Methodist University Mentor s Guide to the New Employee Welcome Program

Transcription

1 Methodist University Mentor s Guide to the New Employee Welcome Program Office of Human Resources Methodist University Ramsey Street. Fayetteville, NC Phone: Fax: [email protected]

2 This guide has been developed through the Methodist University Signature Service Committee and endorsed by the Office of Human Resources to assist supervisors and mentors in orienting new employees to their new job, duties, coworkers and work environment at Methodist University. This guide will be used by supervisors, mentors and new employees to ensure a quality orientation for new hires. Goals of the Deliver the Gold New Hire Program: Ensure new hires feel welcome and a part of the Methodist University family Relieve employee anxiety while helping new hires become productive members of the Methodist University family Provide an opportunity to complete all required paperwork concerning employment, pay and benefits Introduce the University s history, traditions and structure Share the University s Deliver the Gold values Explain policies and procedures Form a basis for long-term and mutually beneficial working relationships Five Keys To Success ONE Meeting with the Office of Human Resources TWO Introduction to the department Assignment of a Department Mentor by the supervisor Introduction of the New Employee Welcome Program and Checklist THREE Scheduling of One Heartbeat Orientation Meeting FOUR Schedule a follow-up meeting with Human Resources in 60 days Submit a completed checklist at the follow-up meeting Address questions FIVE 90-day probationary meeting with supervisor or department chair 1

3 Greetings fellow Monarchs! I would like to express my appreciation to you for serving as a mentor in our new Employee Welcome Program. Your participation will ensure that we achieve our desired results, which include making sure each new employee is aware of all the opportunities and services available and is totally engaged in activities across the campus. Here at Methodist we take pride in our commitment to excellence, and I assure you that a culture of excellence could not exist without our dedicated employees. I like to define a culture of excellence in terms of signature people, signature programs, and signature facilities. As you know, we have a number of nationally- recognized programs and several amazing new buildings, and these accomplishments give us reason to celebrate. But if we do not have outstanding people who maximize the impact of these programs and the use of these exceptional facilities, then we will fall short of achieving excellence where it matters the most with our students. One of the reasons we are so successful in serving our students is everyone s sense of caring that extends beyond disciplines and day-to-day responsibilities. Furthermore, it involves everyone in our community, including students, fellow employees and visitors to the campus. Thank you for recognizing the importance of community building, and understanding that your role can make all the difference in the world in a new person s perspective. One of the greatest compliments I have received from a new employee had to do with the way he was welcomed into our community. This says a great deal about Methodist, and a great deal about why this is such a wonderful place to work, learn and grow. Please also know that we are all committed to your success as a mentor, and if there is anything I can do to make your work more satisfying, I hope you will call upon me. I also welcome your suggestions on how we can continue to make this the best university in the country. After all, I continue to believe I have the best job in America, and I hope you feel the same way about your position at Methodist. My best wishes. Sincerely, Ben E. Hancock, Jr. President 2

4 Mentor s Guide to The New Employee Welcome Program New employees come to Methodist University full of energy, expectations and enthusiasm. At Methodist University, it is our goal to nurture this energy and enthusiasm, and fulfill their expectations about the university. The intent of employee orientation is to provide the tools, resources, and information necessary to welcome, direct and train new employees. It is designed to complement existing departmental orientation processes while providing a framework necessary to help employees become productive and confident in their new jobs. The New Hire program is a five-part process identified as the Five Keys to Success. The new hire will first meet with the Office of Human Resources to complete documents that pertain to their personal employment and benefits. The second portion of the program will encompass an introduction to their department and the assignment of a personal mentor to the new hire. During this training, a new employee will receive an overview of the University to include history, mission, Deliver the Gold Values, and job-specific training. Next, new employees will attend a One Heartbeat session. The fourth portion of the program consists of the new hire scheduling a follow-up meeting with Human Resources for 60 days after employment and submitting their completed checklist. Additional questions and concerns may be addressed at this time. The final portion of the New Hire Program will be a meeting with their immediate supervisor at the end of the 90-day probationary period. These five keys to success are designed to assist departments in completing an employee s introduction to the University. The checklist outlines the steps needed to effectively orient new hires. These parts of the program are designed to provide employees with relevant and necessary information without overwhelming or confusing, and to foster a long-term employment relationship within the employees departments and with Methodist University. An individual department may expand on the new hire s introduction to the University as decided by the supervisor and the mentor. The purpose of assigning a mentor is to give the new hire a personal connection to someone within the University who can help or advise him/her. This person should help the new employee learn about the University and its culture, offer encouragement, show support for the University and its mission and serve as a positive role model. They will review the mentor checklist with the new employee, offering step-bystep instructions for all areas pertaining to their employment while at Methodist University. The mentor will be a resource throughout the probationary period of the new hire. 3

