Manager Checklist New Faculty

Pre-Hire Checklist

Complete the following tasks before the new faculty member’s first day. Some items may not apply depending on the position or type of appointment.

Administrative

  • Develop an onboarding plan that addresses the faculty member’s teaching, research, and service responsibilities and expectations.
  • Add the new faculty member to relevant Outlook calendars, meetings, and department events.
  • Update internal communications, distribution lists, office phone lists, and email lists with the faculty member’s contact information.

Technology

  • Telephone: Confirm the faculty member’s office phone and extension are activated.
  • Technology Access: Ensure all required computer, system, software, and security accounts are established before the start date.

Workspace

  • Prepare a clean, organized, and fully equipped workspace.
  • Obtain security codes or access credentials, if needed.
  • Order business cards, desk nameplates, and/or name badges, as appropriate.

Supplies and Equipment

  • Provide necessary office supplies, computer equipment, keys, and other items needed for the position.
  • Accommodations: If the faculty member has requested workplace accommodations, coordinate and arrange them in advance, when possible.
  • Order uniforms, if applicable.

Faculty Responsibilities

  • Review the faculty member’s initial teaching, research, and service responsibilities.
  • Review course assignments, class schedules, syllabi requirements, grading expectations, and academic reporting requirements.
  • Provide information about department meetings, faculty governance, committees, and other relevant responsibilities.

Mentorship

  • Identify a faculty mentor within the college or department who can serve as a resource for questions about academic policies, procedures, campus resources, and faculty expectations.

Human Resources

  • Confirm that the new faculty member has completed all required new hire and onboarding forms and documentation.

Communications

  • Contact the faculty member one or two days before their start date to:
    • Welcome them and answer any immediate questions.
    • Provide first-day instructions, including where to report and the location of the nearest parking lot.
  • Notify department faculty and staff of the new faculty member’s arrival and provide a brief overview of their role and responsibilities.

First Day Checklist

Complete the following tasks to help the new faculty member become familiar with the department, campus, and resources. You may ask colleagues or members of your team to assist.

Introductions

  • Welcome the faculty member and show them their workspace.
  • Introduce the faculty member to department faculty, staff, and key colleagues, including their assigned mentor.
  • Explain where to go for lunch and provide information about common lunch options and practices.

Workplace and Campus Orientation

  • Confirm that the workspace is ready and that the faculty member has the equipment and resources needed to begin working.
  • Provide a tour of the office, department, and relevant campus facilities. Point out key locations, including:
    • Copier and mailroom
    • Office and classroom supplies
    • Restrooms and break areas
    • Emergency exits and fire extinguishers
    • Vending and dining areas
    • Human Resources
    • Other frequently used campus resources
  • Provide keys, access cards, security codes, and other facility information, as needed.
  • Provide an overview of computer systems, including log-in, email, security, and calendaring.
  • Review department procedures, communication practices, office equipment, and phone systems.
  • Explain procedures for reporting an absence or unexpected schedule change.
  • Review any applicable dress code or uniform requirements.

Administrative Onboarding

  • Complete any additional forms or documentation required by the department or position.
  • Schedule required training, including Right-to-Know and other applicable training.

Faculty and Academic Orientation

  • Review the faculty member’s course schedule and initial teaching responsibilities.
  • Review syllabus, grading, attendance, and course management expectations.
  • Provide information about faculty meetings, committees, governance, and other academic responsibilities.
  • Introduce the faculty member to key academic and administrative contacts.

First Few Weeks Checklist

Department and Workplace Information

Department Functions

  • Provide information about office supplies, equipment, and campus resources.
  • Review safety and emergency procedures, including how to report hazards.
  • Explain department meetings, events, and committee activities, including their purpose, attendees, and the faculty member’s role.
  • Review department policies, procedures, and communication practices.

Department Culture

  • Explain department norms, traditions, and practices.
  • Discuss the department’s culture and expectations.
  • Explain your management or leadership style and preferred methods of communication.
  • Provide a glossary of commonly used campus, department, and academic terms and acronyms, if helpful.

Faculty Role and Responsibilities

  • Review the college and department governance structure.
  • Review expectations for teaching, research, and service.
  • Review grant proposal submission procedures and expectations, if applicable.
  • Discuss priorities and how they align with department and college goals.
  • Ensure the faculty member receives a campus tour and meets colleagues and campus partners they are likely to work with regularly.

Career and Professional Development

Performance and Expectations

  • Review performance expectations, standards, and measures of success.
  • Explain the process for performance evaluation and continuing employment.
  • Discuss key milestones and expectations for the first academic year.

Training and Development

  • Identify training and professional development opportunities.
  • Introduce the faculty member to relevant workshops, conferences, mentoring opportunities, and educational benefits.
  • Connect the faculty member with appropriate academic and professional resources.

First 90 Days Checklist

  • Provide regular feedback and guidance during the first 90 days and beyond.
  • Review progress toward teaching, research, service, and other assigned responsibilities.
  • Identify and recommend relevant training and professional development opportunities.
  • Follow up regularly on questions, concerns, or challenges.
  • Check in with the faculty mentor, when appropriate, to ensure the mentoring relationship is effective.
  • Confirm that the faculty member has the tools, resources, and support needed to be successful.
  • Foster Belonging: Check in with the faculty member to ensure they feel welcomed, supported, and valued as a member of the college community.

New Faculty Check-In Questions

Use the following questions during regular check-in meetings:

  • How is your transition going?
  • Is the position what you expected when you were hired?
  • Have there been any surprises or unexpected challenges?
  • Do you feel you have the information and resources you need to be successful?
  • Has the training and onboarding been helpful?
  • Is there additional training or support that would be helpful?
  • Has your faculty mentor been helpful? Are there any changes you would suggest to improve the mentoring experience?
  • Do you have the tools, technology, and resources you need?
  • Do you understand your current priorities and expectations?
  • How are your relationships with colleagues and other members of the college community?
  • Is there anything the department could do to better support you?
  • Do you feel connected to the department and college community?
  • Are you able to manage your work and personal responsibilities effectively?
  • Do you have any questions about your benefits, pay, or other employment-related matters?
  • Is there anything that remains unclear or that you would like to discuss?