Hiring Unit checklist_combo_onbd2

OPTIONAL VERSION 1

Hiring Checklist: All New UO Employees

This checklist helps new hires complete required onboarding steps. Supervisors and employees should ensure all items are completed promptly.

☐ Before First Day

  • ☐ Accept offer in MyTrack
  • ☐ Complete background check (if required)
  • ☐ Submit ID for I-9 verification
    • Bring original documents to HR or unit
  • ☐ Set up Duck ID & email
  • ☐ Review position description
  • ☐ Complete mandatory training (e.g., harassment, safety)

☐ First Day

  • ☐ Attend orientation (if applicable)
  • ☐ Review workplace safety info
  • ☐ Receive keys, access, parking, etc.
  • ☐ Review benefits eligibility

☐ Within First Week

  • ☐ Submit signed I-9 (if not already)
  • ☐ Enroll in benefits (within 30 days)
    • Medical, dental, vision, life
    • Retirement plan
  • ☐ Review workplace policies
    • UO Code of Ethics
    • Acceptable Use of IT
    • FERPA (if applicable)
  • ☐ Meet with supervisor to review expectations

☐ Within First Month

  • ☐ Complete all mandatory trainings
  • ☐ Confirm time entry & leave reporting process
  • ☐ Review performance review process

☐ Ongoing

  • ☐ Stay current on training renewals
  • ☐ Maintain accurate contact & emergency info
  • ☐ Review and update goals with supervisor

Questions? Contact Human Resources at hrinfo@uoregon.edu.

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VERSION 2

Onboarding Checklist: All New Hires

Use this brief checklist to guide onboarding before arrival, on day one, and during the first month. [MIRROING https://hr.uoregon.edu/onboarding-checklist-all-new-hires]

☐ Step 1: Set up New Hire

  • ☐ Offer accepted in MyTrack
  • ☐ New Starter / Info Form done
  • ☐ UO 95# created
  • ☐ PAC set
  • ☐ Duck ID claimed

☐ Step 2: Prepare for Arrival

  • ☐ Send welcome note: include start date, time, where to report, dress code, parking, & what to bring (e.g. I-9 docs)
  • ☐ Arrange paperwork: I-9 & W-4 (schedule if needed)
  • ☐ Ready workspace & equipment (desk, computer, phone, etc.)
  • ☐ Review conditional offer, if any
  • ☐ Discuss benefits or schedule benefits orientation
  • ☐ Plan introductions with key staff

☐ Step 3: Onboard & Orient (within first month)

  • ☐ Complete I-9 by Day 3; W-4 ASAP
  • ☐ Review and enroll in benefits (if eligible; 30-day window)
  • ☐ Get UO ID at EMU Card Office (bring 95# & photo ID)
  • ☐ Set up workspace access (keys/card, door codes)
  • ☐ Provide tech access: DuckWeb, Duo, dept software, email, shared drives

 

OPTIONAL VERSION 3

Hiring Unit Checklist

Use this checklist to guide the hiring and onboarding process for Graduate Employees (GEs).

☐ Begin a Hire

  • ☐ Post GE position on Division of Graduate Studies site (if external search)
  • ☐ Send informal offer notice
  • ☐ Candidate accepts position

☐ Finalize a Hire

  • ☐ File ePRF
  • ☐ Confirm Notice of Appointment (GE clicks email link)
  • ☐ Complete hiring paperwork – US citizen
  • ☐ Complete hiring paperwork – International*
  • ☐ Coordinate access to systems
  • ☐ Set up workspace
  • ☐ Order supplies/equipment

*International GE hires only

☐ Onboard GE

  • ☐ Send welcome email
  • ☐ Arrange disability accommodations (if needed)
  • ☐ Confirm health/enrollment requirements
  • ☐ Confirm work location, hours, etc.
  • ☐ Complete compliance trainings
  • ☐ Share training opportunities
  • ☐ Communicate onboarding/orientation meetings
  • ☐ Review workers’ rights resources
  • ☐ Review workload allocation

Contact the Division of Graduate Studies with questions.