5 Qualifications and Duties of an MU Deliver The Gold Mentor Qualifications to be a mentor: Employed by Methodist University for at least one year A member of the new hire s department for at least one year Duties of a mentor include: Giving a tour of the department (coworkers, copier, mailroom) Giving a tour of the campus, making introductions and sharing an overview and history of the university and applicable protocols Sharing the Deliver the Gold values Reviewing the MU website and the respective departmental website Assisting with obtaining keys, MU parking sticker and MU ID and sharing procedures for daily and special event parking. Explaining how to use the phone system, including voic and the phone list on MUNET Giving an overview of MUNET and departmental applications in reference to work orders, purchasing, campus calendar and events, connect U, request for work study students, and forms and documentation Explaining how to use MU and the importance of communication within the University. Groupwise Training may be offered. Explaining purchasing procedures as they relate to their position. Jenzabar Training may be offered. Explaining the post office code for the department, where to deposit outgoing mail for pick up, departmental copier codes, bookstore purchasing and protocols for posting advertisement materials Sharing of enrichment activities for the new hire, such as available meal plan options, the Nimocks Fitness Center, educational opportunities and chapel services, as well as things to see and do within the local community. Being available for questions as they arise after the orientation period **Please Note: The following pages have been given to the new hire: 4

6 Methodist University s New Employee Welcome Program Office of Human Resources Methodist University Ramsey Street. Fayetteville, NC Phone: Fax: [email protected]

7 Greetings fellow Monarchs! I would like to extend a warm welcome to you as a new employee at Methodist University. I know you will enjoy being a part of this community, and I urge you to take advantage of all the opportunities to be engaged in activities across the campus. Here at Methodist we take pride in our commitment to excellence, and I assure you that a culture of excellence could not exist without our dedicated employees. I like to define a culture of excellence in terms of signature people, signature programs, and signature facilities. As you may have learned, we have a number of nationally-recognized programs and several amazing new buildings, and these accomplishments give us reason to celebrate. But if we do not have outstanding people who maximize the impact of these programs and the use of these exceptional facilities, then we will fall short of achieving excellence where it matters the most with our students. As you become better acquainted with the campus, I hope you will explore areas outside of your discipline or responsibilities. One of the reasons we are so successful in serving our students is everyone s sense of caring. This extends beyond the students and involves everyone in our community, including fellow employees and visitors to the campus. Please also know that we are all committed to your personal success, and if there is anything I can do to make your work more satisfying, I hope you will call upon me. I also welcome your suggestions on how we can continue to make this the best university in the country. After all, I continue to believe I have the best job in America, and I hope you will quickly come to feel the same way about your new position at Methodist. My best wishes. Sincerely, Ben E. Hancock, Jr. President **Individual will be shown the Deliver the Gold video from Dr. Hancock 1

8 Guide to the New Employee Welcome Program Department Mentor/Employee Checklist: A new employee will meet with the Office of Human Resources upon being hired at Methodist University. Human Resources will provide a New Hire packet during the meeting and direct the new hire to their department to begin coordination between the supervisor and the new hire for further University awareness and training. After meeting with the supervisor, the new hire will be assigned a mentor. Five Keys To Success ONE Meeting with the Office of Human Resources TWO Introduction to the department Assignment of a Department Mentor by the supervisor Introduction of the New Employee Welcome Program and Checklist THREE Scheduling of One Heartbeat Orientation Meeting FOUR Schedule a follow-up meeting with Human Resources in 60 days Submit a completed checklist at the follow-up meeting Address questions FIVE 90-day probationary meeting with supervisor or department chair 2

