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Checklist for Departments With New Employees

UC San Diego departments can use the checklist below as a guide to bringing a new staff or academic employee into the UC system.

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Before the employee begins

Plan ahead for positive results when welcoming your new employee to UCSD and your department.

First day

Gather all the necessary forms:

  1. Fill out the forms below:
  2. Be sure to:
    • Retain a copy of all forms in the employee's file.
    • Give a copy of each form to the employee.
    • Send the completed forms to Payroll, Mail Code 0952
    • Provide your new hire/re-hire with the federal Affordable Care Act (ACA) Exchange Notice (required)


Inform the employee about UCSD's workers' compensation program:

  1. Print and give the employee a copy of the "Workers' Compensation: Time of Hire" pamphlet.
    Note: Two-sided printing is preferred.
    English version: (PDF) (Word file)
    Spanish version: (PDF) (Word file
  2. Print and have the employee sign an Acknowledgement of Receipt of New Hire Pamphlet: Facts About Workers' Compensation form. (required)
  3. Place the signed acknowledgement form in the departmental personnel file.
  4. Refer all questions about the "Workers' Compensation: Time of Hire" pamphlet to the Workers' Compensation Office, (858) 534-0136.
    Important: It is not the responsibility of the HR contact to explain the pamphlet — only to give it to the new hire and obtain confirmation that the pamphlet was provided.

Complete these additional forms with the employee but don't send them to Payroll:

Online activities:

Begin a departmental orientation for your new employee using the following checklists:

Provide the new employee with:

First week

First month

Help the employee enroll in an Injury and Illness Prevention Program (IIPP) class within 30 days of hire.

  • Select the IIPP class appropriate for the type of work being performed:
  • File proof of IIPP class attendance in employee's file.
  • Within first 90 days of employment or reassignment, provide an ergonomic review of the employee's workstation for those who work more than 60% of their normal work schedule at a video display terminal. (Employees represented by CUE only.)

New employees whose responsibilities include fiscal management, employee development, or travel will need the following:

First six months

New career employees will complete their probationary period after 6 months of satisfactory performance.

  • Submit performance appraisal paperwork to the appropriate HR.

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Note: This page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/newhirecontact