Onboarding Document for New Charter Schools Office Employees

Transcription

1 Onboarding Document for New Charter Schools Office Employees 1

2 Before new employee arrives Notify team that new employee is starting and what their job entails Identify mentor for new employee and explain mentor responsibilities Two weeks before start date, employee a welcome letter that includes: o Links to a page password protected page within the CSO website that includes Official Onboarding schedule Directions, parking instructions and bus schedule Link to GVSU s online orientation (with specific links to look at dependent on COT or AP status) Payroll and tax documents A checklist of all items needed to be completed by first day of employment o Attachment of Temporary Parking Pass (obtain license plate #) o Attachment of schedule of first day including start time, lunch (catered, make sure to ask about food allergies/preferences), meetings and end time Two weeks prior to arrival, mail to employee (if they are not from the GR area) o Hotel accommodations if needed o Obtain address to send parking pass to (if out of state pass comes to the office) o GR area packet (from HR) Determine and set up work space/office (once G# is established) o Establish computer, network and telephone access o Furniture & Equipment o General office supplies o Workspace necessities Keys/Swipe Card Nameplate Nametag Mailbox Business Cards Company Cell Phone (if allowed) Company Debit Card (if needed for employee s position) Create updated staff handbook o Org. chart o Field reps list o Staff directory o Publications and reports from the past two years o Descriptions of any acronyms used by team 2

3 o Map of the office and events breakdown list Update contact info on CSO website, Netforum and GVSU People Finder Send or letter to all relevant campus contacts and other management companies, etc (ex: HR, College of Ed, Accounting, NHA) announcing arrival of new staff Obtain item with logo to give on first day Obtain G# and Ultratime Badge # First Day on the Job Warm welcome and tour of building and office Informally introduce to any staff around at the time; meet with each staff member according to preset schedule. Formally introduce to mentor o Go-to person for questions Review job description and give staff handbook Review phone system and provide instructions for using voic and call forwarding to cell Complete all new hire paperwork (not included in welcome packet) Give keys/swipe card (tell employee building hours and clarify that they are allowed to be in the building after building hours and how to access the building after hours) Explain Winter Hall access Review office policies and procedures o Working hours o Direct employee to anti-harassment policies o Vacation, sick leave, FMLA/leaves of absence o Holidays o Performance reviews o Office attire o Office organization & Office resources o Regularly scheduled meetings (CSO Staff meeting) o Progressive disciplinary actions (union contract for COTs) o Security & Confidentiality o Safety & Emergency procedures o Visitors o and Internet use o Show how to log into ultratime and Banner o Ethics Review travel and expense reimbursements and company credit card Explain what is needed to succeed in this position Explain available resources (within the office and within the community) 3

4 Explain each person s role in the office and how each interacts with the new hire s position, including student workers Describe the organization s role in the University and the community and the future direction of the organization Lunch with entire team catered in 1 st Week Review employee work area to ensure needed equipment is in place Give employee contact information for early morning calls for illness, delays, etc. Campus tour and introduction to DeVos Center and bookstore for GVSU gear If employee is not from GR area, have mentor talk to employee about doctors, restaurants, things to do in the area, etc. Also discuss Encompass, Health/Wellness, Rec Center. Have new employee set follow-up meetings with departments within 2 weeks (approximately) after arrival. Introduction to computer and office equipment o L: drive o Printers set-up o Copy/fax/scan o Office address book and calendar permissions o Outlook, internet browser options (15 minutes crash course) How to get to Barter Board, Notices o Have employees research and sign-up for any training needed Review benefits and direct staff to Benefits for scheduling benefits orientation if the new staff member has not already been contacted; introduce new employee to HR website (benefits, health and wellness, campus recreation, payroll calendar, etc.) Discuss goals for the year o Explain that these goals are what the new hire will be evaluated on throughout the next year; have the employee enter the goals in the epdp system so that they may review them and add notes throughout the year Meet every day with supervisor and/or mentor for 15 minutes to debrief Schedule quarterly evaluation meetings with employee and supervisor Schedule GVSU HR individual, and group orientation 1 st month Hand over projects and assignments Evaluation/feedback from supervisor (weekly for the first month) 4

5 Address any questions/concerns Attend board meeting with Field rep and tour building Make sure all benefits are taken care of Ensure mentor and new employee are meeting and establishing a productive relationship Plan Meet and Greet event with any relevant departments, vendors, etc. Introduce to the entire staff at next meeting Include new employee in e-newsletter 3 rd month, 6 th month, 9 th month, and 1 st year Evaluation/feedback from supervisor Address any questions/concerns Revised SP 5