Checklist for Supervisors of New Employees
Last Updated: September 11, 2025 11:50:40 AM PDT
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Supervisors, use the following checklist to inform new university employees of their job duties and responsibilities as well as UC San Diego's resources and culture.
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 (PDF) 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
- Career
- Pay:
- Timing of first paycheck
- Payroll Calendar
- Salary and overtime
- Exempt Status
- Non-exempt status:
- 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
- Hours of work:
- Probationary period
- 6-month evaluation
- Job description:
- 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 new employee and benefits orientation
- Enroll for benefits within the Period of Initial Eligibility (PIE)
- Visit the UC Learning Center to register for 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:
- Attend other required training classes
- Discuss recommended training for the position. Walk employees through the enrollment process:
- 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 (register via UC Learning Center)
- 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 personnel policies:
- 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.
Still Need help?
If you are a campus employee, and still have questions, please reach out to hr@ucsd.edu.
If you are an employee of UCSD Health, please visit hhr.ucsd.edu or call (619) 543-3200.
Note: This page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/newhiresupervisor