Warm welcome for employees


The start at the University of Twente

As a People-First university, we believe it is important to ensure that the start of new employees goes smoothly. On this page you will find information about on-boarding, or 'a warm welcome' for the new employees.


The purpose of on-boarding is that the new employee feels part of the organization as quickly as possible and is well trained in a short period of time. We provide you with links to the necessary tools, manuals and background information. This provides insight into the steps that you as a manager can take to make the new employee feel welcome so he/she can get started with sufficient and targeted information. In addition the HR-service department also performs various actions in the background.

The process

The process is divided into four phases:

  • Phase 1: Pre-boarding
  • Phase 2: On-boarding
  • Phase 3: Post-boarding
  • Phase 4: Off-boarding

The recruitment and selection of the employee takes place prior to the onboarding. This process can also be found on the site for managers, under the section 'Recruitment & Selection'.

  • 1. Pre-boarding

    Pre-boarding consists of all preparations and work that is done to ensure a smooth first working day for the new employee. Consider, for example, general information about the University and department, initiating authorizations for the various systems and the possibilities for foreign employees regarding visas and housing. In addition, the manager has 'warm' contact with the new employee. The UT employer checklist can be used as a guideline.

    Points of attention

    • The manager has contact with the new employee at least once a month if the date of employment is still a few months in the future.
    • The manager gives instructions to arrange a workplace and all related facilities.
    • The manager informs the nearest colleagues and the department of the new employee.
    • The secretariat/management of the department controls the workplace facilities using the checklist.
    • In additions, the foreign employee is informed about the visa procedure and the services the Expat center can offer.
    • Finally, the induction program is drawn up by the manager, This concerns (for example) tasks, responsibilities, colleagues, department, etc.
  • 2. On-boarding

    The onboarding starts on the first working day of the employee. A good training program is essential. The manager and (possible) buddy also have an important role in this phase. A buddy is an experienced colleague who is linked to the new employee and can help make the entire onboarding process run smoothly and is a source of information for the new employee.

    Points of attention

    • The manager welcomes the new employee on the first working day and provides all important information, by example the induction program.
    • The manager introduces the employee to the closest colleagues, department, and buddy.
    • The buddy introduces and teaches the new employee on the job. The old checklist and the new UT employer branding checklist can be used for this.
  • 3. Post-boarding

    The first 2 months are seen as a probationary period for the new employee. Before the probationary period has ended, the manager and the employee evaluate this period: how does the employee look back on his/her first working day and the first months, did the employee receive sufficient information about the organization, how did the induction program work, does the employee feel welcome, what did the employee miss. It is important to request and receive continuous feedback on the experiences, working methods, and satisfaction of the new employee in order to make the onboarding process as efficient as possible.

    Points of attention

    • The probationary period usually ends after two months. The manager conducts the reflection interview with the employee. The document "Looking back and forward" (dutch only) can help with the preparations for the interview.
    • The manager makes follow-up agreements with the employee. The planning component of FJUT can be an aid in this.
  • 4. Off-boarding

    The purpose of off-boarding is to properly guide the departing employee by leaving the University. There may be circumstances that are complicated, but it is always good to have a conversation about leaving the University and about matters that need to be dealt with.

    The exit interview helps to structure the last interview with the employee. The employee can share his or her story and indicate what he or she has valued within the UT and where improvements can be made.

    When the employee leaves, there are a number of things that need to be done, collecting the employee pass and keys.


More information and questions

Please contact the HR-assistant of your faculty if you may have any questions. 

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