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 People to identify who to loop in for introductions and Glossary to help the new hire get oriented to our terminology.
Before Arrival¶
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 People). Each row links to the relevant documentation for requesting and using that system.
Checklist Item |
Status |
|---|---|
DSpace / OAKTrust access — DSPACE & Oaktrust |
☐ |
Fedora access — Fedora |
☐ |
SAGE access — SAGE |
☐ |
Spotlight access — Spotlight |
☐ |
Archipelago access — Archipelago |
☐ |
Avalon access — Avalon |
☐ |
OJS access — OJS |
☐ |
Open ONI access — Open ONI |
☐ |
GitHub org access (TAMULib), for development/repository application work |
☐ |
Kubernetes/Docker access, for repository application work — Kubernetes and Docker |
☐ |
First Week/Discussion¶
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 Digital Collections Services |
☐ |
Introduce the DPMT project intake process — DPMT Workflow |
☐ |
Add to Digital Collections communication channels and shared drives |
☐ |
First 30 Days/Training¶
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 — Accessibility |
☐ |
Review the documentation contribution guide — How to Write Documentation on this website |
☐ |
Ongoing/Relationship¶
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¶
Checklist Item |
Status |
|---|---|
Plan employee’s 30-, 60-, & 90-day goals/objectives |
☐ |
Remind employee to complete the 30-day onboarding survey upon receipt |
☐ |