SoN Onboarding Checklist Your Full Name(Required) Your Email(Required) Your Employee ID Number (EID) About this checklist The SoN onboarding program and checklist are designed to cover a wide range of onboarding activities. Some are compliance-related and identified by a * . Others are best practices intended to promote awareness, underscore organizational values, and build connections. Both types of activities are important to a meaningful onboarding experience. Unless a task is clearly not applicable, you should endeavor to complete everything on your checklist. If you are the new employee and have questions about whether something applies, reach out to your supervisor. If you are a supervisor and have a question about applicability, reach out to sonhr@uw.edu. What is your role in the onboarding process?(Required) New Employee New Student Hourly Employee Supervisor/designee of a New Employee New Employee Checklist To complete by the END of my FIRST DAY (i.e., hire date). Check when complete. Reviewed SoN Onboarding webpages. * Located my Employee Identification Number (EID) and instructions for setting up a UW NetID (email address). NOTE: this may have been sent to your personal email. If you haven’t received the notification, reach out to your supervisor as soon as possible. * Scheduled a meeting to have my I-9 Employment Eligibility documents verified. NOTE: Federal law requires verification to occur in person and within three (3) days of your official start date. * Obtained my Husky card; NOTE: this will require your EID and state or federal photo ID. * Set up DUO, two-factor authentication required to access Workday. * Reviewed the UW Welcome Day webpage to determine if I am required or encouraged to attend; if required or encouraged to attend, I have registered on the webpage where indicated. * As applicable, discussed computer and related equipment needs with my supervisor; if my supervisor hadn't already done so, scheduled a meeting with SoN IT to arrange for provisioning of computer and related equipment. As applicable, discussed my space needs with supervisor/ started settling into my workspace. FACULTY ONLY: Arranged to have official transcripts sent to sontranscripts@uw.edu. * FACULTY ONLY: Met with my department's Assistant to the Chair or Vice Chair for Education to provide documentation of clinical license and board certification, if required for my appointment. * FACULTY STARTING IN SEPTEMBER ONLY: Checked in with my chair about whether I am expected to attend UW's New Faculty Onboarding hosted by the Office of Academic Personnel & Faculty. If so, I have registered to attend. * To complete by the END of my FIRST WEEK. Check when complete: Logged into Workday and completed onboarding tasks that appeared in my Workday inbox. * Completed Workday Basics for Employees. * Reviewed UW’s Outside Work policy (Executive Order 57) and - if I intend to engage in outside work - have completed the request form for faculty or the request form for staff as applicable. * Reviewed UW’s Conflict of Interest policy (Executive Order 32) and - if I have or think I might have a conflict of interest - have notified my supervisor so they can get appropriate documentation in place.* Started working through all-employee required trainings. Reviewed my job description and brought related questions to my supervisor. EMPLOYEES ENGAGING IN RESEARCH: Started working through required trainings for researchers; NOTE: certain trainings must be completed before research begins. FACULTY WORKING AT A CLINICAL SITE: Connected with my specialty track lead/coordinator to understand my clinical assignment. * FACULTY WORKING AT A CLINICAL SITE: Emailed the SoN Clinical Placement team and provided the following information:* - Employee ID# - UW email address - Cell phone number - Date of birth - Course number and clinical site you will be associated with (ex: NCLIN 416, UWMC-Montlake) - Academic department (BNHI or CFPHN) - Clear headshot photo OPTIONAL: Reviewed UW’s Disability Resources Office services regarding the accommodation request process. To complete by the END of my FIRST MONTH. Check when complete: Completed all trainings that are required for all UW employees. * BENEFITS-ELIGIBLE EMPLOYEES ONLY: Reviewed and - if interested - enrolled in my preferred benefits programs; NOTE: enrollment must be completed within 31 days from hire date; if you are unsure of your eligibility, contact sonhr@uw.edu. * EMPLOYEES ENGAGING IN RESEARCH: Completed required trainings for researchers. * FACULTY ENGAGING IN TEACHING: Attended a teaching orientation led by the department's Vice Chair for Education. * New Student Hourly Employee Checklist To complete by the END of my FIRST DAY (i.e., hire date). Check when complete. Reviewed SoN Onboarding webpages. * Located my Employee Identification