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Preparation Checklist for New Senior Leaders

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 to perform the tasks on this checklist, we can ensure the new employees are prepared for their roles on campus.

Prior to the employees first day:

Set Up Employee with the technology required for their position:

  • Order employee a new laptop:
    • check with IT for acceptable laptop details
    • create a purchase order through current supplier (Purchasing will let you know which company that is)
    • Create an IT ticket for access to shared drives
  • Create an IT ticket for a cell phone, local, long distance code and voicemail box *provide start date/due date on ticket

Set Up Employee with Facilities:

  • Add employee to Office Inventory System
  • Create job request for any office furniture move
  • Order keys and department access fob
  • Update name for emergency pendant

Order supplies, including:

  • Business cards through Printing and Duplicating
  • Personal magnetic nametags (x 2)
  • Name plate 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

Office-related tasks:

  • Ask new employee for picture and create short bio for departmental webpage, ensure employee is added to any appropriate contact webpages within the department website
  • Ensure employee is added to photocopier with email scanning
  • Supply Provost or Administration office with the employee's birthday (where possible) for card

Ensure the following are completed on or before their first day:

  • 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

Set-up Additional Meetings: (As Appropriate)

  • CFO and Vice-President, Administration
  • University Secretary
  • Associate Vice-President, University Relations
  • Faculty Committees and Councils
  • Faculty Chairs                     
  • Aboriginal Education & Engagement Director
  • Attend New Employee Orientation
  • Campus Administrators at Regional Campuses
  • University Librarian
  • MARCOMM  (Marketing & Communications Office) 
  • International Education, Dean
  • Registrar
  • Health & Safety Services   
  • Human Rights Office