UCSD Blink: Checklist for Supervisors of New Employees

Related Links
New Employee Orientation
Checklist for New Employees
Checklist for Departments With New Employees
Personnel Policies
Glossary Terms
	Career appointment
	Exempt employee
	Limited appointment
	Non-exempt employee
	Period of Initial Eligibility (PIE)

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Checklist for Supervisors of New Employees

Summary: Supervisors, use the following checklist to inform new UCSD employees of their job duties and responsibilities as well as UCSD's resources and culture. Before you use this checklist, complete the new-hire paperwork and review the Checklist for Departments with New Employees.

What to do:

The first day

The first weeks

The first month

Topic		Detail
	Employee's first day	Take care of the most crucial items needed for the first day at work. Introduce co-workers and explain what they do. Provide a departmental organization chart. Show work area and workstation. Introduce computer system and e-mail access for the workstation. Give access to the online Employee Orientations, Resources, and Information checklist. Provide a UCSD ID number or give the employee a letter from your department so the employee can get a parking permit and campus ID card. Provide your department information (Mail Code, phone and fax number, and who to contact in case of illness or emergency). Review the responsibilities of UC employees and UCSD Principles of Community. Review the code of conduct for academic personnel if applicable. Review safety and security information. Review conditions of employment: Job description Payroll title and title code Working title, if applicable Duties Performance standards and evaluation process Appointment type Career Limited appointment/ Per Diem/ Contract Percentage of Time Appointment end date Pay Timing of first paycheck Payroll Calendar Salary and overtime Exempt Status Non-exempt status Compensatory time accrual vs. paid overtime Increases (merits, incentive awards, range adjustment) Promotion/ reclassification/ transfer Sea-pay differential, if applicable Shift/ weekend differential, if applicable Agency fee (Fair Share)/ joining the union, if applicable Attendance records Hours of work Start time and end time Breaks Lunch Reporting absences and tardiness Departmental Absence and Overtime Approval form, FO 2104 Leave Activity Summary Report (LASR) forms Probationary period Six-month evaluation Explain UCSD's benefits and policies regarding time off: Holidays Vacation Eligibility Accrual Use Transfer Vacation payoff upon separation Sick leave/ bereavement Jury duty, witness duty Leaves of absence Catastrophic Leave Program Family medical leave (FMLA), including childbearing Military leave Personal Voting Workers' Compensation Injury report
	First weeks	Allow employee time to: Attend a benefits orientation Enroll for benefits within the Period of Initial Eligibility (PIE) (within 31 days of hire date) Attend an Injury and Illness Prevention Program (IIPP) class or Laboratory Safety Principles/ IIPP course (research professionals only) (within 30 days) Provide any required safety training before the employee begins work with hazardous materials, equipment, or processes. Read: Safety Training Checklist for Supervisors Safety Training Directory. Attend other required training classes Discuss recommended training for the position. Walk employees through the enrollment process: Enrollment Central Online business systems training Discuss items related to UCSD culture: Explain the relationship of your department to UCSD Review the UCSD organization chart, pointing out your vice chancellor unit Send the employee to a New Employee Orientation (request an invitation by calling (858) 534-9659, Policy Development and Quality of Work/ Life) Encourage the employee to take a guided tour of the UCSD campus. Discuss campus business resources needed for the job: Bookstore Copy card Directory and directory update Faculty Club Marketplace Preview Notary public on campus Post office on campus Publications Travel Office
	First month	Discuss UCSD policies and procedures: Review personnel policies: Classification criteria and series concepts Collective bargaining agreements Compensation Performance appraisal Frequency Probationary period Evaluation during first six months Annual evaluation after probationary period is complete Title and pay plan UC Office of the President (UCOP) systemwide policies Review UCSD's conflict management, diversity, and workplace conduct policies: Conflict management Diversity Equal opportunity and nondiscrimination Sexual harassment prevention Smoke-free workplace Workplace conduct Within first 90 days of employment or reassignment, provide an ergonomic review of the employee's workstation for those who work more than 60% of their normal work schedule at a video display terminal. (Required for employees represented by CUE only.) Review campus resources: Diversity resource offices Staff associations Banking: Credit union (USE) Birch Aquarium Calendar of events Childcare Eldercare Food/ dining on campus: Dining Services and Price/ Student Center eateries. Performing arts: La Jolla Playhouse, music, and theatre and dance Sports facilities Staff discounts for local attractions (obtained at the Price Center Box Office) Stuart art collection Discuss professional/ career development objectives, benefits, and training and development resources including: Career Connection Career development plan Educational benefits Professional development policy Discuss life event resources. At Your Service's making benefits changes Retirement information in the online handbook (PDF) How to change personal or tax information online.
	Complete orientation of new employee within one month	File the completed supervisor checklist in employee's file.

References: Academic and Personnel Policies for Staff Members Manuals, UCSD Policy and Procedure Manual, New Employee Orientation Guide, New Employee Packet, Labor Union Agreements, and MSP and PSS personnel programs.