ONBOARDING TOOLKIT
Guide to Success at KUMC
“Your Pathway to Excellence”
Guide for New Employees
ONBOARDING GUIDE
FOR NEW EMPOYEES
Dear New Colleague,
Congratulations and welcome to KUMC! We are so excited to have you join this
great organization and being a part of a unique team. Your role at KUMC is
important for fulfilling our mission and vision.
This Onboarding Toolkit is designed to help you become a successful member of the
KUMC Team. This kit will help you navigate through your new job on a pathway of
excellence that we instill on all of our employees here at KUMC. I hope this toolkit
will serve as a useful toolkit for a new and rewarding career at KUMC.
GOOD LUCK!
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ONBOARDING GUIDE
FOR NEW EMPLOYEES
CONTENTS
What is Onboarding
4
Why is Onboarding important and what does it involve?
Timeline for Month-by-Month Success
5
Chart your success of your first year through the KUMC Onboarding Process
Checklist for New Employees
6
The checklist outlines important information every new employee should receive on the first day of employment.
New Employee’s Onboarding Checklist
7
This checklist helps you stay on task for a successful first year.
Sample New Employee Check-in Meeting Questions
9
Meet regularly with your manager during the first months of employment, allowing time for questions, information and training.
New Employee Vision and Expectations
10
Have a conversation with your manager about what success looks like so you can set goals, create a vision and develop expectations.
Recognition Profile
11
The profile helps your manager gain information so that he or she can ensure that any recognition given is on-target and meaningful.
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ONBOARDING GUIDE
FOR NEW EMPOYEES
What is Onboarding?
Onboarding is a term used to describe the steps of orientating, training and retaining employees during their
first year of employment. Successful onboarding programs have demonstrated long-lasting positive effects
on retention and engagement of new employees. KUMC Training and Development is here to provide
employees with support and guidance to help themselves and departments grow to make it as efficient and
effective as possible.
Schedule and Timeline
Working with New Employee Orientation – Meet and Greet and KUMC Onboarding program consists of job
training and sessions on how to be a successful part of KU Medical Center.
MAIN ONBOARDING SESSIONS
Main sessions are designed to give employees basic knowledge to help them in their jobs. These sessions
start the first few months of employment, and continue throughout the first year.
*KUMC 101: Beginning a Successful Career?
Takes place within the first few months of employment. Be part of a panel discussion to talk about
your first few months at KUMC, what was successful and what areas can KUMC be more successful.
What did you need during the first few weeks of work to be successful?
*Our Diverse Community: Diversity at KUMC
Takes place within six months of employment. Focus is on diversity and equality in the workplace.
What is the University’s policy and position on diversity, beliefs in diversity, and what resources are
available? (COMING SOON)
*Leading the Jayhawk Way: “The Pathway to Excellence”
How can you utilize the leader in you to be better in your job and position?
*Success and You! Personal and Professional Development Opportunities
Final series of the four sessions, at the end of the first year an employee has been with KU Medical
Center. A small reception for all employees who have completed the full training series during first
year of employment at KU Medical Center, as well as recognition for completion. Various leaders
from departments will be on hand to visit.
JOB TRAININGS
Job trainings are generalized sessions which offer new employees an opportunity for a better
understanding of their job, resources available, and communication within a higher educational
setting.
New employees are encouraged to participate in all areas:
*Job-Specific Training provided HR and by your department and KUMC:
Job trainings vary by an employee’s position and take place throughout the year on an as-needed basis.
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KUMC New Employee Onboarding Success
Month by Month Timeline, Based on New Employee Start Date
Month
1
Individual Training
Month
2
Month
3
Month
4
Month
5
Month
6
Month
7
Month
8
Month
9
Month
10
Month
11
Month
12
(KUMC Human Resources and Unit Level)
First day orientation, "Meet and Greet" and Department
Orientation
Weekly Meetings for new employee with supervisor
Department level orientation for a group of new
employees
HR Business Partner Check-in with New Employee
6-month review for new employee
On-Line Trainings - Chalk Online
Human Resources Onboarding Sessions
KUMC
(KUMC Human Resources)
101: Beginning a Successful Career
Our Diverse Community: Diversity at KUMC
Leading the Jayhawk Way: "Pathway to Excellence
Success and You!
