Iowa State University Extension and Outreach Onboarding Checklist

Transcription

1 Iowa State University Extension and Outreach Onboarding Checklist INTRODUCTION Onboarding 1) Employee is provided with a welcoming work environment with informed colleagues and a fully-equipped work space; 2) New employee feels settled in on his or her first day. For questions regarding content or technical issues, please contact Dr. Carol Heaverlo, Director of Professional Development at or heaverlo@iastate.edu. You may also contact Amanda Estey, Graduate Assistant, at or albakley@iastate.edu. Directions: This checklist is designed to assist with the orientation process. Onboarding is a long-term process that begins before an employee s start date and continues for at least six months. This checklist is organized chronologically and helps hiring managers prepare for the arrival of new employees. Once an employee starts, he/she should work together with the hiring manager and a mentor* to complete the checklist. The hiring manager may add additional activities that are relevant to the new employee s position and/or content area. *A mentor is someone who assists in the onboarding process and serves as a go-to person, as directed by the supervisor. The benefits of onboarding are many. Onboarding provides a formally structured and comprehensive process designed to achieve the following: o A faster adjustment by the employee to the organization and his/her job o Clarity in objectives and expectations o Increased confidence o Provision of the knowledge and resources a new employee needs to excel o Affirmation of fit within the organization o Enhanced engagement within the organization o Long lasting relationships

2 2 BEFORE THE START DATE Schedule and Job Duties Print out New Employee Onboarding Checklist (this checklist), review and customize. Determine an onboarding mentor for new employee s first two to six months. Call the new employee: o Warmly welcome her/him to the team and ISUEO Extension. o Confirm start date, time, place, parking, dress code, etc. o If ISU paid employee, follow-up link to UHR New Employee Checklist and Onboarding webpage -- Iowa State University Human Resources Onboarding Process for New Employees o If county paid employee, the Net-id must be obtained at the county level by the REED and the new employee will need to complete paper copy forms located on the ISUEO Human Resources website. (Are these to be completed before the employee arrives for the first day of work?) o Remind new employee to bring proper identification for the I-9 which must be completed on or before first day (both county and ISU-paid employees). (Identify here specifically what forms of ID are required, such as driver s license and birth certificate or passport or whatever it is the employee needs to bring.) o Inquire as to whether there are any specific needs/wants regarding supplies and equipment. o Provide name (and contact information?) of the new employee s onboarding mentor. department/team/functional area of the new hire. Include start date, employee s role, and bio. Copy the new employee, if appropriate. Set up meetings with critical people for the employee s first few weeks. Arrange for lunch with the appropriate person(s) or mentor for the first day and during first week. (Perhaps the employee should be told during that initial phone call that he/she will have working lunches scheduled during the first week? This way the person is not assuming he/she can run home at lunch to let the dog out; transport a child from preschool to daycare, etc.) Arrange for a campus tour (if applicable). Arrange for an office tour. Work Environment Put together welcome packet from the department and include: job description, welcome letter, contact names and phone lists, campus map, parking and transportation information, mission, vision, ISUEO strategic plan, county specific personnel handbook (for county-paid employees). Clean the work area, and set up cubicle/office space with supplies. Order office or work area keys. Order business cards and name plate. Arrange for parking, if needed.

3 3 Add employee to relevant lists. Technology Access and Related Order technology equipment (computer, printer, ipad, projector) and software. Contact EIT to have the system set up in advance. Arrange for access to shared drives, and arrange access to any appropriate ISU administrative systems (e.g. ADIN, PeopleAdmin, KFS, e-data). Arrange for phone installation. (And/or cell phone?) Training/Development Arrange pertinent trainings required for the job. o Professional Development Opportunities

4 FIRST DAY 1) The Extension and Outreach employee feels welcomed and prepared to start working. 2) He or she begins to understand the position and performance expectations. 4 Clarify the first week s schedule, and confirm required and recommended training. If employee is ISU paid, review and remind employee to complete tasks on New Hire Activity page in AccessPlus (e.g. I-9, W-4, Direct Deposit). If employee is county paid, review and remind employee to complete the paper documents (and return the documents to who? The supervisor or the REED?) Provide an overview of the functional area its purpose, organizational structure, and goals. o ISUEO Mission Statement o About Extension and Outreach: Our Fundamental Principles o The Evolution of Extension and Outreach o MyExtension (Net-id login required) Review job description, outline of duties, and expectations. Describe how employee s job fits in the department, and how the job and department contribute to Iowa State University and Iowans. Review hours of work. Explain policies and procedures for overtime, use of vacation and sick time, holidays, etc. Explain any flexible work policies or procedures. Add regularly scheduled meetings (e.g. staff and department) to employee s calendar. Visit Iowa State University Extension and Outreach Human Resources for additional assistance. Be available to greet the employee on the first day. Introduce employee to others in the workplace. Introduce employee to his/her mentor if applicable. Arrange a welcome lunch. Answer employee questions. Work Environment Provide office and/or department tour (place to hang coat, restrooms, water fountain, vending machine, kitchen, refrigerator, emergency kit, parking). Provide department or building-specific safety and emergency information. Quick links for supplies include: o Business cards Name badge order form Letterhead BW Color

5 5 o County website help o Cy and banner reservations o Extension apparel (log into Online Store to view options) Technology Access and Related Review Phone policy and long distance cards, teleconferencing systems, fax, copier, etc. Provide new staff computer orientation at her/his desk (computer sign-in, shared network drives, Outlook/Collaboration tools, listserv subscriptions and websites). Show employee Extension Information Technology website and resources. Review policies for use of ISUEO equipment and internet? Review and explain any program specific technology resources and distribution lists.

