NEW FACULTY ONBOARDING
Franklin University recognizes that its faculty members are vital to a successful future and is
committed to providing its newest members with meaningful support and enriching experiences
during the first year of employment. Onboarding activities, designed for the purpose of integration
and education, provide new faculty with the opportunity to learn about the University’s culture,
mission and strategic plan through a combination of mentoring, education, and practical experience.
FULL TIME FACULTY ONBOARDING PROGRAM
Mission
The mission of the full time faculty onboarding program is to provide practical information to help faculty
perform their jobs; introduce them to the University and the Franklin community and integrate them into the
University culture in order to enrich their experience at Franklin.
Objective
The objective is to retain the talent that the University has been able to attract and give them a positive
impression of the Franklin community. This onboarding program will help the new full time faculty become
familiar with the operations of the University, help them feel that they are a part of the University from the
first day of employment, and enhance their performance during the training period.
Overview
The onboarding process will involve the introduction to certain facets of life at Franklin, provide new faculty
with information that they need every day and train them on systems that they need to perform their duties.
The Program
New faculty will be made to feel welcome by their respective departments before they report to work.
The new faculty member will report to work with his/her office space prepared for the first day of work, with
office space, technical equipment and phone ready for use. The new faculty member will be properly
introduced to co-workers and other members of the faculty and be shown how his/her department relates to
the other departments within Academic Affairs.
The new faculty member will be given training on using the office equipment provided, training on how some
of the internal technical systems work and where to get help if those systems should fail. The faculty member
will be provided office contact information on co-workers to make the first few days easier.
New faculty will be given training and information on the processes used for accreditation and assessment of
programs.
New faculty member will be given information on other departments within the University and how they
relate to the faculty.
The new faculty member will be given training/information on administrative functions of the faculty job, such
as the adjunct hiring process, forms associated with the faculty role, information on the bookstore/textbooks,
and other everyday processes.
New faculty members will be informed of internal events, such as the Speaker’s Series, which will be
informative on subjects of interest.
New faculty will be will be given the opportunity to be involved in The Speaker Series which presents new
employees the opportunity to engage in organizational learning and interaction with University leaders. This
provides a rich illustration of how individual contributions shape the success of Franklin.
At the end of 90 days, the faculty member should feel like an integral part of the University and feel
comfortable in his/her role, with the information and training provided during this initial period.
The Department Chair’s Role in the Faculty Onboarding Process
Before a new faculty member begins work, the University has made a considerable investment of time to
attract the academic talent that the University needs to maintain the goal of providing a quality education to
our students. The new faculty member comes with great expectations about his or her fit within the academic
community at Franklin, and expectations about the impact that he or she can make at the University.
The faculty onboarding process has been developed to give the new faculty member’s department chair
guidelines and resources that will enhance the first experiences at Franklin and provide the new faculty with
the training and information to help make the transition into the Franklin community a fulfilling experience.
This onboarding process provides the following:
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New Faculty Checklist – This is a resource for the department chair which lists all the information and
training to be given to the new faculty, along a recommended timeline during the first 90 days of
employment.
New Faculty Orientation- This provides an outline of the orientation that is held after approximately
90 days of employment.
First Year Speaker Series – This is an outline of the series that will provide knowledge of various areas
of the University.
New Faculty Training – This outlines training which will provide knowledge of operations within the
University and provide technical skills needed to use University systems and equipment.
New Employee Mentoring Program – Each new faculty member will be paired with a mentor, which
will help in transitioning into Franklin.
The First Year Stay Interview – The First Year Stay Interview is conducted at the end of the first year
with each and every new employee to gather feedback on the first year experience. This will help
measure the effectiveness of the onboarding processes.
We want every new faculty member to have a positive feeling about their working environment and have a
successful career here at Franklin. The department chair can have a positive impact during the first year of
employment, and the objective of this process is to provide those tools to help in affecting that impact.
New Faculty Checklist
New Faculty Name ___________________________
Title ________________________________
Start Date _________________________________
Date of 30 _____ 60 _____ 90_____
Prior to the new faculty’s start date:
□ Announce the new hire to the rest of the team
□ Schedule time to spend with the new Faculty
member during the 1st week
□ Schedule time for trainings and introductions
□ Office/Work space prepared
□ Computer (email: ____________________)
□ Phone (ext: _______________________)
□ Order necessary office supplies
□ New User Request Form submitted for
o Network access
o Outlook account
o Software
o Voicemail
o Keys and ID badge
o Business cards
o Name plate
During the first week of employment for your new
faculty:
□ Introduce co-workers
□ List of frequently used extensions
o Co-workers
o Faculty Services
o Security
o Help Desk
□ Information on Campus and amenities
o All buildings – provide map
o Mailboxes, Restrooms, Fridge, etc.
