Onboarding Existing Senior Leadership Team Members

Watch for the notification of hire 

Once the new hire is entered in the HR system, the Report to Manager and the identified Onboarding Coordinator(s) will receive an auto-notification email confirming that the hire has been processed. This notification includes the employee's UCID number, personal email address, and a link to the onboarding checklists.

For International SLT Hires: many international hires request an email address prior to their start date, HR can create a UCID for the new hire before they arrive to enable this.

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 receiving 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.

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.

Connect with new SLT member

• If new hire has any parking inquiries, direct them to Parking and Transportation Services
• Schedule time, place, and person for the new hire to meet on their first day.
• Ensure new hire is aware of resources to support wellness in our UCalgary community such as WellBeing and WorkLife, the Campus Mental Health Strategy and many others.

Prepare for research

• Learn more about project setup 
• Complete the start-up funds checklist 
• IRISS registration 

Connect with the President/Vice-president

• Review workspace requirements, equipment needs, and access requests
• Assign an onboarding buddy
• Schedule suggested meetings to help the new hire get connected
• Get signatures on the university credit card application forms and project request form (if applicable)
• Set up regular SLT meetings in new hire's calendar

Request building/office/lab access  

Arrange for keys/swipe access by contacting your area’s access administrator. New hire must obtain their Unicard when they start from the Unicard office for the swipe access to be provisioned. 

Update UCalgary contacts directory and faculty/unit distribution lists 

Contact the department administrator for assistance 

Print business cards (if applicable) 

Contact the Print Shop on campus 

Apply for university credit card(s) on behalf of employee (if applicable)

Refer to the Finance website to apply for a university credit card.

• Welcome the new SLT member and make introductions
• Review key university policies
• Ensure all previous requests have been actioned