9 Mentor Checklist: 1) Give new employee a tour of the department (personnel, storage, copier, mailroom, etc.) 2) Give new employee a tour of the campus, making introductions (personnel, facilities, etc.) The mentor needs to introduce the new employee to various buildings and resources on campus that will help he/she become familiar with the community and, in turn, the employee can communicate campus information properly to our students. In addition to physically being shown these important spots around campus by their supervisor, each new employee will be given a campus map. It is imperative that supervisors work with new employees to become familiar with campus resources and amenities available. The new employee should also be encouraged to navigate around various parts of campus in their spare time to help with their own familiarity; including the lower half of campus back to the Cape Fear Nature Trail. The following are buildings/facilities the new employees should be shown: - Joe W. Stout Hall Admissions, Financial Aid and Veterans Services offices - Horner Administration Building Human Resources, Business, the President, Academic Dean and the Registrar s offices - Trustee s Classroom Building main building for academic courses such as English, philosophy, religion, psychology, history, social work, etc., also houses the MU at Night Program and evening admissions and the Writing Center. - Charles M. Reeves School of Business home of a wide range of business disciplines u Professional Nurses Studies Building classrooms, offices and a simulation hospital u Davis Memorial Library faculty/staff have full use of the library as well - Berns Student Center center of the MU community, includes the bookstore, café and post office, which are available to all faculty/staff, as well as the offices for International Programs, Housing and Residence Life, Greek Life, Campus Ministry, Center for Student Success, Multicultural Affairs and Career Services - Riddle Center houses 19 NCAA Division III varsity sports teams, though football and soccer have their own field houses - Chris s House share the background and purpose of the house - Player s Center and athletic fields the down back - West Hall houses the Health Center (with an on-call PA) that is available to all faculty/staff - Residence Halls (point out) - Nimocks Fitness Center available to all faculty/staff. - Dr. & Mrs. M. Elton Hendricks Science Complex houses disciplines such as biology and chemistry, also the virtual simulation center - Dr. Keith Allison Hall math and computer science courses - North Administration Building (point out) - President s House (point out) - William F. Bethune Center for Visual Arts houses all visual art programs, a Mac lab, a photography lab and the David McCune International Art Gallery - Reeves Auditorium the center for performances and productions, with offices and classrooms for theatre and music, and the Office of University Relations - Campus Police/Public Safety/Office of Institutional Computing - Monarch Press/Center for Entrepreneurship/ROTC - Mallett-Rogers House 3

10 3) Review the MU website and the departmental website 4) Review the Deliver the Gold Values Employee will receive a Deliver the Gold card 5) Give a mini history lesson on the University, to include an overview of schools, departments, athletics, organizations, etc. Employee will receive a copy of From Cotton Field to University in the Welcome Packet 6) Assist the new employee with obtaining keys, MU parking sticker and MU ID card ID Card ID Card: After the employee has completed HR paperwork, they will go to the Public Safety Office with a valid ID to have their photo taken and official Methodist University ID card made. Parking sticker (And where to park on campus) Parking Sticker: New employee will have to show proof of a valid vehicle registration and a valid driver s license to obtain their parking sticker at the Public Safety Office. Keys (as determined by supervisor) Keys: Employee s supervisor will complete a key request through MUNET. The key request is processed through the Public Safety Office and signed by the Supervisor. Public Safety Office will contact the employee for pickup of keys. MU Driver certification (as determined by supervisor) Driver certification is voluntary unless supervisor deems it so. Employee will notify HR of the need to have a physical for driver certification. Employee will pick up physical package and proceed to U.S Health Works Facility to obtain physical. Employee then returns paperwork back to the Public Safety Office to be processed. Once paperwork is processed the employee will be contacted by the Public Safety Office to schedule driving certification class. (Depending on age and experience employee can be exempt from the certification class after all paperwork has been completed from the physical) 7) Ensure the new employee understands how to use their phone, including voic and how to obtain a current phone list from MUNET. Voic commands Out of the Office messages for phone and computer Transfer/Forward/Conference Phone list 8) Give new employee an overview of MUNET and its applications, located at Work Order System: Work orders (maintenance, computer) Procedures for Work Orders and Setup Requests: - Use MUNET to submit work orders and set-ups. Click on the Work order system tab, then click on the Maintenance Work order system tab. - Next, click tab that states: Enter a new Maintenance Work order. When completed, remember to make copies for your records. 4