6 6 FIRST WEEK 1) New Extension and Outreach employee builds knowledge of internal processes and performance expectations; 2) New employee feels settled into the new work environment. Introduce employee to the on-line orientation modules. Debrief with employee after he/she attends initial meetings, attends training, and begins work on orientation modules. Also touch base quickly each day. Schedule and conduct regularly occurring one-on-one meetings. Provide additional contextual information about the department and organization to increase understanding of the purpose, value added to ISU, goals, and initiatives. o Overview of Extension and Outreach o Programs Aligned with ISU (will also be covered in the orientation modules): o 4-H Youth Development in K-12 youth outreach across Iowa State University o Agriculture and Natural Resources in the College of Agriculture and Life Sciences o Community and Economic Development in the College of Design o Human Sciences in the College of Human Sciences o Extension Information Technology (EIT) Explain the annual performance review, goal-setting process and the Individual Professional Development Plan (IPDP) live link. Review Civil Rights reporting and responsibilities. If Merit or county paid employee, review the process related to the probationary period. Continue introducing employee to key people in Extension and Outreach and bring her/him to relevant events. Meet with employee and mentor (if applicable) to review first weeks and answer questions. Technology Access and Related Ensure employee has fully functioning computer and systems access and understands how to use them.

7 7 FIRST MONTH 1) Extension and Outreach employee is cognizant of his/her performance relative to the position and expectations; 2) Employee continues to develop, learn about the organization, and build relationships. Discuss progress and question regarding on-line orientation modules. Continue to solicit timely, on-going, meaningful everyday feedback (e.g. what s going well, what questions do you have, what resources do you need) Explain the performance management process and compensation system. o If ISU paid: o If county paid, see chapter 4 of personnel handbook Discuss performance and professional development goals. Continue introducing employee to key people in Extension and Outreach and bring him/her to relevant events. Meet with employee and mentor (if applicable) to review first weeks and answer questions. Arrange for employee to take ISU tour (if not already completed). A welcome note will be sent from Dr. Cathann Kress, the Vice President of Extension and Outreach. Training and Development For ISU paid, ensure employee has attended an Iowa State University Human Resources New Employee Orientation. (Register in AccessPlus.) Complete the Equal Opportunity On-line training on Unlawful Discrimination and Harassment. The link will be ed to the new employee by the Office of Equal Opportunity. For county AND ISU paid, ensure employee is registered for ISUEO New Staff Orientation. o Face-To-Face New Hire Orientation: Iowa State University Extension and Outreach offers a new staff orientation to all ISU paid and County paid new and recently hired staff as well as their mentors. This event provides new employees with the opportunity to network with administrators, representatives from professional associations, and colleagues. New staff will receive an inviting them to register. Ensure employee is signed up for any additional, necessary training. o Discuss with employee additional training needs (IPDP). o Review Professional Development Opportunities

8 8 FIRST THREE MONTHS 1) Extension and Outreach employee is becoming fully aware of his/her role and responsibilities, beginning to work independently and produce meaningful work for Extension and Outreach; 2) He/she continues to feel acclimated to the environment, both functionally and socially. Continue having regularly occurring one-on-one meetings. Discuss progress and any questions regarding on-line orientation modules. Meet for informal three-month performance check-in. (e.g. what s going well, what questions do you have, what resources do you need) Continue giving employee assignments that are challenging yet doable. Create written performance goals and professional development goals using the Individual Professional Development Plan (IPDP). Have employee shadow you or other appropriate staff to get exposure to others and learn more about the department and organization. Check-in with the employee and mentor if applicable. Take employee out to lunch, and have informal conversation about how things are going. Training and Development Make adjustments to employee s training and development as needed. Provide information about continued learning opportunities including the Professional Development grant, Excellence in Extension grant tuition assistance, etc.

9 9 FIRST SIX MONTHS 1) Employee has gained momentum in producing deliverables, has begun to take the lead on some initiatives, and has built some relationships with peers as go-to partners; 2) Employee feels confident and is engaged in new role while continuing to learn. Conduct six-month performance review. Review progress on performance goals and professional development goals. Ensure employee is registered for or has attended an ISUEO New Employee Orientation session and an ISU New Staff Orientation (if ISU paid employee). In order to generate a more comprehensive understanding of the organization, create an opportunity for employee to attend or be involved in an Iowa State University activity outside of her/his work area. Invite employee to Extension and Outreach Upcoming Events. Meet with employee and mentor at the end of their structured mentor-mentoree relationship. Discuss how things went and what else would be helpful for the employee.

10 10 FIRST YEAR [BETWEEN SIX AND TWELVE MONTHS] 1) Extension and Outreach employee is fully engaged in new role applies skills and knowledge, makes sound decisions, contributes to team goals, understands how his/her assignments affect others in the organization, and develops effective working relationships. He/she has a strong understanding of ISUEO s mission and culture; 2) Employee continues to be engaged in his/her role and has gained greater confidence in position; begins to take on additional assignments and works with some level of autonomy. Celebrate successes and recognize employee s contributions. Continue providing regular informal feedback; provide formal feedback during the annual review process. Have a conversation with employee about his/her experience at Extension and Outreach to date, including: o Extent to which employee s expectations of role and Extension and Outreach align with reality. o Extent employee s skills and knowledge are being utilized and ways to better utilize them; what s working, what they need more of, etc. o Discussion of the year ahead. Solicit employee s feedback and suggestions on ways to improve the onboarding experience. Do this one-on-one or with a small group of new employees. Training and Development Explore opportunities for participation on an ISUEO committee or cross-functional team to support the employee s continued growth and professional development. Additional Onboarding Resources: o Onboarding New Employees: Maximizing Success (Society of Human Resources Management SHRM) o By the SHRM Foundation: A 15 minute youtube video of the 5 Steps to World Class Onboarding