ONBOARDING GUIDE
FOR MANAGERS
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ONBOARDING GUIDE
FOR MANAGERS
What is Onboarding
Why is Onboarding important and what does it involve?
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Timeline for Month-by-Month Success
Chart the success of your new employee for the first year through the KUMC Onboarding Process.
Checklist for New Employees
The checklist outlines important information a new employee should receive on the first day of employment.
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Manager’s Onboarding Checklist 7
Helping for a successful first year will ensure a great addition to your department. This checklist helps you with keeping your new
employee on task and on course for the first year.
Sample New Employee Check-in Meeting Questions
Meet regularly with your new employee during the first months of employment, allowing time for questions, information and
training.
New Employee Vision and Expectations
Have a conversation with your new employee about what success looks like so they can set goals, create a vision and develop
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14 expectations.
Recognition Profile 15
The profile helps you gain information so you can ensure any recognition given is on-target and meaningful for the new employee .
16 Onboarding Reminders
Tips and reminders while onboarding your new employee. This list reinforces what onboarding is all about and your role in the process .
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ONBOARDING GUIDE
FOR MANAGERS
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. The 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 that 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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Month by Month Timeline, Based on New Employee Start Date
Individual Training
First day orientation, "Meet and Greet" and Department
Orientation
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Month Month Month Month Month Month Month Month Month
2 3 4 5 6 7 8 9 10
(KUMC Human Resources and Unit Level)
Month
11
Month
12
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 Human Resources)
KUMC
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 ACADEMY - Job Specific: Programs and
Opportunities offered by HR and Depts.
Jayhawk Jump
(KUMC Human Resources)
(KUMC Human Resources)
Brown Baggin' It (more information to come)
Breakfast Club (more information to come)
= Recommended Time Frame for Completion
“A Pathway to Excellence”
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ONBOARDING GUIDE
FOR MANAGERS
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 MANAGERS
Accepting the offer to join our organization was likely a huge decision for your new employee. The days and weeks up to the first day are crucial to building a positive and lasting impression and relationship. New employees are a huge asset to the university. The employees are an investment in achieving our goals, vision and mission.
Before Start Date
Schedule and Job Duties
 Call Employee  Confirm start date, place, time, dress code, parking, etc.
 Follow up with New Hire Forms and New
Employee Checklist on the KUMC HR Website
 Give employee KUMC NETWORK ID (from IR)
 Schedule employee for New Employee
Orientation “Meet and Greet” through HR website http://www.kumc.edu/human-resources/events-calendar.html
 Set up meetings with critical people
for employee’s first few weeks
 Add to new employee’s calendar
 Have copy of the job description, guidelines and regulations ready
 Create an action plan/tasks for the employee’s first day
 Put together welcome packet from the dept.  Job Description
 Welcome Letter
 Job Manual or Employee Handbook
 Job Guidelines
 Contact names for department
 Schedule for first week
 Department/unit organization chart
 Department/unit phone numbers/email list
 Map of campus and parking
 Mission and Vision
 Employee outcomes/expectations/vision
 Notify your department of the new hire
 Assign a mentor or a buddy
 Arrange for a campus tour
 Help employee with specific jobs
 Provide map and ways to navigate around campus
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 Clean work area
 Pull together basic office supplies  Make welcome sign or have department
 Have key or access card ready if needed members sign a card
 Verify working computer and access to appropriate drives
 Order business cards, name plate, etc.
 Enroll in New Employee Orientation  Look for schedule of “Meet and Greet” on the
HR Website http://www.kumc.edu/humanresources/events-calendar.html
“Meet and Greet”
 Arrange pertinent trainings required for the job
 Allow for 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
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**Complete within 30 days of Employment
 Additional: ___________________________
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FIRST DAY
 Welcome new employee upon arrival Understand they will be nervous and not to overwhelm them.
 Provide overview of their first day and work week
 Introduce them to the department and team members
 Introduce mentor (if using one)
 Break/lunch area
 Restrooms
 Building access cards/keys
 Provide Welcome Packet and discuss contents  Review contents of welcome packet and allow time to look through packet
 Go over customer service guidelines
 Discuss how to sign up for benefits and where to go to sign up if haven’t done so.
 Start times/end times….clock in/out
 Important websites
 Introduce work area  Provide keys/ID to gain access to office
 Show how to order office/desk supplies
 Show where to sign in with KUMC ID if haven’t done so
 Provide computer ID
 Overview of software, email/phone/voicemail/ calendar/internet/myKUMC/computer network
 Safety Procedures/Policies
 How to use copier and fax machines
 Introduce Employee to Department
 Take to lunch or have lunch brought in
 Discuss parking and shuttles
 Tour of building
 Show elevators, stairs, exits, restrooms, kitchen area, break room, lockers
 Show mail area
 Introduce them to key people in the department
 Provide information on how to open/close office
 Safety procedures/policies
 Provide tours of different areas of campus as needed for position
 Include other employees
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FIRST DAY (continued)
 Review various job/department policies
 Review Job Description
 Give new employee their first assignment
 Inform new employee when they may leave for the day
 Additional: ___________________________
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 Steps for recording sick leave and vacation time requests
 University calendar and holidays
 Dress code
 Emergency procedures
 Security and Emergency Protocols
 Probation period
 Phone and computer use
 Pay periods
 Department/organization chart
 Performance evaluations
 Discuss expectations for position
 Review first week schedule
 Make first assignment small and doable so they feel they have accomplished something.
As a new employee, may be uncertain when it is okay to leave for the day, so check-in at the end of the work day for questions, then let employee leave.

