New Employee Onboarding Plan and Checklist
Transcript of New Employee Onboarding Plan and Checklist
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Your Personalized Onboarding
Plan and Checklist 2/15/17
Succeed@USFSP
USFSP Mission: Inspire scholars to lead lives of impact
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Table of Contents
Getting Onboard
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Onboarding Team Roles
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Onboarding Checklist
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Welcome to the USFSP community!
We are happy to be participating in this on-boarding with you. We understand that the first days,
weeks, and months are filled with new information and lots of questions. Your success at USFSP is of
paramount importance and, therefore, we have put together this program with what we think you may
need or want to know about USFSP and the USF System.
USFSP is growing and its many accomplishments rest on the passion and commitment of our faculty,
students, and staff. We hope you are inspired by the culture of excellence and feel supported by a
dynamic campus community.
During your onboarding process, we want you to become familiar with USFSP and build connections with
colleagues. Below are some key things to consider throughout the onboarding process:
Build relationships
Be open to learning about the culture
Ask questions to ensure an understanding of your role
Seek multiple points of view
Work with your manager and colleagues to determine and clarify performance measures
Learn about the Vision 2020 Strategic Plan and the strategic goals and objectives
Proactively participate in the onboarding process by supporting the creation and execution of the
onboarding plan
As part of the onboarding process, you will be meeting with those identified as people who can provide
information for you and those who interface with your role. This is a great time for you and these individ-
uals to:
Provide a description of your roles
Discuss potential points of connection/interface
Discuss helpful perspectives on the organization and culture from your point of view
Get their perspective on how to be successful at USFSP
Address questions you may have for the individual
In the next few pages, you will see the different roles participants play in your onboarding process. There
is also a checklist to help you through the process.
We look forward to working with you!
Getting Onboard
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Onboarding Team Roles
An onboarding team should consist of the Hiring Leader, a carefully selected Onboarding Partner and the
New Employee. Department Managers/Administrative Contact and Human Resources also play support roles
by providing templates and consultation. This chart documents the role that each plays.
Department/Admin
Contact and HR Support Hiring Leaders Onboarding Partner New Employee
Department Administrative
Contact - Provide tools; as-
sist hiring leader in creating
the onboarding plan
Create a personalized on
boarding plan (i.e., identify
onboarding partner, valuable
onboarding activities, events
and key stakeholders).
Work with the Hiring Leader on
creation of a personalized on
boarding plan (i.e., identify
valuable onboarding activities,
events and key stakeholders).
Listen and brainstorm ideas
that you think will help you
learn your new role.
Work with Hiring Leader to
ensure office space and sys-
tem access are provided, as
well as other logistics.
Coordinate Pre-Arrival
contact for first or second day
of new team member.
Serve as onboarding partner for
new team member. Build relationships.
Ensure office space and
system access are provided
Day One. Oversee other
pre-arrival logistics.
Help the new team member
navigate the organization.
Be open to learning about
the culture.
College HR - Provide
consultation and tools; and
facilitate process
Check in with new employees
to make sure they have what
they need on their first day as
well as again when new ques-
tions arise.
Provide insight about the cul-
ture and how the organization
works.
Ask questions to ensure
understanding of charge
and role.
Assist new team member with
integration into peer group.
Connect the new team member
to peers and key stakeholders.
Work with Hiring Leader
and colleagues to
determine and clarify
performance measures.
Establish time-based mile-
stones to check in with new
employees to see how things
are going. For e.g., 30, 60,
90, and 180 day milestones
are good markers to
consider.
Meet regularly to touch base
and check progress.
Proactively participate in
the onboarding process by
supporting the creation
and execution of the
onboarding plan.
Review Performance man-
agement process and expec-
tations.
Ensure new team member has
necessary resources; provide
contacts.
Seek multiple points of
view.
Maintain open lines of
communication and collect
feedback about the
onboarding process.
Provide support on systems and
process questions until training
is completed.
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Onboarding Checklist
This checklist is designed to assist with the onboarding process. Onboarding is a long-term process that begins before
your start date and continues for at least 6 months. This checklist is organized chronologically and helps you prepare for
your new role. Once you start you can work together with your manager to complete the checklist. The hiring manager
may add additional activities that are relevant to your role. Internal transfer employees may have items omitted that are
not applicable.
BEFORE HIRE
Done To Do
Prepare for your first day.
