Contact Us
Hours/Location
Monday-Friday
7:45 a.m. – 4:30 p.m.
30 North Mills Street
Suite 362
Madison, WI 53715
Fax: 608.265.3692
Onboarding Coordinator
The Onboarding Coordinator oversees the entire Onboarding program and is responsible for coordinating the tasks within the process. He/she is the primary contact for the program and accountable for review, enhancement and maintenance. The coordinator also tracks progress of the Onboarding process and ensures each new hire has an opportunity to provide feedback about their Onboarding experience.
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Pre-Boarding
Communication Tasks
- Meet with hiring manager/supervisor to discuss onboarding plan and process for this new employee.
- Make sure the supervisor has calendar available to meet new employee on first day.
- Send Welcome Letter to contact.
Day 1
- Monday’s New Employee Orientation (employee is automatically enrolled)
- Obtaining Wiscard, activate Net ID, set-up e-mail, and tour of building
Week 1
- Work with onboarding contacts if there are any questions or concerns
Within 30 Days
- Work with onboarding contacts if there are any questions or concerns
Beyond 30 Days
Engagement, Inclusion and Diversity (EID) Tasks
- Send and collect satisfactory survey from new employee at one month.
Onboarding Contact
The Onboarding Contact is the individual designated by the division to complete assigned tasks. He/She serves as the primary contact, monitors the checklist progress and is accountable for administrative tasks involving the incoming new hire.
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Pre-Boarding
Communication Tasks
- Meet to discuss onboarding plan and process for the new employee
- Send “Welcome” letter or email
- Providing time and location
- Papers to bring to Day 1 (I-9 information)
- Transportation options and how to sign up
- Peer support contact information
- Supervisor contact information
- Make follow-up phone call to check in on the new employee
Technology Tasks
- Request new phone line or activation date for existing phone line
- New landline (can take 6 weeks)
- Transferred landline
- New cell phone service
- Submit IT authorization forms
- LAN Authorization Form to AIMS
- FPM email
- DoIT mainframe
- Dir Database
- Auto CAD
- Great Plains
- WISDM
- Data Warehouse
Workplace Preparations
- Make arrangements for reasonable accommodations as needed by New Employee day
- Set up work area
- Clean
- Install computer and phone
- Provide basic supplies and tools
- Add new employee to mailbox and distribution list
- Order/arrange for uniforms or other PPE
- Order business cards through MDS
- Order/purchase name tag/name plate
Day 1
Introduction to Department – New Employee Orientation
Greet new employee and have a short welcome meeting
- Show new employee’s work spaces
- Show new employee where to hang coat
Provide Helpful Documentation
- New Employee handbook
- Staff phone list
- Organizational chart
Week 1
Unit-Specific Documentation
- Request activation of Wiscard for building/location access
- Inquire about New Employee’s everyday needs
- Technology
- Tools
- Supplies
Within 30 Days
Training and Professional Development
Explain travel policies to new employee
- FP&M Request Forms
- E-reimbursement
Engagement, Inclusion and Diversity (EID) Tasks
Present EID information to new employee
- FP&M EID Plan
- Department EID Plan
Discuss Campus Resources
- Employee Assistance Office (EAO)
- Office of Equity and Diversity (OED)
Beyond 30 Days
- Perform 3 month onboarding process review with new employee
- Perform 6 month onboarding process review with new employee
- Perform 12 month onboarding process review with new employee
Hiring Manager/Supervisor
The hiring manager/supervisor is the hiring authority that the new hire would report to and support. The hiring manager/supervisor will work closely with the Onboarding coordinator to ensure a successful Onboarding process. He/she should identify how to best engage, manage and motivate he new hire.
