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 Hall, Room 101) to make sure they submit/get everything they need to officially “hire” them as an employee. If your new hire will not be able to visit Human Resources in person within three days of their start date, please reach out to Human Resources via so we can assist in coordinating their new hire paperwork, including the I-9 verification process with a remote authorized I-9 signer.
  • 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 (mySanDiego Portal or Parking Services in Hahn University Center, Room 102).
  • Help them register for their USD email address (mySanDiego Portal)
  • 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.