Successful Employee Orientation Programs · Successful Employee Orientation Programs Presented By:...
Transcript of Successful Employee Orientation Programs · Successful Employee Orientation Programs Presented By:...
Successful Employee Orientation Programs
Presented By:
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mail: P.O. Box 509 Eau Claire, WI 54702-0509 • telephone: 866-352-9539 • fax: 715-833-3953email: [email protected] • website: www.lorman.com • seminar id: 402989
Patricia Martinez, PHR, SHRM-CP
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Successful Employee Orientation Programs
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mail: P.O. Box 509 Eau Claire, WI 54702-0509 • telephone: 866-352-9539 • fax: 715-833-3953email: [email protected] • website: www.lorman.com • seminar id: 402989
Prepared By:Patricia Martinez, PHR, SHRM-CP
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Creating A Successful Orientation Program
You’ve hired your candidate...
Now what?
Patricia Martinez, PHR, SHRM-CPDeputy Director, Human Resources
City of Rio RanchoRio Rancho, New Mexico
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Overview
Explain the purpose of an orientation program.
Discuss opportunities for development or redesigning your onboarding processes.
Learn and understand various methods for integrating and engaging your new hire with your existing employees and organization.
Review checklists and onboarding document examples.
Purpose of an orientation program
An effective orientation program will assist an employee to create a first impression of the organization “at work”.
During this time, Human Resources and other members of the organization will create a positive and open environment where the employee can learn about the organization and similarly, the organization can learn about the employee.
The intent of orientation programs is to acquaint a new employee to the organization’s values and overall expectations. It is also a forum for communicating employee rights and responsibilities.
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Successful ONBOARDING & orientation programs include:
• Inform new employees about the organization’s history.
• Introduce new employee to the organization’s culture.
• Invest time on new employee to provide organizational mission and values.
• Set expectations for success. Create partnership from start.
Tips on Getting started
• Review your organizational trends.
• Evaluate your HR processes and onboarding forms.
• Meet and consult with Supervisors to find out what actions they take when an employee starts in their department.
• Assess whether you are asking for feedback to create process improvements.
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Design a Program Specific to Your Organizational Needs
• Determine what information you need from new hires and when.Use Checklists to efficiently and consistently onboard new hires.
Start with: Selected for Hire Checklist for following pre-and post-employment process
Recruiter Onboarding Checklist
Employee Welcome Letter via Training Platform (learning management system) Supervisor Onboarding Checklist
Collect employee required forms : Policies, I-9, etc.
Job Description
Voluntary and Required Employee Demographic Forms
Assign responsibilities of tasks
Organization Handbooks, and Union Agreements
Determine your Format
• New Orientation Meetings In Person
Online
Length of meetings
Location-Onsite/Offsite
• Who participates Newly Hired Employees, Promotions, Transfers, Rehires
HR facilitates and Leadership presents
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Determine your Format
• New Orientation Meetings In Person
Online
Length of meetings
Location-Onsite/Offsite
• Who participates Newly Hired Employees, Promotions, Transfers, Rehires
HR facilitates and Leadership presents
Consider your budget!
If orientation is a full day, determine and communicate lunch break
accommodations.
The City of Rio Rancho’s New Employee Orientation (NEO)
Presentation
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NEW EMPLOYEE ORIENTATION
YOU’RE ON THE ROAD TO SUCCESS...
NEW EMPLOYEE ORIENTATION
City of Rio Rancho Website: rrnm.gov
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See Agenda & Presentation MaterialsProvided
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AT YOUR SERVICE
DEPARTMENT OF HUMAN RESOURCES
• Human Resources Director
Ty Ryburn
• Deputy HR Director
Patricia Martinez
City of Rio Rancho Website: rrnm.gov
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Staffing & Recruiting SpecialistIda Vesely
Benefits & Leave Administrator
Roxanne Wiese
HR Generalist
Donna Shaffers
Executive Assistant
Tamera Henderson
Human Resources Department
3200 Civic Center Circle, 4th Floor
Rio Rancho, New Mexico 87144
891‐5011
CONGRATULATIONS AND WELCOME TO “THE CITY OF VISION!”