KUMC Academy - Personal and Professional
Development Opportunities
Job Trainings
(KUMC Human Resources)
KUMC ACADEMY - Job Specific: Programs and
Opportunities offered by HR and Depts.
Jayhawk Jump
(KUMC Human Resources)
Brown Baggin' It (more information to come)
Breakfast Club (more information to come)
= Recommended Time Frame for Completion
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“A Pathway to Excellence”
ONBOARDING GUIDE
FOR NEW EMPLOYEES
New Employee Checklist
Use this checklist as a reminder of activities to be accomplished and documents to be submitted within the
deadlines listed. When each item is completed, place a checkmark in the box. Keep for your records.
First Day
New Hire Forms - http://www.kumc.edu/human-resources/new-employee-orientation.html
I-9 Form – make sure you bring correct documentation for employment eligibility verification
(must be completed in the HR Employment Service Center no later than the first day of employment)
Employee Invention Assignment Form
Personnel Information Data Form
Federal W-4 Form
Kansas K-4 and/or Missouri W-4
Direct Deposit Form (bring voided check)
-All Completed forms should be delivered to the Employment Office at 1044 Delp, (913)588-5086, 8a-4:30p
New Employee Orientation “Meet and Greet” – For questions, Contact Michael Cole (913)588-5050
*Students, Temporaries and Part-Time less than 50% not required to attend.
Attend Benefits Orientation and submit all forms – Need to be completed within 30 days of employment
Benefits Office – 1044 Delp (913)588-5087
a. Optional Group Life
b. Health Insurance
c. Flexible Spending Account
Obtain Photo ID Badge – Employment Service Center - 1044 Delp
Confirm work schedule and dress code with supervisor
Be assigned a “Mentor” to assist with general questions
First Week
Log-in to HR/Payroll database following email from payroll to set-up your profile. https://hr.ku.edu/
Access to computer with email address, and able to log-in to myKUMC
Online HR Orientation – http://www.kumc.edu/human-resources/new-employee-orientation-x11859.html
Review Policies and Procedures - http://www.kumc.edu/policies-and-procedures.html
Make appointment with Occupational Health Clinic – G110 Delp (913)588-6512
Parking Permit – if needed: Parking Support Services, 2600 W. 36th Ave. (913)588-5175
Review job duties and expectations and standards with supervisor
First Month
Compliance Training Modules: https://my.kumc.edu Select the “Training” Link, then “Chalk Online Training” on
the myKUMC portal. The following modules are listed under REQUIRED annual training. The last two are
under additional training required.
 Computer Security Awareness Training
 Environment, Health and Safety Tutorial
 Respect in the Classroom and Workplace: Preventing Prohibited Harassment
 Workplace Violence Training
Under ADDITIONAL Training
 HIPAA
 KUMC Policies for New Employees
DEADLINE: Complete within 30 days of employment
ONBOARDING GUIDE
FOR NEW EMPLOYEES
NEW EMPLOYEE ON-BOARDING CHECKLIST
Knowing where to start may seem overwhelming, so we have included some suggestions of things you can do
during your first year that can help you feel more comfortable here at KUMC. You are a huge asset to the
University. With your help, we can continue to achieve success towards our goals, vision and mission.
FIRST WEEK
What should I ask or look for?
Attend New Employee Orientation “Meet
and Greet”
Hiring manager should have signed you up for
New Employee Orientation “Meet and Greet” where
you will meet leaders of KUMC and learn about
benefits.
Meet various co-workers
During meetings, lunch and breaks meet various
individuals in your department.
Discuss with you manager job description and expectations
Tour different areas of your department and
Obtain a campus map to help you navigate
the university to get a feel of the place you now work. Where are the bathrooms and break room
Go over New Employee Checklist with manager
Check off when you complete tasks. Then at the
end, both you and your manager sign and placed in
personnel file.
Try to have lunch with your new co-workers on day one.
