Onboarding Postdoctoral Scholars

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

Send a welcome email to the new hire

Refer to the welcome email template to send a welcome email to your new hire one day after you receive the new hire notification email confirming the hire has been processed. 

Please include the following information in the welcome email:

• Will you require a computer and accessories to work from home or do you have a personal computer and accessories that you could use?
  • Resources for working and Learning from Home.
• Please see instructions on how to access/set up accounts on Office365, Zoom and Microsoft Teams (or other online video chat platform that is used by the team).
  • Office365
  • Zoom Intro
  • Zoom Setup
  • Microsoft Teams Getting Started
  • Microsoft Teams Chat & Meetings
• Provide instructions on their first few days (or first few weeks) in terms of start time, remote meetings to welcome them and/or for training purposes.

Send an introductory email to staff in your department

Refer to the introductory email template to send an introductory email to your faculty and/or department after the hire has been confirmed.

Assign an onboarding buddy

The buddy system is designed to support and provide new hires with guidance and information to assist their transition into their new role.

Arrange for IT needs

If your new hire requires any IT hardware, software, or access, you should submit an IT onboarding form as early as soon as possible to ensure IT has adequate time to provide the needed items prior to their first day. Ensure your new hire is familiar with UCalgary’s Acceptable use of Electronic Resources and Information policy, 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 “Resources for working remotely”.

Campus Phones:

Submit an IT Service request to have a phone installed or reassigned.

Review finances

• Learn how to enter HR and Finance Project Delegation
• Complete IRISS registration (if applicable)
• For help with transferring existing grants or contracts, contact Research Services

Connect with new hire

• Clarify expectations and how their role aligns with the goals of the research project.
• Ensure they have connected with the Postdoc Office and other key contacts
• Develop a training schedule for Research and Training
• Ensure new Postdoc has completed the mandatory online health and safety courses within their first week of employment in ELM (Enterprise Learning Management)
  • See Environment, Health and Safety website for Responsibilities and Orientation & Training Checklists for managers
  • If new hires have health hazards identified on their hazard assessment and control form (HACF) they must book an Occupational Health Assessment with Staff Wellness.

• Welcome new employee and make introductions on their first day
• Review key university policies
• Print and sign the employee confidentiality agreement yourself and have the new hire sign as well.