Onboarding Toolkit

The following toolkit is for supervisors planning to onboard a new employee. Onboarding programs have dramatic and measurable impacts on your new employee’s retention, engagement, and productivity. Empowering new employees early gives them the confidence and tools they need to be successful. Supervisors are welcome to contact HR.Onboarding@wwu.edu with any questions.

If you are a new employee looking for onboarding information please check out the Onboarding Resources webpage.

Contact Us

Phone: 360-650-3774
Fax: 360-650-2810

General: HR@wwu.edu
Benefits: HR.Benefits@wwu.edu
Payroll: HR.Payroll@wwu.edu
Onboarding: HR.Onboarding@wwu.edu

Onboarding Toolkit

Prior to the First Day 


  • If there is a period of time between your offer date and the new hire's start date, it is important to stay in regular contact/communication with your candidate via telephone and/or email and reiterate your enthusiasm for their choosing Western as their employer. 
  • Send an email to your team introducing your new hire which includes a brief summary of their background and their start date. 


  • Once the employee has completed their online paperwork via PageUp, they need to visit HR in person to complete their I-9 form. Please refer them to the Onboarding Resources webpage for more detailed info.  The I-9 form must be completed PRIOR to their start date.  Their Western accounts cannot be setup until the I-9 has been completed.  
  • Once the I-9 has been completed, within a week you should be notified of the employees W# and Western email.  If you have not received notification of this information please contact HR@wwu.edu to check on the status.
  • Call your new hire with their W# and email address and direct them to visit the New to Western page to setup their universal login and email etc.
  • Submit a key request via the Ready system if necessary. Email fixit@wwu.edu for assistance.
  • Request MS Teams Voice access.
  • Order business cards, if necessary; business cards are ordered through Print & Copy Services
  • Update your group email distribution lists; ensure new hire is invited to previously scheduled meetings
  • Update departmental website with employee’s name/picture, if applicable
  • Set up departmental specific training/system permissions (SharePoint, banner, outlook folders). 
  • Visit Business Services to setup Western Marketplace, Travel system and/or Purchasing card if required.
  • If your employee will be approving payroll, make sure they have the necessary permissions by visiting our Payroll webpage and reviewing the Payroll Resources for Supervisors Info. under the Supervisors Resources heading.
  • If your hire was a student, contact ATUS (x3333) to ensure email address is changed over to staff


  • Prepare the new office/workspace. Ensure the space has what it needs – furniture, lighting, pens/pencils, paper, etc.
  • Set up any appointments with individuals your new hire will need to meet
  • Create a first week schedule for employee, if necessary. This should include time to read orientation materials/manuals, etc. as well as a lunch with you and the team. 


Have you thought about teaming your new employee with a mentor? Mentors are other employees who can help your new employee navigate their new position/role/campus. Having a mentor for your new hire will help familiarize them to the Western community, and also develop a professional connection to another employee in a similar role.

Who Can Be A Mentor

A mentor should be motivated by their desire to watch new employees achieve their true potential. A mentor is someone who is available to answer questions and help the employee learn job responsibilities, all while providing leadership development for the mentor. The mentor must be willing to make a small time commitment to your new employee. The mentor can be someone already in your department (or division) who holds a similar role to your new employee.

What’s In It For the Mentor

Mentorship has a positive impact on the mentor – as they are now seen as a leader, have the ability to gain insight from newer employees, and develop new relationships which adds to their engagement and commitment to Western. If you are going to utilize a mentor, plan to offer some recognition for those who take on this essential and valuable task.

Setting Goals and Expectations

You will need to discuss with your chosen mentor to determine where/when/how meetings will take place, and the expectations of what you would like your new employee to gain from the relationship. This can be a short-term, information situation, or more formal long-term assignment; it is up to you. If necessary due to location or other circumstances, you can set up e-mentoring. E-mentoring occurs when the relationship is developed through email and telephone.

Onboarding - First Day Checklist 

  • Once the employee has received their W# and Western email they can visit the New Employee Checklist webpage to get their universal login etc. setup if they haven't done so prior to their first day. 
  • Once the employees universal login has been setup, they can visit the Employee Transportation Services webpage to view parking permit/bus pass options. Prior to getting setup with a parking permit or bus pass, new employees can park in the C lot over by the rec center or the 6V lot behind Viking Union and will need to pay for the day using the pay station or Park Mobile app.  They will continue to park in those lots and paying daily until they purchase a permit. 
  • Have employee visit the Western Card webpage for information on how to get their Western ID Card.  The Western ID Card is also used as their bus pass.
  • Terms of employment (probationary period, if applicable, salary)
  • Job duties and performance expectations
  • Work schedules (breaks, lunch)
  • Call-out procedure (who should they call if they are going to be late/sick,etc.)
  • Timesheets (how to log on to Web4U and complete and deadlines)
  • Pay dates (where to pick up their paycheck, if applicable)
  • How to request time off (departmental procedures, any black out times?)
  • Department organizational chart and University organizational chart
  • Department safety plan  
  • Location of restrooms, break room and food services
  • Building use and security (provide alarm code, if appropriate)
  • Essential policies and procedures pertinent to their position
  • Dress Code

Onboarding - First Two Weeks Checklist 

  • Required Orientations: Ensure your employee attends the two New Employee Orientation (NEO) sessions. NEO Part 1 - Getting the Basics: Benefits, Payroll and More.  NEO Part 2 - University Onboarding. Employees will be sent an invitation to both orientations via an email invite.  Both are held via Zoom.  
  • Complete Required Trainings:   
    Required Prevention Training for Employees and Student Employees - Instructions will be sent to their Western email address for completing required prevention trainings. These trainings are delivered online and must be completed within 45 days of employees initial assignment. If you have any questions regarding the prevention trainings please contact the office of Civil Rights and Title IX Compliance: (360) 650-2307 or crtc@wwu.edu.
  • DEI Training for New Employees and Student Employees
    New employees are also required to complete a series of 3 required DEI training modules, also delivered online through the same online learning platform that is used for the above
    required prevention trainings.
  • Supervisor Quick Start Training
    If your employee will be supervising others in their new role, they will will need to complete the New Supervisor Training via Canvas. HR also offers Payroll Approver Training for those approving
  • Information Security Quick Start
  • Meet and greet with other members of your department
  • Take them on a campus tour
    • Show them the various dining locations
    • Bookstore
  • Explain ‘Western Wednesday’ and how/if your office celebrates
  • Provide a list of department/university acronyms
  • Walk through the University website
    • Where are pertinent forms located?
    • How to navigate
    • Departmental website
  • Conduct an “end of first week” discussion
    • Any outstanding questions/needs? 

Onboarding - Continued Communication 

During your employee's first 90 days, you will want to work with them to ensure they understand the following key items: 

  • How is the department organized? 
  • What are the goals and mission?
  • What is the procedure for requesting time off?
  • What are my duties and responsibilities? 
  • When are department meetings held? 
  • Supervisor attendance/tardiness expectations 
  • What development opportunities are available to me? 
  • What are my colleagues' functions?
  • Who do I call for...?
  • How do I order supplies or other tools/resources? 
  • What are the safety requirements? 
  • Ensure they have completed all required trainings listed above