Manager’s Checklist for New Employees

This checklist is designed to assist Manager’s with their new employee’s arrival on campus. There may be additional items specific to your department that are not addressed below. Managers are encouraged to speak to Human Resources if they have any questions.

Prior to Arrival:

Ensure hiring paperwork is filled out, signed and submitted to Human Resources.

Ensure employee knows the expectations of the position, work, shifts and demands etc.

Confirm start date, start time, where to park and where to meet you on their first day.

Provide employee with their Employee/Colleague Number, so they can obtain a staff/faculty ID card and obtain a parking permit. Note: Eligible employees may be able to use Flexible benefits and/or do payroll deductions for parking. Contact Human Resources if you require an employee/colleague number or have questions about flexible benefits.

For employees with Benefits/Pension, ensure they set up an appointment with Human Resources to fill out the required enrolment forms.

Advise other team members of the employee’s name, role and start date. Consider making an announcement on MyTrent and informing key contacts.

Contact IT to request a phone connection, internet access and email by submitting an account request through MyTrent > Services > Account Request.

Ensure the work area is equipped with necessary furniture, equipment and supplies (i.e. set up a cell phone, purchase a computer, order business cards etc.).

Ensure you order keys or set up a key card for access.

Order department credit cards, travel cards or set up signing authorization with purchasing.

Order uniforms according to Department Policy, if required.

Verify employee has completed the mandatory Ministry of Labour Health and Safety Worker Awareness Training. If completed through another employer, provide proof of completion to Human Resources prior to their start date. If not completed, training must be completed on their first day through Blackboard.

Plan for the employee’s job orientation by making a list of what information is important to convey. Consider assigning a colleague to assist the new staff member for the first couple of days.

Upon Arrival:

Welcome employee upon arrival and introduce to their team members/key contacts.

Orient to work space, equipment, washrooms, break/lunch areas, storage room etc.

Establish breaks/lunch periods in accordance with Employment Standards or Collective Agreements. Encourage them to join with other team members during the first week.

Explain the structure of the department and present organization chart.

Explain how to contact their labour union and where to find their Collective Agreement. Non-union employees may be directed to the Employment Standards Act or Trent’s Policy Library.

Ensure that the employee is notified of specific training they are required to complete. All mandatory training can be accessed through Blackboard on MyTrent.

All new employees in Ontario, including student employees, casual employees, TAs, markers and volunteers receiving an honorarium of $500 or more, are required by law to complete the Ministry of Labour Health and Safety Worker Awareness Training on their first day of employment. New supervisors are also required to complete the Ministry of Labour Health and Safety Supervisor Awareness Training. Campus Violence and Harassment, Human Rights and AODA, WHMIS, and Privacy Training must also be completed within one week of commencing employment.

Review Trent’s Occupational Health and Safety Policies and Standards. Have employee sign the Employee Health & Safety Orientation Form.

Ask employee to read and familiarize themselves with the Risk Management website.

Ask employee to complete the Online Trent New Employee Orientation and sign up for an in-person networking opportunity to meet other colleagues, develop a greater connection with the Trent community, and go on a guided tour of the campus.

Review the employee’s role, outcomes expected and ensure the employee is provided with all the necessary tools they need to successfully complete the tasks in the respective Job Description (provide a copy).

Define key behavioural expectations such as any dress codes, how absences are reported/recorded, telephone/ email protocol, Health & Safety procedures/first aid, client interaction/customer service and any other information relevant to their job.

Discuss your role, management style, expectations, and how you provide direction/feedback. Discuss how you will evaluate their performance and provide a copy of the Probationary Evaluation Form that will be used.

Managers should establish a process for regular meetings/communication and ensure new employee’s learning needs are being met. Remind employees that annual performance evaluations, including goal setting are completed each June/July.

Discuss job orientation you have planned, explore their needs, ask and encourage questions.

Review procedure of ordering necessary equipment/supplies, including required approvals.

Familiarize employee with the MyTrent portal and explain the importance of checking this every day for updates and staff bulletins/events.

Direct employee to sign in to Trent’s Employee/Manager Self Serve Portal “VIP” on MyTrent. Ensure access to their direct reports (if applicable), how to request leaves, view their pay stubs and find their T4. Information/training instructions can be found on the VIP website.

Review location of first aid kit. Remind all and new employees of this location.

Other Information:

Ask employees to review your specific department website, as well as explore other key policies / websites at their own time as part of their orientation such as: Purchasing, Administration & Governance, Academic Policies, Human Resources, Human Rights, Equity and Accessibility, Access & Privacy, Risk Management, Trent Athletics, Trent Library, Campus Maps, Trent News & Events, Campus Food Services.