==============================================
Department and Supervisor Onboarding Checklist
==============================================

This checklist is for the supervisor and department to work through when onboarding a new hire into
Digital Collections. It covers preparation before the new hire arrives, the first week, the first 30
days, and ongoing relationship-building, ending with 30-/60-/90-day follow-up. Pair it with
:doc:`03_people` to identify who to loop in for introductions and :doc:`06_glossary` to help the new
hire get oriented to our terminology.

--------------
Before Arrival
--------------

.. list-table::
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   * - Checklist Item
     - Status
   * - Parking arrangements secured
     - ☐
   * - Office space prepared
     - ☐
   * - Order essential equipment and supplies as needed
     - ☐
   * - Phone and voice mail set up complete
     - ☐
   * - Network drive access arranged with IT
     - ☐
   * - Request access to necessary systems (as needed)
     - ☐
   * - Add new hire to departmental distribution lists
     - ☐

---------------------------------
Digital Collections System Access
---------------------------------

Not every role needs every system below — check off what applies based on the incoming role (see
:doc:`03_people`). Each row links to the relevant documentation for requesting and using that system.

.. list-table::
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   * - Checklist Item
     - Status
   * - DSpace / OAKTrust access — :doc:`../workflows/dspace`
     - ☐
   * - Fedora access — :doc:`../workflows/fedora`
     - ☐
   * - SAGE access — :doc:`../workflows/sage`
     - ☐
   * - Spotlight access — :doc:`../workflows/spotlight_import`
     - ☐
   * - Archipelago access — :doc:`../workflows/archipelago`
     - ☐
   * - Avalon access — :doc:`../workflows/avalon`
     - ☐
   * - OJS access — :doc:`../workflows/ojs`
     - ☐
   * - Open ONI access — :doc:`../workflows/open-oni`
     - ☐
   * - GitHub org access (TAMULib), for development/repository application work
     - ☐
   * - Kubernetes/Docker access, for repository application work — :doc:`../other_services/kube`
     - ☐

---------------------
First Week/Discussion
---------------------

.. list-table::
   :header-rows: 1
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   * - Checklist Item
     - Status
   * - Get computer and office supplies
     - ☐
   * - Request travel card as needed
     - ☐
   * - Facility access granted/arranged
     - ☐
   * - Network drive access arranged with IT
     - ☐
   * - Plan first week schedule
     - ☐
   * - Introduce to colleagues in department or division
     - ☐
   * - Facilitate university integration (introduce key university contacts)
     - ☐
   * - Tour of facilities
     - ☐
   * - Communicate emergency & security protocols
     - ☐
   * - Review position description
     - ☐
   * - Assign specific job training
     - ☐
   * - Communicate clear expectations
     - ☐
   * - Discuss work/lunch & overtime expectations
     - ☐
   * - Performance evaluation timeline
     - ☐
   * - Expectations for conduct and dress code
     - ☐
   * - Pay periods – bi-weekly/monthly pay schedule
     - ☐
   * - Discuss expectations for requesting time off
     - ☐
   * - Review departmental information (org chart, web page, mail stop, others' job duties)
     - ☐
   * - Inclement weather, fire, & other evacuation plans
     - ☐
   * - Walk through the Digital Collections documentation site, starting with :doc:`01_about_digital_collections`
     - ☐
   * - Introduce the DPMT project intake process — :doc:`../dpmt/dpmt_process`
     - ☐
   * - Add to Digital Collections communication channels and shared drives
     - ☐

----------------------
First 30 Days/Training
----------------------

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   :header-rows: 1
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   * - Checklist Item
     - Status
   * - System access & knowledge (ensure employee knows how to operate systems)
     - ☐
   * - Resource & information flow
     - ☐
   * - Administrative support (provide contacts for IT, HROE, purchasing, travel, reimbursements)
     - ☐
   * - Professional development (provide information on resources)
     - ☐
   * - Strategy & goals (discuss university's strategy for understanding)
     - ☐
   * - Set expectations for early contributions
     - ☐
   * - Shadow a role-relevant workflow (an ingest, a metadata remediation, a repository deploy) with a team member
     - ☐
   * - Complete role-specific system training identified in Digital Collections System Access above
     - ☐
   * - Review accessibility & captioning expectations for public-facing work — :doc:`../other_services/accessibility`
     - ☐
   * - Review the documentation contribution guide — :doc:`../other_services/writing_documentation`
     - ☐

--------------------
Ongoing/Relationship
--------------------

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   * - Checklist Item
     - Status
   * - Establish trust & accessibility
     - ☐
   * - Value ideas
     - ☐
   * - Psychological safety (discuss that it is safe to ask questions/make mistakes)
     - ☐
   * - Question pathway (clearly define where to go to get answers)
     - ☐

---------
Follow-Up
---------

.. list-table::
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   * - Checklist Item
     - Status
   * - Plan employee's 30-, 60-, & 90-day goals/objectives
     - ☐
   * - Remind employee to complete the 30-day onboarding survey upon receipt
     - ☐