Onboarding New Employees

  1. Send a Welcome Email: Send a welcoming email to the new employee, providing details about their first day, time, location, and any necessary instructionsIf a new employee has a large gap between their offer letter and start date, consider sending check-in emails to build trust and continued engagement with the new employee.
  2. Send an Email to Your Department:Ìýannouncing the new hire's arrival, so everyone is aware and ready to welcome the newest team member. Recent updates to the Colorado Equal Work for Equal Pay Act require that you send this message within 30 days of your new hire’s start date (we recommend sending it earlier). The following information is required by the Act to be included in your communication (contact recruiting@colorado.edu if you have any questions about this requirement and the Equal Pay for Equal Work Act).
    • The name of the person hired.
    • The job title of the new hire.
    • For employees who are transferring or being promoted into their new role, their prior job title at the University of Colorado.
    • A reference to our promotions and transfers webpage outlining how employees may express interest in transfer and promotional opportunities.
  3. Prepare the Workspace (if applicable): Ensure that the employee's workspace is clean and free of clutter.
  4. Arrange their technology and IT services: Ensure your new employee understands what technology they can receive from С»ÆÊé and that technology is provided by day one. Make sure your new employee is knowledgeable on how to set up their , , , and  and any other necessary systems/platforms needed for day one. Set up a time to review all applications with your new employee.
  5. Prepare Paperwork: Have all required employment and compliance documents ready for the employee to complete.
  6. IdentiKey:ÌýPlease ensure new employees have claimed their IdentiKey. They need their employee ID to claim their IdentiKey.
  7. I-9:ÌýCompleted section one of their I-9.
  8. Schedule a time for them to participate in QuickStart, an onboarding session facilitated by human resources. New employees need to attend within the first two weeks of their hire date.
  9. Create a for the new employee.Ìý
  1. ÌýSet Up Technology: Help the employee set up their computer, email, and access to any necessary software or systems. Direct them to oithelp@colorado.edu orfor assistance.
  2. Add to Platforms: Add new employee to all appropriate recurring meetings, listservs, Teams channels, shared drives and relevant websites on day one. 
  3.  Welcome and Introduction: Greet the employees and introduce them to their team members and colleagues. This can be done in-person, over Zoom, or Microsoft Teams. 
  4. Tour of Department/Building:ÌýIf the new employee is in person, provide a tour of the office or workplace, including restrooms, break areas, and any other relevant areas. It can be a nice touch to provide department/unit swag to your new employee.
  5. Lunch: Ensure there is a plan for lunch for your new employee. We recommend having a team lunch or supervisor and new employee lunch on day one.
  6. Day One Meetings: Go over important university or departmentÌýpolicies, such as dress code, working hours, and any specific rules or guidelines. This also includes communicationÌýguidelines like email,Ìýteams, chat, etc. Have your new employee partake in any beneficial meetings.
  7. Complete section 2 of the I-9. Ensure employees know and understand how to complete section 2 of their I-9, as they have three days to complete it from their hire date.
  1. Buff One Card: Ensure new employees send for their Buff One Card. If the employee is on campus, take them to the Buff One Card office to pick up their card.
  2. Complete Paperwork in the MyС»ÆÊéInfo Portal: Assist the employee in completing all necessary employment forms, including tax forms, benefit enrollment, and confidentiality agreements. Ensure they know how to fill out the time tracking system specific to their role for payroll. Review how to set up their preferences with them.
  3. Provide a List of Trainings:ÌýSchedule training sessions and onboarding meetings to help the employee(s) learn about their role, the company culture, and the tools they'll be using. Here is a list of mandatory and access-based trainings.
    1. Training Template . Mandated Trainings are listed on the template.ÌýMake sure they take Access Based Trainings if needed for HCM, travel cards, and a procurement card.
  4. Establish Expectations and Discuss Culture: Give the new employee an employee handbook that outlines universityÌýpolicies, procedures, and important information. If there isn't one, then refer to department guidelines and policies.
  5. Assign an Onboarding Colleague: Pair the new employee with a mentor or buddy who can provide guidance and support during their initial weeks.
