Orientation Checklist for New Members

Activities by Person(s) Responsible

Activities by Date

By Person(s) Responsible

University Librarian

By end of first month

  • Discuss mission and long range plans of library and campus
  • UL meets with unit head to discuss mentoring process


Library Human Resources

Before arrival

  • Send appointment letter
  • Send local housing information (Community Housing Office)
  • Notify Systems office to create an email, CorpTime account, and to set up a computer workstation
  • Notify coworkers of new employee’s name, duties, and start date

Information packet for first day

First day of work

  • Add new employee to library and UCSB directories
  • Introduction to Transportation and Parking Services, especially Parking Permits and Transportation Alternatives Program
  • Schedule for UCSB Human Resources New Employee Orientation
  • Complete employment packet and provide orientation checklist
  • Complete background check paperwork for employee

Second day of work

  • Establish UCSBnetID


Library Building Manager

Before arrival

  • Office keys


Library Business Officer

First week of work

  • Order business cards


Immediate Supervisor

Before arrival

  • Equip employee’s work area with basic supplies

First day of work

  • Email to library announcing arrival and duties of new librarian
  • Introduce employee to coworkers
  • Basic tour of department, focusing on restrooms, lounge, location of supplies, photocopy machines, printers and telephones
  • Make lunch arrangements for new employee with yourself, or a group of coworkers
  • Review job description and basics of review process

Second day of work

  • Discuss hours, payday, timesheets, vacation, sick leave, worker’s compensation, variation of schedule and procedures for reporting absences
  • Discuss holiday schedule
  • Discuss the philosophy of the library and its commitment to service
  • Discuss telephone procedures and policies
  • Cover safety and security issues, such as emergency procedures, personal safety, and the evacuation route and meeting place
  • Arrange for UCSB staff ID card and activate it in the library catalog
  • Arrange introduction to Library email systems

By end of first week

  • Arrange introduction to and set up of Campus scheduling system (Oracle Calendar) at least 24 hours after UCSBnetID is created.
  • Review library’s organizational chart and reporting structure
  • Arrange for orientation to other departments with whom employee frequently interacts
  • Cover department-specific plans, policies, and procedures
  • Arrange for job specific training, e.g., Instruction, Collection Development, Reference desks, Cataloging and Acquisitions Procedures
  • Building tour
  • Register for appropriate email lists
  • Discuss role of student employees, how they are hired, availability for projects, student support services
  • Discuss ergonomic issues


By end of first month

  • Discuss opportunities for additional training & professional development
  • Discuss position-related committees, job obligations & mutual expectations
  • Review previous training sessions and solicit feedback
  • Read & sign off on Illness & Injury Prevention Program Manual


Head, Collections Development Department (if librarian will have collection responsibilities)

By end of first week

  • Meet to discuss collection assignments, responsibilities, and budgets
  • Introduce to relevant collection group(s)
  • Create GOBI account


LAUC-SB Executive Board

By end of second week

  • Chair (or delegate) emails LAUC Information
  • Secretary adds new employee to LAUC-SB online roster and to lauc-sb and lauc-plus email lists.

By end of first month

  • Explain travel policy
  • Academic Personnel Manual
  • Review process
  • Discuss professional development opportunities
  • Discuss committee membership: LAUC-SB and LAUC systemwide
  • Schedules luncheon with board members (luncheons are held quarterly for all new librarians)


Welcoming, Orientation & Mentoring Committee

Before arrival

By end of first week

  • Tour the campus, pointing out the Arts Library, Multicultural Center, UCen, post office, lagoon, Faculty Club, Student Resources Building, Pardall entrance to IV, RecCen, Coral Tree Cafe, Cheadle Hall, Arts & Lectures box office, and Courtyard Cafe. If librarian is a collection manager, walk by that academic department.