Briefly tell us about yourself:
1. What is your Name
2. Department & position are you working in?
3. Where did you work before?
City of Rio Rancho Website: rrnm.gov
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Keith Riesberg, City Manager
CITY MANAGER’S WELCOME
• Deputy City Manager
John Craig
Assistant City Manager
Peter Wells
Economic Development & Business Relationship Manager
Savannah Jermance
City of Rio Rancho Website: rrnm.gov
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Communications & Information Manager
Annemarie Garcia
Executive Assistant
Rose Martinez
Administrative Assistant
Ambrosia Palmer
3200 Civic Center Circle, 4th Floor
Rio Rancho, New Mexico 87144
Mayor: Greggory Hull
VISION, MISSION STATEMENT, AND CORE VALUES
• Vision• Leading the way as the best City in
the Southwest.
• Mission StatementBuilding our Future by Optimizing Opportunities through Operational Excellence.
• Core ValuesCooperation: We believe in open lines of communication and partnerships that link common goals for the greater good of our community.
• Respect: We believe in different points of view and accountability to each other.
• Stewardship: We value our resources and are adaptable for the betterment of those that live, work, and play within the City of Rio Rancho.
City of Rio Rancho Website: rrnm.gov
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HISTORY OF RIO RANCHOTimeline
City of Rio Rancho Website: rrnm.gov
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____________________________________________________________________________________
AMREP Corp purchased 55,000 acres of land on outskirts of Albuquerque (Rio Rancho Estates.
Early 1960’s‐The Beginning
AMREP marketed area to residents of Midwest and Eastern state.
Homebuilding began for middle‐income retiree residents.
1960’s‐ 1962 1962 1966
100th
family moved to RR
Incorporated; population at 10,000. Retirement to family community
Population: 5000
Rio Rancho at 92,000 Acres & geographically larger than Albuquerque
1971 1977 1981 As of July 1, 2014
Population: 93,820
(US Census)
Governing Body(Mayor & 6 City Councilors)
Boards & Commissions
Municipal Court & Judge
City Manager
Deputy City Manager
City of Rio Rancho Organizational Structure
City Attorney
Rio Rancho Citizens
Assistant City Manager
Departments
Convention & Visitors Bureau
City Clerk
Library & Information Services Division
Information Technology Division
Economic Dev. & Business Relations Mgr.
Communications & Information Mgr.
FinancialServices
Development Services
Human Resources
Parks, Recreation& Community
ServicesPublic Works Utility
Operations Fire & Rescue Police
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FINANCIAL SERVICES DEPARTMENTCAROLE JARAMILLO, DIRECTOR
• City of Rio Rancho provides a wide variety of services to its residents and visitors. In order to provide needed services, resources are needed. Resources include people, money and assets.
• Because our money is “public money” there are many laws and rules and restrictions related to its use. The responsibility for safeguarding public money and assets, is shared by all employees. Everyone plays a part.
• The Financial Services Department is an internal services function which means that you, the staff, are our primary customers. We are here to support the other Departments while maintaining a framework of internal controls intended to prevent the misuse of public funds and also complying with the many many laws and regulations that surround public finance.
City of Rio Rancho Website: rrnm.gov
FINANCIAL SERVICES DEPARTMENTPurchasing DivisionWhen a government needs
to purchase something, whether it is a pencil or a fire engine, or to build a road, there is a law which places requirements and restrictions on how the purchase takes place.
City of Rio Rancho Website: rrnm.gov
Some staff of other departments also have purchasing responsibilities and will interface with the Financial Services Department regarding purchasing issues.
