Department of Defense Education Activity

Onboarding Checklist

Starting a new job can be a stressful time, but there are some things that you can do or prepare before your start date to make this transition as easy as possible. Each DoDEA office and school has its own set of procedures to welcome new employees and to help them get started. The checklist below is a general list of things to keep in mind as you get started.

Before Your First Day

1. Background Investigation/Clearance

Most positions at DoDEA require a background investigation or clearance. If it is a requirement for your new position, you will be notified by your HR Specialist when you are given your tentative offer. You will then be asked to enter your information into the Electronic Questionnaire for Investigative Processing System (E-QIP). It is important to enter this information as soon as possible so that you will receive a final offer and a start date at your new duty station.

Most current employees will have current background investigation or clearances already in place. If you have any questions, please contact your HR Specialist or local Security Specialist.

2. Send Information Awareness Training Certification and Computer User Agreement to New Supervisor

All DoDEA employees must complete the Information Assurance (IA) Awareness Training and the Computer User Agreement (Form 6600.1-F1) as prerequisites to accessing the IT systems at their new work location. If you have a current IA training certificate, you are not required to re-take the training. E-mail copies of the Completion Certificate and the Computer User Form to your supervisor at least 2 weeks before your start date at your new duty station.

3. Employment Forms

Before you begin, your HR Specialist may send you a number of forms that you will need to complete and send back before your first day. Below is a list of forms you may be asked to complete. However, it is important to note, not all employees may be asked to complete these forms and some employees may be asked to complete additional forms related to benefits and other matters. If you have any questions, please contact your HR Specialist.

4. Directions, Commuting, and Parking

Before your first day, plan your commute by factoring in rush hour and other travel considerations. Some locations have limited parking or other security constraints you should be aware of before you begin. Contact your supervisor, local sponsor, or employee ambassador with any questions.

5. Determine Eligibility, and Perform Review of Federal Benefits Programs

Although you have a period of time to make decisions about your benefits after your start date, it is a good idea to review your options before your first day so that you can be ready to ask questions during your in-processing or orientation. If you have questions before hand, please see the benefits page or contact your local HR Specialist.

Your First Day at your New Duty Station

1. What to Bring

  • Birth Certificate - You must bring your certified birth certificate or an acceptable alternate as proof of citizenship (see below). Please note that your hospital birth record Is not an acceptable proof of citizenship. Information will be recorded from your birth certificate (or alternate document) and the original physical document returned to you.
  • Social Security Card - You must bring your social security card with you when you report for duty. If you do not have a social security card, apply for one at the nearest Social Security Office for your permanent identification number.

Documents Acceptable For Proof of U.S. Citizenship

Birth Certificate: To be acceptable, the certificate must show the birth record was filed shortly after birth and must be certified with the registrar’s signature and a raised, impressed or multi-colored seal of the office. UNCERTIFIED COPIES OF BIRTH CERTIFICATES AND HOSPITAL RECORDS ARE NOT ACCEPTABLE.

  1. Delayed Birth Certificate (a record filed more than one year after the date of birth) is acceptable, provided it shows the report of birth was supported by acceptable secondary evidence of birth as described in 1.b. below.
  2. If such primary evidence is not obtainable, a notice from the registrar stating no birth record exists should be submitted. The notice shall be accompanied by the best combination of secondary evidence obtainable. Such evidence may include a baptismal certificate, a certificate of circumcision, a hospital birth record, affidavits of persons having personal knowledge of the facts of the birth, or other documentary evidence such as early census, school or family bible records, newspaper files or insurance papers. Secondary evidence should be dated as close to the time of birth as possible.

A Certificate of Naturalization should be submitted if you claim citizenship by naturalization.

A Certificate of Citizenship an official copy shall be submitted if citizenship was acquired by birth abroad to a U.S. citizen parent or parents. A REPORT OF BIRTH ABROAD OF A CITIZEN OF THE UNITED STATES OF AMERICA (Form FS-240), a CERTIFICATION OF BIRTH (Form FS-545 or DS-1350), or a CERTIFICATE OF CITIZENSHIP is acceptable if citizenship was acquired by birth abroad to a U.S. citizen parent or parents.

A U.S. Passport, or one in which you were included, will be acceptable as proof of citizenship.

Additional HR Forms
Be sure to bring any additional HR forms that you were not required to submit on your first day, but were included or listed in your offer letter.

2. Call or Meet Your Supervisor

During your first days, you will be asked to meet with your supervisor to discuss the duties related to your new position, your work schedule, and other matters.

3. In-Processing Checklist

You will likely be given an in-processing checklist that includes a number of duties you must perform during your first weeks in your new position. These include mandatory trainings, and completing additional forms, to name a few. You will need to begin working on this list as soon as possible. If you have any questions, please ask your supervisor, local sponsor, or employee ambassador.

4. Obtain Parking Permit or Transportation Services, if Necessary

Transportation and parking can be challenging at some DoDEA offices. If you work at such a location, it is advisable to find transportation solutions as soon as possible. Please contact your supervisor, local sponsor, or employee advisor with any questions.

Weeks One and Two

1. Acquire/Validate Common Access Card (CAC) and Local Security Badges, if Applicable

During your first or second day, you will need to aquire or validate a Common Access Card (CAC) and local security badges, as necessary. Employees who already hold a current card may need to update their cards. Please contact your local CAC or Security Office with any questions.

2. Complete and submit any Permanent Change of Station (PCS) Related Documents, if Applicable

If you PCS’d to your new duty station, it is important to submit your documents as soon as possible. Please contact your local HR Specialist, local sponsor, or employee ambassador with any questions.

3. Check the Status of Your PCS Shipments, if Applicable

Local Resources

4. Verify Your Timecard

You will be asked to verify your timecard every two weeks. Please contact your local HR, supervisor, local sponsor, or employee ambassador with any questions.

Three Weeks and Beyond

1. Review and Verify your Leave and Earnings Statement (LES) upon receipt

It is prudent for employes starting a new position to review their LES statement upon receipt through the MyPay electronic system. If you have any questions or concerns, please contact your local HR Specialist.

2. Performance Appraisal Plan

You will need to develop, review, and sign your Performance Appraisal with your supervisor no less than 30 days after your Appointment Effective Date.

3. Finalize and Submit any PCS-Related Documents, if Applicable

As you receive your household goods and unaccompanied baggage shipments, it is important to submit any finalized documents. For questions regarding the PCS process please see your HR Specialist or refer to website link here please.