Onboarding Checklist for Managers

Fill out the New Employee Form

Before Day One

Send your employee a personal welcome letter/email

  • 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 New Employment Orientation 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.

Workspace, tools, access, and listservs

  • Complete the New GWLAI Employee Onboarding form to alert necessary administrative units to your incoming employee.
  • Please complete this form at least two weeks ahead of your employee's start date to ensure technology equipment and furniture are ready in time. If the start date is less than two weeks away, complete the form and also email GW IT and/or Building Operations to let them know the equipment and/or furniture request needs to be fast-tracked.
  • Some of the information requested on the form may not be available two weeks prior (e.g. UserID, GWid, etc.). A copy of your responses will be emailed to you along with an edit button to update the form once you have more information.
  • Note that we cannot guarantee you will get the requested technology equipment or furniture.
  • This form is not meant for onboarding student hires. We will have a forthcoming form for student employees.
  • If you need to follow up on any aspects of the form, please reach out to the following units:

Order Business Cards

If you would like to pre-order business cards before your employee's arrival, submit the request through the purchase and request form.

Name Plate

To replace the name plate of an office or number sign, download the template and print your name plate. You can slide this under the plastic holder in the office or room number sign.

Update relevant team lists, directories, and documents

  • 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.

Send an email announcing the new employee’s arrival

Send a short email to [email protected] announcing the name, job title, and start date of your new employee. Share the role this new teammate will play in the organization.

Prepare an agenda/schedule for the employee’s first day(s)

  • Include the New Employment Orientation, which new employees should attend on their first Monday.
  • Have the employee read through the New GWLAI Employee Onboarding webpagestaff information pages, and HR's information for new employees.
  • Include any recommended or required meetings and trainings.
  • Schedule a 30-minute meeting with the HR Manager.
  • Include time for a brief introduction to Dean Geneva Henry. Contact her assistant 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

Greet your employee when they arrive for their first day

If you will be unavailable, arrange for an alternate greeter.

Pick up keys and test GWorld access

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.

Ensure your new employee attends the new employee Weekly Orientation Breakfast

Make sure your employee knows where to go for the breakfast and where they should report afterwards.

Make sure the employee has completed the I-9 paperwork

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)
University Student Center, Suite 242
800 21st Street, NW
Washington, D.C. 20052

The FSSC is a one-stop resource for GW employees with questions about Human Resources, Parking & Transportation, Tax, Payroll, and Benefits.

Arrange a tour of the building and campus

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.

Introduce team members, management, and immediate co-workers

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.

Orient your employee to their office and tools, including phone, Google Calendar, copier, etc.

Review usage of common tools, including:

Schedule some uninterrupted time with your new employee on their first day