Skip to main

Onboarding your new employee

New hire details


First Week Schedule

Tips for creating a schedule can be found in Setting the stage and First week checklists.
Day 1
Day 2
Day 3
Day 4
Day 5

Job acceptance date

At hiring/job acceptance

The onboarding process begins with the acceptance of the job offer. Once you determine the start date you should work with your area business officer on the following:

NOTE: The person creating the master data file will receive the email with the new hire’s linkblue information.

Setting the stage – preparing for the employee’s arrival


Provide information to the employee before their first date of work via phone, email, etc.

Work environment

Make sure your new employee’s work area is set up before the first day. First impressions count, so providing your new employee with a work area that is “move-in” ready matters.

Support network

Select members your team to be the go-to experienced resource for your new employee during the first few months. They can help answer questions and provide guidance in the early phases of the onboarding process.

Welcome announcement


The schedule should include a balance of time with others and time alone to read introductory materials and complete orientation-related tasks.

Start date

First week

Set your new employee up for success from the start. To ease anxiety on the first day, create a comfortable environment and have a plan to get your new employee involved, while remembering not to overwhelm them. At the end of the day, your new employee should know the basic operations of the department and leave feeling they have joined the right team. The rest of the week will build upon the foundation laid on the first day. It is important to remain available and approachable.

Focus on how the specific duties and responsibilities of your new employee’s job support departmental and university missions.


Introduce the employee to:

Work environment

Point out

  • Storage areas for resource materials and supplies.
  • Common shared areas and points of interest (restrooms, vending machines, refrigerator, coffee service, break room, mail boxes, printers, copiers).
  • UK Alert
  • Explain building access and security measures.
  • Emergency evacuation procedures and secure meeting location.
  • Obtain emergency contact information
  • Report on-the-job injuries to Worker’s Care at 1-800-440-6285
  • Work schedule
  • Emergency closing
  • Payroll schedule
  • Overtime
  • Breaks and meal periods
  • Requesting time off
    • TDL, vacation, jury duty, etc.
    • Documentation for absences
  • Notifications
    • Late arrival
    • Early departure
  • Dress code
  • One-on-one conversations
  • End of new employee orientation period (90 days)
  • Mid-year
  • Annual

Orientation training/sessions

Inform your new employee of any orientation training that applies to them.

All employees

  • Required online training program to be completed within first 30 days of employment for all newly hired (or re-hired) regular staff of 0.5 FTE and above
  • The program will automatically be assigned to the new employee in myUK Learning
  • For questions, please contact:
  • Web-based training (WBT) for all newly hired employees must be completed within first 90 days of employment
  • Please assign this WBT to the new employee in myUK Learning
  • For questions, please contact Training at 859-257-8927

UK HealthCare

  • Recommended to be completed the first week of employment but must be completed within the first 30 days of employment.
  • Please register the new employee for UK HealthCare NEO here.
  • For questions, please reach out to Enterprise Learning at (859) 257-9226.
In addition to the training noted above, you may also have:
If your new employee manages staff or students receiving a paycheck, they must complete:

Technology Access

Provide information regarding:
Access to:

During the first month

  • Brief history of the department
  • Organizational chart
  • Department mission, vision, strategies, core values, goals
  • Departmental website, employee newsletter, other
  • Departmental growth – past and future
  • Industry awards and recognitions, areas where we excel in our industry
  • Acronyms and symbols related to your department
  • Employee recognition program (if applicable)

30 days

During the first three months

Although your new employee may feel “new” for some time, they should be growing more comfortable, confident and productive.

During the first few months, have one-on-one check-ins at least weekly to clarify questions, address concerns and monitor progress. Your feedback can have a considerable impact on your new employee’s self-perception and sense of achievement. The one-on-ones should be a two-way conversation. Listen to the feedback your employee is providing.

If the form is not completed within five working days (excluding Saturdays, Sundays, and holidays) of the employee’s end of orientation, it will be deemed the employee has successfully completed the new employee orientation period.

This performance appraisal is provided to evaluate the employee’s work performance and to serve as a basis in determining whether employment should be continued.

90 days

During the first six months

HR Training & Development opportunities are available to all UK employees:

One-on-one Tips

  • Review performance and provide feedback.
  • Document the discussions.
  • Suggested questions:
    • How are things going with your job?
    • Is it what you expected?
    • Were there any surprises?
    • Has the training been helpful?
    • What have team members done to make you feel welcome and assist with your transition?
    • Do you have the tools you need to get the job done?
    • How do you feel about the progress you’ve made?
    • How would you describe your workload?
    • Tell me about times you’ve felt overwhelmed?
    • What suggestions do you have for improvements in our department?

6 months

During the first year

Once your new employee has settled into the position, onboarding focuses on their long-term success. At this stage, the process aims to engage your new employee in their own development and create excitement about achieving organizational goals.

You can engage your employee by fostering meaningful work, promoting work-life effectiveness and advancing career development. Now is the time to encourage your new employee to get involved in the greater campus community.

1 year