Sciencenter
Orientation Packet for New Team Members
What’s in this packet:
 Orientation goals
 Checklists
 Orientation meeting agendas
Orientation Goals
At the end of the orientation period, we would like you to be familiar with:

Core organizational framework (mission, strategy, etc.)

Staff handbook

Approach to communication: “Crucial Conversations” CD-based course

Quarterly staff survey process

Annual staff review process

Work plan and planning process

Budget and budgeting process

Safety policies and procedures
In addition, we would like to make sure that you have:

Met with other staff and learned their primary functions

Obtained / ordered any basic equipment you need

Learned the basic tools you need to use (IT, financial procedures, etc.)

Met with your staff mentor

Scheduled lunch with the president one month after your start date
Sciencenter Orientation Program for New Staff
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Checklists
Checklist for Hiring Manager
Before the first day of work:

Set up meeting with president for first morning of work

Make sure other candidates have been notified of the hiring decision

Have PR & Media Manager post an updated org chart & staff listing on website

Prepare orientation schedule – see template

Schedule meetings (in addition to position-specific meetings):
1. 1st day:
Organizational overview
(Executive Director)
2. 1st week:
Approach to communications
(Associate Director)
3. 1st week:
HR & business matters
(Dir of Finance & HR)
4. 1st week:
Network communications and IT (Dir of Finance & HR)
5. 2nd week:
Budget process
(Dir of Finance & HR)
6. 2nd week:
Annual planning process
(Associate Director)
7. 4th week:
Lunch with president
(Executive Director)
o Arrange for new staff member to meet for 10-15 min with all departments
and staff members during first week

Make sure new staff member brings these on first day:
o ID (driver’s license, Social Security card, passport, or birth certificate)
o Voided personal check or deposit slip (for direct deposit of salary/wages)

Have mailbox set up in main office (via Guest Relations & Operations)
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Checklist for New Staff Member’s Manager
(typically the department head)
First day

Meeting with executive director (allow 2 hours)

Tour facilities
 Exhibits
 Store
 Restrooms
 Shop
 Storage areas
 Equipment cabinet (show combination lock)
 Show location of fire exits, fire extinguishers, fire alarms

Lunch together

Show main office setup and equipment, including:
 Mail room
 Postage scale and meter
 Copiers & spare paper
 Fax machine
 Office supplies (report to volunteer coordinator if low or out of stock)
 Kitchenette (emphasize cleanup after each use)
 Fridges (label your own food if you want to save it)
 Trash and recycle bins

Meet with Director of Finance & HR to fill out basic HR forms

Assign a staff mentor (a peer in another department, if possible. Not the new team
member’s manager)

Emphasize that new team member should read the Staff Handbook within one week
 File on server in: \Administration\Policies and Procedures\HR - Staff Handbook)
 Sign certification sheet (give to Director of Finance and HR to file)
NOTE: Additional training is tailored to the position description.
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Checklist for Director of Finance and HR
Before first day

IT items to set up via IT team:
o Email address initial+Lastname@Sciencenter.org
o Staff listserv
o Workstation account
o Account and staff folder on server

Set up workspace & desk

Organizational chart update
o Update in Visio
o Save as PDF, send to Public & Media Rel Manager to post on website

Phone extension
o Set up extension name from Extension 10 in main office
o Set up voicemail box
First day

Get copy of new employee’s
 ID and social security card (or passport)
 Voided check for direct payroll deposit

Fill out the following forms:
 I-9
 W-4
 New York State Wage Theft Protection Act
 Flexible Spending Account sign-up form (health and/or dependent care)
 NOTE: must fill out at hire and each year, even if declining
 Insurance becomes effective 1st day of month after hire
 Give beneficiary form for disability and life insurance, get back in 1 week

Credit card form: assign to operations, exhibits, or education group

Fill out personal information form and distribute to:
 Membership manager
Sciencenter Orientation Program for New Staff
(update museum database)
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 Public relations manager
(update staff website1, order bus cards)
 Manager of VSO
(name badge)
 Enter phone and emergency info in lists on server
 Enter birthday in staff birthday listing
 Enter start date in staff hire-date listing

Train on security
 Issue keys (get from facilities manager)
 Train on security system
 Stress need to keep outside doors locked at all times
 Note: Use last-one-out procedure if after 6 pm
First week

Train on IT
o Outlook
o Email system
o Staff listserv: pstaff@sciencenter.org
o Server: orientation on server file system

1
Train on phone system

Record name and outgoing message

Demonstrate shortcuts to change/get voicemail

Schedule meeting with health insurance representative (if appropriate)

Set up on Paychex payroll system (using W-4, I-9, voided check)

Get 4-digit PIN assigned by staff member (fax to Omega Systems)

