Orientation and Onboarding Checklist for Hiring Students

A detailed onboarding plan for student employees is key for any company participating in a work-integrated learning program. It’s an ideal way to ensure that the student who arrives for their placement feels valued, understands their surroundings and their role, and is set up for success. 

Even with remote working, an onboarding process is key. While face-to-face contact may be reduced or completely eliminated, there are ways to successfully onboard your student.

• Connect with your IT team two weeks before the student’s start date to make sure the student has access to all the necessary hardware and software. This includes any remote access needed via VPNs. 
• If the student is working remotely and you’re providing hardware such as a laptop and phone, connect with and notify them of the courier delivery or arrange for them to safely pick it up from your office. Include clear instructions on how to log into the computer, gain access to the various software (such as branded templates, reports, etc.) and include contact information for troubleshooting any issues. If they are coming into the office, ensure that the hardware and software is ready at their designated desk. 
• Send an email or have a phone call with the student a week before their start day to welcome them and to let them know what day and time they’re expected to begin work.
• Keep your student’s experience in mind when creating your onboarding process. They may need basic knowledge about information and building security, and job expectations. 
• Expect a learning curve and some adjustment as the student absorbs and processes new information. 
• Make a list of the key people they will need to meet on their first day and their first week, and introduce them to everyone. In a remote setting, it’s best to set up those meetings for them. If you choose that option, include a note about who they’re meeting, their role in the company and whether they will be working with them.
• Create a list of tasks for them to do the first day and the first week. 
• Don’t overschedule their first day in case a meeting runs long. First days can be intense for anyone. 
• Schedule regular feedback sessions between you and the student. Start with daily meetings for the first week or two then taper off to once a week or bi-weekly as needed. This meeting should be a safe space where the conversation leads to an adjustment in the student’s responsibilities. Remember to book a session at the end of their first day to check in with them and to let them know they can stop working. 
• Encourage the student to ask questions throughout their placement. This will make them feel listened to and a valued member of the team. 
• Take the time to introduce the student to other members of your company that they may not know. If applicable, invite them to on- or offline work social events and encourage them to attend. More introverted students might need a little support from you as their manager.
  

Your Onboarding Checklist: 

✔ Connect with your IT Team about student access to hardware, software and programs.

✔ Courier any hardware to the student. Make sure there are clear instructions. 

✔ Make a list of key people for the student to meet in their first week. 

✔ Book introductory meetings for the student.

✔ Create a list of tasks for the student’s first day and first week. Don’t overschedule them. 

✔ Send a welcome email or phone call with the student at least a week before their start date. Make sure they know their start date and time. 

✔ Schedule regular feedback sessions between you and the student.

✔ Invite them to social events and interact with them.

✔ Have a feedback session at the end of the placement to find out what did and didn’t work.