□ Explain office equipment
o Set up voicemail
o Provide computer login
□ Discuss email, internet, voicemail and phone
use
□ Discuss
o Frequently used forms
o Bookstore/Textbooks
□ Show Intranet/Clearspace
□ Discuss
Faculty Toolkit for future reference
(Training Date___________)
During the 1st 90 days of employment for your new
hire:
□ Discuss introductory period and Performance
Reviews
o 30-60-90 day review
o Expectations/goals to be met during
introductory period
o One-on-Ones
o PMP process/ePMP
□ Self-Reporting Time and Attendance
□ Ordering supplies
□ New Faculty training/Information on:
o Accreditation
o Adjunct Hiring Process
o Assessment
o Clearspace
o Faculty Services
o FERPA
o Forms
o Greet & Eat
 FISH
o Library
o Meetings and their structure
o Mentor Program
o Multimedia
o New Employee Orientation
o Organization and Communication
o Organizational Structure and
relationships between departments
o PMP Training Class
o Safety and Security training
 MySafeCampus reporting
 Franklin Alerts
o Speaker’s Series
o Student Learning Center
o Student Services/Advising
o Transfer Credit & Articulation
o Outlook
New Hire Links for Department Chair
Upon the acceptance of an offer, HR completes a form which is submitted to the Help Desk that includes the
new hire’s name, status, and start date. Once the helpdesk receives this information, the email shown
below is sent to the Hiring Manager to ensure that the new employee has computer, email, and phone
access, as well as any office equipment he or she might require for job duties.
Congratulations on the addition of new hire, Sally Smith, to your department.
To ensure that all necessary resources are set up and working, please complete the following items within the
next 24 hours. This process provides information to the responsible departments so that Sally Smith will have a
successful start here at Franklin. If you have already completed these forms for Sally Smith we appreciate your
prompt action.
With the following links, please make sure you are logged into my.Franklin.edu.
1. Please fill out the hardware and software needs list located at:
http://my.franklin.edu/chalkboard/html/IT/NewUser.html
If you will be using existing equipment, please note that on the form as you fill it out. This form includes
request for phone and voicemail for all staff.
2. Request any move in furniture or new furniture through facilities at:
http://my.franklin.edu/chalkboard/html/Forms/work.html
3. Make the new hire feel at home with their name plate. Order it at:
http://my.franklin.edu/chalkboard/html/Forms/signrequest.html
4. Order any office supplies through your department's representative.
5. Order keys and access cards at:
http://my.franklin.edu/chalkboard/html/Forms/keycardrequest.html
6. After the completion of this process an informational email will be sent to you from the Help Desk. This
email will contain all account, phone extension, and login information. You will then be able to submit the
business card request at:
http://franklin.iddg.com/login.php
Please feel free to contact the helpdesk with any questions about any of these steps.
New Faculty Training
Academic Technology
Meet with representatives from the Academic Technology and Innovation department and learn about how they
support faculty and designers in course development. This session will also provide an overview of faculty profiles
including how to set them up and who to go to. Learn about Franklin’s Learning Management System (LMS) and how to
utilize this system as a member of faculty.
Accreditation
Learn about our accreditating bodies and the processes we use to meet the University’s strategic plan and insure reaccreditation. Find out about how accreditation is sought and the process necessary to receive it for new programs.
Adjunct Hiring Process
This session will provide an overview on the process of obtaining adjunct instructors to deliver courses. This training will
cover sourcing, screening, making the hiring decision, and the process to get them on board.
Assessment
Receive training to understand what it is, how it’s used to support academic initiatives it and how faculty contributes to
this effort at the University. In this session, participants will learn about developing assessment plans and evaluation
techniques.
Clearspace
Clearspace basic training teaches University faculty and staff about the purpose and general usage of our employee
intranet tool, Clearspace. Topics covered include using online discussions, wiki documents, blogs, searching for content,
and modifying your user profile.
Faculty Services
Meet the Director of Faculty Support Services and learn about the department and the services provided to support
faculty and adjuncts.
FERPA
The Family Educational Rights and Privacy Act (FERPA) is a Federal Law that protects the privacy of student education
records. Students have rights regarding the release of such records and FERPA requires that the University adhere to
certain guidelines before releasing those records. This training provides Faculty with a working knowledge of FERPA
guidelines.
Great & Eat
Come to breakfast as we meet and greet new additions to the Franklin team that have joined us in the past months.
