U New Employee E Onboarding Checklist TO (Draft) · 2016-10-26 · Onboarding Checklist 7...
Transcript of U New Employee E Onboarding Checklist TO (Draft) · 2016-10-26 · Onboarding Checklist 7...
1
WE
LC
OM
E T
O T
HE
UN
IVE
RS
ITY
OF S
OU
TH
F
LO
RID
A S
T.
PE
TE
RS
BU
RG
New Employee Onboarding Checklist
(Draft)
2
Table of Contents
Getting Onboard
3
Onboarding Team Roles
4
Onboarding Partner Guide
5
Onboarding Checklist 7
10/25/2016
3
Getting Onboard
Every new employee needs onboarding. The purpose of the onboarding program is to welcome staff to USF St.
Petersburg and provide them with the resources and learning they need to excel. An effective onboarding pro-
gram is critical for the following reason:
To help new hires feel that they are part of a larger organization and they are integral to the success of
the academic mission of the College.
To communicate the culture of the organization so that the actions and decisions of new employees are
more in alignment with University practices and help the organization function more smoothly.
To expedite getting new hires up to speed so they have a strong stat in the unit and college.
Ob
jective
s & B
ein
g S
ucce
ssful
Objectives
This program provides a 180-day plan to help new employees onboard successfully. It
includes information about the College, links to key documents and websites, as well as roles
and responsibilities for the supervisor, new employee, and the onboarding partner.
Key Factors for Successful Onboarding or New Employees Preparation fro new employee’s arrival
Learning way University
Getting to know colleagues
Learning about the University
Beginning an active plan for success
Understanding role, performance expectations and the performance management
procedures
Learning about he department’s and the University’s mission, vision, values, and
culture and how their role contributes to these factors
4
Onboarding Team Roles
An onboarding team should consist of the Hiring Leader, a carefully selected Onboarding Partner and the
New Employee. Department Managers and Human Resources also play support roles by providing
templates and offering and offering consultation. This chart documents the role that each plays.
Department Manager
and HR Support Hiring Leaders Onboarding Partner New Employee
Department Manager -
Provide tools; assist hiring
leader to create the
onboarding plan
Create a personalized on
boarding plan (i.e., identity
onboarding partner, valuable
onboarding activities, events
and key stakeholders.)
Work with the Hiring Leader on
creation of 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.
College HR - Provide
consultation and tools; and
facilitate process
Coordinate Pre-Arrival
contact for first or second day
of new team member.
Serve as onboarding partner for
new team member. Build relationships.
Meet with new team member
Day One or Week One to set
clear expectations for
onboarding and the role in
general, as well as to provide
contextual and orientation
related information..
Help the new team member
navigate the organization.
Be open to learning about
the culture.
Meet weekly for the first 4-6
weeks. Biweekly or monthly
thereafter.
Provide insight about the cul-
ture and how the organization
works.
Bask questions to ensure
and understanding of
charge and role.
Ensure office space and
system access and provided
Day One. Oversee other
pre-arrival logistics.
Connect the new team member
to peers and key stakeholders.
Work with Hiring leader
and colleagues to
determine and clarify
performance measures.
Assist new team member with
integration into peer group.
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.
5
Onboarding Partner
Characteristics of an Onboarding Partner:
Open, friendly and trustworthy personality
At least one year at USF St. Petersburg
Successful in performing his or her own responsibilities
Compatible work schedule and location with the new employee
Responsibilities of the Onboarding Partner:
Partner with the hiring leader in the creation of the onboarding plan
Have a First Week lunch/meal break with the new team member
Establish and build rapport with the new employee
Have a check-in meeting with the new team member weekly for the first month
Check in every other week, Months 2-3 - determine frequency
Make introductions to peers and colleagues
Help the new employee understand and adapt to college and unit/department culture
Participate in/lead activities as described in the onboarding plan (tours , meeting
introductions, shadowing, information sharing, etc.)
Act as an informational resource and answer questions as needed
Onb
oard
ing
Partn
er G
uid
e
Onboarding Partner Events - Content/Discussion Guide
Initial Lunch Meeting - Week One
This is an opportunity to build a relationship with the new team member. The content should
be comfortable and relational. Use this opportunity to get to know each other and build
rapport.