Formal Solicitations for goods or services (e.g. Request for Proposal/RFP, Invitation for Bid /IFB)
Purchase Orders
Contract Management
Purchasing Card Administration(P‐Card)
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FINANCIAL SERVICES DEPARTMENT
We also provide service the external customers:
As a service to the community, the City operates a full‐service MVD satellite office:
Driver’s licenses and identification cards
Registrations
Titles
VIN inspections
Drivers license testing (written only, no field testing)
Other MVD services
City of Rio Rancho Website: rrnm.gov
PAYROLL
• Handles payroll for all City employees
Bi‐weekly payroll ‐ Payday is every other Friday Direct deposit: multiple accounts (savings or checking) Time sheets/record‐keeping system W‐4 changes/updates
City of Rio Rancho 21
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Direct Deposit Authorization Form
City of Rio Rancho Website: rrnm.gov
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Sign up at hire or make changes as needed via this
form. Return completed form.
Can request split of deposit/funds into multiple
accounts for a total of 100%.
PAYROLL SCHEDULE
City of Rio Rancho Website: rrnm.gov
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2017 HOLIDAY SCHEDULECity offices and facilities will be closed on the following dates:
• New Year's Day: January 2, 2017
• Martin Luther King, Jr. Day: January 16, 2017
• Memorial Day ‐ May 29, 2017
• Independence Day ‐ July 4, 2017
• Labor Day ‐ September 4, 2017
• Columbus Day ‐ October 9, 2017
• Veterans Day ‐ November 10, 2017
• Thanksgiving ‐ November 23, 2017 and
November 24, 2017
• Christmas Eve (observed) ‐ December 22, 2017
• Christmas Day (observed) ‐ December 25, 2017
City of Rio Rancho Website: rrnm.gov
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ExecuTime – Contact Kelly at 896-8788https://etsaas8.executime.com:7041/ExecuTime/TimeEntryClockInOutFast.do
City of Rio Rancho Website: rrnm.gov
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Main Login URL: This is where you will add your time‐off/hours‐requests, view and approve time cards.
https://etsaas8.executime.com:7041/ExecuTime/Index.do
Ensure to report accurate hours including all time worked even beyond your shift.
YOU MUST CLOCK IN and OUT if you are NON‐EXEMPT/Hourly Employee.
Work beyond your scheduled shift may occur from time‐to‐
time. However, it must be pre‐approved by your supervisor before working the over time.
Login Instructions:
Username: FIRSTINITIAL LASTNAME (can be upper or lower case)
Password: FIRSTINITIAL LASTNAME (must be ALL CAPS)
Enter your user nameEnter your passwordClick either Clock‐In or Clock‐Out
**If you have a common last name and your user id is not as indicated above, I will email you separately with your login information.**
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PARKS, RECREATION & COMMUNITY SERVICESConnie Peterson, Director
Growing a greater sense of community and enhancing the quality of life for its
residentsCity of Rio Rancho Website: rrnm.gov
• The mission of the City of Rio Rancho’s Department of Parks, Recreation, & Community Services is to create and maintain spaces and activities that grow a greater sense of community and enhance the quality of life for its residents.
City of Rio Rancho Website: rrnm.gov
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PARKS, RECREATION & COMMUNITY SERVICESMISSION STATEMENT
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Administration Landscape & Turf Maintenance Recreation Programs Senior Activities and Programs Summer Camp Program Kidszone Programs Litter & Illegal Dumpsite Removal Playground Maintenance and Safety
Inspections Youth Sports City Hazardous Waste Collection Programs Park Refuse and Litter Removal Senior Volunteers Coordination
Partnerships & Outreach for Seniors Indoor Aquatics Sports Field Maintenance & Preparation Outdoor Aquatics Free Summer Meals Program Adult Sports Recycling Programs Park & Facility Design & Development Environmental Education & Outreach Graffiti, Vandalism Control, Removal & Repair Implement Beautification Projects Special Events
City of Rio Rancho Website: rrnm.gov
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PARKS, RECREATION & COMMUNITY SERVICESPRIMARY SERVICES
BREAK TIME - 10 MINUTES
City of Rio Rancho Website: rrnm.gov
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To avoid disruptions and remain within our scheduled time frame, please return within the allotted time.
