New Employee Checklist

Pre-Offer Acceptance
Send offer letter. Should include position, title,
salary,etc. (see sample templates on HR website)
Pre-Hire Preparation
Complete Hire iForm and submit appropriate hire
paperwork to Duke Human Resources and Corporate
Payroll Services
Send Department Welcome Letter to new employee
which should confirm position, title, salary,
supervisor and when/where to report (See template
Department Welcome Letter). Include union contract
if appropriate. Include any other documents you
want employee to have in advance of first day of
employment.
Call new employee to confirm receipt of Department
Welcome Letter and confirm start date, place, etc.
Send internal memo to department announcing new
employee's arrival date and responsibilities (see
template New Employee Announcement)
Ensure cleanliness and order of work area. Set up
office space with phone, computer, supplies, office
keys, etc.
Order/install telephone, phone number and
voicemail access
Arrange for computer login and password setup,
email setup,
and any welcome
required software
installation
Develop
department
and orientation
binder
(see template Orientation Binder Suggestions for list
of items you may want to include)
Register employee for Duke orientation at
[http://www.hr.duke.edu/managers/orientation/index
.php]. Benefits packets are distributed at the Duke
orientation event.

Who Will Complete Action

Date Completed

Select and train an orientation buddy

Create a schedule for new employee to include
introduction to orientation buddy, required training,
attendance at Duke orientation event, meetings with
supervisor, meeting with working colleagues within
and outside of department, etc.
Coordinate a meaningful first work assignment
Arrange team lunch with supervisor for first day of
work
New Hire Introductions (First Day through First Week of Employment)
During first day
Greet the employee and introduce to co-workers and
work areas
Introduce employee to orientation "buddy" and
explain role of orientation buddy
Review information provided in department
orientation binder
Review job description and expectations
Assign first project/assignment and schedule follow
up meeting to discuss any questions employee may
have after beginning work on project/assignment
Review first week schedule of activities
Take staff member to ID office and parking
department
Welcome lunch with supervisor and orientation
buddy
During first week
Review Duke's mission, vision and guiding
principles
Ensure employee understands relationship between
their job, the department and the institution

Review job responsibilities and expecations (30, 60,

90 days), work relationship with others in the
department and department/Duke policies
(work rules, work schedule, time away from work,
meal break/work breaks, pay policies and
procedures, office supply order procedure, severe
weather plan, work attire, emergency procedures,
parking, building access, telephone/email policies,
etc.)
Review department priorities/key projects for
coming year
Employee should complete online workplace safety
trainings relative to position and work location
Host welcome celebration with department
Develop department personnel file for employee. If
employee is transfer within Duke, obtain department
personnel file from employee's previous department.
New Hire Orientation (First Day through First Month of Employment)
During first month
Ensure employee attends Duke orientation to gain
overview of organization, mission, vision, values,
total compensation and HR programs. Benefits
representatives will be present to assist in
enrollment. Staff handbook will be provided.
[http://www.hr.duke.edu/benefits/index.php]
[https://www.hr.duke.edu/policies/]
Follow up with employee after orientation event to
ensure understanding of critical messages and
expectations

Encourage employee to take advantage of the many

cultural events and unique offerings available at
Duke. [See Benefits Unique to Duke website:
www.hr.duke.edu/benefits/unique.html]
Department Orientation (First 30, 60, 90 Days of Employment)
Meet regularly with employee to answer questions
and ensure they are becoming acclimated to
department and position
Conduct 30 and 60 day meetings with supervisor to
review employee questions and establish
performance expectations/goals. Ensure employee is
becoming acclimated to department and position
responsibilities
Obtain signed copy of Duke Staff Handbook
Acknowledgement of Receipt and Confidentiality
Agreement. Keep in department personnel file
Ensure the employee has signed up for benefits
within 30 days of date of hire
Conduct 90 day evaluation meeting and form (end of
Orientation and Evaluation (new hire) or Trial
(transfer) period). Decision should be made to
recommend successful completion, extension of
period for 30 days, or discharge because of
unsuccessful completion of review period.
Assess the department's orientation process,
encourage feedback from employee
Review and determine employee's professional
development plan for coming year
Ongoing Onboarding (After First 90 Days through First Year of Employment)
Ongoing
Schedule and conduct 120 day meeting with
supervisor to review progress of employee towards
performance expectations and goals