“ According to Gallup, employees who experience a strong onboarding process are 2.6 times more likely to be engaged in their work. ”

Step 2: Pre - Onboard

Required Before Arrival 

• The HR Analyst should reach out to the candidate to inform them of the required pre-employment meeting with the hiring manager and HR Analyst. Need more information on the pre-employment meeting? Be sure to visit our Pre-Employment Meeting webpage. All employees must have a completed Section 1 and Section 2 of their Form I-9 prior to their hire date. If this is not complete, then the employee may not begin work. 

  • During this meeting, ensure the employee will have the necessary resources to complete Workday onboarding tasks.

  • If the Form I-9 cannot be completed prior to the hire date, please contact HRM Talent Acquisition as soon as possible, as the hire date must be delayed. 

Welcome Preparation

• Send a welcome email to new employee providing information, such as where to park on their first day, office building location, start time, confirm receipt of Benefits and Retirement Orientation, etc. 

  • Email invitation for Benefits and Retirement Orientation contains instructions for parking, date, and location of orientation. Please note that an employee must be in Hire status and benefits eligible to receive the invitation.  

• Ensure employee’s area is cleaned, organized, and set up with necessary equipment (desk, chair, phone, computer, pens, paper, post its, etc.)  

  • If new machinery or equipment is required, please contact the relevant department representative, such as the department’s Business Manager.

  • Request Computer Station Set up by contacting departmental IT, if not already done.

  • Request Ethernet port activation by completing PCR-360, if not already done. 

Workspace Set Up

• Ensure the employee’s workspace will provide a warm welcome and has the necessary equipment. The following are suggestions and do not exclude the necessary equipment or resources needed for the employee to successfully complete the job:

  • A welcome card from Department Head/Dean, Hiring Manager, and/or the team

  • College/ Departmental/ LSU swag

  • If time and budget allow, decorate their workspace with items such as balloons and/or department/LSU swag (notebook, polo, pens, cup, etc.). 

• Create a Welcome Schedule
  
• Inform team and/or office of new employee and their start date by sending a welcome email to the office. 
  
• Ensure they are added to organizational chart, phone list, and website, etc. 
  
• Order name plate
  
• Order name tag
  
• Request phone number
  
• *Request Microsoft Teams phone, if one is not available.
  
• *Order headset, if needed and one is not available. 

*AS900 Required if currently in a purchasing freeze