On and Beyond: A Manager’s Checklist for Onboarding New and Transferring Employees In order for newly hired and transferring employees to arrive and thrive, Human Resource has compiled this checklist to help managers ensure their new team members are prepared to make a successful start. To quickly reach full productivity, new employees must: 1) 2) 3) 4) 5) Quickly and effectively learn their new job role Acquire relevant resources, training and support Learn organizational and department culture Acquire a sense of self-efficacy in doing their job Develop relationships with team-members and college colleagues Completing this checklist will help employees achieve these goals. It is useful to think about employee onboarding in terms of what must be done before arrival, in the first days, and in the early weeks and months of employment. There may be some details to add or subtract based on department need and job responsibilities but the experience and outcomes should be consistent for all employees: each is welcomed, oriented to the College and department, and supported in acquiring the organizational relationships and knowledge to perform effectively. To see what employees are learning in orientation go to: http://www.cscc.edu/about/hcd/OrientationOnboarding.shtml Page 1|5 Before First Day This list can be complete by a manager or designee for a new or transferring employee. # Task Detail Arrange for set up of office or work area. Phone (call x5050) Computer Updates (call x5050) Software (call x 5050) Keys (x5401) Key card access (x2595) 1 Office set-up, furniture employee nameplates(x5444) Office Supplies ___________________________ Communicate with employee about All employees are registered for orientation during their pre-hire meeting where to go on their first day. with HR. All employees must attend the Include guidance on where to full-day orientation on the first of the 2 month. Those hired on the 15th also attend park. Also provide a brief description of the mid-month orientation. See http://bit.ly/RP4LfH for orientation agenda how they will spend their first few and registration. days. Set up employee meetings with critical Name Date Location ________________________________________ organizational clients and partners (if ________________________________________ relevant). Add to new/transferring ________________________________________ employee’s calendar. 3 ________________________________________ ________________________________________ ________________________________________ 4 Create plan for employee’s first week. Create “welcome packet.” (Recommended) 5 6 7 Identify required and recommended training to confirm with employee. (Employees are advised of safety and Colleague requirements during orientation. Departments may have internal training.) Prepare current staff to integrate new /transferring employee. Welcome Letter Job manual (if available) Contact names for the department Schedule for first week Department/unit organization chart Department/unit phone/email list Mission/vision and guiding principles for department/unit or how department enacts college mission/vision/values Campus Tour Information Business card order form Key request form Software request form ___________________________ Orientation ( http://bit.ly/RP4LfH) Onboarding (See “College Knowledge”) Safety ( http://bit.ly/1tJ9XDJ) Colleague ( http://bit.ly/ZMWTzp) Title IX (Future) ( http://bit.ly/ZF9rZg) Office 365 (In Blackboard) ___________________________ Send start date Send Bio or resume Discuss how to welcome and orient Page 2|5 # First Day(s)/First Week Orient employee to office area, campus or learning center. 8 9 Introduce employee to co-workers. 10 Review prepared “welcome packet.” Review Department Policies. 11 12 13 14 15 16 17 18 Provide employee list of current department projects and highlight roles of other department members. Begin extended introductions with co-workers. Team members meet with the new/ transferring employee to discuss their work. Refer employee to required and relevant training. Discuss performance expectations and begin performance planning. Introduce employee to key clients and partners (other departments or community). Touch base with employee each day to answer questions. Create first assignment. Copier and codes Mail Restrooms Break/lunch areas and vending Safety Procedures Office supplies and equipment Recycling Take them on a tour of the building Elevators, stairs, and exits How to open/close office (if appropriate) ___________________________ ___________________________ Update email distribution lists See item #5 Process sick leave and vacation requests Dress code Office Procedures Network drive/shared files Work Hours Emergency procedures School closings Security protocols and building hours Phone and computer use Timecard procedures (if appropriate) Department traditions/culture Online resources for additional information Cell Phone/Mobile Device Policy (If appropriate) ___________________________ See item #6 Discuss department work in relation to college mission, vision and values Discuss key responsibilities Discuss core competencies Discuss individual and team goals See item #2 Achievable task to facilitate learning, meeting people and gaining confidence in new role. Page 3|5 Within 30 days Continue extended introductions with co-workers if needed. Regularly check-in with employee to ensure they have needed information and resources, Pro-actively integrate new/transferring employee into the work team. This can be done through team building activities, partnering with or shadowing co-workers, team planning meeting or other activity that involves team interaction. Ensure participation in appropriate training if needed (items #6 & #14). Continue arranging meetings with key clients and partners if needed (items #2 & #16). Complete planning guides for performance management (item #15). Thirty days and beyond Encourage participation in “College Knowledge” sessions. Recommended for new non-managerial employees Attend monthly information sessions with representatives of college divisions. This will help employees learn about and develop relationships with other departments and a full picture of the work of the College. Choose one of two offerings of each session during first year. See: cscc.edu/signup. Month Division Jan/July Academic Affairs Meeting Times th January 30 9-10 a.m. st July 31 , 9-10 a.m. Feb/Aug Mar/Sept Enrollment Management and Student Services Marketing and Communication th February 27 9-10 a.m. th August 28 9-10 a.m. th March 27 9-10 a.m. th September 25 9-10 a.m. Apr/Oct Information Technology th April 30 9-10 a.m. th October 30 9-10 a.m. May/Nov Human Resources th May 29 9-10 a.m. th November 20 9-10 a.m. June/Dec Business and Administrative Services rd June 23 , 9-10 am. th December 11 9-10 a.m. Recommended for new Managers: “Making Connections” Assist new leaders in meeting as many relevant areas of the college as possible. This will help the new leader: 1) Obtain a full picture of the work of the College 2) Develop a systems view of how this work is accomplished 3) Learn the culture, practices and traditions of the organization; and 4) Develop a productive social network to support effective communication and collaboration. Use the “Making Connections Meeting List” to schedule appropriate meetings. Managers should also attend Monthly Managers’ Forums. See: cscc.edu/signup. Page 4|5 Page 5|5