If this is a new position or replacement:

• • Will the employee need a new computer or laptop?

  • If a new laptop or desktop is needed, please do not wait until the offer is extended to the new teammate to order a laptop.  The delivery of a newly purchased laptop can take up to two months. The Office of Information Technology (OIT) can assist in ordering a laptop.  Please contact OIT at 1-800-592-8784.

If this position is a remote or hybrid position:

• • Please inquire in the interview if the teammate has access to the internet.

  • Does their internet connection have the capability to participate in video sharing and virtual platforms? 

  • What inventory (laptop, webcams, scanners, printers, phone and software will the new team member need to perform their daily essential functions?

  • Do they have a dedicated workspace for a workstation, desk, laptop/desktop and office supplies?

If you have not made arrangements with the Office of Information Technology (OIT) for your new team mate's technology needs, please contact OIT as soon as possible at 1-800-592-8784 and /or click here for additional information.

• Does the team mate need a TSTC phone number assigned to them?

  • Contact OIT to request a phone number.

• Ensure all software has been installed on the laptop and/or desktop: 

  • Colleague: TSTC’s administrative information system that includes students, finance, human resources and other offerings. To request access to Colleague, the  manager should email to ticketsupport@tstc.edu.  Please include new team mates name, TSTC ID number, person’s name who’s access needs to be mirrored. 

  • Perceptive Content: is a document imaging program used for scanning or “imaging” a document and saving it to a shared file.  To request access to perceptive content, the  manager should email ticketsupport@tstc.edu.  Please include new team mates name, TSTC ID number, person’s name who’s access needs to be mirrored.

  • Ensure the Talent Recruiter has communicated your new team mates' start date with you.

• For Remote /Hybrid Team Mates - Please install the following:

  • Cisco Jabber: Software that allows TSTC employees to answer TSTC phone calls while working from a remote site.  Click here for additional information about Cisco Jabber. Contact OIT for assistance.

  •  Pulse Secure: An application to provide a secure connection to TSTC resources that are only accessible from the internal network. Pulse secure allows a team mate to securely connect to the TSTC network and access most of the resources available through the internal network. Click here for instructions on how to install and use Pulse Secure. Contact OIT for assistance.

  • Contact OIT for assistance should the hybrid team mate need access to a printer when on campus. 

• Ensure your new team mate’s calendar is cleared to attend New Teammate Onboarding (NTO) To view their orientation schedule please click here. NTO is conducted on a virtual platform.  Team mates attending NTO must have access to a laptop/desktop and webcam.

• Prepare for the first day of your new team mate by clearing your calendar to greet and discuss departmental expectations. It is best practice to meet in person or on a virtual platform.

• For onsite or hybrid positions, assign a workstation that includes all the essential items for day to day operation.  For example, desk, chair, laptop/desktop (with needed software already installed prior to day one), phone with assigned number and office supplies.

• Announce the new team mate’s arrival to the team with an email.

• Phone your new team mate to Welcome them to TSTC and answer any questions they may have. Below are additional items to discuss during your call.

  • Campus: 

    • Communicate the campus location, building, room number and time in which your new team mate should report to.

    • Provide your new team mate information on where to park for day one of employment.

    • Ensure computer is ready to connect to orientation!

  • Flexible/Hybrid Position:  

    • Communicate to your new team mate if they will be attending virtual NTO from a remote site or campus.

    • If on campus, communicate the time and location in which your new team mate should report to.

    • If connecting from a remote site, ensure your team mate has access to the laptop/desktop with webcam and video capabilities for Day One of NTO.

  • Remote Position: 

    • Communicate to your new team mate how they will receive their inventory by day one.

    •  If your new team mate lives in the surrounding area of the campus in which the inventory is located, schedule a date and time for pick up.  

    • If your new team mate is not in the surrounding area, ensure required inventory is mailed and delivered by their first day of employment. 

    • Ensure your remote team has access to the laptop/desktop with webcam and video capabilities to connect to virtual NTO on day one.

• Greet the New Hire: Personally welcome your new team mate or assign a designee to meet with the new team mate, after orientation (after lunch of their first day of employment).

  • Face to Face; or

  • Virtually, with video sharing.

• Inventory Equipment: Ensure all equipment and inventory has been issued to the new hire by filling out the transfer inventory form.  Contact OIT if TSTC inventory and/or equipment is missing a TSTC inventory tag.

• Email/Portal: Ensure the new team mate can log into their email account and TSTC portal.  If not, please contact the Help Desk at 1.800.592.8784.