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Pre-Onboarding
Communication Tasks
- Email department staff to alert them of the arrival of new employee
Technology Tasks
- Request new phone line or activation date for existing phone line
- New landline (can take 6 weeks)
- Transferred landline
- New cell phone service
- Submit IT authorization forms
- LAN Authorization (to AIMS)
- FPM Email
- DoIT Mainframe
- Dir Database
- AutoCAD
- Great Plains
- WISDM
- Data Warehouse
- Complete and return additional authorization forms
- Driver authorization (Fleet)
Human Resources/Payroll & Benefits Tasks
- Determine start date (discuss with Human Resources Rep)
- Communicate start date with payroll & HR and set up 1st day meetings
Workplace Preparation
- Create agenda for new employee’s first day
- Reserve time on supervisor calendar for meeting new staff on day 1 (check in/check out)
- Identify peer partner and review role with them, including weekly check-ins with new employee
- Request keys
Day 1
Introduction to Department – New Employee Orientation
[Greet new employee and have short welcome meeting]
- Show new employee to work space
- Show new employee where to hang coat
Provide Helpful Documentation
- New employee handbook
- Staff phone list
- Organizational chart
Unit-Specific Documentation
[Request activation of Wiscard for building/location access. Inquire about new employee’s everyday needs]
- Technology
- Tools
- Supplies
- Introduce new employee to rest of department staff
Take New Employee on Tour of Building
- Restrooms
- Breakroom (explain culture/practices related to breaks and lunch)
- Conference rooms
- Supply/tool cabinets
- Sign in/sign out, timeclock
- Building entrances
- Emergency zones (fire, tornado)
- Cleaning supplies
- Provide technology/equipment demo
- Safety and PPE discussion/training (Safety Bootcamp)
- Review PD and expectations with new employee
- Review work rules and campus policies with new employee
- Review policies on behavior, performance, and attendance
Review Time/Absence/Payroll Procedures
- Leave reporting/absence communication protocols
Department paperwork
- Sign LAN authorization form
- Sign key checkout card
- Sign cell phone agreement
- Return signed paperwork to Onboarding Contact
Week 1
Department Paperwork
- Have informal check-in with new employee
- Review position-specific emergency procedures and injury reporting requirements with new employee
- Discuss training certifications and examinations with the new employee
- Review purchasing procedures with new employee
Within 30 Days
Benefit Tasks
- Send 30 day insurance enrollment reminder
Training and Professional Development
- Providing unit-specific training
- Discuss performance review and probation process with new employee
- Perform 30 day probationary review
- Discuss ongoing expectations of the new employee
- Discuss employee goals
- Submit 30 day probationary review documentation to FP&M Human Resources
Beyond 30 Days
Engagement, Inclusion and Diversity (EID) Tasks
[Present EID information to new employee]
- Have career goals and development discussion
- Complete 3 month probationary review
- Complete 6 month probationary review
- Complete 12 month probationary review (supervisor only)
- Complete 12 month probationary review
Peer Support
A peer support person is a fellow employee (other than the manager/supervisor) who supports a new employee during his/her first months on the job. Their role is to offer advice and guidance regarding the day-to-day aspects of working at UW-Madison. They contribute to the successful Onboarding experience by offering encouragement and assistance as the new employee acclimates to the culture and workplace.
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Pre-Onboarding
- Communicate and review roles/responsibilities with supervisor
Day 1
Introduction to Department – New Employee Orientation
[Greet new employee and have short welcome meeting]
- Show new employee their work space
- Show new employee where to hang coat
Take New Employee on Tour of Building
- Restrooms
- Breakroom (explain culture/practices related to breaks and lunch)
- Conference rooms
- Supply/tool cabinets
- Sign in/sign out, timeclock
- Building entrances
- Emergency zones (fire, tornado)
- Cleaning supplies
Week 1
Department Paperwork
- Have informal check-in with new employee
Within 30 Days
Engagement, Inclusion and Diversity (EID) Tasks
- Hold check-in with new employee at 2-3 weeks from start date
FP&M Human Resources
FP&M Human Resources serves as an initial connection between the hiring manager/supervisor and the new employee. They ensure that proper preparation of paperwork and information is processed prior to the arrival date of the new employee. FP&M Payroll & Benefits staff provides information regarding benefit options, payroll and leave time.
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Pre-Onboarding
Human Resources/Payroll & Benefits Tasks
- Determine start (discuss with hiring manager/supervisor)
- Send appointment letter to new employee
- Enter new employee’s information into the HRS at least 7 days prior to start date
- Email supervisor with a copy of the appointment letter, position description and instructions for Day 1
Day 1
Introduction to Department – New Employee Orientation
[Greet new employee and have short welcome meeting]
- Payroll calendar
- Types of leave
- Time sheet submission
Human Resources and Payroll & Benefits Tasks & Paperwork
[Meet with FP&M Human Resources and Payroll & Benefits to complete employee paper]
- Receive new employee HR and Payroll & Benefits packets
- Sign necessary forms
- Submit I-9 form
- Submit Direct Deposit Form
- Register for Benefits 101
Within 30 Days
Benefit Tasks
- Have follow-up benefits discussion with Payroll & Benefits
- Send 30 day insurance enrollment reminder