Onboarding Manager Checklist Manager Name: Name: Unit/Department: Date of Hire: Directions: This checklist is designed to assist with the new Manager s Onboarding process. Onboarding is a long-term process that begins before a new manager 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 manager s. Once the new manager starts, he/she can work together with the hiring manager, appointed staff and an onboarding buddy* to complete the checklist. The hiring manager may add additional activities that are relevant to the specific department/faculty. Internal transfer employees may omit items that are not applicable. *An Onboarding buddy is a peer to the new manager who can assist in the Onboarding process and be a go-to person as directed by the manager. Learning & Organizational Development Page 1 of 14
Pre-Arrival Manager Responsibilities Prior to First Day: The goal is to plan and prepare for the manager s arrival so they arrive to an organized and prepared workplace. Complete the Employee Transaction Form (ETF) Staff and forward the required documents to the Designated Recruiter http://www.yorku.ca/hr/documents/cp m/sop/cpm%20recruitment%20sta ndard%20operating%20procedure.p df http://www.yorku.ca/hr/doc/etf.pdf Set up the workstation: Clean out desk/drawers Order Stationary Assign a phone extension or http://www.yorku.ca/uit/ Arrange system access once ETF has been approved and an employee number assigned: Computer, Network Voicemail and Email set up Personal and Public/shared drive Additional drive access (if applicable) Printer(s) access or http://www.yorku.ca/uit/ Order office supplies, keys, name plate, business cards, equipment or tools new manager will need or http://www.yorku.ca/printing/index.ht m Acquire building and floor access cards or security badge (if applicable) or Learning & Organizational Development Page 2 of 14
Gather reference materials (i.e. Business/IRP, University Academic Plan, Provostial White Paper, Mission Statement, Faculty/Unit Plans, transition notes from predecessor, updated organizational chart, contact list, voicemail instructions, job description, manual, policies, etc.) or Business/UAP Implementation Plan: http://vpacademic.yorku.ca/uap/inde x.php Provostial White Paper: http://vpacademic.yorku.ca/whitepap er/ Voicemail Instructions: http://www.yorku.ca/telecom/facultyst aff/meridian.html Update York Atlas, CPM listserv, any additional listserve or contact lists Prepare to welcome staff member. E.g. Create a welcome sign, buy a card, York gift or arrange a small gathering to welcome new manager on their 1 st day or & Refer to designated contact to update the Atlas. To update CPM listserv, email hissam@yorku.ca Email new hire a few days before start date to welcome them. Inform them: To access the Faculty & Staff website to view, policies, procedures, benefits, services, & public transit/parking info. Of Orientation & Onboarding Manager Program Of parking close to their place of work Of provision of a 1 day parking pass (if applicable) About appearance/dress etiquette You are inviting them to lunch (if applicable) on their first day http://www.yorku.ca/yorkweb/fs.htm Parking: http://www.yorku.ca/parking Public transit: http://www.yorku.ca/transportation Learning & Organizational Development Page 3 of 14
Ask if they have any questions. Announce the new manager s arrival in accordance with the department s practice (e.g. an email announcement) Create a list of key contacts for the new manager to meet during their 1st 90 days Schedule manager for New Employee Orientation Session Create activity schedule (calendar) for 1st week, including any meetings they should be attending with the hiring manager/designate Schedule and create a master Onboarding Manager Training Calendar based on the required Onboarding workshops offered or or or or http://www.yorku.ca/hr/services/man agers/orientation.html Click here to access the courses: Assign a buddy Refer to the s Guide for Onboarding s Discuss responsibilities with buddy Refer to the s Guide for Onboarding s Obtain Occupational Health and Safety Manual from DOHS (Also provided in HR Staff Orientation Session) Contact the Department of Occupational Health and Safety: http://www.yorku.ca/dohs/index.htm Additional Action Learning & Organizational Development Page 4 of 14
