2014 Rowan University Guide to Onboarding
What is Onboarding? Onboarding is an updated approach to adjusting new employees to the social and performance aspects of their jobs. It is designed to help them feel more confident in their role and allows them to see the impact their job has on the day to day functions that help make Rowan University what it is today. It is designed to increase an employee s productivity through acquiring the necessary knowledge, skills, and behaviors from day one. These employees will then become effective organizational members and insiders to the University. Supervisor s Role in Onboarding As a supervisor you play a critical role in implementing a successful onboarding program. Your participation in this program helps the employee feel confident and connected to his/her understanding of their role within their department and with Rowan University as a whole. The goal is simple Ensure the new employee feels welcome, comfortable, prepared & supported. This leads to the employee making an impact on the organization, both immediately and over time. Employee success leads to satisfaction and retention, which meets the mission of Rowan University. As you can imagine, this process does not happen in one day, it encompasses the entire first year. Although all of these steps require an investment of time and resources, it is an investment that will pay enormous dividends for our University in years to come. Increased retention, improved employee engagement, increased productivity and reduced turnover cost are just some of the benefits of onboarding. Supervisor s Checklists Because the onboarding process is spread out over the entire first year of one s employment preparation and planning ahead is key! So where do you begin? Use these checklists to ensure that you have all of the needed elements to help get your employee off to the best start possible. Pre Arrival Checklist First Day Checklist First Week Checklist First Month Checklist First Six Months Checklist Six to Twelve Month Checklist 1 P age
EMPLOYEE INFORMATION Name: Start Date: Position: Supervisor: PRE ARRIVAL CHECKLIST Call new employee to confirm start date, place, time, dress code, parking, etc. Order equipment (i.e. computer, phone) if applicable Send internal memo to the department announcing new employee s arrival date and duties (see New Employee Announcement ) Contact HR to confirm orientation date Inspect work area to ensure it is clean and has all needed equipment and supplies Order tools, supplies, name plate, business cards and office key if applicable Arrange for computer softwar and installation if applicable Gather information to provide to employee on first day (i.e. job description, phone list, map of campus, organizational chart) (see Equipment and Supplies ) Set up meetings with critical people for employees first few weeks FIRST DAY CHECKLIST Greet employee and introduce to department staff Provide tour of work area/building including restrooms, kitchen, vending machines, supply room, etc. Confirm HR orientation date and time Introduce them to work area (i.e. log on to computer, set up voicemail, how use copier, Rowan ID) Make sure employee has network and Outlook access Explain normal work hours, time reporting and procedures Discuss meal break/work break policies Review department and /or job classification policies (i.e. dress code, emergency procedures, phone & computer use) Take employee to lunch/order in lunch Review job description Review first week schedule (meetings set up with key employees in and around department) Give employee first assignment (something small and doable so they feel like they have already accomplished something) Describe relationship between department and the institution Explain the difference between workweek categories in relation to types of employees (NE, NL, 35 hr/wk & 40 hr/wk as applicable) FIRST WEEK CHECKLIST Review mission of University and the applicable department. Technology check in (Rowan ID card, parking card, email log in, voice mail set up) Review timesheets and payroll dates Ensure the new employee understands the relationship between the job, the department and the Institution. Explain the new employees relationship to other roles in the department Discuss performance expectations and standards Schedule technical training as necessary Ensure employee is attending pre arranged meetings with other staff in department(s) Meet or touch base with new employee daily to answer questions Complete required personnel paperwork 2 P age
EMPLOYEE INFORMATION Name: Start Date: Position: Manager: FIRST MONTH CHECKLIST Set up weekly/biweekly meetings with employee Remind employee about benefits enrollment Establish goals with new employee by initiating PAR and provide for regular, informal feedback Discuss how his/her performance will be formally evaluated and the timing for the evaluation Oversee the scheduling of meetings with key employees both internal and external to the department Contact HR for any performance issues or problems FIRST SIX MONTHS CHECKLIST If employee is classified, IFPTE, CWA or Police & Fire, explain the 120 day probationary period and complete the probationary form when received from HR Ensure any required training has been completed Discuss information about continuing educational opportunities, special programs and events or activities that may relate to the employee s interests and professional development Continue to provide regular, informal feedback by having periodic discussions about the new hire s job assignment and productivity. SIX TO TWELVE MONTH CHECKLIST Recognize employee s contributions by celebrating successes (i.e. handwritten note, email) Continue to give regular feedback to the employee Schedule employee performance review Ask the employee how the first year at the University went (see First Year Follow Up ) Close out onboarding process by discussing with employee. (i.e. what was useful/helpful to employee, suggestions on what he/she thought should be added) 3 P age
New Employee E Mail Announcement To (staff in new employee s work area/department): I m very pleased to announce that (new employee) will be joining us a (job title) on (start date). (New Employee) will be responsible for (insert information about what he/she will be doing). (New Employee) comes to Rowan University from (former company name) where they (provide brief description of new employee s relevant work history). (New employee) will be a welcomed addition to our Department! Please join me in welcoming (new employee) to Rowan University. I encourage you to connect with (new employee), to welcome (him/her) to the team and to share your formal and informal knowledge regarding our organization, department and University. You can reach (new employee) at: (work address/office location) (phone number) (e mail address) Thank you, (name of supervisor) 4 P age
