As a manager, you are an integral part of creating a positive and inclusive work environment that provides the best employee experience for your new employee. Building a strong and effective relationship with your direct reports is a critical factor in finding and keeping top talent.

To help you successfully onboard new team members, HR’s Applied Leadership team has developed customizable resources to support you and your new employee through the onboarding process. This process often takes six months to one year and can be broken down into milestone dates. The templates, checklists and tools below will provide you step-by-step support at each milestone.

Prior to Start Date

  1. Send welcome communication.
    – Welcome email (email template)
    May include workday login instruction, first day instruction, relocation information if appropriate
  2. Assign/set up office workspace. desk, file cabinets, supplies, etc.
  3. Order computer and software. Request software through your area/department’s business manager.
  4. Request email address. Submit a ServiceNow ticket.
    Add employee to appropriate email lists
  5. Request WUSTL key, ID Badge & Card Access. Danforth request | MedSchool request
  6. Schedule appointments with key people and add to meetings to new employee’s calendar
  7. Ensure your new staff register for the In-person New Employee Orientation.
  8. Create a training Schedule. Learning plan template (XLS)
  9. Create agenda for first week.
  10. Identify peer advisor. Helpful tips (PDF)

Day 1 of Employment

  1. Personally welcome new employee
    Discuss key priorities, work and communication style, leadership and team composition, etc.
  2. Initiate team or departmental welcome event or lunch
  3. Tour office and surrounding areas
  4. Discuss with new employee
    – WUSTL key and email access
    – Initial meeting schedule and training plan
    – Assign Workday tasks
    – Share Welcome to WashU website

Weeks 1-2 of Employment

  1. Introduce Peer Advisor
  2. Meet weekly to discuss core and job specific competencies and goals.
  3. Confirm Learn@Work training is progressing
  4. Communicate the university’s and department’s high level goals
  5. Encourage involvement with campus or community groups, cultural or social activities.
  1. Obtain WashU ID badge & access
  2. Attend in-person staff orientation
  3. Complete Workday online compliance training
  4. Complete benefits, payment elections and acknowledgements

30 Days of Employment

  1. Conduct 30 day review, adjust training as needed.
  2. Verify completion of Workday tasks and in-person orientation
  3. Encourage involvement with campus or community groups, cultural or social activities.

60 Days

  1. Conduct 60 day review
  2. HR to conduct Onboarding Feedback survey
  3. Encourage involvement with campus or community groups, cultural or social activities.

90 Days

  1. Conduct 90 day review
  2. Create 6 month work plan, opportunities for performance evaluations
  3. Develop long term plan based on employee skills, abilities and interests



Who should plan to attend the in-person session of the new employee orientation curriculum?

Any new staff, as identified by Employee Type in Workday, will be automatically assigned the curriculum on their first day and should choose an in-person session to attend within their first 30 days. The only exception for this requirement is if the new staff lives more than 50 miles away from 1 Brookings Dr. Temporary staff will not be assigned the curriculum and should not register for the in-person session. If you are unsure whether the new employee is classified as staff, please reach out to your HR Contact for confirmation.

How can I tell what new employee orientation in-person session my new hire is enrolled in?

Managers are able to see their direct reports in Learn@Work starting on the new hire’s first day. Find step-by-step instructions for managers to view NEO curriculum online (PDF).

What is a peer advisor?

A Peer Advisor welcomes new employees and introduces them to WashU culture, department and University practices, and available resources. They can assist the employee in building relationships with colleagues within and beyond the team, helping them network outside of their immediate area earlier and more efficiently. 

Use the Assigning a Peer Advisor worksheet (PDF) to identify who on your team would be a comparable match.