The Dukes at Work employee onboard program provides new employees with resources to help them be successful at their onset of employment at JMU. This checklist outlines information for supervisors to discuss with their new employees. Supervisors of non-classified employees should go through the below applicable sections with their new employee within the time frames described.
Supervisors of Classified employees should receive a New Hire Checklist specifically for Classifed employees that will need to be signed and returned to HR. The checklist below is a separate checklist and simply serves as a resource for the onbording of all other classifications of employees.
New Hire Checklist - For Non-Classified Employees
- Submit completed faculty contracts (if applicable) by attaching them to the ePAR or mailing them to Human Resources at MSC 7009.
- Provide information concerning position, supervisor, compensation, and start date.
- Discuss expectations for the first day: where to report, time to arrive, parking information, and dress code.
- Prepare workstation for employee, including computer, keys, locker, office name plate, etc.
- If applicable, order business cards and a name badge.
- Introduce co-workers and share a link to the department’s and JMU’s organizational chart.
- Introduce student workers/graduate assistants (when applicable). Discuss the importance of mentoring students while maintaining professional relationships.
- Introduce the building housekeeper(s).
- If applicable, discuss the probationary period and three, six, nine, and twelve-month Probationary Progress Reviews. Schedule the three-month Probationary Progress Review to revisit performance expectations and check-in with employee: JMU Policy 1322.
- Designate departmental contact(s) the employee may call on for questions and job assistance.
- Tour work area, noting parking options, employee entrances and exits, coat racks, break areas, vending machines, water fountains, designated smoking areas (JMU Policy 1111), and restrooms.
- Review departmental expectations of length, frequency, and office coverage during meal and rest breaks. Share any concerns regarding food and beverages in the work area.
- Specify workday to include days of work, beginning and ending times, and Holiday Schedule and University Closings.
- Review FLSA status and discuss expectations regarding overtime: JMU Policy 1303.
- Discuss when overtime may occur and that authorization to work overtime is required: JMU Policy 1303.
- Provide the employee a copy of their position description or direct the employee to their PD in MyMadison. Explain the core job responsibilities and how these will be measured.
- Mention acceptable office noise levels for talking, music, etc.
- Share the location of incoming and outgoing mail and explain the campus mail system.
- Explain location and usage of office equipment and supplies and that employees are prohibited from using university property for personal or private purposes: JMU Policy 1506.
- Discuss departmental procedure for who, how, and when to notify when an absence, late arrival, or schedule adjustment is needed. If applicable, explain leave entry through MyMadison and using the Time and Attendance Record. See the Leave website.
- Discuss university’s established rules of personal conduct and performance: JMU Policy 1317.
- Locate emergency exits. Explain departmental emergency procedures and dialing 86911 or using the JMUShield app when on campus and emergency services are needed.
- Explain procedures regarding absence for medical reasons. Employees should be aware of Family Medical Leave and the job protection it may offer: JMU Policy 1308.
- Discuss the necessity to immediately report on-the-job accidents and procedures for doing so: JMU Policy 1312.
- Discuss inclement weather expectations and plans and how the policy relates to the employee and the department: JMU Policy 1309.
- Ensure employee knows to register for a permanent parking permit before their temporary permit expires to avoid tickets. Register on the Parking Services website.
- Encourage employee to review the employee handbook coinciding with their employment classification:
- Request access to any records, files, or systems necessary for the job. Explain how confidential information is managed; JMU Policy 1205.
- Explain telephone answering procedures and departmental guidelines for personal calls and cell phone usage, and assist with phone set-up. Refer to IT-Telecom.
- Explain departmental email correspondence expectations.
- Explain access to pay slip through MyMadison.
- Discuss JACard and when/where to obtain the card.
- Issue keys/explain JACard access to buildings/offices, explaining entry and exit procedures.
- Direct employee to Information Technology’s New to JMU – Faculty & Staff website and encourage them to take the “Which IT Training Classes Should I Take?” questionnaire.
- Discuss university policy and departmental practices relating to Waiver of Tuition/Tuition Reimbursement: JMU Policies 1402 and 1401.
- Explain training opportunities/expectations and direct the employee to the Talent Development website and if applicable, JMU Policy 1403.
- Encourage employee to review the Employee Perks and Benefits webpages.
- Plan a team lunch and inform employee about faculty/staff meal plans and dining at JMU.
- Encourage employee to get involved with Balanced Dukes and consider joining a faculty/staff club.
- Ensure employee is registered for the upcoming Connections Day - New Hire Orientation.
- Encourage employee to watch the Weekly Wire videos for new employees. The new hire should automatically be subscribed bu HR and receive these videos in their JMU email on a weekly basis.
- Confirm completion of required compliance training modules. These trainings must be completed within 30 days of hire; JMU Policy 1400.
Questions? Contact Human Resources Onboard at onboard@jmu.edu.
Human Resources
