Supervisor Information: When the New Staff Member is Hired | Onboarding Information and Resources for Supervisors

Prefer to check things off? Download a fillable version of the supervisor checklist for when a new staff member is hired (also outlined below) to print out or check off as you complete each step.

Tasks for When the New Staff Member is Hired

Confirmation Sent to New Hire

Completed by OHR

OHR will send confirmation of the hire to the new staff member

Staff members in a non-casual role will receive an appointment letter by email from OHR.
Casual staff members will receive an employment offer in Workday.

OHR will send a welcome email to the new staff member providing instructions to complete new hire next steps.

Preparation for New Hire's Start Date

Completed by the Supervisor

Complete Information Technology New Hire Checklist.
- Ensure a computer has been ordered and will be installed / available by new hire’s first day (if applicable).
Order Amherst College business cards, if appropriate, through Campus Print and Mail.
Make a plan for what the new hire's first day/week/month will look like.
Create a welcome packet (hard copy or as a digital folder). Examples of what to include:
- Office hours
- Time of the day / week / year that are expected to be busy
- A list of team members and a brief description of everyone's role.
- Amherst College Information
- Campus Map (print out or digital campus map)
- Offices & Departments
- Amherst Appreciations Program
- Colleague Resource Groups
- Main Campus Contacts
- Campus Directory
- Campus Services
- Emergency Information
- Rental Properties Bulletin Board
- Department specific information
- Department policies and procedures
- Diagram of office/building (if applicable)
- Organizational chart if appropriate
- Introduction of Amherst College Community
- Helpful Amherst websites
Share the new employee’s name, arrival date, and overview of responsibilities with the department and other appropriate employees. Encourage their support in welcoming the employee, and have them send a brief welcoming email if appropriate.
Arrange for a tour of the office and building (virtual or in person), as well as an introduction to others.
If the new hire will be working on campus:
- Set up a workspace for them.
- Ensure the office space has been cleaned out, with all previous files, books, etc. removed.
- Provide trash and recycling containers (if applicable).
- Provide basic office supplies including KN95 masks and hand sanitizer
- Complete a building key request (if applicable)
- - Email Lock and Access Control Supervisor, cc'ing the department head/chair (if not self).
  - Note, any building master keys need approval by the Executive Director of Community Safety / Chief of Police.
  - Employees will need an ID badge before ACPD will issue the key.

Provide Information to Your New Hire

Completed by the Supervisor

Provide the following information / instructions to the new hire:
- Instruct the new employee to schedule a new hire paperwork appointment to visit the Office of Human Resources within the first three (3) business days of employment to complete necessary forms and present proof of COVID-19 Vaccination or submit an exemption.
  - In order to comply with the Immigration Reform and Control Act of 1986, all new employees will be expected to provide certain documents establishing their identity and right to work in the United States. Please refer to the I-9 Instructions. This procedure is required for all employees (regular, casual, and temporary).
- Invite the new employee to review the New Hire Information website.
- Invite questions in anticipation of starting.
- Provide accommodations request paperwork.
- Confirm they have received information regarding the Workday login process once hired and the Introduction to Workday video for Amherst College employees.
- Provide guidance about what their first day/week will look like.
  - Reporting time, schedule, and location.
  - Where to park and directions to the department - Campus map. (if applicable)
  - Whom to report to on the first day.
  - Share information about breaks.

All Onboarding Checklists

Resources for Managing Staff

Workday for Supervisors

Find help and resources to complete the tasks and processes supervisors use most.

Learning & Development

Upcoming workshops and resources designed for supervisors as well as programs that may be of interest to all.

LinkedIn Learning

Review the Linkedin Learning collections curated by the Learning & Development team or search for topics of interest to your team.

Supervisory Forum

Find more information about Supervisory Forums including upcoming dates and past presentations.

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Contact Us for More Information

Please contact our office if you have any questions or need any further information. Our office is located at 79 South Pleasant Street, across from the Amherst Town Common.

hr@amherst.edu

413-542-2372

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