  6. Discuss Performance Management:ÌýSit down with the employee to discuss their job responsibilities, performance expectations, and long-term goals. Weekly one-on-ones should also take place.ÌýThis also can be done within the first 30 days.
  1. NEO (New Employee Orientation) Unionized Environment Video:Please ensure all new non-classified and non-covered employeesÌýview the created by the ÌýAll members of the campus community must understand the responsibilities of working in a unionized environmentÌýand our campus’s commitment to neutrality under theÌý. This video is shown from 10:30-10:45 AM after QuickStartÌý, if you would like your employee to view it during that session.
    1. If you supervise classified employees, please ensure they are signing up to attend a COWINS Orientation to learn about the state employees' union. Please contact newatcu@colorado.eduÌýif you have questions about your employee attending a COWINS session, and when they are offered.
  2. Feedback and 1:1's:Schedule supervisor and new employee 1:1’s every week or every other week to provide feedback and address any questions or concerns the employee may have. Reinforce expectations, norms, and review role and responsibilities.Ìý Ìý
  3. Department and Role Specific Trainings: Develop a training plan that outlines the learning objectives and milestones for the employee's first 30 days. Schedule meetings between the new hire and other stakeholders/colleagues; facilitate team-building activities. 
  4. Introduce Department & UniversityÌýCulture: Help the new employee(s) integrate into the departmentÌýculture by introducing them to the university's values, mission, and vision. This is often incorporated into a department or unit onboarding.
  5. Schedule Campus-wide Onboarding Programs: Have them register to take the С»ÆÊéÌýNew Employee Tour (NewX)ÌýandÌýDiscover Series trainings.
  6. Colleague Meet n’ Greets: Ensure new employee has Meet n’ Greets with all members of their team.
  7. External Colleague Meet n’ Greets: Ensure new employee has meeting set up to get to know all partners and key collaborators to be able to perform heir job successfully.
  8. Leadership Introduction: Ensure new employee has the opportunity to meet with the highest level of leadership for the department/unit.
  9. Review Benefits and Perks: Ensure the employee is aware of and has access to, such as healthcare, retirement plans, and employee assistance programs. New employees haveÌý 31 days from their hire date to waive or enroll in benefits.
  10. Set Goals for the First Six Months: Collaborate with the employee to set performance and development goals for their first six months. See the performance management page for assistance. Be sure to set up monthly one-on-ones to go over their role, goals, and performance expectations.
  1. Supervisor Support: Provide supervisors with continual support in areas of onboarding, supervision, and professional development.
  2. 30, 60, 90 Day Check-In: Supervisor conducts 30, 60, 90 Day Check-in with their new employee.
  3. STAY Interview: Supervisor conducts STAY interview at the one month mark for new employees. STAY Interview training is offered through Human Resources Professional Development Training Team and if you are unable to take the training prior to your STAY Interview, you can use
  4. Professional Development: Provide new employees with professional development opportunities (ex. Conferences, external training, Human Resources training)
  5. Recognition: Supervisors need to recognize new employees in both formal and informal settings. Formal opportunities may include values-based recognition at retreats or years of service awards. Informal opportunities may include Kudos boards, teams praise function or newsletter recognition.
  6. Advancement/Promotional Tracks (if applicable): Ensure new employees know about advancement and promotional opportunities within the department/unit.
  7. Onboarding Feedback/Survey: Provide new employees with an opportunity to share their onboarding experience via interview or survey. Potential questions can be found under Onboarding Resources.ÌýÌý

Onboarding Resources

Onboarding Communications

New Employee is: University Staff / Classified Staff

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ÌýÌýÌý(External Hires)

ÌýÌý (Internal Hires)

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New Employee is: Research Faculty

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  • TechnologyÌýHelp:Ìýoithelp@colorado.edu
  • Onboarding: newatcu@colorado.edu
  • Systems/MyС»ÆÊéinfo: hrsc@colorado.edu
  • Benefits: benefits@cu.edu 303.860.4200, option 3
  • Buff OneCard Office: boc@coloado.edu
  • Payroll: payroll@cu.edu or 303.860.4200, option 2

Questions?

For any questions regarding our new employee programs, please email newatcu@colorado.eduÌý