Onboarding Toolkit for Departments

Once the signed offer letter and cleared Pre-Employment Background Check (PEBC) are received, Talent Acquisition (TA) will initiate the new hire eForm for staff employees on behalf of the hiring department. The hiring department does not need to initiate the eForm.

Once the eForm is initiated, the hiring department must review the eForm in UT Share, verify that the information is accurate, and approve it.

Once the eForm is completed, it triggers:

• Creation of the employee's NetID
• Assignment of the employee's Employee ID
• Launch of the MavJourney Onboarding Module
• Setup of applicable system and account access

Need Help? View the eForms Job Aid Library for step-by-step guidance.

Share your new hire's name, start date, and role with your team ahead of time. This ensures everyone is prepared to welcome them warmly and avoids any surprises.

 Tip: Draft a short email or Microsoft Teams post introducing the new hire and include a brief note about their background and experience.

Work with the Office of Information Technology (OIT) to ensure your new hire has all the technology and system access they need on day one. Use the OIT Online Service Portal to request:

• Computer or laptop
• Phone or headset (if applicable)
• Required software and licensed tools
• VPN access or remote desktop setup
• Access to departmental shared drives or printers
• Any other system access or authorizations specific to the role

  Helpful Resource:  Visit the OIT website for additional tools, guidance, and support.

Submit a request to have an OIT representative available on your new hire's first day to assist with setup and troubleshoot any technical issues.

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

If your new hire requires a physical key or card access to campus buildings or offices, be sure to initiate the request promptly.

 Submit the request through Key Control or follow your department's established key request process to avoid delays.

Whether it's a virtual coffee chat, an in-person breakfast, or a simple welcome email, small gestures can make a big impact on your new hire's experience.

  Tip: Block time on calendars in advance and invite team members to join, making it easy for everyone to connect and show their support.

Gather helpful materials to set your new hire up for success from day one. Include:

• Department mission and organizational chart
• Role expectations and job description
• Campus maps and nearby lunch spots
• Relevant policies and a list of key contacts
• A first-week schedule, including meetings, training sessions, and check-ins

These resources help your new hire understand their role, navigate the workplace, and feel welcomed into the team.

After submitting the new hire eForm, department managers will receive the employee's staff credentials (NetID, Employee ID, and email address). Once you have this information, be sure to integrate your new hire into your team's communication and collaboration tools:

• Add them to email distribution lists
• Invite them to relevant Microsoft Team channels
• Grant access to necessary shared drives
• Schedule them into recurring meetings (e.g., staff meetings, 1:1s, social gatherings)

  This will ensure your new hire feels connected and informed from day one.

Coordinate putting together a welcome kit to make your new hire feel valued and part of the team. Include branded and fun items such as:

• UTA T-shirt or sweater
• Coffee mug or tumbler
• Pens and Notebook
• Name tag or office nameplate
• Lanyard or Badge Holder
• Other department swag or giveaways

  Tip: Reach out to your own department and any other teams you collaborate with to source additional branded items or unique giveaways.