By end of second week

Six months after arrival

  • Meet with new librarian to evaluate orientation process, and ensure the checklist is being followed


UC-AFT Representative (for represented employees only)

By end of first month

  • Introduction to Union
  • Newsletter
  • Review Memorandum of Understating (MOU), i.e. the librarians’ contract

By Date

Before arrival

  • Library Human Resources
    • Send appointment letter
    • Send local housing information (Community Housing Office)
    • Notify Systems office to create an email, CorpTime account, and to set up a computer workstation
    • Notify coworkers of new employee’s name, duties, and start date
    • Update library and UCSB staff directories to include new employee
  • Library Building Manager
    • Office keys
  • Immediate Supervisor
    • Equip employee’s work area with basic supplies
  • Welcoming, Orientation and Mentoring Task Force


First day of work


Second day of work

  • Immediate Supervisor
    • Discuss hours, payday, timesheets, vacation, sick leave, worker’s compensation, variation of schedule, and procedures for reporting absences
    • Discuss holiday schedule
    • Discuss the philosophy of the library and its commitment to service
    • Discuss telephone procedures and policies
    • Cover safety and security issues, such as emergency procedures, personal safety, and the evacuation route and meeting place
    • Arrange for UCSB staff ID card and activate it in the library catalog
    • Arrange introduction to library email systems
  • Library Human Resources
    • Establish UCSBnetID


By end of first week of work

  • Library Business Officer
    • Order business cards
  • Immediate Supervisor
    • Arrange introduction to and set up of Campus scheduling system (Oracle Calendar) at least 24 hours after UCSBnetID is created
    • Review library’s organizational chart and reporting structure
    • Arrange for orientation to other departments with whom employee frequently interacts
    • Cover department-specific plans, policies, and procedures
    • Arrange for job specific training, e.g., Instruction, Collection Development, Reference desks, Cataloging and Acquisitions Procedures
    • Building tour
    • Determine reflectors and notify each administrator
    • Discuss role of student employees, how they are hired, availability for projects, student support services
    • Discuss ergonomics issues
  • Head, Collections Development Dept. (if librarian will have collection responsibilities)
    • Meet to discuss collection assignments, responsibilities and budgets
    • Introduce to relevant collection group(s)
    • Create GOBI account
  • Welcoming, Orientation and Mentoring Committee
    • Tour the campus, pointing out the Arts Library, Multicultural Center, UCen, post office, lagoon, Faculty Club, Student Resources Building, Pardall entrance to IV, RecCen, Coral Tree Cafe, Cheadle Hall, Arts & Lectures box office, and Courtyard Cafe. If librarian is a collection manager, walk by that academic department.
  • UCSB Police Department
    • Background check processing completed


By end of second week of work

  • LAUC-SB Executive Board
    • Chair (or delegate) emails LAUC Information
    • Secretary adds new employee to LAUC-SB online roster and to lauc-sb and lauc-plus email lists.
  • Welcoming, Orientation and Mentoring Committee


By end of first month of work

  • University Librarian
    • Discuss mission and long range plans of library and campus
    • UL meets with unit head to discuss mentoring process
  • Immediate Supervisor
    • Discuss opportunities for additional training & professional development
    • Discuss position-related committees, job obligations & mutual expectations
    • Review previous training sessions and solicit feedback
    • Read & sign off on Illness & Injury Prevention Program Manual
  • LAUC-SB Executive Board
    • Explain travel policy
    • Academic Personnel Manual
    • Review process
    • Discuss professional development opportunities
    • Discuss committee membership: LAUC-SB and LAUC systemwide
    • Schedules luncheon with board members (luncheons are held quarterly for all new librarians)
  • UC-AFT representative (for represented employees only.)
    • Introduction to Union
    • Newsletter
    • Review Memorandum of Understating (MOU), i.e. the librarians’ contract


Six months after arrival

  • Welcoming, Orientation and Mentoring Committee
    • Meet with new librarian to evaluate orientation process and ensure the checklist is being followed