Hiring Unit Page_onbd2

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Onboarding Graduate Employees

Support for Hiring Units

We want to help your unit hire and onboard new GEs in ways that set them up for success and communicate our value for their work. This site brings together essential resources, timelines, and tools to help your unit hire and onboard GEs in compliance with university and contract policies and provide a positive experience that sets up GEs for success. 

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Beginning A Hire

Finalizing A Hire

Onboarding A GE

Printable Checklist

Onboarding Checklist: All New Hires

Use this brief checklist to guide onboarding before arrival, on day one, and during the first month.

☐ 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

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.