• Download and Review Tasks for New Employees
  • Access the list of job- and department-specific activities for new team members to complete.
• Select an Orientation Partner
  • Choose an Orientation Partner, discuss their responsibilities, and coordinate acclimation activities.
  • Review the How to Choose an Orientation Partner Guide.
  • Schedule the first meeting between the Orientation Partner and the new team member.
• Prepare for Key Orientation Conversations
  • Use the following tools to outline essential topics:
    • New Team Member Potential Questions
    • Sample One-on-One Questions
    • What Makes Your Department Unique?
    • Department Expectations
• Contact New Team Members
  • Call or email new team members to provide details about their first day, including:
    • When to arrive.
    • Who to check in with.
    • What to wear.
    • Parking instructions.
      • Refer them to the Parking and Permits video for each campus on the new employee website under the Select Your Campus’ Orientation tab.
  • Use the New Employee Email Template for consistency.
  • Have them complete the New Employee Announcement Template and let them know their announcement and photo will be shared with colleagues.
• Create and Maintain a Team Preferences Spreadsheet
  • We recommend departments record each team member’s favorite things (e.g., restaurant, coffee drink, tea, song, store, brand) to personalize celebrations for birthdays, accomplishments, and work anniversaries.
• Inform Existing Team Members
  • Share key information about new team members, such as their roles, start date, and where they will be located.
  • Use the New Employee Announcement Template to introduce the new team member.

Identify and secure the necessary access for new team members to perform their roles effectively:

• Phone
• Email
• Servers
• Folders/Files
• Computer Programs
• Single Sign-On (SSO)
• Employee Self-Service
• Learning Management System (LMS)
• Building and office access cards/keys (including secure rooms, file cabinets)
• University vehicles
• Financial Systems
• HRMS
• Staff ID card

Create a positive and welcoming environment for new team members by addressing the following:

• Ensure Access to Essential Resources:
  • Confirm that computers, telephones, parking, buildings, and key files are accessible on day one.
  • Complete all hiring, planning, and ePAF processes promptly.
• Schedule Meetings with Key Stakeholders:
  • Add meetings with co-workers, collaborators, and key constituents to their calendars for the first few weeks.
  • Determine whether meetings will be conducted in person or online.
  • Use the PowerPoint template for remote/hybrid team members.
• Warm Welcome Considerations:
  • Decorations or refreshments for their first meeting.
  • OU or department-branded swag.
  • A clean, stocked workspace.
  • A welcome kit delivered before their arrival or on their first day.