There are several steps required to set a new employee up for success at VIU, and these steps are expanded when welcoming new senior leaders to campus. With the help of Administrative Assistants, we can ensure the new employees are prepared for their roles on campus.
Senior leaders require an enhanced orientation, as detailed below. Please download the
As well, a meeting schedule should be generated, using the Senior Leader Meeting Checklist.
Prior to the employee's first day:
Technology Set Up
- Order employee a new laptop:
- check with IT for acceptable laptop details
- create a purchase order through current supplier (Purchasing will determine companies)
- Create an IT ticket for access to shared drives
- Ensure employee is aware VIU has implemented 2-Step Verification (2SV) and they will need to enrol their authentication methods in order to access certain VIU Services (including Email).
- Create an IT ticket for a cell phone, local, long distance code and voicemail box *provide start date/due date on ticket
Facility Set Up
- Add employee to Office Inventory System
- Create a job request for any office furniture move
- Order keys and department access fob
- Update name for emergency pendant, if applicable
Office Preparation
- Business cards through Printing and Duplicating
- Personal magnetic name-tags (x 2) ordered through Procurement
- Nameplate and/or door plate through Able Recognition
- Window printing through (Ian) Blanchet Graphics at blanchetgraphics@shaw.ca
- Ensure office is stocked with sufficient basic supplies
- Ensure employee is added to photocopier with email scanning
First Day Preparations
- Faculty orientation and introductions
- Arrange for parking permit
- Human Resources and Payroll for employee benefits and banking paperwork
- Library for VIU picture ID, with explanation of how to make photos visible on directory system
- Facilities to pick up office keys in person (remember ID)
- Have cost centre signing authority form ready for signature and processing
- Have purchasing card application ready for signature and processing
- Provide employee with VIU website overview and office telephone list
- Direct the new employee to resources on how to manage VIU systems
Meeting Schedule
The new senior leader should have a series of meetings with key campus personnel set up for their first weeks of employment.
Important Information
- Share Delegation of Authority matrix with leader for future use.
- See General Employee Orientation for a full checklist of how to welcome all new employees.
- Refer your new colleague to the New Employee Support webpage.