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Onboarding

Onboarding is the process of familiarizing your new hire with your department and the university. It begins the moment the finalist has accepted their tentative offer and continues on through the first year of employment. This is a critical part of the employee lifecycle, which helps a new hire get to know the university's culture, people, and their new role. Departments should continue to offer relevant training and development opportunities, which align with university, department, and individual goals.

Begin the Onboarding Process

Now that your finalist has accepted their tentative offer of employment and the pre-employment documents and background screening have been initiated, departments should submit the New Hires Needing Essential Documents Form to Human Resources. The submission of the New Hire Essential Documents Form alerts the Human Resources Processing/Records Team of the new hire and they will reach out to collect the required paperwork. We kindly ask that departments allow Human Resources 3-5 business days to contact the new hire and to set up the appointment to collect all of their documents. This part of the onboarding process will largely depend upon the response time of the finalist and their availability for an appointment. All new hire essential documents must be completed and received by Human Resources before they can be processed into the payroll system. Please refer to the 2026 HR Payroll Calendar for Personnel Action Form biweekly deadlines.

Department contacts will receive an email from Human Resources stating that all of the pre-employment paperwork and the background screening are complete. The hiring department may now set the candidate's official start date. Once the finalist is cleared for hiring, the department should change the remaining applicant statuses in PageUp by following the procedure detailed in the "How to Update Applicant Statuses and Create Status Emails" document on the PageUp Dashboard.

Once all of these processes have been completed, the Employment Team will transition the remaining onboarding to the HR Processing/Records Team who will receive and process the Personnel Action Form.

90-Day Check-In Program 

At the University of West Florida, onboarding is viewed as an ongoing process that extends beyond an employee’s first day. As supervisors, you play a vital role in ensuring new employees feel supported, engaged, and positioned for long-term success. The 90-Day Check-In Program is designed to support you in this effort and strengthen the overall onboarding experience.

As employees near their third month with the University, they will be invited to a structured one-on-one check-in interview with the Assistant Director of Employee Relations. HR encourages supervisors to actively support this process by reinforcing its purpose, promoting participation, and remaining engaged in addressing any outcomes or follow-up needs identified through the conversation.

The Goals of the 90-Day Check-In

This milestone is intended to complement your ongoing supervisory support and provide additional insight into the employee experience. Supervisors should be prepared to partner with HR in the following areas:

  • Assessing Tools & Resources: Work with HR to ensure employees have appropriate access to technology, equipment, and departmental resources necessary for success.
  • Identifying Support Gaps: Collaborate in identifying opportunities for additional training, onboarding clarification, or professional development.
  • Encouraging Authentic Feedback: Reinforce a culture where employees feel comfortable sharing honest feedback, and remain open to receiving and acting on that feedback when appropriate.
  • Enhancing the Employee Experience: Partner with HR to ensure onboarding practices align with UWF’s commitment to professional excellence and employee well-being.

Through your engagement in the 90-Day Check-In Program, you help reinforce a consistent and supportive onboarding experience across the University. HR relies on your partnership to ensure each Argonaut is equipped with the tools, guidance, and support needed to succeed at UWF.  

If you have any questions or concerns regarding this program, please contact the Assistant Director of Employee Relations, Jack Kolodziejski, at 850.474.2292.