FIRST WEEK
 Technology questions
 Meet Daily to answer questions
 Ask if any questions on benefits or pay system
 Website Questions

FIRST MONTH
 Weekly Meetings with new employee (1:1)
 Ask how first week went
 Make time to listen to any questions
 Verify working computer
 Email and User ID Acess
 Printer working
 Calendar
 Phone/voicemail
 Log-in to HR/payroll database
 Online directory
 MyKUMC
 Chalk Online Trainings – required/additional trainings
 Reporting site for clock-in or out/sick/vacation request
 Phone/Voicemail
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 Other
Make sure new employee is invited and introduced at department meetings
 Additional: ___________________________
 Review performance standards
 Review job description
 Check in with mentor
 Training
 Additional: ___________________________
 Discuss process for reviews
 Schedule a 15-minute meeting once a week to check-in
 Make sure to answer any questions and review expectations if needed.
 Talk with mentor
 Talk with new employee about mentor relationship
 Make sure to schedule new employee any training necessary for job.
 Make sure Chalk Online training is completed
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DURING FIRST 30 – 90 DAYS
 Training
 Performance Review
 Determine performance goals
 Check in with questions
 Additional: ___________________________
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 Performance appraisal
 Determine performance goals
 Additional: ___________________________
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 Schedule any trainings employee needs
 Can be informal
 Check in with employee to let them know how they are doing
 Make short-term and long-term goals
FIRST 6 Months
 Make sure continued participation in Onboarding
Program
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Schedule any trainings employee needs
More formal
Document for probation purposes
 Make short term and long term goals
6 Months – One Year
 Make sure continued participation in Onboarding
Program
 Schedule any trainings employee needs
 Celebrate the end of the probationary status
 Continue work on performance goals
 Document for probation purposes
 Make short term and long term goals
 If not already completed  Schedule annual performance review
 Additional: ___________________________
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ONBOARDING GUIDE
FOR MANAGERS
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?
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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?
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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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Team Member:
KUMC - Vision and Expectations
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:
Next Steps
Employee’s initials
Revised 1/13
______
TM Signature:
______
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ONBOARDING GUIDE
FOR MANAGERS
Date:
______

ONBOARDING GUIDE
Date ______ ______ ______ FOR MANAGERS
Complete this form so we can learn a little more about you. Share only what you want.
KUMC also has a Rewards and Recognition webpage for managers to encourage, recognize and reward employees. http://www.kumc.edu/human-resources/rewards-and-recognition.html
Name _____________________________ Position ____________________________
Today’s Date ______________ Start Date _________________ Birthday(month/day)___________
Beverage
Book/Author
Color
Food
Hobby/Sport/Interest
Movie
Restaurant
Snacks
Sports Team
Type of Music
Family (optional)
Hero or someone I admire
Pet(s)?
Hobbies/Interests
What are your personal goals?
What types of recognition or praise do you like best (public, private, written, verbal, formal or informal)?
What form of recognition motivates you most (gift card, time off, candy/chocolate, coffee/tea, meaningful note, more flexibility/opportunity)?
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ONBOARDING GUIDE
FOR MANAGERS
Re
You want your new hire to be excited about his/her new job. Here are some things to keep in mind as your new hire starts his/her job.
Remember to:
1.
Create or assign a work space for your new employee.
2.
Make sure to not schedule the new employee to start work while his/her supervisor is on vacation.
3.
Make sure staff knows new employee is starting and not leave the him/her standing in the company reception area for a half hour while reception staff tries to figure out what to do with them.
4.
Include the new employee when co-workers pair up and head out to lunch.
5.
Not leave the new employee in the lobby to read and sign-off on a 100 page Employee Handbook.
6.
Show the new employee his office as well as introducing him or her to coworkers or assigning a mentor.
7.
Assign the new employee a mentor that doesn’t have a major, career-impacting deadline, in three days.
8.
Assign the new employee a buddy who isn’t your most unhappy, negative, team-bashing staff member.
9.
Assign the employee work that isn’t “busy work” that has nothing to do with his or her core job description, because you are having a busy week.
10.
Show the employee around so they don’t have to find their own way without help or support from you.
*Adapted from Susan M. Heathfield’s “Top Ways to Turn Off a New Employee”
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FOR
MAN
AGER
S