First Day The goal of the first day is to make a good first impression by focusing on welcoming the manager and to provide them with a foundation of knowledge about the organization. Ensure manager or designate is present to greet the new manager Accompany the manager to their workstation. Introduce new manager to the assigned buddy, staff and team members/co-workers (or arrange a small gathering to welcome the new manager) Coordinate a site/office tour including: Lunchroom/Lounge Office supplies and storage Notice boards Mailroom, photocopier, fax, printer Information about building access Washroom facilities Restricted areas, if applicable Emergency exits & evacuation, personal safety & Working Alone Program Location of the First Aid Kit and fire extinguisher Obtain info. for business cards, and order Meet with the new hire to discuss: Onboarding Manager checklist, training schedule and Onboarding Guide Inform new hire of HR Staff Orientation & information required of them or Buddy or Buddy Learning & Organizational Development Page 5 of 14
Agenda for the 1st week Payroll schedule Payroll Rep, or Manager Process cycles (e.g. vacation accruement) Computer login information Access cards/keys (if applicable) Contact numbers (i.e. helpdesk, office fax) Time Managing Support System (attendance management program and how to account for absences Take the new manager to lunch (if applicable) Encourage the new manager to obtain YU card and parking permit (if applicable) Additional Action http://www.yorku.ca/hr/units/phrim/ or Buddy http://www.yorku.ca/yucard/ First Week The goal of the first week is to ensure the manager understands the mission of the organization, the responsibilities of the job, and manager expectations. Ensure buddy and new manager are meeting and establishing a productive relationship Learning & Organizational Development Page 6 of 14
Complete Safety Orientation Checklist (the last page of the Occupational Health and Safety Manual) with new manager. http://www.yorku.ca/dohs/newemplo yees.htm Meet with the manager to discuss: York s Emergency Preparedness Program and local Health & Safety Bulletin Board Workstation ergonomics to ensure workstation is properly set up, job description, responsibilities and initial expectations of the job Review departments overall function, team member responsibilities/job descriptions, and internal customers Departmental policies, procedures (e.g. reporting sick, requesting vacation time, regularly scheduled meetings) goals and objectives Department s organization including: organization chart, relations to other departments etc. How his or her role fits with the goals of the organization Review reference materials with specific reference to the Business UAP, IRP and Faculty/unit goals and priorities Ask the new manager what they need from you to be successful. Provide a list of key contacts for the new manager to meet during their 1 st 90 days Schedule meetings with key contacts /Buddy or & New Manager Attend Central HR Orientation http://www.yorku.ca/epp, http://www.yorku.ca/dohs/ergonomic s/ergonomics.htm Campus tour & New http://www.yorku.ca/web/futurestude Learning & Organizational Development Page 7 of 14
Manager nts/tour Schedule meetings with staff one-on-one and as a group Complete mandatory training: WHMIS, AODA, Workplace Harassment & Violence Prevention Program and Time Reporting Tool - (Employee Component) (covered in Staff Orientation) WHMIS: http://www.yorku.ca/dohs/whmis.htm Workplace Violence: http://www.yorku.ca/dohs/onlinetraini ng.htm AODA: http://aoda.yorku.ca/cs/ Time Reporting Tool: http://www.yorku.ca/yelc/elearning.ht m Complete mandatory on-line training: Time Reporting Tool (Manager Component) after having completed the employee component. Note: All managers are to complete all topics under the following two sections: 1. Managing and Approving Time and Attendance via the TRT, and 2. Managing Delegations New Hire http://www.yorku.ca/yelc/elearning.ht m Arrange for Passport York Access and Air York Access (as applicable) or Buddy www.yorku.ca/computing/facultystaff /accounts/passportyork.html, www.yorku.ca/computing/facultystaff /telecom_network/airyork.html Review with new manager university policies and any applicable SOP s Review with new manager applicable Collective Agreements including recruitment process HR/ER Rep and Hiring Manager/ Designate Review security information and Go Safe at York (Note: campus-wide security and Go Safe is covered in Central HR Orientation) and Central HR http://www.yorku.ca/security/ Learning & Organizational Development Page 8 of 14
Review the York Directory, standard York University templates and accessing forms (i.e. expense forms) Additional Action and Buddy http://www.yorku.ca/yorkweb/fs.htm First Month 30 days The goal of the first month is to review the purpose of the position in the unit and broader University, to discuss progress made, and to continue efforts towards integration into the organization. Meet with manager to establish goals and job expectations Discuss University culture, practices and available Leadership and Management training (in house as well as external development) http://www.yorku.ca/hr/hrlearn.html http://www.yorku.ca/hr/units/learning development/externaldev.html Schedule a ½ hour meeting with Employee Relations representative for a Meet and Greet Continue to schedule and meet with key contacts Inform of committee meetings and team meeting schedules or Buddy Attend workshop: Lotus Notes Overview (if Learning & Organizational Development Page 9 of 14