Ask questions to learn about new employee’s life and career
Identify point of connection
Describe your role
Discuss process/schedule for future meeting:
Meeting frequency and times
Determine where future meetings should take place
Establish who initiates future unscheduled meetings; let him or her know that he or
she is welcome to schedule meetings when needed
Discuss communication preferences for both of you: phone, e-mail, face-to-face,
shorter more-frequent “check-ins” or longer less-frequent formal meetings, etc.
6
Onboarding Partner
Subsequent Check-in Meetings
Topics could include:
Navigating the organization
Training gaps - is there something the new team member would like more
information on? Something that you can support him or her in working on or
learning? Training class suggestions? Can you point him or her in the right direction? -
Check in on whatever is identified in future conversations.
Policy/procedure questions
Hidden benefits of the University - do you know of the great things going on that the
new employee may not know about?
What is working and what isn’t?
Is he or she meetings the right people to be successful
General listening
Onb
oard
ing
Partn
er G
uid
e C
ont.
Tips for Onboarding Partners
Do:
Listen
Share lessons learned and mistakes made
Be patient: It takes time to develop a relationship
Act as a sounding board
Model good time management and organizational skills
Accept the differences in people
Offer non-judgmental feedback
Be positive
Empathize
Remain flexible
Try to identify the new leader’s personality and communication style and adapt
accordingly
Ask for help from the hiring leader if you need to
Don’t
Worry about being perceived as the expert. Focus your attention on the new
employee and be a resource where you can be
Talk negatively about the new employee to anyone or about anyone else to the new
team member
Thank you for your investment in the success of this new employee!
7
On-Boarding Checklist
This checklist is designed to assist with the orientation 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 fist day.
Bring a voided check or your bank direct deposit form.
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: ________________________
Important Deadlines & Dates: ________________________
Stop by Business Services to pick up your complimentary two week parking pass; Review Parking
options.
Obtain Employee ID Number & set up NETID (instructions in New Hire Paperwork)
Obtain your ID badge
Department will set up your email
Enroll your cell phone in MoBull Messenger.
Meet with your New Hire Mentor
8
On-Boarding Checklist Con’t
FIRST WEEK CON’T
Done To Do
Tour of building, floor, and college: be certain to identify entrances and exits, emergency exit routes,
fire extinguishers, 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
View the GEMS Self-Service Tutorial
Update emergency contact information in GEMS Self Service.
Note the IT Help Desk (727)873-4357 and On-line Service Request
Check with department for access to the following
___ Emergency Evacuation/Plan ___ Restrooms, fire exits, break room
___ First Aid Supplies ___ How to obtain office supplies
___ Recycling ___ Who to call for service or help
___ Key/Door Access ___ Phone System and email
___ Office Equipment ___ Rules for after-hours access to work area
___ Internal USFSP Mail Procedures ___ Rules for breaks and overtime
Review the Florida Sunshine Law and ask your manager how it applies to you in your role
Review USFSP’s Policies and Regulations page and Workplace Expectations & Guidelines
Review job description and review 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 duties and responsibilities
___ Your specific 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
Check with department to see how these apply to your role:
___ Budget Procedures ___ Travel
___ Probationary Period ___ Timesheets
___ Dress Code ___ Email Regulations
___ Work Schedule ___ USFSP Holidays
___ Internet Access ___ If applicable to position, ASFCME CBE
9
On-Boarding Checklist Con’t
WITHIN FIRST TWO WEEKS
Done To Do
Meet with your manager to understand the purpose of your role; how your work fits into the de-
partment’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 opportunity 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 you area.
Keep open communication with your manager about your initial learnings and training needs. Re-
quest time to go over performance expectations & goal-setting process if you are a staff employee,
review any necessary 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.
WITHIN FIRST MONTH
Done To Do
Complete your eDisclose. Located under MyUsf>Business Systems>eDisclose
Enrollment for health benefits. You can view and enroll in a plan through My benefits Website
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
10
On-Boarding Checklist Con’t
WITHIN FIRST THREE MONTHS
WITHIN FIRST SIX MONTHS
Done To Do
Consider “shadowing” an employee or your supervisor for exposure to the department and or-
ganization.
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 in-
formation 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.
Consider joining the Staff, Faculty Senate, Administrative Advisory Council (AAC) or the USF Club.
IN 6-12 MONTHS
Done To Do
Continue to seek regular feedback, no matter how informal. You will receive formal feedback during
an annual review.
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 recognized appropriate learning opportunities.