Name: Position: Hire Date: Prior to your new hire s start date

Transcription

1 SUPERVISOR S CHECKLIST FOR NEW HIRES *To be customized to department* For new VUMC leaders, please use the New Leader Orientation Pathway at Name: Position: Hire Date: Prior to your new hire s start date ACTION Completed (Initial & Date) Work with recruiter to complete hiring process Register new hire for new employee orientation Use online registration system at: You Make a Difference New Staff Orientation: all new staff members. It s Who We Are (formerly Hearts and Minds): all new Medical Center staff members. Clinical Orientation: all new staff hired in outpatient or inpatient clinical areas. More information at Entity/departmental orientation (if applicable) Register new hire for role specific training New University leaders: HR Leadership Foundations: Financial Foundations (University): P-card training (if applicable): PeopleSoft overview (if applicable): New administrative staff (if applicable): Financial Foundations (University) Financial Foundations (Medical Center): P-card training PeopleSoft overview Provide information for first day You Make a Difference orientation start time: 7:30-7:45am check-in Start time on first day if not attending orientation on first day Directions and map to where to report Look up orientation location at Online completion of Section 1 of the I-9: Documents to bring on first day: IDs for I-9 form (one document from List A or a document from List B and a document from List C, provided at Direct deposit materials (voided check for checking acct, deposit slip for savings acct) Medical Center: Copies of immunization records (information provided at Medical Center: Provide signed ID Card Authorization Form (see below) First day parking instructions (see Date Modified: 04/05/12 1

2 Provide Nashville relocation information (if necessary) Prepare agenda for new hire s first day and week Schedule time to spend with your new hire during the first week Check with HR Processing ( ) to find out new hire s first pay date Identify meetings (staff, 1:1, etc.) that new hire should attend Identify people for new hire to meet during first week Determine meaningful work assignment for new hire to attempt or complete Announce new employee s arrival date and duties to department Ensure the set up of new hire s work area/station Arrange for computer and software installation Get computer and system security approval and access setups List of HR systems: Access requests for HR systems: Other systems used in the new hire s role Set up telephone, voic , and Vnet long distance by sending purchase requisition to ITS: Set up Procurement Card and/or travel account, if needed: Provide sufficient office supplies Arrange for any keys or passcode access Line up a buddy/mentor for your new hire (if possible) On your new hire s first day Greet new hire at office or parking location and walk them to orientation New hire should be at orientation no later than 7:50am. Orientation locations are listed at Give instructions on where to meet manager after orientation ends at 2pm Arrange to have lunch with new hire (if possible) and pick up from orientation The orientation lunch break begins at about 11:45am and ends at 12:45pm, when benefits orientation starts. Take new hire to campus I-9 site to complete employment eligibility verification process. Sites: Section 1 of the I-9 must be completed no later than new hire s first day. Section 2 (verification of identification documents by a campus I-9 site) must be completed within three days of first day. Have new hire complete paperwork If new hire does not attend orientation on the first day of work Send paperwork to HR Processing, PMB W-4 Tax Withholding form: New Employee Information Form: Direct Deposit/Payroll Distribution Form: Date Modified: 04/05/12 2

3 Assist new hire in getting ID card Medical Center Card Office: VUMC ID Authorization Form: Authorization-formOct11.doc University Card Office: Assist new hire in getting parking permit Medical Center Parking: Parking Permit Office, East Garage, University Parking: Provide tour of the department/building, including break room. Review bus availability if new hire is interested and share nearby lunch options, if applicable. Explain where personal items can be secured Train new hire on recordkeeping University: HR Processing, , Medical Center: Medical Payroll, , Explain paydays, method for paycheck distribution, and date employee should receive first paycheck University: HR Processing, Medical Center: Medical Payroll, Make sure new hire has activated VUnetID and chosen an e-password Review first week s schedule and meaningful work assignment. Ask new hire if there are any further questions. If new hire will be going to further orientation, give them instructions (including parking information) for all days Date and location information for It s Who We Are (Hearts & Minds) and Clinical Orientation ( During your new hire s first and second weeks Orient new hire to department Identify department goals/mission/vision and relationship of dept. to the organization Discuss applicable VU and departmental policies and processes Share job description and any other expectations Provide departmental phone list, list of current dept. programs, and org chart Identify critical members of the department Describe customer service expectations Explain work duties of others in the work unit Point out and explain how to use fax and copy machines Date Modified: 04/05/12 3

4 Medical Center: Share elevate principles/departmental standards Medical Center: Share rewards and recognition program, if applicable Review leave accruals from HR policies #HR-005, #HR-006 & #HR Instruct new hire on use of , Internet, voic , and other electronic communications Share appropriate signature template Review Electronic Communications policy: Assist employee with obtaining radiation dosimetry badge (if needed) Send new hire to any applicable computer or process training Update University and departmental directories with new hire s information Make sure new hire completes Conflict of Interest disclosure within 2 weeks of first day (may be completed during orientation) During your new hire s first month Ensure new hire understands the relationship between their job, the department, and the organization Set up one-on-one meetings with team members and other pertinent staff members Meet regularly to answer questions and ensure that new hire is becoming acclimated to department and position responsibilities Explain how the department uses the Learning Exchange learning management system Schedule new hire for any applicable learning opportunities Leadership, communication, and administrative process trainings available from HR Organizational Effectiveness: View other trainings available in the Learning Exchange: (required VUnetID log in) Medical Center: Coach new hire on elevate principles and complete 30-day meeting Best Practice Guide: manager%20tool%20for%2030%2090%20180%20days.doc Date Modified: 04/05/12 4

5 During your new hire s first 3-6 months Review orientation progress Set up a development plan with new hire Medical Center: Complete 90- and 180-day meetings Best Practice Guide: manager%20tool%20for%2030%2090%20180%20days.doc Celebrate the end of Orientation and Evaluation Period Review Performance Development process for new hires or transfers Contact Information for Assistance HR Processing Payroll: Benefits: Records: Compensation: HR Organizational Effectiveness Team Human Resources Date Modified: 04/05/12 5