applicable) Technical Learning Review the Employee Well Being Website to learn about manager s responsibilities http://www.yorku.ca/hr/services/man agers/illnessinjury.html Attend workshop: Overview of Job Evaluation & Compensation Guidelines (this is offered quarterly) Discuss department s budget process, cost centres and responsibilities Meet with staff members to learn about the work processes in the unit / or Buddy Attend workshop: Introduction To Finance (Note this is offered quarterly) Meet for ½ hour to discuss initial experiences and solicit feedback from manager Refer to the s Guide for Onboarding s Evaluation Check-in Questions Additional Action Learning & Organizational Development Page 10 of 14
Second Month 60 days The goal of the second month is to continue reviewing the expectations of the organization and the department/faculty, to discuss progress made, and to continue efforts towards integration into the organization. Continue to meet with key contacts Attend ER Connections (Note this is a reoccurring monthly session) Continue to meet with staff members to learn about the work processes in the unit Attend workshop: Part 1: Procurement 101 at York U (Note: This workshop is offered twice a year Spring and Fall) Note: Pre-work is required for this workshop. Please read the course description to learn about the pre-work requirements. Attend workshop: Occupational Health & Safety Act Occupational Health & Safety Attend workshop: Workplace Harassment & Violence Protection (Note: This workshop is offered twice a year). Attend workshop: Introduction to the Time Managing Support System at York (Note: This workshop is offered twice a year). Review the various faculty websites Buddy http://www.yorku.ca/yorkweb/facultie s.htm Discuss any department labour relation concerns HR/ER Rep and Hiring Manager/ http://www.yorku.ca/hr/contact.html# ER Learning & Organizational Development Page 11 of 14
Designate Meet bi-weekly for ½ hour to discuss experiences, review progress and provide feedback on manager s performance Refer to the s Guide for Onboarding s - Evaluation Check-in Questions Additional Action Third Month 90 days The goal is to provide guidance and feedback to the manager to ensure continued success and to make plans for his or her future with the organization. Continue to meet with key contacts Attend workshop: Conducting Behavioural Interviews & Recruitment Process (Note this workshop is offered twice a year Spring and Fall) Attend workshop: Part 2: Procurement 201 at York U (Note: This workshop is offered twice a year Spring and Fall.) Attend workshop: Workplace Inspection Occupational Health & Safety Learning & Organizational Development Page 12 of 14
Attend workshop: Accident Investigation Occupational Health & Safety Attend workshop: AODA Manager s Roles & Responsibilities (Note: This workshop is offered twice a year). Review the Performance Management Process and develop goals and objectives Meet for 1 hour at the end of the 90 days for progress report, to discuss any outstanding items, and sign off on this Onboarding Checklist. Review the Disability Management Program to learn about the program and various tools available to managers. Attend FIPPA training (Note: This course is offered twice a year). Additional Action & New Manager http://www.yorku.ca/hr/services/empl oyees/performancemgmt.html Refer to the s Guide for Onboarding s - Evaluation Check-in Questions Click here to access the Managers Secure Services Website: http://www.yorku.ca/hr/services/man agers/index.html you will be prompted with the Passport York Log on. From there select the Employee Well Being link. Learning & Organizational Development Page 13 of 14
Post 90 days Review performance objectives and progress quarterly Review completed and future training plans http://www.yorku.ca/yelc/ Conduct annual performance review Attend CPMEA Welcome Breakfast or Annual General Meeting Sign off Onboarding Manager Checklist if not completed earlier. Additional Action CPMEA website For Completion under s Direction Only Onboarding Checklist Reviewed with Employee: Employee Name: Signature: Date: (Print) Manager Name: Signature: Date: (Print) Copy to Working (local) File: (Date) Learning & Organizational Development Page 14 of 14