Checklist for Supervisors of New Employees

Last updated August 26, 2009 4:59:39 PM PDT

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Supervisors, use the following checklist to inform new UCSD employees of their job duties and responsibilities as well as UCSD's resources and culture.

Before you use this checklist, complete the new-hire paperwork and review the Checklist for Departments with New Employees.

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Employee's first day

Take care of the most crucial items needed for the first day at work:
- Introduce co-workers and explain what they do. Provide a departmental organization chart.
- Show work area and workstation.
- Introduce computer system and e-mail access for the workstation.
- Give access to the online Employee Orientations, Resources, and Information checklist.
- Provide a UCSD ID number or give the employee a letter from your department so the employee can get a parking permit and Campus Card.
- Provide your department information (Mail Code, phone and fax number, and who to contact in case of illness or emergency).
- Review the responsibilities of UC employees and UCSD Principles of Community. Review the code of conduct for academic personnel if applicable.
- Review safety and security information.
Review conditions of employment:
- Job description:
  - Payroll title and title code
  - Working title, if applicable
  - Duties
  - Performance standards and evaluation process
- Appointment type:
  - Career
    Limited appointment/ Per Diem/ Contract
    - Percentage of Time
    - Appointment end date
- Pay:
  - Timing of first paycheck
  - Payroll Calendar
  - Salary and overtime
  - Exempt Status
  - Non-exempt status:
    - Compensatory time accrual vs. paid overtime
  - Increases (merits, incentive awards, range adjustment)
  - Promotion/ reclassification/ transfer
  - Sea-pay differential, if applicable
  - Shift/ weekend differential, if applicable
  - Agency fee (Fair Share)/ joining the union, if applicable
- Attendance records:
  - Hours of work:
    - Start time and end time
    - Breaks
    - Lunch
  - Reporting absences and tardiness:
    - Departmental Absence and Overtime Approval form, FO 2104
    - Leave Activity Summary Report (LASR) forms
- Probationary period
- 6-month evaluation
Explain UCSD's benefits and policies regarding time off:
- Holidays
- Vacation:
  - Eligibility
  - Accrual
  - Use
  - Transfer
  - Vacation payoff upon separation
- Sick leave/ bereavement
- Jury duty, witness duty
- Leaves of absence:
  - Catastrophic Leave Program
  - Family medical leave (FMLA), including childbearing
  - Military leave
  - Personal
- Voting
- Workers' Compensation:
  - Injury report

First weeks

Allow employee time to:
- Attend a benefits orientation
- Enroll for benefits within the Period of Initial Eligibility (PIE) (
- Attend an Injury and Illness Prevention Program (IIPP) class or Laboratory Safety Principles/ IIPP course (required for employees in laboratories or high-hazard facilities) (within 30 days)
- Provide any required safety training before the employee begins work with hazardous materials, equipment, or processes. Read:
  - Safety Training Checklist for Supervisors
  - Safety Training menu.
- Attend other required training classes
Discuss recommended training for the position. Walk employees through the enrollment process:
- Enrollment Central
- Online business systems training
Discuss items related to UCSD culture:
- Explain the relationship of your department to UCSD
- Review the UCSD organization chart, pointing out your vice chancellor unit
- Send the employee to a New Employee Orientation (request an invitation by calling (858) 534-9659, Policy Development and Quality of Work/ Life)
- Encourage the employee to take a guided tour of the UCSD campus.
Discuss campus business resources needed for the job:

First month

Discuss UCSD policies and procedures:
- Review personnel policies:
  - Classification criteria and series concepts
  - Collective bargaining agreements
  - Compensation
  - Performance appraisal:
    - Frequency
    - Probationary period
    - Evaluation during first 6 months
    - Annual evaluation after probationary period is complete
  - Title and pay plan
  - UC Office of the President (UCOP) systemwide policies
- Review UCSD's conflict management, diversity, and workplace conduct policies:
- 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. (Required for employees represented by CUE only.)
Review campus resources:
- Diversity resource offices
- Staff associations
- Banking: Credit union (USE)
- Birch Aquarium
- Calendar of events
- Child care
- Eldercare
- Places to Eat at UCSD.
- Performing arts: La Jolla Playhouse, music, and theatre and dance
- Sports facilities
- Staff discounts for local attractions (obtained at the Price Center Box Office)
- Stuart art collection
Discuss professional/ career development objectives, benefits, and training and development resources including:
Discuss life event resources.
- At Your Service's making benefits changes
- Retirement information in the online handbook (PDF)
- How to change personal or tax information online.

Complete orientation of new employee within 1 month.

File the completed supervisor checklist in employee's file.

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Checklist for Supervisors of New Employees

Employee's first day

First weeks

First month

Complete orientation of new employee within 1 month.

Human Resources

Hiring

See Also