Number (EID) and instructions for setting up a UW NetID (email address). NOTE: this may have been sent to your personal email. If you haven’t received the notification, reach out to your supervisor as soon as possible. * Scheduled a meeting to have my I-9 Employment Eligibility documents verified. NOTE: Federal law requires verification to occur in person and within three (3) days of your official start date. * Set up DUO, two-factor authentication required to access Workday. * As applicable, discussed computer and related equipment needs with my supervisor; if my supervisor hadn't already done so, scheduled a meeting with SoN IT to arrange for provisioning of computer and related equipment. As applicable, discussed my space needs with supervisor/ started settling into my workspace. To complete by the END of my FIRST WEEK. Check when complete: Logged into Workday and completed onboarding tasks that appeared in my Workday inbox. * Completed Workday Basics for Employees. * Reviewed UW’s Conflict of Interest policy (Executive Order 32) and - if I have or think I might have a conflict of interest - have notified my supervisor so they can get appropriate documentation in place.* Started working through all-employee required trainings. Reviewed my job description and brought related questions to my supervisor. OPTIONAL: Reviewed UW’s Disability Resources Office services regarding the accommodation request process. To complete by the END of my FIRST MONTH. Check when complete: Completed all trainings that are required for all UW employees. * Supervisor/New Employee Designee Checklist Name of New Employee(Required) To complete BEFORE the employee's FIRST DAY (i.e., hire date). Check when complete: Confirmed employee start date, EID, and UW NetID setup status. * Resource: Dept Admin, SoN HR Confirmed position details are accurate in Workday (e.g., job description, supervisory organization, supervisor assignment, costing, etc.). * Resource: Dept Admin, SoN HR As applicable, ensured the employee's workspace is clean, appropriately provisioned, and ready to use. * Resource: SoN Facilities As applicable, submitted an IT onboarding request to coordinate computer equipment, system access, and building access. Resource: SoN IT Prepared a schedule for the employee's first week that includes key meetings (e.g., 1:1 welcome meeting, team introductions, partner connections). Resource: Supervisor Resources Sent a welcome email inclusive of arrival instructions (as applicable), first week schedule, link to SoN onboarding webpages, contact information. Resource: Supervisor Resources RECOMMENDED: Identified a buddy or mentor - an individual (in generally the same line of work) - that the new employee can connect with on job-related questions or for guidance. Resource: Unit Leader To complete by the END of the employee's FIRST DAY. Check when complete: Met with employee to review role, team structure, and priorities. * Pointed the employee to the new employee onboarding checklist. * Went over first week expectations. Shared information with employee about team norms, communication channels, and culture. Checked-in with the employee at the end of the day to see how first day went, address any questions/concerns/needs. OPTIONAL: If pairing employee with a buddy/mentor, introduced employee to their buddy/mentor. To complete by the END of the employee's FIRST WEEK. Check when complete: Reviewed job description with employee. * Went over performance expectations and success measures with employee. Ensured employee has read Executive Order 32. If perceived or real conflict exists, I've completed a Conflict Management Plan Discussed employee's short-term goals for the first 30-90 days. RECOMMENDED: Facilitated introductions to key collaborators. RECOMMENDED: Set recurring meetings/events on employee's calendar (1:1s, team, dept, school-wide, etc). To complete by the END of the employee's FIRST MONTH. Check when complete: Confirmed employee has completed all required trainings. * Confirmed employee has completed benefits enrollment (if eligible and interested). * Discussed with employee what's going well, address questions/barriers, and provide additional support as needed. Discussed with employee additional training or professional development opportunities. Connected employee with relevant communities of practice or engagement opportunities (e.g., SoN Staff Council, Faculty Council, committees, workgroups, etc.). Identified - as needed - other recurring/cyclical meetings the employee should/may attend. Submit or Save Progress If you have completed the checklist and are ready to submit, click the SUBMIT button below. If you would like to stop and continue later, click SAVE PROGRESS. You will be given a link which you can use to access your in-progress checklist when you are ready to continue.