Library
Become familiar with the Library staff and the services offered. Find out about the research tools and resources
available to support course development.
Mentor Program
This program will pair new faculty with another member of faculty for the first 90 days of employment. The mentor
program is designed to provide support to new faculty members and help acclimate them to the environment and
culture of Franklin.
New Employee Orientation (NEO)
The purpose of NEO is to assist new employees in understanding the University’s culture, goals and values. Faculty will
attend a one half-day session to connect with other new hires, learn more about University departments and learn more
about the history of Franklin.
Organization and Communication
Meet with a Marketing department representative to learn about the various means of communication at the
University and how to stay informed.
Safety & Security
Get to know Franklin’s security team, where they are located and the services they provide to the University. This
session will also provide an overview of the Emergency Management Guide and provide information on when to contact
them for assistance and how to protect yourself.
Speaker Series
Presented by University Leadership, these twelve monthly speaker sessions explore vital functions within the University
through the different vantage points of its stakeholders- leaders, colleagues, students, staff and faculty. These sessions
are designed to educate new staff and faculty members about the fundamentals of Franklin, the higher education
industry and how individual roles fit within and add value to the University.
Student Learning Center
In this overview session, learn about the SLC its processes and procedures. Information will be provided on services that
they provide which includes testing, tutoring and workshops.
New Employee Orientation for Faculty
Sample Agenda
*May not occur in 1 day
8:45 a.m. – 9:30 a.m.
Academic Overview Dean’s Panel
Topic: Where we are and what is next?
Dean from each college
9:30 a.m. – 10:15 a.m.
Faculty Development Overview
Topic: The Importance of Faculty Development
Director of Teaching Effectiveness
10:15 a.m. – 10:30 a.m.
Break
10:30 a.m. – 11:00 a.m.
Assessment Overview
Director of Assessment
11:00 a.m. – 11:30 a.m.
Accreditation Efforts
Vice President of Accreditation & Institutional Effectiveness
11:30 a.m. – 11:45 a.m.
Communication at Franklin
Topic: How Do We Get Information at Franklin
Representative from the University Marketing Department
11:45 a.m. – 12:15 p.m.
Adjunct Hiring Process
Adjunct Coordinator
12:15 a.m. – 1:30 p.m.
Lunch with the Provost
New Employee Orientation for Faculty
Sample Agenda
*May not occur in 1 day
8:30 a.m. – 10:30 a.m.
The Curriculum Development Model & Overview
Instructional Designer
10:30 a.m. – 10:45 a.m.
Break
10:45 a.m. – 11:00 a.m.
Role of the Student Learning Center
Director of Student Learning Center
11:00 a.m. – 11:15 a.m.
Research Tools Available to Support Course Development
Director of Library
11:15 a.m. – 11:30 a.m.
The Role of Faculty Services
Director of Academic Support
11:30 a.m. – 11:45 a.m.
Initiatives through Office of Teaching Effectiveness
Director of Teaching Effectiveness
11:45 a.m. – 12:00 p.m.
The Role of Faculty Governance
Faculty Senate President
12:00 p.m. – 1:00 p.m.
Lunch
1:00 p.m. – 3:00 p.m.
Academic Technology
Academic Technology Services Department
The First Year Experience Speaker Series
The Series presents new employees the opportunity to engage in organizational learning and interaction with
University leaders, providing a rich illustration of how individual contributions shape the success of Franklin.
The Objective. To educate each new employee about the fundamentals of Franklin, the higher education
industry, and how individual roles fit within and add value to the University.
During their year first of employment, new employees will benefit from programs which promote supportive
relationship, experience Franklin’s culture through educational opportunities and will build supportive
relationships through their involvement in a mentor program and educational sessions combination of learn
about Franklin’s culture and strategic plan and be by building a foundational education and providing
resources for long-term success.
The Program. Presented by University Leadership, these twelve monthly speaker sessions explore vital
functions within the University through the different vantage points of its stakeholders- leaders, colleagues,
students, staff and faculty. These sessions are held on the 2nd Thursday of each month from 1:30-3:00.
The FYE Speaker Series Features:
Communication. What does communication mean at Franklin? Learn how to stay informed through available
channels.
Change. Franklin University has a distinct culture of change – how can you best embrace it?
Strategic Planning. What is SV2020? What does it mean to you, the University, and its stakeholders?
Accreditation & Institutional Effectiveness. It is central to the quality of education. Learn more about the
accreditation process and how it is impacted by compliance and institutional research.
Going Global. Discover how we adapt in a changing world, who our international partners are, and their
importance to us.
Driven by People. Get introduced to Franklin’s organizational structure, the executive team and how we are
governed.