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LIBRARY DIRECTORLYNETTE SCHURDEVIN
City of Rio Rancho Website: rrnm.gov
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City of Rio Rancho Website: rrnm.gov
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LOMA COLORADO – MAIN LIBRARYSpecial teen room at Loma Colorado.
755 Loma Colorado Blvd NE (near Rio Rancho HS) Mon‐Thurs: 10am‐8pm Fri‐Sat: 10am‐5pm
Sun: Closed
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City of Rio Rancho Website: rrnm.gov
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ESTHER BONE MEMORIAL LIBRARY
950 Pinetree Rd SE (near post office)
Tues: 12‐8pm Wed‐Sat: 9am‐5pm Sun‐Mon: Closed
Lunch Break for All & 30 Minute Meeting* with UNION
REPRESENTATIVES*Meeting
applicable to employees in union‐eligible positions only
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RIO RANCHO FIRE AND RESCUEProject Heart Start‐ CPR
City of Rio Rancho Website: rrnm.gov
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https://www.youtube.com/watch?v=owTO‐1lkgDU
AT YOUR SERVICE
DEPARTMENT OF HUMAN RESOURCES
• Human Resources Director
Ty Ryburn
• Deputy HR Director
Patricia Martinez
City of Rio Rancho Website: rrnm.gov
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Staffing & Recruiting SpecialistIda Vesely
Benefits & Leave Administrator
Roxanne Wiese
HR Generalist
Donna Shaffers
Executive Assistant
Tamera Henderson
Human Resources Department
3200 Civic Center Circle, 4th Floor
Rio Rancho, New Mexico 87144
891‐5011
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EMPLOYMENT POLICIESPersonnel Polices and Work Rules
Chapter 3Clear Company ‐Applicant Tracking System
City of Rio Rancho Website: rrnm.gov
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RVision Training Portal
City of Rio Rancho Website: rrnm.gov
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RVision Training Portal
City of Rio Rancho Website: rrnm.gov
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PERFORMANCE REVIEWSPersonnel Polices and Work Rules
Chapter 6• The purpose of a performance review process is to encourage ongoing communication
between a manager and an employee, to facilitate better working relationships, to establish expectations, to assist employees in reaching optimal performance, and to contribute to professional development.
• The performance review process entails:
• Begins upon hire/promotion/transfer with the employee and supervisor discussing performance expectations. (Opening)
• Performance review at end of probationary period and/or throughout the year (Anniversary)
• Ongoing receipt of coaching and feedback to improve & enhance performance.
• Ratings: Exceeds, Meets, Needs Improvement, Unsatisfactory
• Self –Evaluation & Form
• RebuttalCity of Rio Rancho Website:
rrnm.gov39
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Personnel Policies & Work Rules• Code of Conduct: Employees
must conduct their employment duties and their personal affairs in such a way as to avoid discredit or embarrassment to themselves or the City.• No personal business while
on duty• No activity that presents
conflict of interest• No use of position for
coercion or influence for personal gain
• Remain confidential and not share city information
• No dishonesty or fraud, such as falsifying city records
• No direct or indirect gifts, gratuity that affects the employee’s official conduct or creates impression
• Not post any personal or
commercial notices on city premises without consent
• Not carry non‐employees in city vehicles
• Carry out duties as assigned by JD, supervisor
• Refrain from engaging in malicious conduct such as gossiping, rumoring
• Refrain from use of force threats, harassing behavior
• Not use or allow to use City property for personal use
• Refrain from damage to City property
• Attendance, 1002 & 3 : Employees must adhere to work schedule. Please refer to policy for process and procedure and sick leave policy. In addition, comply with your department call‐in procedures.
• Excessive absenteeism affects operations and may be subject to disciplinary action, up and to termination.
• Outside Employment: Employees must obtain permission from Dept. Director & HR to work another position external from the City. Must not conflict with City position.
• Inclement Weather: City Operations subject to closure. See your Manager for more information.