11 - Set-up forms are located under the Forms and Documentation tab on MUNET. Under Forms click on the word Maintenance. The event set-up request form and the Vehicle request form are available. When completed, remember to fax this document to ext All event facilities are booked through Campus Calendar and Events on MUNET. The Director of University Calendar and Events must be notified of all events. - The event memo should be followed by a set-up request, if applicable, as soon as possible. - Only one person should coordinate, submit or modify an event from start to finish. - If serving food, Sodexo needs notification by phone at (910) or they can be ed at [email protected]. - Also, contact Maintenance, ext. 7238, if a set-up is needed for Sodexo. The Maintenance Department and Sodexo must be notified by the requester if Sodexo services are needed. Maintenance does not place tablecloths on tables. - Do not call in a work order; do not change work orders by phone - Do not pass work order information through a third party. Speak directly with Dispatcher of Maintenance when making changes to work order or set-ups. - The Dispatcher is available from 6:30am to 3:30pm, Monday through Friday, ext. 7238, fax 7197, [email protected]. Tasks that Maintenance does not routinely perform: - Security (ext. 7098) unlocks and secures doors. - Use of the Green and Gold tents must be approved by Lauren Wike (ext. 7167) - The tall tables in the cafeteria and the linens are property of Sodexo and require permission for their use. Their phone number is: (910) Any computer repairs, including WiFi, should be submitted through MUNET under computer repair, or if an emergency to ext or Cable vision repairs in student housing go to the Student Housing Department. Requests for cable repair elsewhere on campus should be submitted directly to Time Warner Cable so that a time convenient to the requester can be arranged. Purchasing: Ensure that new employee understands accounting and purchasing procedures as they relate to their position Discussion of Accounts Receivable, Accounts Payable, Pcards, MUNET Logins and Budgets as they pertains to individual position/review of Office of the Comptroller s Sheet If required, obtain Pcard application, complete and turn in to supervisor for authorization Set up Pcard training If required, supervisor needs to request, via , log in and password for purchasing program (currently being updated by the Accounting Office and Computer Services in our transition to the new Jenzabar Computer Program) Campus Calendar and Event Planning: All event facilities are booked through Campus Calendar and Events on MUNET. The Director of University Calendar and Events must be notified of all events. 5

12 Connect U: The Connect U program is a channel for at-risk students to engage with the Methodist University community through early warning systems, intentional relationship building and continued follow through. By completing the form on MUNET, a plan of action will be designed for the individual student. Forms and Documentation: Below are most commonly used items under the Forms and Documentation tab: - Maintenance Maintenance Set-up Request, Vehicle Request Form - Monarch Press Printing Request Form, Business Cards, Office Supplies and Stationary **If you are using the University Logo, you must coordinate with the Office of University Relations to obtain proper logos in accordance with the MU Identity Standards Manual. Police and Public Safety Key Authorization Form University Relations Advertising Request Form, Press Release Form, Photo Request Form Documentation Groupwise User Guide, MU Phone Extension, Voic User Guide 9) Jenzabar Jenzabar training will be scheduled through computer services. Job-specific Jenzabar duties will be trained by the mentor within the applicable department. 10) Ensure new employee understands how to use and the how important communication is within the University. A Groupwise Training user s guide can be found on MUNET or a session can be s c h e d u l e d with computer services at ext upon request. 11) Ensure the new employee knows the copier code for the department. 12) Ensure the new employee is familiar with protocols for posting advertisement materials and flyers. 13) Ensure the new employee knows the post office code for the department and where to deposit outgoing mail for pick up. Post Office: - The MU Post Office is a full service post office, operating from 8 a.m. until 5 p.m., Monday through Friday - In addition to handling mail from the United States Postal Service, the MU Post Office also handles mail and packages through Federal Express (FedX) and the United Parcel Service (UPS) - Mail and packages are distributed daily (Monday through Friday) to each individual department - Employees are able to utilize the services of the post office for personal use to include mailing personal items and buying stamps, but purchases must be made by cash only - All outgoing departmental mail should have the department code written in the upper left hand corner of the envelope or a note attached containing the department code so that the mailroom staff will know which department should be charged for the postage 6

