New Joiner Details
Initiate Onboarding Checklist
Triggered from Recruitment Step 13
From the Hiring Request Form — links this record to recruitment
1
Pre-Joining Preparation
5 working days before joining · All stakeholders notified
Appointment letter prepared by Administrative Secretary
Appointment letter drafted, signed, and ready for release on joining day. Original to be handed to employee, copy retained by Reetha.
Harrish
D-5
Reetha updates calendar with joining date
Joining date confirmed and blocked in Reetha's calendar. Onboarding slot reserved for Day 1 morning.
Reetha
D-5
IT Support Officer notified — biometric registration
IT Support informed of new joiner name, role, and joining date. Biometric slot confirmed for Day 1 morning. Note: IT equipment is the employee's choice on Day 1 — Reetha to ask preference on joining day.
Laxman · IT
D-5
Reporting Manager confirms seat allocation with Dean Admin
Seat and workspace confirmed before joining day. Employee should not arrive to find no desk.
Reporting Mgr
D-5
Accounts Department notified of incoming employee
Accounts informed in advance to prepare for Saral (payroll) registration. Prevents Day 1 delays.
Accounts
D-5
Document pack prepared by Reetha
Faculty Handbook, Student Handbook, and Programme Bulletin printed/compiled. Acknowledgement sign-off sheet attached.
Reetha
D-1
2
Joining Day
Day 1 — Morning session with Reetha
Appointment letter handed to employee
Original appointment letter (prepared in advance by Administrative Secretary) handed to employee on arrival. Employee signs acknowledgement. Reetha retains copy for records.
Reetha
Day 1 AM
Employee Information Form completed and submitted
Employee completes 23-field personal data form — name, address, PAN, Aadhaar, PF/UAN, bank details, emergency contact, photograph. Signed copy with attachments (PAN, Aadhaar, cancelled cheque) retained by Reetha.
Reetha
Day 1 AM
Joining Report submitted to Secretary
Employee writes and signs Joining Report addressed to The Secretary, XIME , referencing offer letter date and role. CC'd to President's Office, Director, Dean Academics, and Accounts/Personal file. Reetha retains copy.
Reetha
Day 1 AM
Document pack handed over — acknowledgement signed
Faculty Handbook, Student Handbook, Programme Bulletin given to employee. Signed acknowledgement sheet returned to Reetha and filed.
Reetha
Day 1 AM
Employee added to attendance register
Name entered in physical attendance register by Reetha.
Reetha
Day 1 AM
Biometric registration completed — IT Support Officer
Employee biometric registered in attendance system by IT Support Officer.
Laxman · IT
Day 1 AM
IT equipment preference confirmed
Reetha asks employee: own device, or XIME desktop/laptop? If XIME equipment requested, IT Support Officer is informed and equipment arranged. Employee's choice — no obligation either way.
Reetha
Day 1 AM
3
System & Identity Setup
Day 1 — To be completed before end of day
Email ID generated by IT Support Officer
XIME email ID created. Credentials shared with employee. Format: firstname@xime.org
Laxman · IT
Day 1
Accounts registers employee and sends Saral form
Accounts department registers employee in Saral (payroll system). Saral form sent to employee's new XIME email ID for completion.
Accounts
Day 1
Saral form completed and returned by employee
Employee completes Saral payroll registration form and returns to Accounts. Payroll setup confirmed.
Accounts
Day 1–2
Employee ID created by Accounts — Admin notified
Employee ID assigned in system. Admin team notified to initiate ID badge process.
Accounts
Day 1–2
ID Badge form sent to employee — returned to Admin
Admin forwards ID badge form to employee. Completed form returned to Admin for badge production.
Admin
Day 2
ID Badge produced and handed to employee
Physical ID badge produced by Admin team and given to employee.
Admin
Day 3–5
4
Reporting & Induction
Reporting Manager takes over from Reetha
Employee introduced to Reporting Manager
Reetha formally hands over to Reporting Manager. Handoff note shared — includes joining forms status, documents received, biometric done, email ID confirmed.
Reetha → Mgr
Day 1
Workspace and equipment confirmed at seat
Reporting Manager confirms seat is ready, equipment is set up, and employee is settled.
Reporting Mgr
Day 1
Induction and orientation completed by Reporting Manager
Reporting Manager conducts institutional induction — key people, culture, expectations, systems, and schedule for first week.
Reporting Mgr
Day 1–2
Document Pack — Handed Over by Reetha on Joining Day
📘
Faculty Handbook
Ready
📗
Student Handbook
Ready
📙
Programme Bulletin
Ready
📄
Employee Information Form (23 fields — personal, bank, PAN, Aadhaar)
Ready
📄
Joining Report (letter to Secretary — ref offer letter, CC: President's Office, Director, Dean, Accounts)
Ready
✍️
Document Acknowledgement Sign-off Sheet
To be created
⟶ Handoff Note to Reporting Manager
When Reetha's onboarding checklist is complete, this summary is shared with the Reporting Manager before the employee is introduced.
Employee
—
Joining Date
—
Joining Forms
2 forms completed ✓
Documents
Handbook pack handed, signed ✓
Biometric
Registered by IT Support ✓
Email ID
Created by IT ✓
0 of 21 checklist items completed ·
0% onboarding complete