City of Rio Rancho Website: rrnm.gov
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Understand Contracts, Policies, Rules
AFSCME Bargaining Unit
Police Communication Contract
Fire Rescue Contract
Personnel Policies & Work RulesCity of Rio Rancho Website:
rrnm.gov41
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EQUAL EMPLOYMENT OPPORTUNITYPersonnel Polices and Work Rules
Chapter 11• The City of Rio Rancho provides equal opportunity in all personnel actions for all
persons.
• Prohibit discrimination against an employee or applicant for employment because of race, age, religion, color, national origin, ancestry, sex, physical/mental condition, disability.
• Includes:
• Recruiting/Hiring• Promotions
• Salary• Training• Performance Reviews
City of Rio Rancho Website: rrnm.gov
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THE AMERICANS WITH DISABILITY ACT
City of Rio Rancho Website: rrnm.gov
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Gives civil rights protections to individuals with disabilities similar to those provided to individuals on the basis of race, color, sex, national origin, age, and religion.
Guarantees equal opportunity for individuals with disabilities. Prohibits discrimination in all employment practices, including job application
procedures, hiring, firing, advancement, compensation, training, and other terms, conditions, and privileges of employment.
Applies to recruitment, layoff, benefits, and all other employment-related activities.
OVERVIEW:
What is a Disability?
A person must meet the requirements of at least ONE of these THREE criteria to be an individual with a disability:
1. A physical or mental impairment that substantially limits one or more of the major life activities of such individual;
2. A record of such an impairment; or3. Being regarded as having such an impairment.
Variances in Disabilities The disability can be visible or
invisible, a physical or mental impairment;
Some disabilities are present from birth or as a result of illness/injury;
Degree of limitation can vary from minor to significant challenges or limitations in life.
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City of Rio Rancho Website: rrnm.gov
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RA Requests & Process
To request an Accommodation:• Complete an ADA Reasonable Accommodation Request form • Submit the completed form to your Supervisor• Notify and provide Human Resources with a copy of the request form
Interactive Process:Your supervisor will meet with you to discuss your request, including theessential job functions, limitations, and accommodations needed to allowyou to perform your job. Your supervisor may request clarification on yourrequest. HR may be present during this meeting.
Medical Certification & Confidentiality:If necessary, the HR may request medical Information to support your request. (DOL: Medical Certification Form).
Review and DeterminationHR will review your request and information provided, discuss your position and business need with your Supervisor, examine any potential hardships, determine approval/denial of request, and/or any alternative accommodations for exploration with you.
HR & Supervisor will meet with you to discuss Approval/Denial/Alternative Accommodations →→Continue with interactive process.
City of Rio Rancho Website: rrnm.gov
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BENEFITS OVERVIEW
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City of Rio Rancho Website: rrnm.gov
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ANTI‐SEXUAL HARASSMENT TRAINING
City of Rio Rancho Website: rrnm.gov
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QUESTIONS?