Project Management. Good ideas are just the beginning - see how projects develop from start to finish.
Franklin Image. Get familiarized with the marketing philosophy and how we build our reputation through
messaging and branding.
The University of Opportunity. How Franklin enables students to finish their programs of study and advance
and succeed in their personal and professional endeavors.
Professional Development. Growth is encouraged at Franklin. How can you best plan for your future at the
University? What opportunities are provided?
Budgeting. The financial landscape at Franklin. What the seed fund is and how it is used to spur innovation
and
growth and the process for planning in conjunction with our fiscal year.
Trends in Higher Ed. Where does Franklin stand in the industry of Higher Education, and how did we become
the institution we are today?
Mentoring Program
What is the mentoring program?
The mentoring program at Franklin University was created to help new employees succeed by providing an
environment that encourages open and honest communication and instills a sense of belonging. It also allows
us the opportunity to communicate University values and desired behaviors. The mentor will serve as a guide
for the new employee during their first 90 days.
When will I meet my mentor?
All new employees will be assigned a mentor and will meet with them within their first week of employment.
What is the time commitment?
The mentor/ mentee commitment is one hour every two weeks for the first 90 days. It is the responsibility of
the mentor and mentee to schedule the meeting times based on their availability. Supervisors have been
informed of the time commitment of the Mentoring Program; however, you will need to carefully choose time
away from your department that does not interfere with peak service times.
How was I matched to my mentor?
Once you accepted the offer to work at Franklin, your recruiter will identify an appropriate mentor based on
your position, experience and personality type. Mentors are current employees and have completed the
Mentor Training Workshops.
What is the "Thinking Preference Assessment"?
The "Thinking Preference Assessment" was designed as an assessment tool in the mentor program which is
based on the Hermann Brain Dominance Instrument. This tool helps to learn your dominant cognitive
preferences by sorting your assessment responses into quadrants. The intention of the activity is to increase
understanding of your learning style and assist in development of your professional self. You may complete
this activity with your mentor and he or she will assist in analyzing your results.
Is my relationship with my mentor confidential?
We cannot express with enough importance the strict need for confidentiality in the mentoring program.
Mentoring relationships are built on trust and betraying confidence is a violation of that trust. We trust that
you and your mentor will respect confidentiality.
Who do I contact if I have questions?
One of the University Recruiters in the Human Resources Office can answer any questions or offer assistance
during the Mentoring Program. You will meet with one of the recruiters on your first day of employment
during orientation to review the program and will also complete an evaluation of the program at the end of
your 90 days.
Mentor Checklist
Mentee’s Name ___________________________ ________ Title _______________________________
Mentee’s Supervisor ________________________________ Start Date___________________________
Mentor Mission: To help new employees succeed by providing an environment that encourages open, honest
communication and instills a sense of belonging. The program provides the opportunity to communicate
University values and desired behavior, while serving as a guide for the employee during their first 90 days.
Prior to Mentee’s First Day
□ Accept mentor appointment and review mentoring process
□ Contact mentee’s supervisor to identify important departments, topics and people integral to the
success for the new employee
First Meeting
□ Pick up mentee in their department
□ Introduce yourself and your mentoring role
 Discuss confidentiality of the mentor program
 Discuss your position at the University
 Hobbies, families, interests, etc.
□ Establish location and time to meet for every session (1 hour, every 2 weeks)
□ Send mentee recurring appointment for all upcoming sessions
During Mentee’s 30 Day
□ Provide tour of campus
 Introduce mentee to employees vital to their role (areas supervisor recommended)
□ Explain Franklin’s culture and practices
 F.I.S.H. Award
 Dress Code
 Parking
 1:1 Meetings
 Greet & Eat
 Events
 30/60/90 Day Evaluations
Mentor Checklist - Page 2
During Mentee’s 60 Day
□ Schedule lunch off campus (University will reimburse $15 for mentee/mentor lunch/acct code:
600310-6618)
□ Complete HBDI Assessment & share your own results
□ Discuss Professional Development and long term career goals
□ PMP Process
□ Familiarize mentee with department leaders (org structure, etc.)
During Mentee’s 90 Day
□ Ask questions about new position & fit
□ Address any concerns
□ Encourage mentee to meet other employees and become active in the University
 Employee Events Committee, University Assembly, Breakfast/Cookie Time, etc.
□ Serve as a resource to the mentee and be available to assist with questions
□ Follow up with Supervisor to address any concerns
The “official” mentor/mentee relationship has successfully been completed…Send congratulatory email to
mentee for successful completion of their 1st 90 days/introductory period.