Get acquainted with KUMC websites
Check email
 Log-in to HR/payroll database
Paychecks
Vacation/Sick Leave Reporting
Finish MyKUMC Chalk Online Training Modules
Computer Security Awareness Training
Environment, Health and Safety Tutorial
Respect in the Classroom and Workplace:
Preventing Prohibited Harassment
Workplace Violence Training
HIPAA
KUMC Policies for New Employees
**Complete within 30 days of Employment
Ask to see organizational charts of department to understand how it is organized
Ask if you will be assigned a “Mentor”
Help with specific jobs and questions
Clock in/out
What time am I required to be here and what are
my hours? Am I required to clock-in/out?
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Work Space
Work area
Where is my desk?
Where is the copier/fax machine and how to use?
How do I use the phone/ voicemail/ computer?
What are the safety procedures/policies?
Other
Office supplies
Where are office supplies located and/or how do I
order them?
Key or access
Hours building is open and when I have access to
specific areas. How do I lock/unlock office space?
Verify working computer
How do I order business cards, name plate, etc.
Training and Development
Enrolled in New Employee Orientation
“Meet and Greet”
 Upcoming pertinent trainings required for the job
Allowed time to work on Chalk Online
Training Modules
Computer Security Awareness Training
Environment, Health and Safety Tutorial
Respect in the Classroom and Workplace:
Preventing Prohibited Harassment
Workplace Violence Training
HIPAA
KUMC Policies for New Employees
**Complete within 30 days of Employment
FIRST MONTH – 90 DAYS
Weekly Meetings with manager and ask
about a 1:1 meeting.
Talk with manager about goals and expectations.
Make sure to ask questions and review job
description.
 Go over Goals/Vision/Expectations (p. 10)
Trainings
Inquire about any upcoming training
opportunities
3 MONTHS – 1 YEAR
Training
Inquire about any training needs
Performance Review
Review employee vision and expectations
Check in with manager for feedback on your
progress.
Determine Performance Goals
Make short term and long term goals
Check in with questions
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ONBOARDING GUIDE
FOR NEW EMPLOYEES
Sample Questions You May Be Asked By Supervisor
1. How is your job going?
2. Is it what you expected when you were hired?
3. Any surprises? If yes, what were they?
4. Has training been helpful?
5. What training would you add?
6. Has your mentor been helpful?
7. Do you have all the tools/equipment you need?
8. Do you know where you stand in terms of your progress since you started working?
9. How are your relationships with your co-workers?
10. Was the New Employee Orientation helpful?
11. Do you have suggestions on how to improve New Employee Orientation?
12. Was the Benefits presentation helpful?
13. Do you have any suggestions on how we could improve our work across the department?
14. Are there any questions you still have or is anything still unclear?
15. Is there something we should be providing new employees that we have missed?
16. Do you feel out of the loop about anything?
17. Do you have any general suggestions?
18. Is there anything you would like to tell me that I have not asked you?
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ON-BOARDING GUIDE
FOR NEW EMPLOYEES
KUMC - Vision and Expectations
Team Member:
Date:
Leader:
Top 3 Expectations Of Team Member:
1
2
3
4
Vision and Expectations
Top 3 Expectations Of The Leader
1
2
3
4
Expected Outcomes
Leader Signature:
TM Signature:
Next Steps
Revised 1/13
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ON-BOARDING GUIDE
FOR NEW EMPLOYEES
Recognition Profile
Complete this form so we can learn a little more about you. Share only what you want.
Check out KUMC’s Rewards and Recognition webpage to encourage, recognize and reward employees.
http://www.kumc.edu/human-resources/rewards-and-recognition.html
Name _____________________________ Position ____________________________
Today’s Date ______________
FAVORITES
Start Date _________________
Birthday (month/day)___________
Family (optional)
Beverage
Book/Author
Color
Hero or someone I admire
Food
Hobby/Sport/Interest
Pet(s)?
Movie
Restaurant
Snacks
Hobbies/Interests
Sports Team
Type of Music
What are your personal goals?
What types of recognition or praise do you like best (public, private, written, verbal, formal or informal)?
ON-BOARDING
GUIDE FOR
What form of recognition motivates you most (gift card, time off, candy/chocolate, coffee/tea, meaningful note, more
flexibility/opportunity)
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MAN
AGER
S