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1. Send a Welcome Email: Send a welcoming email to the new employee, providing details about their first day, time, location, and any necessary instructions. Here is a Welcome Email Template you can use.听
2. Send an Email to Your Department:听announcing 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鈥檚 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: Ensure that the employee's workspace, including their desk (if working on-campus), computer, phone, and any necessary tools or equipment, are set up and ready.
4. Arrange their technology and IT services: Ensure your new employee is knowledgeable on how to set up their , , , and . If there are other programs you use, please include those. Set up a time to review all applications听with your new employee.听
5. Prepare Paperwork: Have all required employment and compliance documents ready for the employee to complete.
6. IdentiKey:听Please ensure new employees have claimed their IdentiKey. They need their employee ID to claim their IdentiKey.
7. I-9:听Completed section one of their I-9听
8. Schedule a time听for them to participate in QuickStart, an onboarding session facilitated by human resources. New employees need to do it within the first two weeks of their hire date.

听7.听 Set 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.听

听8.听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.听

听9. Tour of Department/Building:听If the new employee is in person, provide a tour of the office or workplace, including restrooms, break areas, and any other relevant areas. Great time to have a team lunch!

10.听Day One Meeting: Go over important university or department听policies, such as dress code, working hours, and any specific rules or guidelines. This also includes communication听guidelines like email,听teams, chat, etc.

11.听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.

12.听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.听

13.听Complete Paperwork in the MyCUInfo 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.听

14.听Provide a List of Trainings:听Schedule 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.听

• Training Template can be accessed here. Mandated Trainings are listed on the template.听Make sure they take Access Based Trainings if needed for HCM, travel cards, and a procurement card.

15.听Establish Expectations and Discuss Culture: Give the new employee an employee handbook that outlines university听policies, procedures, and important information. If there isn't one, then refer to department guidelines and policies.听

16.听Assign an Onboarding Colleague: Pair the new employee with a mentor or buddy who can provide guidance and support during their initial weeks.

17.听Discuss Performance Management:听Sit down with the employee to discuss their job responsibilities, performance expectations, and long-term goals. Weekly one-on-ones should also take place.听This also can be done within the first 30 days.

18.听Feedback and Check-Ins: Schedule regular check-in meetings to provide feedback and address any questions or concerns the employee may have. Reinforce expectations, norms, and review role and responsibilities.听听 听

19.听Training Plan & Continue Department 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听and other stakeholders/colleagues; facilitate team-building activities.听听

20. Introduce Department & University听Culture: Help the new employee(s) integrate into the department听culture by introducing them to the university's values, mission, and vision.

21.听Schedule Campus-wide Onboarding Programs: Have them register to take the CU听New Employee Tour (NewX)听and听Discover Series trainings.

22.听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 have听 31 days from their hire date to waive or enroll in benefits.听

23.听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.