Onboarding Toolkit for Departments

Be available to personally greet your new hire when they arrive on their first day.

  If you are unable to be there, assign a buddy or another team member to welcome them and give them a tour of the office.

Take time on the first day to sit down with your new hire and review the following:

• The Welcome Packet and their first-week agenda
• Their job description, responsibilities, and performance expectations
• Department procedures, including:
  •  Probationary Period
  • Time off and unexpected absence protocols
  • Dress code and workplace norms
  • Work schedule, lunch, and break policies
  • Required training
• The department's mission, vision, and values
• Introduction to their mentor or designated department contact (if applicable)

  Tip: Offer a tour of the office, department, and key campus locations, introducing coworkers along the way to help them feel at home.

Ensure your new hire has access to all the technology and tools they need on their first day, including:

• UTA email account
• UT Share employee portal
• Computer, phone, Wi-Fi, VPN, shared drives, printers, and other necessary systems
• Software available through the MyApps portal
• Collaboration tools like Microsoft Teams and shared calendars

This helps them hit the ground running and stay connected with the team from day one.

  Need Help? Contact the OIT Service Desk for additional support or questions.

Remind your new hire to log into UT Share and complete the following:

• The MavJourney Onboarding Module
• In Employee Self Service:
  • Submit their W-4 tax withholding form
  • Set up direct deposit
  • Review and confirm payroll information

 Completing this task promptly ensure their records and pay are set up correctly.

Remind your new hire to take care of these important campus essentials:

• Purchase a parking permit online on their first day to avoid parking tickets
• If applicable, provide a 7-day complimentary parking pass to use while their permit is being processed
• Assist them in obtaining their UTA Employee ID card (Mav ID)
  • Note: The Mav ID is not issued at New Employee Orientation (NEO)

  Tip: You or their assigned buddy can accompany them to the Mav ID office to make the process easier.