Working Location Tour Providing a tour of the new employee s work area can prevent him/her from being or feeling lost or confused during the first week. Orientation to the physical environment can be accomplished on the first day of employment. A tour of the employee s work location might include: Restrooms Break/lunch rooms Kitchen, including any department procedures Vending machines Supply room, including any department procedures Emergency and first aid supplies Photocopy and fax machines, including instructions on use Mail centers Transportation/parking services Emergency evacuation plans Other department locations on campus the employee may frequently interact with (i.e. Payroll, Human Resources) 5 P age
First Day Schedule Template While it is important to not overwhelm the new employee with too much information, there are key areas that should be covered on the first day. The new employee should be able to navigate the immediate physical environment, use basic communication and work equipment and know what to expect next. Many first day activities will be influenced by the job itself; however, below is a list of structured activities that most new employees will benefit from. When creating a schedule for a new hire s first day, keep in mind that although most new employees prefer not to be left with nothing to do, they generally appreciate some down time to explore their work space and review information they ve received. Morning Greet the employee, introduce to him/her to the work space, including where personal items are kept (coat rack, locker) Provide facilities access information, security information, keys and parking permit Answer immediate questions the employee may have Meet with a HR representative to complete required paperwork Give employee some time to get acquainted with his or her work Lunch Prearrange plans for lunch. Take out or order in. Afternoon Schedule time for employee to establish computer systems Give employee first assignment, something small but attainable Arrange for employee to receive instructions and codes for copier, fax and other machinery he or she will use Go over any pertinent office policies and procedures (office hours, lunches, break times, phone coverage, etc.) Allow employee time to settle in and review all of the information provided to him/her throughout the day Meet with the employee to debrief the day, answer any pending questions and provide/explain the schedule and activities for the next several days 6 P age
Equipment and Supplies Having the necessary equipment and supplies available on the first day of work allows a new employee to be immediately comfortable on the job. Requests for computer and phone equipment should be done prior to the new employee s first day. Computer and Phone Access Email support@rowan.edu with the following information o New employee s full name Last, First o Banner ID o Department Name o Work Start Date o Extension Number o FOPAL account number where phone will be charged IR has a 3 5 business day turnaround. Our goal should be that employees have the tools to do their job within the first week of employment. Access to Banner Security Screens Rowan Employees, Internet Native or Self Service Banner & Human Resources Screen Security: eis_security@rowan.edu (note there is an underscore between eis and security) Student Rowan ID & Pin Number: registrar@rowan.edu or ext. 4360 Faculty & Employee Student Self Service: Diane Previti Previti@rowan.edu Access to Admissions Screens: Lucia Nurkowski nurkowski@rowan.edu Access to Financial Aid Screens: Pamela Gordy gordy@rowan.edu Payroll: Arlene Carpenter or Carrie Milligan carpentera@rowan.edu milliganc@rowan.edu Access to Finance and Purchasing Security Screens Access to Finance Module Screens (not financial aid): finsecurity@rowan.edu Purchase Orders: requistions@rowan.edu Vendor & Office Supplies: aprequistions@rowan.edu Note: If the position is NEW and there is no existing computer/phone, please build in additional time to order equipment and additional time for IR to set up phone lines, etc. Additional Equipment & Supplies Campus Map Keys to building/office Fax Machine General Office Supplies 7 P age
First Year Follow Up Printer Photocopier How to request equipment Business Card/Name Plate It is important to close out the onboarding process at the end of the employee s first year. Discuss the process with the employee and take back any feedback /suggestion he or she may have. Below are some questions to help you start the conversation. Is the job what you expected? In what ways was it or was it not? Did you experience any obstacles to getting your work done? What are they and how do they affect you? What do you like most about working here? Do you feel recognized for your contributions? How do you like to be recognized? Do you have any suggestions for improvement? Discuss future career development and any opportunities or plans the employee may have. Discuss professional development opportunities. This may include cross training, assigning a mentor or taking a leadership role on a project or special team. Should anything be added to the onboarding process to help future new hires in the department? 8 P age
Process Map for Onboarding a New Employee New Hire accepts position. Supervisor calls employee to confirm start date, place, time, dress code, parking, etc. Pre Arrival: Organize workspace, create agenda, schedule meetings with key employees in department, set up computer and phone. First Day: New Hire is welcomed, introduced to co workers, workspace, provided with schedule & agenda. First Week: Discussion on organization/department goals, responsibilities of the job & key contacts. First Month: New Hire goals are established, orientation attended and continue to meet with Supervisor. First 6 Months: Continue to meet with staff & key contacts, ensure all required training is completed First 6 12 Months: Continue to meet with staff and key contacts, discuss education opportunities, ensure goals set are being met. First Year Follow Up: Annual performance review, overview of onboarding process & new goals set for fiscal 9 P year. age