Before Day One
- Include important details for the first few days such as where to report, what time you expect them, etc.
- If your new employee’s first day is a Monday, remind them to attend the Weekly Orientation Breakfast first.
- Consider a phone call to tell the employee whether they should bring lunch on their first day, about the departmental dress code, and whether they will have any meetings or required trainings on their first day. Your employee will value personal interaction with you.
- Ensure that your new employee's workspace is clean and set up with furniture and supplies.
- Request new furniture, if needed, by submitting a ticket to Library Building Operations or emailing email@example.com.
- Email firstname.lastname@example.org for the following:
- Request a computer
- Request your new employee be added to email groups. (Please be specific when indicating which ones). Please provide the employee’s title, as the technology specialist will work with the web team to ensure the new employee is listed on the directory.
- Request your new employee have access to shared drives and folders (indicate which ones)
- Request a phone number and phone
- Request a mobile phone, if required
For keys and temporary building access, e-mail Entrance Services five workdays in advance of arrival. Please include your new employee's name, start date, and keys required.
To order business cards, email Jenny Lesselbaum the information for the business card, which may include:
- Phone number
- Mobile phone number
- Email address
- Invite your new employee to any relevant project or team meetings.
- Make sure your employee has access to any relevant project or team shared Google Drive files.
- Request your new employee is added to the GW Libraries & Academic Innovation organization charts by emailing Robin Delaloye.
- Email email@example.com to request your new employee be added to the firstname.lastname@example.org (weekly newsletter) and any other project or organizational email groups, including the library or AT groups.
- Email email@example.com to have your new employee added to the appropriate online staff directory. Please provide the following:
- Phone extension
Email Finance Operations and Administration team regarding your employee's Kronos account. Let them know if the lunch break should be set for 30, 45, or 60 minutes, or if they will clock-out/in for lunch breaks.
Send a short email to firstname.lastname@example.org announcing the name, job title, and start date of your new employee. Share the role this new teammate will play in the organization.
- Include the Weekly Orientation Breakfast, which new employees should attend on their first Monday.
- Have the employee read through New GWLAI Employee Onboarding webpage and review the staff information pages.
- Include any recommended or required meetings and trainings.
- Schedule a 30-minute meeting with Kaithlyn Kayer, manager of LAI human resources.
- Include time for a brief introduction to Dean Geneva Henry. Contact her assistant, Courtney Vaughn, to determine a good time.
- Make a list of stakeholders and proactively set up meetings for your new employee for their first day/week.
- Arrange some work for the first day to help your employee feel an immediate sense of accomplishment and part of the team.
First Day(s): Welcome your new employee
If you will be unavailable, arrange for an alternate greeter.
Accompany your new employee to pick up applicable key(s) from Entrance Services and to make sure they have GWorld tap access to needed areas.
Make sure your employee knows where to go for the breakfast and where they should report afterwards.
Ask your employee if they have completed their I-9 paperwork. If not, make sure they do that immediately after the orientation breakfast.
New employees must complete I-9 paperwork at www.newI9.com with employer code 14290.
To complete this process, new employees must visit the Faculty Staff Service Center in person:
Faculty and Staff Service Center (FSSC)
Rice Hall Suite 101
2121 Eye Street, NW
Washington, DC 20052
The FSSC is a one-stop resource for GW employees with questions about Human Resources, Parking & Transportation, Tax, Payroll, and Benefits.
Provide or arrange for a complete tour of the building, including location of the bathrooms, fire doors, staff lounge, and office suites.
Consider arranging a tour of the campus, if possible. Provide a map of the campus.
Provide your new employee with the team/department roster, including contact information. Introduce your employee to each team member, the supervisory chain, and any project collaborators.
Review usage of common tools, including:
- Clocking in/out with Kronos
- Use of the telephone/voicemail system
- Google Calendars
- Scheduling meeting rooms with google calendars
- Shared drives
- How to obtain office supplies
- Have your new employee read through New GWLAI Employee Onboarding webpage, review the staff information pages, and ask any questions.
- Give your new employee an overview of departments and the organizational structure. Provide them access to the current GWLAI organizational charts.
- Share information about GW and the organization’s history, traditions, mission, values, philosophy, strategic goals, organizational structure, culture, norms, etc.
- Review regular meetings the employee is expected to attend.
- Introduce the Employee Handbook and review/discuss:
- Your department’s method of requesting and tracking annual leave
- Work schedules
- Dress codes
- Lunch/break expectations
- Working hours
- Discuss the job description, challenges, and expected job performance. Direct the new employee to the performance management website.
- Review the university holiday schedule, academic calendar, and payroll calendar.
Prepare and give a Goal Agreement Form to the new employee. This will include their goals for the first 90 days.
Three Months: Performance Checkpoint
Review progress toward initial goals and what to expect in the performance management process.
Ask your new employee how you can better support their growth.
At the end of the six-month Introductory Employment Period, you will need complete the Introductory Performance Review document and discuss your employee's performance with them. You should ask your employee to complete a self-assessment as part of the review. During this review, you are expected to formally communicate whether or not your employee has successfully completed the Introductory Employment Period.
The final review document should be submitted to email@example.com.
Ongoing coaching, feedback, and recognition build strong working relationships and creates a culture of continuous improvement.
Providing constructive feedback as well as recognizing individual and team successes.
Formal checkpoints ensure there are no surprises at the end of the year.
Ask your new employee how you can better support their growth.
Assess performance against goals and areas for development.
Send a card, write a personal note, or take them out to lunch to reflect on their first year. Use the GW Recognition Toolkit for more ideas.
- GWLAI Departments and Organization
- Senior Leadership Team
- Communications and Events
- Finance Division
- HR & Professional Development
- GW Libraries Staff Information
- Gelman Library Building Spaces
- Information in Case of Emergencies
- Statistics and Facts
- Alma Transition