New Employee Onboarding Process
New Employee Onboarding ProcessPreparationOrientationFollow-upNew EmployeeOnboarding ProcessEngagementIntegrationHuman Resources
What is Onboarding? Onboarding a strategic process of bringing a newemployee to the organization and providinginformation, training, mentoring and coachingthroughout the transition. The process begins at the acceptance of an offerand throughout the first six to twelve months ofemployment.Human Resources
Why A Strategic Onboarding Process? We need to rethink how we bring newemployees into UNC Charlotte – ChancellorDubois - 2008 Fall ConvocationRoughly 25% of our permanent staff havebeen at UNC Charlotte for two years or lessand that, with expected retirements andgrowth, we face a growing challenge toproperly orient and train hundreds of newemployees – Chancellor Dubois - 2009 FallConvocationHuman Resources
Why A Strategic Onboarding Process? The relationship between the new employeeand the manager is the determining factorin whether the new employee stays with anorganization – Aberdeen Group Research Co. Employees will decide within 10 days if theyintend to stay with the organization or beginlooking for a different job – Research by theOffice of State PersonnelHuman Resources
New EmployeeOnboarding ObjectivesCreate a positive onboarding experience that:Facilitates the new employee’s ability tocontribute in the new role.Increases the new employee’s comfort levelin the new role.Reinforces his/her decision to join theuniversity.Enhances productivity.Encourages commitment and employeeengagement.Human Resources
Onboarding Process ObjectivesInfluence the new employee’s decision to workhere:UNC Charlotte is my employer of choice!I am engaged in my work.I belong here.I am contributing to the success of the University.I want a long career here!Increase new employee retention rateHuman Resources
Stages of the ProcessStageDefinitionPreparationPre-arrival, first day thru first month activities thatacclimate the new employee to the culture, team, workenvironment, and introduce to policies and proceduresand online modules.OrientationHR New Employee Orientation online, classroom,Benefits training and department specific orientation.IntegrationEmployee development planning by supervisor andemployee’s attendance in HR staff development training(i.e. LEAD or ASPIRE).EngagementDeveloping university awareness, building relationships,meeting performance expectations and contributing to theUniversity’s success.Follow-upMonitoring and measuring the effectiveness of theonboarding process.Human Resources
Onboarding DurationStageDurationPreparationPre-arrival, first day thru first monthOrientationClassroom Training (First and Third Tuesdayand Wednesday of each month – 8:30am to4:30pm each day), Benefits and departmentspecific timeframesIntegrationFirst six months – up to probationary decisionEngagementOne to twelve monthsFollow-up90 days and six monthsHuman Resources
Onboarding Process ToolsPreparationOrientationFollow-upNew EmployeeOnboarding ProcessEngagementIntegrationHuman Resources
PreparationToolsNewPreparationNew tDescriptionProvides supervisors with a step-bystep process (from pre-arrival thruthe first three to six months) forbringing new employees on board tothe University.Mentor assists the Supervisor in theonboarding process and serves as amentor to the new employeeNEO Online49erConnectModulesSix online modules (below) are completed bythe new employee prior to attending theclassroom orientation. General Information Welcome to the University Benefits and Services Employment Policies and Procedures Safety Time and Attendance ReportingNewEmployeeWebsiteLink located on the HumanResources website.NewHuman Resources
Location of Onboarding Toolshttp://www.hr.uncc.edu/formsSupervisor/Mentor ProcessEmployee Development ttp://www.hr.uncc.edu/training/neo/New Employee WebsiteHuman Resources
Supervisor/Mentor ChecklistWhy use it?Guides supervisor through the onboardingprocessIs simple to useCan be used to integrate an existing employee(or transferred)Contains flexibility (not meant to restrict)Serves a documentationHelps with planningPromotes consistency across the organizationHuman Resources
Mentor ParticipationA Mentor Is a peer employee who will help supervisors onboardthe new employee.May assist in the training of the new employee.Is assigned by the supervisor.Is a positive, high performing employee (3 performance rating).Is responsible for completion of specified mentorassignments on checklist.Human Resources
Employee Development Plan (EDP)Why use it?Helps supervisor identify and plan learningopportunities and activities for supporting anddeveloping the competencies of the newemployee.Human Resources
New Employee WebsiteWhy use it?Serves as a portal of information, all in oneplace, that is important for acclimating a newemployee to the University.Can be used as a referral tool by thesupervisor.Helps jump start the new employee’sawareness and knowledge of the Universitybefore arriving on campus.Human Resources
New EmployeeClassroom OrientationEventNew EmployeeClassroomOrientationThe HR & Benefits orientationis offered every 1st and 3rdTuesday and Wednesday ofeach month. The focus of theclassroom training includes: Reinforcement of key areasintroduced in the onlinemodules. Increase safety awareness atUNC Charlotte. Overview of computersupport & technical training. Skill development in diversity,communications andcustomer service Increases understanding ofuniversity culture and historyDepartmentOrientationDepartments specificorientations should continueas usual.Human Resources
