This document provides a structured approach to developing an onboarding policy and includes the procedures for the following elements:

Transcription

1 ONBOARDING POLICY Introduction: How to Use This Template A new hire s first days of employment determine their first impression of the organization. A well-organized onboarding process helps ensure this impression is a positive one, driving retention and engagement. This document provides a structured approach to developing an onboarding policy and includes the procedures for the following elements: New hire welcome package First day agenda Buddy program Evaluation This policy also contains a sample onboarding checklist Use this template to craft a policy that fits your needs. Policy Title Policy Owner Policy Approver(s) Related Policies Onboarding Policy Human Resources Vice President of Human Resources Name other related enterprise policies both within or external to this policy.

2 Related Procedures Storage Location Effective Date Next Review Date Name other related enterprise procedures both within or external to this policy. Describe physical or digital location of copies of this policy. List the date that this policy went into effect. List the date that this policy must undergo review and update. Purpose This policy governs the onboarding and orientation processes and sets out roles and responsibilities to ensure all new employees feel welcome at [organization name]. Scope This policy applies to all [full-time, part-time; insert other groups if necessary] employees. Definitions Onboarding: The process of integrating a new employee at an organization to facilitate the acquisition of skills, knowledge, and behaviors necessary to be successful in the position through formal processes and informal means. Procedures and Responsibilities Welcome Package HR [or specify job title] will assemble a welcome package to be handed out on the employee s first day. The standard [organization name] welcome package will contain the following: Welcome letter

3 Job description Employee handbook Payroll and employee file forms [Insert item] The new employee s manager will hand out the package to the new employee on their first day. Additionally, within the new employee s first week, HR will meet with them to collect payroll and personal information forms, as well as answer any questions the employee may have at that point. First Day Agenda The new employee s manager will be responsible for setting an agenda for the employee s first day. Typical items for the agenda include: Greeting the employee Introduction to the team Tour of the work areas lunch Overview of the position Overview of the employee s first week Job shadowing Buddy Program To facilitate the new employee s integration, [organization name] has introduced a buddy program, which pairs up new employees with more experienced peers. The purpose of the program is to facilitate the new employee s integration in a more informal manner. Typically, this includes inviting the employee to join them for a workday social outing, such as lunch or break, with their peers. Individuals wishing to be buddies for new employees are encouraged to apply to [Human Resources/their direct supervisor]. When a new employee starts, [Human Resources/their supervisor] will assign them to a buddy based on their position. Ideally, new employees will be paired up with peers in their team or department. In

4 situations where there are no suitable volunteers, the new employee s supervisor may ask a member of their team to act as their buddy. Employee Declaration I,, hereby acknowledge that I have read and understand [organization name] s Onboarding Policy. I agree to abide by the terms and conditions of this policy and ensure that persons working under my supervision abide by the terms and conditions of this policy. I understand that if I violate or fail to comply with this policy, I may face disciplinary action according to applicable laws or [organization name] policies. Employee Signature Date Manager Signature Date Revision History Version Change Author Date of Change

5 SAMPLE EMPLOYEE ONBOARDING CHECKLIST First Name: ID Number Last Name: Employee ID Department Position Title: Supervisors Name First Day HR/Manager Pre-arrival Checklist Yes N/A Ensure offer letter and employment contract signed and returned prior to employee first day Print-out onboarding checklist and customize Manager call to employee prior to first day to welcome employee Create an onboarding schedule customized to the employee and department

6 Identify and confirm employee buddy availability and schedule Send new employee welcome letter that includes information on parking, a one day parking permit and directions on where to park or nearest bus stops, and directions on where to report the first day. Inform security of new employees arrival. If employee will require a key or security entry card or badge set up a time with security on day one to obtain these. Inform IT services of new employees arrival date (schedule a time for the new employee to meet with IT to set up computer accounts on day one if relevant). Send an announcement of the new employees arrival to relevant employees including department co-workers Arrange for any equipment required to be delivered, setup for day one (computer, phone, office supplies, desk and so on). HR or Supervisor Signature Date Arrival Employee Onboarding Items Week One (one copy each completed by employee and HR Yes N/A New employee meeting with Manager Tour of workspace New Employee Meeting with HR (provide organization chart, employee complete contact information and other personal information, provide employee with full policy information Completion of HR required paperwork (Benefits and more)

7 Meeting with IT services, completion of related paperwork if required and obtain IT and phone access Security items (Key, employee ID, Badge) provided to employee Introduction to co-workers and employee Buddy Setup work station Discuss first day and week schedule Create 6 month monthly meeting schedule between employee and manager Review Job Expectations and Departmental Procedures and Policies Obtain employee initials on each policy that is a requirement under legislation (i.e. health and safety policy) Provide training on relevant technology as required Signature Date Buddy Program Evaluation Survey Thank you for participating in our buddy program for new employees. Please take a few minutes to complete this survey so we can better deliver this program in the future. The contents of the questionnaire are confidential, and are not used for any other purpose. Please return this questionnaire to by (date) Please indicate which of the following apply, by circling the relevant number: 1 = Strongly disagree; 2 = Disagree; 3 = Neither agree not disagree; 4 = Agree; 5 = Strongly agree The explanation regarding my role in the buddy program was thorough and informative.

8 I was satisfied with the support provided by my Buddy. The frequency of interactions was adequate. The length of the program was adequate. Please indicate how many weeks you believe would be appropriate for the Buddy Program to have me your needs? The content of our discussions was relevant and informative The buddy program meet my needs as a new employee. I would recommend the Buddy Program to a new employee. Changes I would recommend to the Buddy Program include: