The Division of University Life prioritizes the importance of helping new employees acclimate to their new work environments as part of our guiding principles. These resources are for University Life hiring managers and new employees.
University Life Onboarding Process
July 2023
The process outlined gives University Life hiring managers a high-level reference guide to the onboarding process.
Human Resources Process
Vacancy Announced
[optional] Create a Transition Plan Document [download .doc]
Post Vacant Position
- Share Workday job posting with UL Strategic Planning Team.
- Share posting, from the University Life Careers webpage, on LinkedIn and professional networks.
Recruiting Phase
Offer Accepted by Candidate
- Candidate is “Ready for Hire” after background check.
- New hire will create a Pennkey in Workday.
- Workday will generate the Penn ID number.
- Reference Penn HR Onboarding website.
- Ask new hire for Pennkey and Penn ID.
- Initiate the UL Tech Services Process.
University Life Process
Onboarding | New Hire Pre-Arrival
Notify UL Technology Services
- Complete the New Employee Form (Pennkey-protected).
- Form asks for the new hire’s Pennkey and Penn ID (generated through the HR process.)
- Request an email address: Example: pennkey@upenn.edu
This process will take up to 4 days to complete.
- Email Address activation.
- Access to software and applications.
- Access to group email accounts and listservs.
- Workstation and technology set-up.
Notify UL Strategic Planning Team
- Complete the University Life New Hire Form.
- Forward any divisional meeting invitations to new hire email. They will be auto-added to internal distribution lists.
Welcome to University Life
New Hire Arrival | [optional] Share the Transition Plan Document
Continue Internal Department-specific Onboarding
- Connect new hire with UL Strategic Team to review Design/Brand, Tech, and Space/Events procedures and protocol.
- Remove the job post from the UL Career webpage.
- Assign onboarding buddy to new hire.
- Create a welcome kit for the new hire (divisional swag and VP welcome note)
- Include new hire in monthly internal newsletter.
New University Life Employees
As Philadelphia’s largest employer, Penn is a diverse, inclusive learning community at the forefront of groundbreaking research and academic achievements. Our student population is exceptionally bright and committed to local and global change. When you join University Life, you are joining the greater Penn professional community.
Employee Resources
Employees are encouraged to visit the links below for additional resources provided by campus and community partners. Your manager, team, and onboarding buddy can also be valuable resources as you navigate the start of your University Life journey.
University Life Onboarding Program
The goal of University Life’s Onboarding Program is to grow a new hire’s circle of colleagues early into their tenure at Penn. Within the first weeks of your new role, you will be contacted by email by your assigned Onboarding “Buddy” so you can schedule a time to meet over coffee or lunch. Our aim is to provide you with a point of contact outside of your day-to-day team that will help you navigate the student affairs community at Penn and give insight into our division by:
- Scheduling a (complimentary) coffee or lunch connection
- Providing context on university culture and campus norms
- Serving as a connector with colleagues across the institution
- Pointing out the best coffee shops and restaurants around campus
- Sharing opportunities and resources such as campus traditions or recommended listservs for you to join
- Providing an unofficial tour around campus
Campus Tours
Did you know the University of Pennsylvania campus is a designated arboretum? Learn interesting facts and familiarize yourself with campus beyond Locust Walk on a tour! All University Life employees, not just those who are new, are encouraged to join these tours as a wellness break and community builder. Tours offer you an opportunity to socialize with colleagues while learning about campus beyond the buildings that make up University Life departments. Reach out to Laurie McCaffrey, Director of Strategic Initiatives, to coordinate a tour with Human Resources.