office for Flock Card (photo ID + 95#)[1]
- ☐ Complete and send key request forms with new hire to Card Office, if applicable[1]
- ☐ Provide door codes as necessary[1]
- ☐ Assist with Duo Two-Step Login, department software, shared drives, copier/printer codes[1]
- ☐ Ensure registration for UO Alerts; discuss building safety and emergency plans[1]
Welcome Activities
- ☐ Share the plan for the day; highlight important first-week meetings[4]
- ☐ Personally welcome the new hire; walk through the Welcome Packet[4]
- ☐ Tour: workspace, department (supplies, mailroom, break room, restrooms), introduce colleagues[1]
- ☐ ★ Tour DGE-specific spaces: Oregon Hall 3rd floor, conference rooms, shared areas
- ☐ Introduce the new hire to their orientation partner[3]
Role Discussion
- ☐ Review position description, job expectations, and trial service period (if applicable)[4]
- ☐ Discuss working hours, breaks, pay schedule, time reporting, direct deposit[1]
- ☐ Discuss transportation options; allow time to arrange parking/transit[1]
- ☐ ★ Explain how the new hire's role contributes to DGE's mission[2]
- ☐ ★ Provide the DGE Employee Manual; highlight sections to review first
First Week
- ☐ Confirm new hire is registered for NEO and Benefits Overview session[5]
- ☐ Review applicable UO policies (working hours, leave, email/internet, confidentiality, workplace injury, collective bargaining agreement)[1]
- ☐ Introduce Canopy resources (EAP)[1]
- ☐ Share Find People, campus maps, campus mail orientation[1]
- ☐ ★ Hold 1:1 meeting to clarify first-month priorities, communication expectations, and how unit work contributes to DGE/UO missions[3]
- ☐ ★ Begin unit-specific training and system access
- ☐ ★ Introduce key DGE-level contacts (Finance Director, Office Manager, Communications, Risk Manager)[7]
- ☐ ★ Ensure orientation partner meets informally with new hire (lunch, coffee, introductions)[3]
First Month
- ☐ Confirm completion of: NEO, Benefits enrollment (30-day deadline), Supervisor Orientation (if applicable), Student Mental Health Awareness (if applicable)[5]
- ☐ Share performance review schedule and process[4]
- ☐ Introduce MyTrack for learning and development[6][4]
- ☐ ★ Ensure new hire attends DGE Divisional Orientation
- ☐ ★ Confirm new hire has read the DGE Employee Manual
- ☐ ★ Begin unit-specific compliance training (SEVIS, FERPA, risk — as applicable)
- ☐ ★ Conduct 30-Day Check-In using these prompts:[4]
- How are you settling in? What's going well?
- What's clear? What needs clarification?
- Early accomplishments and challenges?
- How is the onboarding experience? Any suggestions?
- How is the adjustment to DGE culture and your team?
- ☐ ★ Check in with orientation partner for their observations[4]
Days 31–90
- ☐ Confirm Workplace Harassment & Discrimination Prevention training is completed (3-month deadline)[1]
- ☐ Establish and communicate performance goals[4]
- ☐ Set regular 1:1 meeting schedule (ongoing)[4]
- ☐ Add learning activities to employee's development plan in MyTrack[4]
- ☐ ★ Conduct 60-Day Check-In: role clarity, tools/resources, workload, relationships, development goals
- ☐ ★ Facilitate cross-unit introductions (GEO, ISSS, GSI, Central Admin)
- ☐ ★ Facilitate campus partner introductions as relevant to role
- ☐ ★ Conduct 90-Day Formal Check-In:[4]
- Assess knowledge acquisition and cultural integration
- Review and adjust performance goals
- Discuss professional development interests
- Collect formal feedback on onboarding process
Months 4–12
- ☐ ★ Continue regular 1:1 meetings (biweekly or monthly)
- ☐ ★ Ensure inclusion in all-staff meetings, retreats, division-wide events
- ☐ ★ Conduct 6-Month Check-In: career development, goal review, cross-training interest
- ☐ ★ Support professional development participation[6]
- ☐ ★ Conduct 1-Year Review and Onboarding Completion:[8]
- Formal close of onboarding process
- Transition to ongoing performance management cycle
- Final onboarding feedback survey (Appendix I)
- Document lessons learned for future onboarding improvements
Additional Elements for Consideration
The following are topics not listed in the supervisor's original inventory but may warrant inclusion based on best practices and DGE's unique context:
- Confidentiality and Data Security: Given that DGE handles SEVIS data, immigration case files, passport copies, financial records, and student information, a standalone confidentiality policy section may be warranted — covering expectations for all staff (not just ISSS) regarding data handling, clean desk practices, secure file storage, and incident reporting.[13][12]
- Emergency and Crisis Communication: Protocols for how DGE communicates during crises affecting international students/scholars (e.g., natural disasters abroad, travel advisories, immigration policy changes). Who activates the communication chain, and what is each staff member's role?[4]
- Sustainability and Travel: DGE staff travel internationally more than most UO divisions. Consider a brief section on sustainable travel practices, travel authorization processes, and expectations for documentation and reimbursement.
- Welcoming Visiting Delegations and Partners: DGE frequently hosts international visitors. A brief protocol for welcoming delegations (who coordinates, cultural considerations, logistics, gift-giving norms) could be valuable.
- Conflict Resolution and Feedback Channels: Beyond UO's Ombuds Office, clarify how DGE staff can raise concerns internally — whether to their supervisor, AVP, or through an anonymous feedback mechanism.
- Social Media and External Communications: Guidelines for how DGE staff represent the division on social media and in external communications, coordinated with the DGE Communications team.[4]