Onboarding Postdoctoral Scholars
Checklist for Onboarding Coordinators
This checklist for Onboarding Coordinators is a valuable tool designed to assist you through this process. As an Onboarding Coordinator (OBC), you are directly responsible for the tasks listed.
In addition to the organizational activities to be completed below, faculty and/or department-specific activities may also be required. Each area is encouraged to create a faculty or departmental onboarding checklist to supplement this one.
Before Their First Day
Once the Postdoc has accepted the offer, a welcome email is sent to the new Postdoc on behalf of the Postdoc Program Office by the HR Postdoc Administrator (copied to the PI, the Department Onboarding Coordinator* and the Postdoc Office). The email welcomes them to the program, provides links to additional resources on the Postdoc website, and introduces them to you: their Department Onboarding Coordinator.
International Postdocs
The university cannot process hire paperwork for international hires until Work Permit and Social Insurance Information (SIN) have been received.
Once the new postdoc appointment is entered in the HR system,the HR Postdoc Administrator will send a follow-up email to the new Postdoc (copied to the PI, the Department Onboarding Coordinator and postdoc@ucalgary.ca) which provides their UCID number and relevant onboarding information including a link to the Postdoc Onboarding Checklist
Once the new postdoc appointment is entered in the HR system, the Reports to Manager and identified Onboarding Coordinator(s) will receive a notification confirming the Postdoc appointment has been processed. The notification includes the Postdoc's UCID number, and a link to the onboarding checklists.
If your new hire requires any IT hardware, software, or access, you should submit an鈥IT onboarding form鈥痑s early as soon as possible鈥痶o ensure IT has adequate time to provide the needed items prior to their first day. Ensure your new hire is familiar with U91快色鈥檚 , and has signed the Oath of Confidentiality if applicable.
If the new employee need a work computer and/or accessories, please complete the IT Onboarding and Computer Request Form as per standard operational process and provide the best contact information and be prepared for IT to contact you and your new hire to coordinate the remote onboarding equipment and setup for logistics on how to get item(s) to the employee.
For more info, see 鈥Resources for working remotely鈥.
For campus phones, submit an to have a phone installed or reassigned.
Meet to ensure:
- arrangements are made for appropriate office space and equipment
- access requirements are met
- the new hire has been assigned an onboarding buddy
- key meetings and training that require booking, etc have been arranged
- 蝉耻驳驳别蝉迟别诲鈥痬别别迟颈苍驳蝉 are scheduled to help get鈥痶he new Postdoc connected.
- Apply for university credit cards
- For funding opportunities, email rsogrants@ucalgary.ca.
- IRISS registration
- For help transferring existing grants, contact .
- Refer the new Postdoc to the onboarding page to begin their seven essentials of onboarding before their start date
- Follow up if you do not receive an email from the new hire with their new account/email. You will need the IT account/email address to schedule meetings and register the new academic in training courses in advance of their arrival
- Ensure benefit and have been submitted and direct deposit entered
- Ensure new hire is aware of resources to support wellness in our U91快色 community such as WellBeing and WorkLife, the Campus Mental Health Strategy and many others.
Administrative Preparation
Arrange for keys/swipe access by contacting your area鈥檚 access administrator. New hire must obtain their Unicard when they start from the Unicard office for the swipe access to be provisioned.
Update faculty/unit distribution lists.
Contact the Print Shop on campus