Preparing for the Employee's First Day

We want all of our new employees to have a positive and memorable experience on their first day.  There are two things that great supervisors do on an employee’s first day to ensure success for the future: 

  • Bring them to the Department of Human Resources (Maher 101) to make sure they submit/get everything they need to officially “hire” them as an employee.
  • Make their first day special.

When the employee arrives, bring them to Human Resources.  We will:

  • Assist them in completing the required new hire forms, which can be found on the Forms page:
    • Confidential Employee Data Form
    • Employment Eligibility Verification (I-9) Form and Instructions
    • Form W-4 Employee's Withholding Allowance Form
  • Enter their data into the HR database so that they can get the necessary access to offices, parking, computer applications, and so that they can get paid.
  • Walk them through the New Hire Checklist, which can be located on the Forms page.

After the employee has been to Human Resources, supervisors should:

  • Complete the Staff/Faculty AD & Oracle Self Service User Registration Form to request computer access and so that the employee can sign up for benefits. Submit the completed form to Maher Hall, Room 170.
  • Take the employee to get their USD ID card at the Campus Card Office, in the University Center.
  • Obtain a parking permit ( or Parking Services in Hahn University Center, Room 102).
  • Help them register for their USD email address (
  • Communicate your expectations as a supervisor.
  • Complete the items on the Supervisor Checklist, which can be located on the Forms page.

Here are some ideas for making your employee’s first day special:

  • Bring donuts or bagels on their first day to celebrate.
  • Give him/her flowers.
  • Have everyone in the department write a greeting card.
  • Have people in the department write individual notes and decorate the new employee’s desk or work area.
  • Take him/her to lunch.

This is your chance to make a great first impression.  Show them that USD values them and that we are glad they are here.