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 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.
- 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 Solutions Center 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. NetID, 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:
If you would like to pre-order business cards before your employee's arrival, submit the request through the purchase and request form.
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.
- 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 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.
- Include the New Employment Orientation, which new employees should attend on their first Monday.
- Have the employee read through the New GWLAI Employee Onboarding webpage, staff 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
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)
Marvin 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.
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 Box folders
- How to obtain office supplies
- Have your new employee read through the New GWLAI Employee Onboarding webpage, staff information pages, and HR's new employee information as well as 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 protected].
Initiate the annual performance management process by working with your employee to set new goals.
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.
Work with your employee to set goals for the upcoming year.
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.
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