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Introduction of new employees

A checklist for recruiting manager

As a recruiting manager, you are responsible for the introduction of new employees. To make the introduction easier and to make sure you do not miss anything, we have created this checklist. At the end of the recruiting process, you and the person who will take care of the introduction should make sure you have a plan for the things listed here.

When the recruiting process is finished

  • Choose a person responsible for the introduction
  • Inform the division about the new employee

Two weeks before the start of the employment

  • Send a welcome email with information material
  • Decide on a time and place to meet on the first day
  • Do you need to put together more information material?
  • Decide which courses are relevant for the new employee

Make sure these things are fixed

  • Place in an office
  • Furniture
  • Computer
  • Telephone
  • Name tag on the door
  • Pidgeon hole
  • LU account (LUCAT-id)

First day

  • Meet up with the new employee
  • Plan for lunch or coffee with the people the new employee will work closely with
  • Introduce the new employee to the colleagues in the division
  • Show the premises
  • Show the new employee how to use the computer, telephone and printer

First two weeks

  • Give an introduction to the assignments, preferably a job description
  • Plan the rest of the introduction together with the new employee
  • Ask the new employee to write a text for a presentation on the Biology blog (external blog). Send text and a photo to Inger [dot] Ekstrom [at] biol [dot] lu [dot] se
  • Suggest that the new employee sign up for the following general courses in the Kompetensportalen (external website)
    • What are the implications of being a public employee (online course)
    • Welcome day for new employees (in-real-life course)
    • Basic fire safety training for employees (online course)
    • What is “overhead” and how does it work (online course)
    • LUISA 2022 – LU's Information Security Training for Users (online course)
  • Everyone who will work with animals must take a course in Laboratory Animal Science (on Lund University's Staff Pages)
  • Everyone who is going to work in a laboratory must first take the online course Basic Chemical Safety at Lund University. The course is available in Kompetensportalen (the Professional Development Portal). Log in with your LUCAT ID. To work in a lab, it is also mandatory to receive a lab safety briefing from the person responsible for the local lab.
  • Recommend other courses dependent on the new employee’s assignments

Administrative and technical personnel at the department level

Arrange shorter meetings with the following people:

  • Financial administrator for the division:
    • Division Functional ecology Anna Grahn, Anna [dot] Grahn [at] biol [dot] lu [dot] se
    • Division Biodiversity and evolution Maria Roth, Maria [dot] Roth [at] biol [dot] lu [dot] se
    • Sensory Biology Annika Hecktor, Annika [dot] Hecktor [at] bio [dot] lu [dot] se
    • Division Molecular biosciences Lena Magnusson, Lena [dot] Magnusson [at] biol [dot] lu [dot] se
    • Division Evolutionary ecology and infectional biology Charlotta Thomaeus, Charlotta [dot] Thomaeus [at] biol [dot] lu [dot] se
  • Human Resource administrator for the division:
    • Division Biodiversity and evolution Ewa Kralik, Ewa [dot] Kralik [at] biol [dot] lu [dot] se
    • Division Functional ecology and Evolutionary ecology and infectional biology Jessica Edwinsson, Jessica [dot] Edwinsson [at] biol [dot] lu [dot] se
    • Division Molecular biosciences and Sensory Biology Sara Bengtsson, Sara [dot] Bengtsson [at] biol [dot] lu [dot] se
  • Finance officer:
    • Peter Stenild Matthesen, Peter [dot] Stenild_Matthesen [at] biol [dot] lu [dot] se
    • Magdalena Nilsson, Magdalena [dot] Nilsson [at] biol [dot] lu [dot] se
  • Communication officers: Inger Ekström, Inger [dot] Ekstrom [at] biol [dot] lu [dot] se and Anders Örtegren, Anders [dot] Ortegren [at] biol [dot] lu [dot] se
  • Library: Frida Rosengren, Frida [dot] Rosengren [at] science [dot] lu [dot] se
  • IT: Jan Johansson and Karl Öberg, helpdesk [at] biol [dot] lu [dot] se
  • Principal Health and Safety representative: Carina Rasmussen, Carina [dot] Rasmussen [at] biol [dot] lu [dot] se
  • Janitorial:
    • Ecology building: Caretaker Cecilia Ringstrand, Cecilia [dot] Ringstrand [at] biol [dot] lu [dot] se and Bursar Henrik Wendel, Henrik [dot] Wendel [at] biol [dot] lu [dot] se
    • Biology building: Caretaker Nils Sundqvist, Nils [dot] Sundqvist [at] biol [dot] lu [dot] se

First month

Continuous and regular follow-up of how the introduction is continuing and the new work situation.

After three months

Follow-up meeting about the introduction.

Introduction specific for each division

All divisions are different in some aspects. Do not forget to tell the new employee what is specific for your division. Use this checklist. Maybe you will remember more important things they have to know.

  • Arrange a meeting to get to know each other. Discuss the work, assignments and expectations.
  • Give an overall description of the work at the division and how you are organised.
  • Arrange meetings with the head of the division and other key people.
  • Arrange a meeting with the lab manager and discuss the lab rules and how you get access to the labs.
  • To which networks will the new employee belong?
  • Tell about joint activities like coffee breaks, lunch and info meetings.
  • Tell them about social gatherings outside work like sports teams, pubs, or game nights, if there are any.