Ensure that a mentor has been assigned by the hiring manager
Make sure that all other candidates for the position have been notified before posting on website.
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Notes for Orientation Meeting #1 (first day)
Topic: President’s Welcome and Introduction to the Sciencenter
(New team member, President(lead), new team member’s manager)
NOTE: This meeting should take place at the start of first day (~2 hours)
1. Welcome letter
2. Orientation outline
3. Core documents
 Mission-vision-values (bulletin board item)
 Visitor service statement and goal to provide a legendary visitor experience
 Core audiences
 Visitor learning goals
 Organizational strategy
 Organizational chart (board-staff relations, matrix management)
 Decision-making guidelines (bulletin board item)
i. Note decision strategies we use: command, consult, consensus, vote
 Organizational culture
 Communications – Crucial Conversations CD course, listen within 1 month
4. Staff handbook (read & sign staff handbook certification sheet within one week)
 Quarterly staff survey
 Annual performance review procedure
5. Strategic and Annual Work Plans
 Outline of planning process
 Strategic initiatives & Annual objectives
6. Miscellaneous
 United Way – We are a Pacesetter Organization & do August staff campaign
 Sign confidentiality statement
 Importance of keeping building & grounds clean
 Staff mentorship program
7. Schedule lunch date with executive director (in one month)
8. Ask for questions
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Orientation Meeting #2 (first week)
Topic: Approach to Communications
(New Staff Member, Associate Director (lead), new staff member’s manager)
ITEMS TO BRING TO MEETING:
1. Culture summary
2. “Crucial Conversations” summary
3. Decision making guidelines
AGENDA FOR MEETING
 Welcome to the team!
 Culture summary
 Crucial conversations course
o Listen to the 6 CDs in first month
o Summary is a reminder of techniques you can use to communicate most
effectively, once course has been listened to
 Decision making guidelines
o Involving the right people in decisions
 Communicating meetings through minutes to the right people
 Staff mentor program
 Review guidelines
 Ensure that mentor/mentee relationship has been established
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Orientation Meeting #3 (first week)
Topic: HR Matters
(New Staff Member, Dir of Finance and HR (lead), new staff member’s manager)
ITEMS TO BRING TO MEETING:
1. Benefits listing
2. Credit card reconciliation form
3. Time sheet
4. Expense reimbursement form
5. Purchases in local stores and weekly orders are coordinated by Guest Relations &
Operations Dept.
AGENDA FOR MEETING
 Welcome the new staff member to the team
 Describe benefits
 Paydays (15th and last day of month)
 Time sheet
 Credit card (if appropriate)
o Monthly reconciliation procedure
 Time-off policies
 Expense forms (note current mileage reimbursement rate)
 Travel, including personal auto use (if appropriate)
NOTES:
1. Set up credit card, if appropriate
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Orientation Meeting(s) #4 (first week)
Topic: Network Communications and IT
(New staff member, Director of Finance and HR (lead) )
ITEMS TO BRING TO MEETING:
1. Telephone instruction sheet
AGENDA
 Telephone procedures
 Server access and folder privileges
 Email and email policies
 Use of staff listserv
 Basic software (as appropriate)
 Policy on shutting off computers after work (always turn off unless needed)
 Computer backup procedures
 Printers, cartridges, and other supplies (ordering, paper, recycling)
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Orientation Meeting #5 (second week)
Topic: Budget Process
(New staff member, Director of Finance & HR (lead))
ITEMS TO BRING TO MEETING:
 Annual budget
AGENDA
 Every dollar counts - We are not a “use it or lose it” organization
 Our fiscal year
 Budget development process & schedule (consider the position and at what level
the new staff member is involved in budgeting)
o Budget requests by departments (Sept)
o Compilation by director of finance & HR (Sept)
o Review by staff directors (October)
o Review by finance committee (October)
o Review by trustees (October)
o Revisions (November)
o Review by finance committee (November)
o Approval by trustees (November)
 Categories of funds
o Operating
o Grants, overhead, and overhead recovery
o Capital funds: building and equipment items > $2,500
 Value of staff time (including benefits & overhead)
o Hourly equivalent = Salary / 1000
o Example: $40,000 salary --> $40/hour = approximate value of your time
once salary, benefits, and indirect costs are combined
 Role of endowment and how each staff member can help through visitor service
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Orientation Meeting #6 (second week)
Topic: Annual Planning Process
(New staff member, Associate Director (lead), new staff member’s manager)
ITEMS TO BRING TO MEETING:
 Annual plan
AGENDA
Strategic Plan
 Overview of strategic planning process and goal of the plan
 Strategy Map: Vision statement as the starting point for all activities
 Relation of strategy to annual plan (annual plan is based on long-range strategies
and goals)
Annual Work Plan.
 Current plan and how it is developed
 Cross-functional nature of most organizational objectives
 Matrix management of projects
 Time allocation for ongoing work and special projects
 Importance of team effort
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