IntegrationToolsNew:New pmentPlan (EDP)EmployeeLearning &DevelopmentTrainingCatalogDescriptionSupervisors will use thisdocument to identify andplan training and learningactivities to meet andsupport the competencyexpectations of the newemployee during the firstsix months to one year.New employees canregister online or by phoneto participate in learningand developmentopportunities.Human Resources
EngagementActivitiesNew ersityInvolvement Committee involvement Volunteer opportunities (49erFamily Weekend,Commencement, InternationalFestival, etc.) Attend lectures, etc.DepartmentInvolvement Lead meetings Make a presentation Take on a leadership role Holiday/Birthday celebrationplanning committeeUNC CharlotteCommunityInvolvement Health Awareness Walks (i.eMarch of Dimes, RuBiRu 5K,Breast Cancer AwarenessWalks)Networking/SocialActivities Faculty/Staff Reception Staff Picnic UNC Charlotte ToastmastersHuman Resources
Follow-UpTools/ActivitiesNew: 90-DayEvaluationChecklistFollow-upNew EmployeeOnboardingProcessNew: cisionDescriptionAn evaluation form given tonew employees by HR to learnabout the first three-monthonboarding experience.Measures what was done.An evaluation form sent by HRto learn about the totalonboarding experience.Measures new employees’experience.Decision made by supervisorto grant new employeepermanent employment status.*Attach Supervisor/MentorChecklist to ProbationaryFormHuman Resources
Follow-UpWhy follow-up?Monitor and measure the success of theonboarding process.Determine if objectives are being met.Examine what is and is not working.Uncover areas for improvement.Human Resources
Onboarding ResponsibilitiesStagePreparationSupervisor Use Supervisor/Mentor Checklist &EDP Refer to NEWebsiteNew Employee Visit Website Read First Day ChecklistInfo. Complete OnlineModules/ Use 90 Day EvaluationHR & Training Provide Info/CoachingSessions for Supervisors Provide Checklist, EDPand NE Website links onSupervisor’s Form’sWebsite HR Contact – CrystalGarris @ 7-3284Orientation Remind newemployees toattend HR class Attend 2-day orientation Offer orientation, campustour and IT trainingIntegration Use EDP todevelop learningplan Implement the activitiesof the EDP Serve as a coach in theprocess and use of EDPEngagement EncourageParticipation Participate in & getinvolved in campus events Provide opportunities forlearning & engagementFollow-Up IncludeSupervisor/MentorChecklistw/probation info. Provide 90-day & 6month feedback to HR Receive 90-day, 6 mo.Feedback andSupervisor/MentorChecklistHuman Resources
Process Preparation Tools Description New Supervisor/ Mentor Checklist Provides supervisors with a step-by-step process (from pre-arrival thru the first three to six months) for bringing new employees on board to the University. Mentor assists the Supervisor in the onboarding process and s
Onboarding Approval 5. To Approve the Employee Onboarding request, Click Green Action Gear associated with the row for the Employee Onboarding Request; Click Approve. The Onboarding request contains the employee's W -4 and state withholding forms as well as other configured forms. View forms by selecting Forms Tab in the Actions Pane. Note
information, and onboarding tasks that are generated by the selected onboarding workflow on the offer card. This guide will detail the onboarding component of the CHRS Recruiting system, and highlight how department users can support new employees with completing all onboarding tasks. Accessing the Onboarding Portal for New Employees 1 .
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
The onboarding process is made up of a collection of activities which directly and indirectly create value for the organisation The key benefits of an effective onboarding process include: Faster productivity Companies with effective onboarding experience 54% greater new-hire productivity. Induction Onboarding Content
Onboarding user guide Overview Whenever a new employee starts or when a state employee changes positions, the hiring agency must submit an onboarding request to ensure the employee receives the necessary equipment, access and software to perform their job. This guide walks through the process of completing the onboarding form. Steps Step 1:
1.1 Onboarding definition Collins (2013) defines Onboarding as "the induction and assimilation of a new employee into a company or organisation". In general terms this definition is adequate, but it does fall short somewhat. Rollag, et al. (2005) identifies the onboarding process as how managers and
onboarding process can improve employee retention and reduce turnover. By providing the new employee support throughout the onboarding process, it will help them adjust and become more productive quicker as well as help them feel like they are an important part of the team. of a successful onboarding program. The results show greater
1. Setting your onboarding objectives 2. Identifying the onboarding stakeholders 3. Defining your organisational profile 4. Creating a pre-onboarding checklist 5. Developing a new hire orientation checklist 6. Providing a first day checklist 7. Self-assessing your onboarding effectiveness 8. Creating a learning plan that's relevant
