Student Employment: Onboarding
Onboarding and trainingÌýÌý
One of the most important aspects of employing students is orienting them to their new job and environment. A successful onboarding experience establishes the foundation for a productive and positive employment relationship. It helps new employees integrate into their department, understand their roles and responsibilities and feel welcomed, leading to increased productivity, engagement and retention.
Key elements of an onboarding plan
CommunicationÌý
Maintain contact with your student employee before their first day to generate excitement about their addition to the department. Send an introductory email or message welcoming and introducing the new student employee to your team. Determine if the work will be in-person, online or hybrid and try to match their onboarding experience with the mode of work.
Resources
Assess what resources the student might need to be productive in their role, such as computer, phone, building access, desk, workspace, equipment, etc. Request these items in advance to ensure they are available when the new student employee arrives on their first day.
Compliance
New student employees must be informed about policies and procedures relevant to their position. Spend time reviewing the necessary policies, procedures, safety guidelines and training, along with timelines for completion. Ideally, spread this information out by creating a structured training plan rather than covering everything on the first day.
Culture
Discuss your department’s values, culture and norms with your student employees. During the initial weeks, establishing this foundation is even more important than learning the technical aspects of the job, as it can significantly impact their long-term success.
Examples you might cover:
- Brief history of your department, college or unit.
- Mission and vision and how student employees support the area.
- Organizational chart and key contacts within the area.
- Team dynamics and collaboration practices, including how colleagues work together, communicate, share feedback and support one another across the department.
Expectations
Clearly define expectations regarding the student employee’s role, interactions with you (the supervisor) and the broader team.
Examples you might cover:
- Job responsibilities and performance standards.
- Work schedule, including flexibility and time-off procedures. Clearly outline attendance expectations and how student employees should communicate any schedule changes.
- Communication preferences and reporting structure.
- Professional development opportunities.
- Regular check-in schedules.
Relationships
Building strong relationships is essential for the student employee to feel integrated into the department, which contributes to retention. Take the time to introduce the new student employee to your team. Clarify who they might collaborate with, and when making introductions, include details about who the individual is, their role, how they can support and the nature of their interactions based on the student's role.
Sample onboarding timeline
Before the first day
- Make sure the student is entered into the HR system before their start date.
- If applicable, complete necessary background checks before the student’s start date.
- Remind the student to complete section 1 of I-9 on or before the first day of work.
- Send an introductory message to your department about the new student employee.
- Send a welcome email with first-day logistics (time, location, what to bring), including a reminder to bring documentation to complete section 2 of I-9.
- Order any required items or equipment.
- Prepare workspace and necessary equipment.
- Create a training plan.
The first day
- Conduct an office tour and introduce any relevant safety procedures.
- Introduce the student employee to staff members and key contacts.
- Provide any guidelines, instructions or manuals.
- Explain the payroll process and how to enter work hours.
- Review the department’s mission and how the student’s role contributes.
- Review job descriptions and immediate responsibilities.
- Complete section 2 of I-9 verification (this must be completed within the first three days of employment).
- Provide the necessary passwords, access cards and equipment.
- Schedule regular check-ins for the first week.
The first week
- Begin departmental and role-specific training.
- Assign a peer mentor or buddy for additional questions and guidance.
- Allow time for the student to review department policies and procedures.
- Set initial goals and expectations for the first month.
- Conduct daily check-ins to address any questions or concerns.
- Introduce job-specific tasks gradually.
The first month
- Complete all required compliance training.
- Provide constructive feedback on the first few weeks of performance and areas for improvement.
- Discuss long-term goals and development opportunities.
- Schedule regular ongoing supervision meetings.
- Inform the student that they are eligible for paid sick leave and how to communicate with their supervisor when sick leave is used.
Ongoing support
- Conduct periodic check-ins.
- Provide continuous feedback and coaching.
- Monitor workload and adjust as needed.
- Discuss work schedule as needed (especially around midterms and finals).
- Support professional development.
- Address any workplace issues promptly.
- Recognize and celebrate achievements.
Review these additional tips and resources on creating a positive onboarding experience, and training student employees to set them up for success.