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Welcome Page
Orientation
Program
About Yale University
Getting Started @ Yale
Yale Discounts
About Greater New Haven
For Supervisors
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 Supervisors,
this is your opportunity to start a strong relationship
with your new employee, build morale, and help
your employee be more productive from the start.
The few simple steps outlined in the checklist
below will help you integrate your new employee
into the Yale community. If you would like assistance
in going over the checklists, have additional
suggestions, or would like to start a small orientation
within your department, please contact the OD
& Learning Center at 432.5660 or email us
at learning@yale.edu.
Click
here for a 'printer-friendly' version of the
checklists.
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Pre-Arrival Checklist
Goal: To provide
an optimal work environment for the new hire. Hiring supervisor should
think about potential problems and address them before they happen.
When to use this
list: As soon as you know that you are bringing on a new employee.
| TO
DO |
DONE |
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Call
to officially welcome the new hire to Yale after confirmation of acceptance.
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Send
welcome letter to new hire, reinforcing and reminding him/her of information
included in the "offer letter" sent by Human Resources.
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Send
an informal announcement (via email) to the department announcing
the new hire.
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Prepare
the first day and first week agenda. You do not have to get too detailed,
but let him/her know what to expect, especially when any staff meetings
are.
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Prepare
the new hire's work space with appropriate supplies and make sure
that it is clean and ready.
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Contact
appropriate individuals or departments to confirm timing for:
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Yale
employee photo id - 432.0165 (Central); 785.5646 (Med)
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Payroll
paperwork & Telecomm - 432.2001 (Central); Tel. Repair 785.4700 (Med)
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Parking
- 432.9790 (Central); 758.6918 (Med)
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Voice
mail - 432.8080 (Central); 785.7700 (Med)
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User
Accounts and Desktop Support for appropriate computer setup and software
applications that will be needed by new hire (don’t forget the PTAEO!)
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Keys
for access to appropriate areas.
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Determine
location for "First Day" welcome lunch with new hire, preferably with
yourself and another employee.
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Determine
Peer Mentor for new hire and set up meeting to review objectives.
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Prepare
"a day in the life of…" description of a typical day for the new hire's
position.
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Review
professional calendar to schedule appropriate meeting times during
new hire's first month.
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| Prepare
listing of organizational leaders for your department, identifying
your Deputy Provost and/or Vice President. |
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The First Day
Goal: To facilitate
a clear understanding of role(s), responsibilities and expectations for
the new hire and to create a welcome work environment and follow through
on all the planning you did, pre-arrival.
When to use this
list: On your new hire's first day in the department.
| TO
DO |
DONE |
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Greet
the new hire at the designated time and location - discuss Day 1 agenda.
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Officially
introduce the new hire to the entire department - perhaps schedule
informal breakfast with co-workers.
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Review
department's mission and strategic plan. Review description of "a
day in the life of…" with new hire.
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Review
keys and access/security issues.
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Formally
introduce the new hire to their Peer Mentor.
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Provide
overview of logistical issues (parking, coffee, copiers, supplies,
bathrooms, etc.)
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Facilitate
enrollment in required training courses (safety, Oracle, Sexual Harassment,
etc.)
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Conduct
building tour.
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Arrange
for observation of departmental activities, if appropriate.
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Set
up brief meeting with department head, if appropriate.
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Review
resources available to successfully meet the needs of the department.
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Review
of competencies for working at Yale, for working in the department.
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Discuss
job expectations.
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Answer
any questions or commit to getting answers you may not have.
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Encourage
new hire to keep a journal of notes and questions.
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While
it's still fresh in his/her mind, ask new hire to tell you what s/he
gained from the formal orientation program experience.
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The First Month
Goal: To reinforce
priorities for departmental success.
When to use this
list: At the end of the first full month of employment. It is a good
time to pause, answer questions, and prepare to move full-steam ahead.
| TO
DO |
DONE |
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Schedule
meeting with new hire at the end of 30 days to:
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Review
observations, issues and priorities.
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Continue
to clarify roles, responsibilities and expectations, as needed.
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Ensure
that mandatory training has been completed.
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Establish
a plan for professional development and encourage contact with The
Learning Center (432.5660).
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Answer
any questions.
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Model
the kinds of behaviors you would like to instill in your employees.
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Meet
with Peer Mentor to review any concerns or needs (without violating
the parameters of the peer relationship).
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