Check what hire documentation, including proof of eligibility to work in the United States, you may need for
your first day
Complete New Hire Paperwork
Confirm date, time and location of new employee orientation
Review any “pertinent reading material” that may have been identified by your department (including policies
& procedures), review department website
FIRST WEEK
Done To Do
New Hire Onboarding Orientation:
Sign up for New Hire/Benefits Orientation
Important Deadlines & Dates: ________________________
Stop by Business Services to pick up your complimentary two week parking pass; Review Parking options. Drop
off signed offer letter if HR does not have it
Obtain Employee ID Number & set up NETID (instructions in New Hire Paperwork)
Obtain your ID badge. Be sure to bring your offer letter and U-number.
Department will assist in setting up your email
Enroll your cell phone in MoBull Messenger to receive emergency communication
Meet with your Onboarding Partner
Complete your eDisclose. Located under MyUsf>Business Systems>eDisclose
Tour of Campus, building, and floor; be certain to identify entrances and exits, emergency exit routes, fire extin-
guishers, fire pull alarms and restrooms
Receive office and building keys and/or arrange electronic access
Review building safety/security/emergency procedures
Explore the Myusf portal once you have a NETID
Note the IT Help Desk (727)873-4357 and On-line Service Request
View the GEMS Self-Service Tutorial to learn about leave, viewing and printing your paycheck stub, set up di-
rect deposit banking info and W-4 Tax withholding allowances, and changing your home address
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Onboarding Checklist Cont’d
FIRST WEEK CONT’D
Done To Do
Update emergency contact information in GEMS Self Service.
Review the Florida Sunshine Law and ask your manager how it applies to you in your role
Review USFSP’s Policies and Regulations page
Review job description and job functions, competencies, and expectations for working in the department. It may
be helpful to check with your department about these things:
___ Get a copy of your job description
___ Department Org Chart
___ Department goals and mission
___ Your work schedule
___ How you will be trained – by whom
___ Performance indicators for your job
___ If staff, there is a 6-month probation period
___ How performance management is evaluated (whom, how often)
___ Time reporting/Payday Schedule, leave policy/reporting, accrual of sick/vacation leave
WITHIN FIRST TWO WEEKS
Done To Do
Meet with your manager to understand the purpose of your role; how your work fits into the department’s
mission; and how it contributes to the university’s mission and vision. Identify the early contributions you can
make.
Note any early trainings that you will need and visit Atomic Learning Website at
MyUSF>Learning & Teaching Tools>Software Tutorials
Career development opportunities: Administrative and Staff full time employees are provided with the oppor-
tunity to continue their education through the Employee Tuition Program.
Explore parking options. Your complimentary pass will expire after 2 weeks. Use this time to ask
co-workers about preferred parking & transportation options for your area.
Keep open communication with your manager about your initial learnings and training needs. Request time
to go over performance expectations & goal-setting process. If you are a Staff employee, review any neces-
sary information related to your probationary period.
Have lunch with a co-worker. Walk around campus and check out all that is going on.
Review USFSP Perks.
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On-Boarding Checklist Cont’d
WITHIN FIRST MONTH
Done To Do
Complete your eDisclose, if you haven’t already completed. Located under MyUsf>Business Sys-
tems>eDisclose
Enrollment for health benefits. You can view and enroll in a plan through My benefits Website
*Most health benefits require signup within 60 days of hire.
Purchase your parking permit at Cashier’s Office located in Bayboro Hall, first floor M-F, 8:00 a.m.-5:00 p.m.
or purchase online at Parking and Transportation Website.
Enroll in training classes and complete required training as determined by your supervisor/position.
Review the USFSP mission, values, strategic plan
Stay informed about news and information for USFSP employees at USFSP News
WITHIN FIRST THREE MONTHS
WITHIN FIRST SIX MONTHS
NOTES:
Done To Do
Consider “shadowing” an employee or your supervisor for exposure to the department and organization.
Ask your supervisor if you should complete additional training or professional development.
90 day (ORP) Retirement Benefit Deadline (FRS plans 5 Months from month of hire): for more information
please visit MyFRS.com
Done To Do
If you are a staff employee, your probationary period ends at six months, so expect feedback on what you
have done well and areas you may need improvement in. If you are an administrative employee, ask for the
same feedback from your supervisor.
Review progress on job duties, expectations, performance goals and professional development goals. Visit
USFSP’s Performance Management page for guidance.
Regularly discuss your USFSP experience with your manager.
Is everything what you expected?
What’s working well, what could be improved?
Do you need extra support, training or resources?
Discuss your professional development goals and recognize appropriate learning opportunities