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City of Rio Rancho Website: rrnm.gov
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EVALUATIONS
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HRT Rec’d: _____________ Req #________ Meets Min. Qualifications
EE #: ______________ OFFICE OF HUMAN RESOURCES Rev: 12/8/17
SELECTED HIRE CHECKLIST
Employee:
*Check name in Hermes to determine if previous employee
Phone #: Date:
Position & Auth#: Union: NONE /AFSCME /FIRE /POLICE‐COMM
Check All That Apply: Safety Sensitive CDL Required If Certifications Required, provide type & conditions in Section I
I. Human Resources Representative Collects & Completes the following:
Action Complete: Confirm for Hire Status-See HRT Check Hermes for prior city employment & rehire eligibility Contacted Candidate Ensure interested as finalist & discuss next step background, testing
process Check for Completed Application Ensure all required Application Materials complete & attached
Resume, if applicable Received N/A Cover Letter, if applicable Received N/A Transcripts for Positions requiring College/University level Education
Received N/A Degree Required:
Required Certifications Received N/A Cert Required:
IF CDL, DOT Position: Send former employer letter from CRR Criminal Background Check 18 years and over-
Requested on: _______________ Received on: _______________ Start via HRM Direct button:
- Parental Authorization u/18: Requested on: ________________ Received on: _____________ Parent Name: ________________ # _________________
Reference Checks Conducted 1st Professional 2nd Professional 3rd Professional
MVD -Driving Record - CDL prior employment history check
or info not received, a copy of the form that have been sent to prior employers
Requested on: _____________ Received on: ________________ ___ Approved ___ Not Approved Comments: ________________________________________________ __________________________________________________________
Typing Test (ESKILL) (see JD/Position) N/A or Taken on: _______________ Results: _________________
II. If candidate successfully completes all the above, proceed to Conditional Offer Packet & Check Off:
Call Candidate Confirmed candidate scheduled date/visit to HR: Prepare Offer Letter & Packet Offer Letter Job Description Concentra Yellow Form
Concentra Form 18 years and over Date Picked Up : Time: (w/in 32 HRS) - Parental Authorization u/18: Received on: _____________ Parent Name: __________________
Check for Physical (see Job
Description/Position) Requested N/A
III. Human Resources Representative Checks for Results from: Check for Concentra Results Negative Positive Call Candidate to Inform No Offer if Positive
IV. If Results are Negative from Concentra:
Enter in RVision Assigned ID number to EE Call Candidate for Start Date Start Date: __________________ Include on NEO Schedule Fingerprint Check Process (Email Dispatch to start fingerprint check process.)
ONLY If candidate is being hired in any of these positions; N/A OR Custodian Building Maintenance IT
Parks & Rec Daycare MVD All Police Personnel Notify DEPT of Start Date & NEO Date; Add to NEO Schedule
Start Date:__________ NEO Date:___________ Added to NEO Roster
Send Reminder email to Presenters –at least 1 week in advance
Start & Complete Recruiter Onboarding Checklist
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DEPARTMENT OF HUMAN RESOURCES Rev: 2/1/18
V. INTERNAL RECRUITER ONBOARDING CHECKLIST Employee: EE#: DOH:
Dept: Union: NONE /AFSCME /FIRE /POLICE‐COMM
Position: *New Hire/Re‐Hire/Promotion/Transfer
Upon Passing Drug Test & Acceptance of Offer, HR Recruiter will:Action Step
Call Selected Candidate & Explain Onboarding Process for New Hires:
Congratulations & Confirm Start Date: ___________________
Inform Candidate to log in to RVision. REMIND selected candidate:
All HR New Hire Forms in RVision need to be Printed, Reviewed and Signed before 1st day
On 1st day ‐ come to the HR and return signed/completed New Hire documents.
1st day starts with HR for 1 hour for onboarding document check‐off & Benefit Meeting that will last approx..45 min.
Thereafter, will be released to hiring department.
While on phone or later call to see if they were able to log in to RVision.
