Carnegie Mellon University

Onboarding Employees

Investing in a structured onboarding program fosters a smooth transition for new employees. This extends beyond the initial introductions and the first few days. By providing ongoing support throughout the transition, you demonstrate the value you place on your new hires. This not only improves retention but also fuels stronger performance and contributions, ultimately benefiting the entire organization.

This onboarding toolkit can be customized to meet the unique needs of your area. By using these resources, you can help ensure a welcoming experience for your new employee that goes beyond the Workday onboarding tasks [pdf] and onboarding session. On this page:

  1. Before the Employee Begins
  2. First Day
  3. First 30 Days
  4. First Six Months to a Year

1. Before the Employee Begins

  • Complete the hiring process in Workday. For the best onboarding experience, the hire should be processed in Workday 2–3 weeks before their hire date.
  • Review the Onboarding Checklist for Supervisors [pdf] and complete the tasks in the "Prior to Employee’s First Day" section.
    • The checklist contains tasks to complete in advance of the new employee’s first day and during their provisional period. It is meant to be used by the supervisor and/or the person overseeing onboarding, not by the new employee.
  • Reach out to the new employee via a welcome email or phone call a week or two before their start date.
    • If you reach out by phone initially, follow up by email with the details discussed for easy reference.
    • The Supervisor Welcome Email Templates [docx] provide several versions of a welcome email to be sent to the new employee once they accept the offer and their hire date has been finalized. 
  • Create an onboarding schedule for the new employee.
    • The Onboarding Schedule Template [docx] should be completed by the supervisor and/or the person overseeing onboarding. Meetings and trainings from the Onboarding Checklist for Supervisors should be added to the schedule once the dates, times and locations are confirmed.
    • Send the finalized version to the new employee before their first day so they know what to expect their first week.
  • Email colleagues a brief introduction to the new team member and encourage them to welcome the new employee personally.
  • Set up required work space, systems, software and building access.
  • Add the new employee to departmental email distribution lists.

2. First Day

  • Review the Onboarding Checklist for Supervisors [docx] and complete the tasks in the "Employee's First Day" section.
  • New hires are encouraged to attend a weekly onboarding session to complete all onboarding tasks before arriving at their department. If the new employee is unable to attend an onboarding session, HR Employee Services can assist with:
    • Completing the onboarding tasks in Workday
    • Scheduling an appointment to complete section 2 of the Form I-9
    • Obtaining an ID card
    • Registering for parking, if needed
  • Discuss job duties and expectations, as well as office culture and university values with your new employee.
  • Introduce the new employee to coworkers and key contacts.
  • Take the new employee on a tour of the department/building.

3. First 30 Days

4. First Six Months to One Year