Guide To Effectively Onboarding A New Employee

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Guide toEffectivelyOnboarding a NewEmployeeHuman Resources4th Floor Mary Reed Buildingp. 303-871-3931employeeservices@du.eduwww.du.edu/hr

ContentsI.Using this Guide3Phases of Onboarding . 3Important Note . 3Benefited vs Non-Benefited . 4Supervisor Support . 4II.Phases of Onboarding5Phase 1- Preparing for the First Day . 5Phase 2 – First Day . 7First Meeting with a New Employee . 8Phase 3 – First Week . 9Phase 4 – First Month .11Phase 5 - Ongoing .10III. Checklists14Learning Activities Checklist .10New Employee Checklist .10GUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE2

Using this GuideThe Supervisor’s Onboarding Guide does just that – it guides you through the first months of yournew employee’s employment, providing instructions and resources to help complete certain actionsthat will help them succeed.Although you may choose to delegate some of the onboarding responsibilities to others within yourdepartment, it is the responsibility of the supervisor to ensure that their new employee has all of theinformation and resources needed to be successful in their new role.We encourage you to check online in PioneerWeb for ongoing updates to the included checklists.What’s Included in Onboarding?Providing information:1. General information about the University that applies to all employees is presented in NewHire Orientation and via the Employee Handbook2. Department-specific information and Job-specific information is the responsibility of thehiring department and supervisor and can take many forms: Shadowing a colleague in the department Meeting colleagues in other departments with whom they will work Manuals and other documented instructions and procedures Coaching sessions conducted by the supervisor or others Formal training, either classroom, online, or experientialPhases of OnboardingPreparing for the First DayFirst DayFirst WeekFirst MonthOngoing.Important NoteEvery employee and situation is different. The information covered – as well as the timeline – isimportant, but you have the final decision on whether to cover everything exactly as prescribed. Inaddition, each unit has additional items that are essential to successful onboarding. Add those asneeded.GUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE3

Benefited vs Non-BenefitedSome of the instructions and resources in this guide are specific to benefited employees, but manyare important onboarding steps for both benefited and non-benefited employees.Supervisor SupportIn this process, you may feel you have an increased level of responsibility. The intent is not to add toyour job, it is to provide resources for you to complete the onboarding process in a thorough andefficient way so that you can reap the rewards of having a productive, engaged new employee.Human Resources is always available to provide support to supervisors throughout onboarding andbeyond.GUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE4

Phases of OnboardingPHASE 1: Preparing for the First DayCREATE THE NEW EMPLOYEE’S FIRST IMPRESSION. PREPARE THEM FOREMPLOYMENT AND COMPLETE ALL ADMINISTRATIVE TASKS PRIOR TOTHEIR FIRST DAY.To Doo Begin the New Hire Checklist (pages 10-11)o Create a list of job and department specific learning activities(pages 8-9)o Review the employee’s job description to remind you of therequired skills of the positiono Review the new employee’s resume to remind you of theirstrengths and experienceo Inform your department of the new person startingo Register the new employee for orientation – held the 1st& 3rdMonday of each month – by emailingemployeeservices@du.edu with the following information: Employee Name: DU ID#: Hire Date: Benefited or Non-Benefited Status: Department: Supervisor: Supervisor Email: Job Title: Email Address:o Create a folder for the employee where you can keep specificinformation to distribute to them.GUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE5

o Brush up on DU policies & procedures so you can answer thenew employee’s questions as needed. Call HR with anyquestions.o Gather all historical information for the position, such as files,records, instructions, etc o Call and welcome the new employee. Convey how excitedyou are for their arrival and answer any questions. Inform themof the logistics for their orientation day and remind them tobring identifying documentation for their Form I-9.o Schedule time on your calendar to attend lunch with the newemployee on their orientation day and to meet with them laterthat afternoon. Lunch is from 12:00 pm – 12:50 pm and iscatered by HR.o Schedule time on the calendars of peers that might havevaluable information to offer the new employee.Notes:GUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE6

PHASE 2: First DayMAKE THE EMPLOYEE FEEL WELCOME! A DAY OF ORIENTATION,ADMINISTRATION AND INTRODUCTIONS.To Doo Escort the new employee to Orientation **If the employee isstarting on a non-orientation day, they must take their identifyingdocumentation for the Form I-9 to Shared Services prior tobeginning work**o Join the new employee for lunch from 12:00 – 12:50 pm, cateredby HRo Conduct first-day meeting with employee (next page)o Show the employee their workspace and other facilities withinthe departmento Introduce the new employee to other team memberso Confirm that the new employee has all needed resources in theirwork spaceNotes:GUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE7

Meeting with a New EmployeeORIENTATION LUNCHTo Discusso Department’s mission and goalso Departmental norms (dress code, office hours, lunch hour,potlucks, flex time, etc )o Opportunities to get involved (departmental events, campusevents, committees, task-forces, etc )o How is the department/division involved in supporting DU’s newStrategic Plan, IMPACT 2025?FIRST-DAY MEETINGTo Discusso Job description – explain specific responsibilities and other dutieso Expectations – What will the employee be expected tocontribute? What does the employee expect from their newsupervisor as they are learning?o Department organizational chart, team members & their roleso Department policies and procedures (recording time, time off,overtime, internal communication)o Who to call when ill or late – Name and Phone Numbero Employee’s schedule of meetings for Week 1 –Will they betraining with peers?GUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE8