Supervisor Notification: EMAIL SUPERVISOR of EE Start Date and NEO DATE
EMAIL SUPERVISOR Onboarding Checklist
On First Day of Employment (Report to HR) – Collect Signed New Hire Documents: 1‐9
W‐4
Direct Deposit Form
Required Employee Data & Emergency Contacts
Give EE Post‐ Offer Voluntary Self‐Identification Form: Gender/Race/Ethnicity
Give EE Post‐Offer Voluntary Self‐Identification: Disability
Give EE Post‐Offer Voluntary Self‐Identification: Veteran Status
Give EE copy of City Personnel Policy & Work Rules and
___ Obtain Signed Acknowledgement
PERA Application/Instructions & *Beneficiary Form
Safety Policy ‐ Agreement & Acknowledgement
Email Policy ‐ Agreement & Acknowledgement
Applicable to Regular EE’s only‐ (Not Seasonal/Temp)‐ Statement Concerning Non‐SS Coverage (Form SSA‐1945 (12‐2004) Acknowledgement
Probationary Period Agreement & Acknowledgement
Information Systems and Internet Usage Policy & Email Usage Policy
Need: Defensive Driving Certificate if Driving City Vehicle or Own Insurance Card if driving for City in OWN vehicle
Take Photo for Personnel file
Recruitment Source: Ask Employee about their Recruitment Source and Track in Excel Spreadsheet:
CRR Website Newspaper Recruitment Agency Other: ____________________________
Benefits Administrator: Overview on City Benefits Benefits Meeting: Review of all City benefits with Employee Ensure applic. & signed benefit forms are collected
Provide Badge Release to Hiring Department
HR Generalist: Add New Employee to Training and Driving DatabaseAdd New Hire to RVision & Samba
ADD new employee as Driver to Samba Monitoring System
ADD EE to RVision Training Program
Recruiter: NEO & New Hire Entry in HRIS Update NEO List and Add New Hire in HRIS
ADD new EE to NEO LIST If applicable: (Transferring from a non‐benefited position): Provide Roxanne with PERA Exclusion
Form with Term Date (prior position) and all Benefit Forms to Roxanne
Enter EE in HRIS and Payroll System with Corresponding Employment Transaction Checklist
Scan EE Transaction and File in Electronic Yearly Payroll Archives Copy Payroll with Employment Transaction Checklist, HRT, W‐4, Direct Deposit Form.
Executive Assistant: Opening Personnel File Provide completed forms to Tamera to open new files (personnel/confidential)
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C I T Y O F R I O R A N C H O H U M A N R E S O U R C E D E P A R T M E N T 3200 C I V I C C ENT E R C I R C L E NE SU I T E 450 R IO RANCHO , NEW MEX I CO 87144 505 ‐891 ‐5011 FA X : 505 ‐891 ‐9183
Via: Email: ______________________________ Date Name Address City, State, Zip Re: Your First Day of Employment: __________________ Employee ID #: ___________________________ Training User Name: XXXXX Completion of Required Onboarding Forms Dear ______, Welcome to the City of Rio Rancho! We are pleased that you chose our City as your career choice. As mentioned on yesterday, this email is to outline what to expect on your first day of employment.
Your first day of employment is Monday, February 26, 2018. Please report to the Human Resources Office, 3200 Civic Center Circle NE, Ste. 450, Rio Rancho, N.M. at 8:00 a.m. Before proceeding to your department.
As mentioned earlier during our telephone conference, please access this link https://app.targetsolutions.com/auth/index.cfm?action=login.showlogin&customerid=29737&customerpath=rrnm&msg= and use the information provided. Please print the documents you have been assigned, review, sign and bring them with you to HR on your first day.
Username: first initial, lastname and Unique EE#
Temporary Password: XXXXX
Please call me if you have any questions. HR REPRESENTATIVE Human Resources Department City of Rio Rancho (505) 896‐5011
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SUPERVISOR’S ONBOARDING CHECKLIST
NEW EMPLOYEE ONBOARDING Employee: EE#: DOH:
*Reports to HR Dept. at 8:00 a.m. for forms completion
Position: Union:
NEO Date & Time:
City Hall, 1st Floor – Parks & Recreation Conference Room
Probationary End Date:
1 week prior to Start Date Upon confirmation of start date from HR, calendar the employee’s start date and prepare for arrival.
o Send IT email request for: Email/voice mail set up Computer set up & passwords from IT Access Request to Computer Directory and/or other system access required
o For Office positions: Ensure to have office furniture (desk, chair, trash can, etc.) o For Field positions: Ensure to have appropriate equipment needed for position
Calendar monthly New Employee Orientation (NEO). See NEO schedule. o Plan to present at or have a department representative present on behalf of your department
at NEO.
