APP

Onboarding Sessional Academics

Checklist for Onboarding Coordinators

This checklist for Onboarding Coordinators is a valuable tool designed to assist you through this process. As an Onboarding Coordinator (OBC), you are directly responsible for the tasks listed. 

In addition to the organizational activities to be completed below, faculty and/or department-specific activities may also be required. Each area is encouraged to create a faculty or departmental onboarding checklist to supplement this one. 

Sessional Onboarding at a Glance

Before Their First Day

As soon as the new hire is entered into the system, the OBC and the reports-to manager will receive an auto-notification email with the new employee’s APP identification number (UCID). 

Refer to the welcome email template to send a welcome email to your new hire one day after receiving the new hire notification email confirming the hire has been processed.

Please include the following information in the welcome email:

  • Will you require a computer and accessories to work from home or do you have a personal computer and accessories that you could use?
    • .
  • Please see instructions on how to access/set up accounts on Office365, Zoom and Microsoft Teams (or other online video chat platform that is used by the team).
  • Provide instructions on their first few days (or first few weeks) in terms of start time, remote meetings to welcome them and/or for training purposes.

Refer to the introductory email template to send an introductory email to your faculty and/or department after the hire has been confirmed.

If your new hire requires any IT hardware, software, or access, you should submit an IT onboarding form as early as soon as possible to ensure IT has adequate time to provide the needed items prior to their first day. Ensure your new hire is familiar with APP’s , and has signed the Oath of Confidentiality if applicable.

If the new employee need a work computer and/or accessories, please complete the IT Onboarding and Computer Request Form as per standard operational process and provide the best contact information and be prepared for IT to contact you and your new hire to coordinate the remote onboarding equipment and setup for logistics on how to get item(s) to the employee.

For more info, see “Resources for working remotely”.

For campus phones, submit an to have a phone installed or reassigned. 

  • Follow up if you do not receive an email from the new hire with their new account/email. You will need the IT account/email address to schedule meetings and register the new hire in training courses in advance of their arrival
  • Refer the new hire to the onboarding page to begin their seven essentials of onboarding before their start date
  • Any parking inquiries, direct them to 
  • Ensure  have been submitted and direct deposit entered
  • Schedule time, place, and person for the new hire to meet on their first day
  • Ensure new hire is aware of resources to support wellness in our APP community such as WellBeing and WorkLife, the Campus Mental Health Strategy and many others.
  • Ensure new hire has completed the mandatory online health and safety courses within their first week of employment in Enterprise Learning Management (ELM)
  • See the Environment, Health and Safety website for

Apply for university credit cards 

Administrative Preparation

Arrange for keys/swipe access by contacting your area’s access administrator. New hire must obtain their Unicard when they start from the Unicard office for the swipe access to be provisioned. 

Update your faculty/unit distribution lists.