PHASE 3: First WeekHELP THE EMPLOYEE GET ACQUAINTED WITH THE UNIVERSITY, THEDEPARTMENT, AND THEIR NEW ROLE.To Doo Check in often with the new employee – don’t wait for them tocome to you.o Include the new employee in key meetings where they canbegin to gain an understanding of the priorities within thedepartmento Schedule the employee to meet with key people within thedepartment who can give them an understanding of how theyfit into the division/department structure, who they depend on intheir role and who will depend on themo Show the employee their workspace and other facilities withinthe departmento Introduce the new employee to other team memberso Remind the new employee to complete their Getting StartedChecklist (included in their orientation materials)o Continue progress on the New Hire Checklist (pages 10-11)o Be available for any questions the employee might haveOPTIONAL:o Pair the new employee with an onboarding buddy within thedepartment that can assist throughout the first few monthsGUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE9

Notes:GUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE10

PHASE 4: First MonthHELP THE EMPLOYEE BECOME A PRODUCTIVE MEMBER OF THE DUCOMMUNITY.To Doo Check in often with the new employee – don’t wait for them tocome to you.o Include the new employee in key meetings where they canbegin to gain an understanding of the priorities within theUniversityo Schedule the employee to meet with key people throughoutthe University who can give them an understanding of howthey fit into the organizational structure, who they serve, andwho supports the departmento Provide opportunities for the employee to experience parts oftheir job hands-on.o Meet with the new employee to establish a development planand record the first year goals in the performance systemo Empower the new employee to set some first-year goals forthemselves and record them in the performance systemo Encourage the employee to begin to attend University eventsthat will help them engage in the culture of the organizationo Continue progress on the New Hire Checklist (pages 10-11)o Be available for any questions the employee might haveGUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE11

Notes:GUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE12

PHASE 5: OngoingSUPPORT THE EMPLOYEE IN CONTINUING TO LEARN THE JOB ANDENGAGE WITH THE UNIVERSITY.To Doo Meet with the employee regularly to track performance andnote progress on goalso Include the new employee in key meetings where they cancontinue to gain an understanding of the priorities within thedepartmento Encourage the employee to continue to attend Universityevents that will help them engage in the culture of theorganizationo Be available for any questions the employee might haveNotes:GUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE13

Learning Activities ChecklistCreate a list of activities a new employee should complete to learn about the organization, division, department and job.Some common activities have been listed below, add activities specific to your unit in the blank areas. The list is not exhaustive and not allitems listed are required.WhenDay OneActivityNew HireOrientationWhoHRDay tionSee the New Hire ChecklistShadow/Train witha colleague in nd/orDepartmentBanner TrainingTitle IX TrainingUTSOnlineMonth OnePerformanceManagement –Goal SettingSupervisorMonth OneActive ShooterTrainingOnlineRegister in PioneerWebClick on Courses tab inRequired – Employee will receive anPioneerWebemailwww.du.edu/performance Required to be eligible for 20% goal ratingfor instructionson performance appraisalAccess system inPioneerWebClick on Courses tab inRequiredPioneerWebDay OneDay OneWeek OneWeek OneWeek OneWeek OneMonth OneMonth OneMaterialsDocumentation for ments)NotesRequired – Supervisor Registers Employee(employeeservices@du.edu)12 – 12:50 pm during Orientation day –Catered by HRMonth OneGUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE14

Ongoing SupervisoryTraining (optional)HRRegister in PioneerWebOngoing Ongoing Ongoing GUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE15

New Hire ChecklistComplete a new hire checklist for every new employee joining the department.This list is not exhaustive and not all items listed are required for every hire. Some departments/divisionsutilize different providers for various items.EMPLOYEE INFORMATIONName:Hire date:Position title:Manager:DU ID# ExemptE-mail address: Non ExemptPhone:Cell Phone:Room:Birthday:HUMAN RESOURCES/SHARED SERVICES REQUIREMENTS New Hire Orientation rientationregistration.html) Form I-9 Identification (must take to Shared Services on first day if not attending orientationon that day) Title IX Training – PioneerWeb Courses Tab Course Resources Canvas Active Shooter Training - PioneerWeb Courses Tab Course Resources Canvas Supervisor Training (optional for new Supervisors – register in PioneerWeb)ADMINISTRATIVE Add Name to all Department/Division Lists (Phone, Email, BD, etc.) Banner Traininghttp://www.du.edu/uts/banner/training/ Building Access Coordinatorhttp://www.du.edu/campussafety/c-cure/ Business Cards (some units may use a different provider)http://www.dilleyprinting.com/customer portal/login.html Business Expenses & ReimbursementsPioneerWeb Employee Tab Administrative Processes Payment Services Shared Drive vices Door Keypad and Codes DU Directory DU ID Email set up Employee HandbookPioneerWeb Employee Tab Employee Resources First Aid Supplies Job Description Library Accesshttp://library.du.edu/GUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE16

Keys Mailbox Map http://www.du.edu/utilities/maps/index.html Memberships (specific to the Department/Division) Name Tag (some units may use a different provider)http://www.crowntrophy.com/ Name quests.html Navigating the websitehttp://www.du.edu/ Parking Permithttp://www.du.edu/parking/permits/index.html P-CardPioneerWeb Employee Tab Administrative Processes Payment Services Phone Set-up, Long-distance code, services HeadshotWayne Armstrong Wayne.Armstrong@du.edu Pioneer Webhttp://pioneerweb.du.edu/ Remote vices Send Recurring Department Meetings Send Recurring Campus Wide Meetings Space ts-planning/ Supplies Who to call for what?INTRODUCTIONS and TOURS Campus Tours Conference Rooms Copy Room Elevator Exits Kitchen Mail Room/Procedures Meet Co Workers/Risk Management Nearby Food Options Restrooms Supply StorageGUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE17

GUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE 3 Using this Guide The Supervisor’s Onboarding Guide does just that – it guides you through the first months of your new employee’s employment, providing instructions and resources to help complete certain actions . Notes: GUIDE TO EFFECTIVELY ONBOARDING A NEW EMPLOYEE 7 To Do o

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