Making a Great First Impression!
A Manager’s guide to preparing for a new employee.
The First Impression
You may not realize it, but taking a little extra time to prepare for your new employee not only leaves a great first impression, it also has a tremendous impact on how quickly your employee will become a productive member of your team.
To assist you with this, we have outlined key considerations in preparing for your new employee’s arrival. While not always feasible we do recommend that you commence these processes at least four weeks prior to the employee’s start date.
Human Resources New Hire Paperwork
Each Department was sent a New Hire Paperwork package, so check with your Admin assistant.This paperwork should be sent to your new employee and returned to HR as soon as possible before their first day of work, as this will ensure that their accounts are setup in advance. If your Department does not have this information, contact your HR advisor for a package. Your HR Officer will be happy to review the paperwork with the new employee on their first day. This process applies to all employee categories including temporary employees in order to ensure they are paid on time.
Automatic Computer accounts
After the new hire paperwork has been submitted and reviewed with HR, the following default accounts are automatically created in 3 to 5 days:
Note: All new hires that work for TRU for one day or as an ongoing employee will be provided with all of these accounts.
They can find out more information about these accounts at the Welcome to TRU - New employee site.
The new hire should contact the IT Service Desk at 250-852-6800 for their Username and password information.
Gaining access to other Network Drives or Applications
Complete an Applications and Systems Access Request (ASAR) form Access Request form for additional access beyond the accounts listed above. This includes requesting access to your Departmental shared network drive. Once complete, you can scan and send the ASAR form to the ITServicedesk@tru.ca
Computer setup/assignment
Once you have determined where the new employee will reside. Email this information to the ITServiceDesk@tru.ca so that action can be taken or records can be adjusted.
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Provide name of the new hire, their office location, and if there is a computer in place. Provide computer CPU and monitor information, so that records can be updated to reflect where they will be assigned.
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Or if a computer will be moved from another location to a specific office for the new hire. Provide computer CPU and monitor information, so that records can be updated to reflect where the new hire will be assigned.
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Or note if there is no equipment in the location, as it takes at least three weeks to lease a new computer and install it.
Telephone and LAN jack installations:
The IT Service Desk facilitates the telephone and or LAN jack installations and moves. There can be a two week turnaround for these activities. Email the information to ITServiceDesk@tru.ca
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To update records, provide the new hire’s new location and telephone number. If phones will be moved, please note the old and new location and the staff members that will be at which local.
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Voicemail boxes can also be reset by the Campus Switchboard 250-828-5000.
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Telephone and Voicemail instructions can be found at
Phones and Voicemail and should be provided to new employee on their first day.
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Note if new phone or LAN jack installations are required and the location.
Blackberries and Cellular Phones (if applicable)
If the new employee requires a mobile device email the IT Service Desk with the request.
Order Business Cards and Stationary (if applicable)
Send the request to printshop@tru.ca
Physical Office Set-up
An important part of making an employee feel welcome is to ensure their physical work space is prepared in advance. Ensure that personal items from former employees are removed, the work space is free from unnecessary items, stocked with basic supplies, and that office equipment is in good working order (i.e.) chairs.
When the employee arrives
Department Tour
Employees often report the most uncomfortable part of being new is the need to ask where to find things within their own department. Remember to include the following on your tour:
- Washrooms
- Emergency Exits
- Break and Kitchen areas
- Directions on where to park
- Bus locations
- Campus food and beverage services
- Location of office supplies
- Gym, fitness facilities
- Copiers, and printers
Arrange a Site Tour (Employees New to TRU)
Arrange for a member of your team to take the new employee on a campus tour within the first couple of days. Employees that are new to TRU will feel much more comfortable if they know where certain services can be located along with the location of other employees they may work with in the course of their job. Be sure to introduce the employee to key contacts along the way.
Key or Fob access
Complete the Key request form and take the form to Facilities to obtain the necessary keys or fob for the employee. The employee will have to sign for keys.
Parking
The parking office is located in the Facilities building. Parking can also be paid for through payroll deduction on-line. The TRU Staff Parking web site is found at Facilities, Core Services, Parking, and then Staff Parking.
myTRU account
All employees have access to a myTRU account, but many do not access the information on this site. Ensure that a member of your department takes a few minutes to illustrate this site to your new employee and ensure that timesheet deadlines and submissions are clear.
ID Cards
Employees can obtain their staff ID card through the Finance Cashier located on Student Street in Old Main.
Library Card
Once you have your employee ID card library staff can assist you with your library access.