• Keys: Fill out and submit the office key form for the team mate to have building access into the required TSTC buildings.  Click here to access the key TSTC key form.  Team mates at the EWCHEC (Hutto) campus use a different key request form.  

• Request Access: Ensure you and your new team mate signs all docs for access to required systems/apps, such as Colleague and Perceptive Content and submit the form(s) to OIT.

• Business Cards/Name Tag: If needed, order business cards, if a team mate will be on campus, please remember to order a TSTC issued name tag. Click here to order business cards.

• Introduction: Set up a departmental meeting to introduce your new team member to the rest of the team.

• Add the new team mate to any team communication chains (Google Chat or Google Hangouts) and/or shared drives.

• Department/Manager Expectations - Here is a list of suggested topics to discuss:

  • Communication frequency and means: Discuss with your team mate what is the best way to communicate with you and others on the team. Discuss expectations regarding response times to Chats and emails. 

  • Dress Code: Review the departmental expectations of the dress code. For example, is it business casual, jeans on Friday.  What is the expected department's dress code if working remotely? 

  • Attendance and punctuality: Discuss the expectation of availability to attend meetings, answer calls, respond to Google Hangouts or emails during assigned scheduled hours.  What are the scheduled work hours? Is it okay to run 5-10 minutes late each day?  How does punctuality and attendance affect your department?

  • Vacation and Sick Leave: Discuss departmental expectation of advance notice of submission of vacation and sick leave.  

  • Reporting Absences: In case of an emergency or need to call in sick, what is the supervisor’s preferred method of communication when an emergency occurs.  Do you prefer to be notified by email, Google Chat or phone call? If phone call is the preferred method of communication when calling in, provide the phone number to the team mate.

  • Lunch Hours; Breaks:  What time is your new teammate expected to go to lunch and/or take breaks? Is there any flexibility when taking a lunch or break?  Can the employee skip lunch often to leave at 4pm?

  • Work Availability: Discuss the expected work schedule.  What does that look like if working remotely?  What are the expected work-hours of availability to attend meetings, answer calls, respond to Google Hangouts or emails during assigned scheduled hours? 

  • Daily or weekly meetings:  Does the department have standing meetings scheduled daily or weekly?  If so, communicate and/or send the meeting link to your new team member.  

• Department Orientation: Map out a timeline of the necessary time needed for your to continue the orientation process at the department level. 

• Safety:

• Safety Regulations/Injury:  

  • Provide the new hire information on the reporting structure if the new hire were to be injured on the job or involved in an accident while driving or riding as a passenger in a state vehicle.

• Onsite employees:

  • Evacuation Route/Emergency Exits: Review the evacuation route, tornado shelter and emergency exits.

  • First Aid Kits: Show the new member the location of the first aid kits.

• Training: Schedule training for necessary job duties/functions. 

• Shadowing: Make arrangements for our new team member to shadow a colleague for on the job training.

• Buddy System: Assign a team mate in your current team to be a buddy/resource who the new team mate may ask detailed questions throughout the first month of employment.

• Introduction: Introduce your new team mate to other people within various other departments to learn how your department interacts and collaborates with other departments. 

• Feedback: Begin the practice of providing ongoing performance feedback. Encourage your employees to ask questions and seek feedback.

• One-on-One: Allow your employee to attend a one-on-one meeting with the HR Partner to review ERS benefits enrollment options. 

• 30 Day Check in: Set up time to meet with your new member and discuss the items listed below.

  • Departmental Organizational Chart: Review departmental org chart found in Workday. Click here to view the Job Aid.

  • Job Duties/Description: Review the job description found in Workday. Click here to view the Job Aid. Discuss the do’s and don’ts of the essential functions and how the TSTC core values are applied in your department/their position.

  • Technology: Ensure the team mate has a fully functioning computer with systems and printer access and understand how to use them.

  • Essentials Training: Confirm any Onboarding, Essentials and recommended training (ie: Title IX, Clery, EEOC, etc.)  is completed.  You may have to reach out to HR Learning and Development to inquire if training has been completed.

  • Performance Reviews: Explain the annual performance review and competencies in which they are accessed.

• Schedule weekly or biweekly 1-on-1 sessions with your new team mate.

• Check ins: Conduct a 60 and 90 day performance review.

• Performance Evaluation: Complete the annual employee performance evaluation. 

• Anniversary: Celebrate or email the team mate and thank them for their successful completion of their first year anniversary.