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	☐