Supervising Graduate Employees_onbd

1

Submit IT requests

Accounts and workstation setup, network access and devices

For details, see [CHECKLIST LINK] or consult your unit.

2

Prepare office space

Order basic office supplies and equipment

For details, see [CHECKLIST LINK] or consult your unit.

3

First week schedule

Create first-week itinerary and meeting schedule

4

Mobile devices

Arrange mobile device (phone, radio), if applicable

5

Prepare access to systems

Prepare employee access to necessary 
systems: access, keys, etc. 

For details, see [CHECKLIST LINK] or consult your unit.

6

Order Uniforms and PPE

Order uniforms & personal protective 
equipment (PPE) if applicable

7

Welcome letter

Send welcome email for first-day: schedule, location, door pass codes, what to bring, etc.

1

Communications of new hire

Announce hire to department, unit or team

2

Calendars and directories

Provide event calendars, update staff directories, etc. 

For details, see [CHECKLIST LINK] or consult your unit.

3

Remind GE about hiring packet

Confirm GE has completed hiring forms, most due within first days of employment

For US GE Instructions, See step 2 "Submit Hire Packet...", GE Hire Packet

International GE Hire Packet ;  Instructions  

4

Review policies

Review unit's work schedules, safety program and 
emergency protocols, accessibility practices, etc.

UKG (timeclock) For details, see [CHECKLIST LINK] or consult your unit.

5

Issue access & safety items

Issue keys, ID cards, explain building access and security protocols, etc. 

For details, see [CHECKLIST LINK] or consult your unit.

6

Parking

Review transportation and parking options

Parking

7

Disability accommodations

Communicate that GE's may request workplace 
disability accommodations by submitting a request 

Accommodations form (UO HR)

8

Ergonomics assessments

Allow time for ergonomic assessment and setup for your GE

Request an ergonomic assessment 

9

Confirm health & enrollment requirements

Communicate health & enrollment requirements per
UO Health Center (i.e. myUOHEALTH) 

UO Health Link

1

Review technology protocols

Review internal site, intranet, acceptable use of data, remote access (if applicable) and more 

For details, see [CHECKLIST LINK] or consult your unit.

2

Trainings & technology support

Communicate immediacy of compliance training to GE, etc.

FERPA training: Title ix training or via a GE's Mytrack account
IT help: Phone help ; portal for creating a request 
For details, see [CHECKLIST LINK] or consult your unit.

3

Workers rights resources

Communicate GTFF union orientation meetings and CBA (Collective Bargaining Agreement)

Graduate Teaching Fellows Federation , Current CBA (in effect through 6/15/2025) 

4

Performance

Review GDRS/expectations and feedback process and more

GDRS (General Duties and Responsibilities Statement) 
For details, see [CHECKLIST LINK] or consult your unit.

5

Payroll 

Review payroll and pay periods, paycheck delivery

6

Review other work details

Review mission/values and diversity resources, etc.

Diversity resources. For other details, consult your unit.

7

Communicate onboarding orientation meetings

Have GE participate in unit or department-specific onboarding/orientation events

Division of Graduate Studies GE orientation events. For GE's specific unit, see those event calendars for details.

8

Review payroll and benefits

Upon ending of pay period, review first paycheck and deductions; confirm benefits enrollment is complete.

1

Progress on training and opportunities

Check progress on required trainings and review future training opportunities with GE, etc.

TEP (teaching engagement program), individual teacher training,  Mytrack account 

2

Workload allocation

Discuss workload allocation with GEs

Workload allocation template form (bottom of page). 

3

Performance valuation

Conduct first performance evaluation

Frequency and protocols vary; please check with your unit. 

4

Contract renewal

Reappointment or contract renewal discussion

Processes vary; please confirm with unit and  current CBA.

1

End of payroll

Confirm timesheets and final payroll submission

2

End of benefits

Notify HR/Payroll of appointment end date for benefits and records

3

Account deactivation

Deactivate or transfer access to required software accounts

4

Return of digital assets

Ensure return of technology assets (laptops, tablets, peripherals, mobile phones, etc.)

5

Schedule exit interview

Schedule exit interview or feedback session (if applicable)

6

Transition of data & tasks

Document final work status and outstanding tasks, etc.

For details, see [CHECKLIST LINK] or consult your unit.

7

COBRA review

Review of COBRA benefits option 

8

Exit interview

Conduct exit interview or feedback session (if applicable)

9

Directory transition

Recover university-issued keys, passes, etc.

For details, see [CHECKLIST LINK] or consult your unit.