Manager Checklists for Hiring New Employees

Transcription

1 Manager Checklists fr Hiring New Emplyees HIRING MANAGER PRE-ARRIVAL PREPARATION: Send ut new hire annuncement t department clleagues (if Develp a jb training / department rientatin plan and schedule accrdingly with clleagues / trainers Pre-schedule any meetings fr new emplyee with existing staff members fr training during the first week f emplyment and beynd Ensure phne mdel is acceptable and meets the jb s needs: Ensure caller ID wrks Ensure vic is reset and ready fr new emplyee Ensure the phne has the prper call path Establish and/r cnfirm new emplyee s campus phne number / caller ID and fax number Ensure new emplyee s name is updated n any departmental telephne / lists Create a list f the apprpriate system drives the new emplyee shuld have access t n their cmputer fr their respective department and cmmunicate t systems staff / supprt t set up (see Systems / IT checklist as well) Determine if new hire shuld have access t view anyne else's Outlk calendar, and make arrangements fr system set-up (if Ensure incming paper mail slt (r prcess) is established Ensure business cards are rdered in advance (if t distribute t emplyee n first day f wrk Ensure ffice name plate is rdered in advance t have n emplyee's first day f wrk (if Place name plate n emplyee s ffice (if Ensure name badge/tag is rdered t distribute n first day f wrk (if Ensure ffice furniture is apprpriate and clean 1

2 Manager Checklists fr Hiring New Emplyees HIRING MANAGER NEW EMPLOYEE S FIRST DAY: Cnduct brief tur f department/building and shw lcatin f restrms, lunch rms, kitchens, etc. Review general ffice prcedures and prtcls (wrk hurs, dept expectatins, lunch break times and duratin, etc.) Discuss prcedures fr requesting time ff, calling ff sick, alert if ging t be late, etc. Discuss jb training schedule and any ther pertinent infrmatin emplyee will learn n new jb Review the fllwing (if : Sign departmental cnfidentiality agreement (if Cmplete emergency cntact frm Prvide map f department ffices, including c-wrkers names and ffice lcatins (if exists) Prvide University campus map Prvide instructins n hw, where, and when t btain a University ID Card Discuss parking ptins in and arund the department direct t the University s Parking website t sign up fr Parking Wait List if desired Distribute mst updated versins f phne and distributin lists Distribute name badge (if Prvide infrmatin n hw t sign up fr the University s Emergency Ntificatin System (Infrmatin Technlgy CSSD literature) Prvide University rganizatin chart / infrmatin Discuss general dress cde Discuss internal mailing prcedures (campus / US mail), where t pick up ffice mail If building is secured, ensure the apprpriate cards/keys are prgrammed t give emplyee building access If new emplyee is a supervisr, train n PRISM TRKS and hw t apprve staff timecards and/r recmmend the nline curse, Prism TRKS Supervisr Time Card Apprval Ensure emplyee has access t the University s Time Recrd Keeping System (PRISM TRKS), train hw t use PRISM TRKS Make sure phne is in wrking rder and the call path is apprpriate Review vic set up and prvide quick tips help emplyee set up vic , train n phne features (i.e. hw t frward a call r vic , etc.) 2

3 Manager Checklists fr Hiring New Emplyees HIRING MANAGER NEW EMPLOYEE S FIRST DAY (CONT D): Distribute: Office keys (if Business cards (if Any dept manual r prcedures specific t the peratins f the dept Intrduce emplyee t their clleagues Discuss hw t access and cmplete the n-line Sexual Harassment training and HIPPA training Cmplete the First f Three Prvisinal Perid Evaluatins 3

4 Manager Checklists fr Hiring New Emplyees HIRING MANAGER NEW EMPLOYEE S FIRST WEEK OF EMPLOYMENT: Ensure emplyee has received an ID card Ensure emplyee has cmpleted the n-line Sexual Harassment training and submit cmpletin certificate t the apprpriate department cntact Ensure cmpletin f n-line HIPPA training and submit cmpletin certificate t the apprpriate department cntact Review the department functin, missin, visin, and culture Ensure the emplyee understands the relatinship between their jb, the department, and the University Discuss the emplyee s wrking relatinship with thers in the department Review current, three mnth, six mnth, and ne year department pririties Describe custmer service expectatins Explain any remaining department plicies r wrk rules nt reviewed n the first day f emplyment HIRING MANAGER NEW EMPLOYEE S FIRST MONTH OF EMPLOYMENT: Meet regularly with the emplyee t answer questins and ensure they are becming acclimated t the department and psitin s respnsibilities Establish perfrmance gals with the new emplyee Ensure the new hire has signed up and made all f their benefit electins Encurage the emplyee t visit special Pitt lcatins r events HIRING MANAGER LONG TERM: MID-PROVISIONAL REVIEW: Nn-Exempt prvisinal at six weeks Exempt prvisinal at three mnths Ensure review is filed as per the department s guidelines END OF PROVISIONAL REVIEW: Nn-Exempt prvisinal at three mnths Exempt prvisinal at six mnths Ensure review is filed as per the department s guidelines LONG TERM: Celebrate the cmpletin f the prbatinary perid Regularly review the prgress f the emplyee Encurage feedback frm the emplyee 4

5 Manager Checklists fr Hiring New Emplyees PREPARING FOR A NEW EMPLOYEE COMPUTER AND SYSTEMS CHECKLIST: Set up PC fr new emplyee (if Create accunt and address (if Add new emplyee s name t the apprpriate departmental distributin lists (if Set-up Outlk access (if Set-up apprpriate calendar views in Outlk (if Map the emplyee s cmputer t the apprpriate drives n the department s IT system (if Set up a date and time t cnduct a brief ne n ne training n Outlk calendar, , hw t set up a "signature", and any ther basic utlk training (if required / Shw emplyee hw t get t and use the University s prtal at Add new hire s name/psitin t the department website (if 5