On 1st Day: Welcome employee and provide a tour of assigned work space and introduce to work team. Tour the facility including: Restrooms, Emergency Exits, Break Areas, Stairwells, Parking area,
Mail Rooms, etc. Discuss internal department and City-wide procedures including:
o Hours of operation and schedule o Provide direct phone #, extension, and office contacts o Parking areas o Scheduled staff meetings or other regular required meetings o City phone directories & Intranet o Supply Room, files, and other office necessities o Department postings/bulletin boards/check-out boards o Department mail services, Copy Machines/Faxes/Printers o How to place a Work Order through designated employee in office:
IT HELP DESK BUILDING MAINTENANCE
o Who to call or request assistance from if Supervisor is not available Discuss policies and procedures:
o Attendance Policy & Expectations o ExecuTime or Timesheets o After hours or weekend office access o Safety in the Workplace:
Driving for City Purposes: City Vehicle vs. Personal Vehicle 33
Identifying & Reporting Unsafe Areas Department issued equipment for safe practice & required usage
Schedule a two (2) day side-by-side observation for the employee with at least 2 different coworkers
If applicable, Issue Key(s) and track the assignment with Department Custodian of Keys:
Comments: ______________________________________________________________________ ________________________________________________________________________________
During the First Week: Check-in with Employee to see if they have everything they need or have questions (supplies,
equipment, resources) Discuss performance evaluation process, set goals, and review job description If driving for the city, ensure to have them sign up for the next Defensive Driving or if driving
personal vehicle for city work purposes, ask that employee provide copy of insurance card to HR.
During the 2 Months of Employment: Meet with Employee to see if they have everything they need or have questions (supplies,
equipment, resources, etc.) Provide feedback on performance
Within 6 Months of Employment: Meet with Employee to ask if they have everything they need or have questions Provide feedback on performance standards
At 6 Months of Employment: Meet with Employee and provide 6 month performance evaluation, if applicable Provide HR with original 6 month performance evaluation, if applicable and discuss goals and
objectives for next review period Meet with Employee and provide interim annual performance evaluation, if applicable
At 1 Year of Employment: Meet with Employee and provide feedback on performance and discuss goals and objectives for
next review period Provide HR with original 1 year performance evaluation, if applicable
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C I T Y O F R I O R A N C H O H U M A N R E S O U R C E D E P A R T M E N T 3200 C I V I C C ENT E R C I R C L E NE SU I T E 450 R IO RANCHO , NEW MEX I CO 87144 505 ‐891 ‐5011 FA X : 505 ‐891 ‐9183
TO: SUPERVISORFROM: HumanResourcesDATE: March16,2016Subject: LocationhasbeenChanged‐NewEmployeeOrientation(NEO)We'repleasedtoannouncethattheemployeeslistedontheattachedNEORosterwillbejoiningourCityofRioRanchocommunity.
Wednesday,April20th,2016.
ForemployeesthatareBenefited:
Pleaseensuretohaveyouremployeereportat8:00a.m.
ForEmployeesthatareNon‐Benefited:
Pleaseensuretohaveyouremployeereportat1:00p.m.
The event will be held at in the Overflow Room, 1st floor.
If you have any questions, please do not hesitate to call our office at 891-5011.
Sincere regards,
Human Resources Ifyouhaveanyquestions,pleasedonothesitatetocallourofficeat891‐5011.
Bestregards,
HumanResourcesCC: AFSCMEUnionRepresentatives PoliceUnionRepresentatives FireUnionRepresentatives
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C I T Y O F R I O R A N C H O H U M A N R E S O U R C E D E P A R T M E N T 3200 C I V I C C ENT E R C I R C L E NE SU I T E 450 R IO RANCHO , NEW MEX I CO 87144 505 ‐891 ‐5011 FA X : 505 ‐891 ‐9183
DATE: 2/5/2016DearNEOPresenter(s):PleasenotethelocationoftheNEOhasbeenchanged:
Seetheattachedpresenteragenda.
Weaskthatyouadheretothisscheduletoallowtimelycompletionoftheorientation.Pleaselimityourpresentationasnotedintheagenda.
Ifyouhaveanyquestions,pleasedonothesitatetocallourofficeat891‐5011.
Sincerely,
HumanResources
Wednesday, February 17, 2016 City Hall Parks & Recreation Large Conference Room, 1st floor
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Notes