13 14) Ensure the new employee is familiar with the bookstore and its functions/purchase availability Bookstore: - The bookstore carries office supplies, books, MU clothing, greeting cards, and snack items - Individuals are able to charge office supplies, books, and in some instances MU clothing items, to their individual department using their department code - Greeting cards and food items cannot be purchased as a departmental charge - P-Cards are not accepted as a form of payment in the bookstore - Individuals are also able to make personal purchases using: - Cash - Personal checks - Debit cards - Credit cards (except for American Express, which the bookstore does not accept) - Books and art supplies purchased by an MU employee for personal use or charged to a department for departmental use are discounted by 10% - All other bookstore items purchased by an MU employee for personal use or charged to a department for departmental use are discounted by 20% - Departmental and personal purchases (with the exception of books and art supplies) are discounted at 40% during the Christmas holiday season. - Employees who need to order regalia for commencement ceremonies are asked to place their order sooner rather than later as it can take up to 6 weeks to arrive. Regalia costs are approximately $70. 15) Ensure that new employee knows procedures for daily parking and where to park in the event that a particular parking lot is closed for a special event 16) Review Ar a m ar k Meal Plan options at: Employees have the same options as students when it comes to eating in the cafeteria. Employees can pay the door rate if they would like to eat lunch or they can purchase a meal plan, in which they will have a select number of meals that they can purchase by swiping their MU ID card instead of purchasing a meal every time they come to dine. Meal plans can be purchased in the dining facility from the cashier. Payment is accepted in the form of cash, check or credit card. Employees should them take their receipt to the dining services office, where someone will load their meals onto their MU ID card. Money that has been loaded but not used during one semester will roll over to the next one. Employees who have meal plans loaded onto their MU ID Cards can buy meals for guests as well. Block meal plans provided a reduced rate to the employee. 17) Share times of Chapel Services Interdenominational Worship Services: Methodist University is a faith-based higher education institution. We believe in the spiritual development of our faculty, staff and students. Every Wednesday at 11 a.m. during the academic year an ecumenical worship service is held in Hensdale Chapel. Members of our community are encouraged but not required to attend. If you are a faculty or staff member who wishes to attend, you are encouraged to check with your supervisor. No activities, events, individual or group meetings are to be scheduled during this time period. The 11 o clock hour of Wednesday morning is a time reserved for individuals who choose to attend our worship service. The Chapel is open 7

14 for meditation daily for all persons. In addition, special services are scheduled throughout the year. Announcements for these services will be made through the GroupWise system. 18) Share availability of Nimocks Fitness Center The Nimocks Fitness Center staff will give the new hire a Nimocks Fitness Center brochure. He/she will also explain the most frequent concerns of a faculty/staff member; especially those requirements for insurance and safety purposes (MU ID for entry, guest policies, and age restrictions). 19) Inform of Inclement Weather protocol Methodist University Inclement Weather Policy For the convenience of the entire Methodist University community, there is a Weather Alert and Message Board telephone line. By dialing ext on campus, or (910) off campus, callers will receive a recorded message concerning inclement weather or other university announcements that are pertinent. This line will be updated daily by 5 p.m. The decision about a delay or closing will be made by 6 a.m. for day classes and no later than 3 p.m. for MU at Night classes. Delays and closings will continue to be posted on the home page of the university s website and on Blackboard. Students & Faculty: When classes are being held, the decision about attending class rests with the individual driver. No student or faculty member should attend class if he/she believes that driving conditions are too dangerous. If a student misses classes because of dangerous weather, no penalty will be imposed by the faculty; and the student will be allowed to make up any work missed. The student is, however, responsible for the material covered in all classes. Staff: Staff are expected to report to work when the university is open and operating. No one should report to work if he/she believes that driving conditions are too dangerous. Per the Staff Handbook, if the university is open and you don t report to work, you will be assessed annual leave for all hours missed. For more information, refer to the Staff Handbook. 20) Inform of education opportunities The full MUP (Methodist University Personnel Scholarship) policy can be found in the Faculty Manual and Staff Handbook. After admissions requirements have been met for employees, spouses and eligible sons/ daughters the MUP form must be completed in order to receive the benefit. This form can be obtained in the Human Resources/Payroll office. 21) Share enrichment activities: Campus events, the arts, athletics, lecture series, committees, etc. 22) Review Workstudy students/supervision/paycom Policy 8

15 Paycom Employee Self Service Portal: Employees can use the Paycom Employee Self Service Portal for clocking, approving time, requesting time off or accessing their earnings information. Go to the web address: First time users must select will receive an with their UserID and temporary password information and must complete the registration process. Employees clocking in and out will select the Time Management menu and then select Web Time Clock. Supervisors (Managers) approving time will select the Time Management menu and then select Timecard Search. The employee will select the My Payroll to view their earnings statements and can also obtain copies of their W-2 s. Those employees who have supervisor responsibilities and need to approve time can schedule a training session by contacting the Payroll Administrator at ext Attend Workstudy Supervisor Training, provided by the Office of Career Services, to complete required documents to obtain workstudy students for your department. 23) Share information with the new employee in reference to things to See and Do at Methodist University and in our local community. A sheet is added at the end of this checklist to help the New Employee document information and contact numbers of interest to the individual. 24) Be available for questions from new employee as they arise after orientation period 25) A campus map will be provided when the new hire meets with the Human Resources Director. 9