Teacher Onboarding Season & Checklists to Help You

Teacher Onboarding Season & Checklists to Help You 

‘Tis the Season 

Teacher onboarding season is one of the busiest times of the year for K-12 HR teams. Between job posting, processing contracts, verifying credentials, and technology setup, there’s a lot to coordinate. Our hats are off to all of the amazing HR professionals that are juggling all of this and more!  

A recent article from SHRM (2024) emphasizes how critical effective onboarding is to any team. Furthermore, Gallup reports that following the onboarding process at their respective organization, only 29% of new hires report feeling fully prepared for their new role.  

One of the most helpful tools linked to reducing stress and avoiding errors when onboarding your team? Believe it or not- checklists. Well-organized, digital checklists ensure that nothing falls through the cracks—and give new teachers a smooth, welcoming experience from day one. 

Here are some helpful starter checklists for your HR team to help get ready for onboarding season. While these may not cover every step of your school or district’s onboarding process, these digital checklists can serve as a great starting point to help you streamline onboarding for the newest teachers in your school or district, and help your HR team, too!  

1. Pre-Boarding Checklist (Before Their First Day) 

These tasks get the ball rolling right after a candidate accepts the offer. 

• Offer letter signed and saved 

• Employment contract issued and completed 

• Credential verification and TB test clearance 

• Background check and fingerprint clearance submitted 

• New hire paperwork link sent (W-4, I-9, etc.) 

• District email and system login created 

• Orientation and PD schedule shared 

2. First Week Checklist 

Ensure a strong and organized welcome during their first week. 

• Welcome message and HR orientation sent 

• Benefits enrollment instructions provided 

• Access to employee portal confirmed 

• Payroll direct deposit and tax forms completed 

• Site/school-level onboarding scheduled 

• Device and classroom tech set up and tested 

3. Compliance Checklist 

This helps you stay ahead of audits and reporting requirements. 

• Valid teaching credentials on file 

• Mandated reporter and safety training completed 

• Signed employee handbook and code of conduct 

• Emergency contact and demographic info entered 

• State-specific and personnel records updated 

• Union membership or dues preferences submitted (if applicable) 

4. Payroll & HR System Checklist 

Ensure smooth integration across departments. 

• Salary placement based on verified transcripts 

• Work calendar and FTE confirmed 

• Position control matched with HR system 

• Payroll cycle and deductions verified 

• Employee added to relevant budget lines 

5. Engagement and Retention Checklist 

Going beyond compliance helps teachers feel supported and connected. 

• Introduced to site mentor or peer support group 

• Share professional development opportunities  

• Ongoing training resources listed in portal 

• Scheduled check-ins at 30/60/90 days 

• Feedback survey on onboarding experience 

Why Digital Checklists Make a Difference 

Managing all of this on sticky notes, or across multiple spreadsheets, can lead to missed steps. Digital checklists have all of the ingredients to help your HR team succeed. An effective onboarding checklist isn’t just a to-do list—it’s a system that supports both HR staff and your newest team members. 

Checking In 

Teacher retention begins with a solid first impression. By using thoughtful, consistent checklists, your HR team can make every new teacher feel confident, valued, and ready to thrive. 

What else is on your checklist this hiring season?