Purdue University Calumet

Purdue University Calumet NEW EMPLOYEE AMBASSADOR GUIDE (UPDATED APRIL 2014)

Table f Cntents Page Intrductin... 3 The Purdue Calumet Onbarding Prcess... 4 Cmpnents f PUC s New Emplyee Prgram... 5 Yur Rle and Others... 6 Sample First Day... 7 Phase I: Preparing fr the New Emplyee... 8 Phase II: The New Emplyee s First Day... 9 Phase III: The New Emplyee s First Week... 14 Phase IV: The New Emplyee s First Mnth... 15 Phase V: The New Emplyee s Future Actins... 16 Purdue Calumet Ambassadr s Guide t Onbarding a New Emplyee page 2

Intrductin D Yu Remember Yur First Days as a New Emplyee? It was prbably an exciting yet smewhat hectic time; perhaps verwhelming. Starting with a new cmpany is like ging t a freign cuntry. Everything is different: the peple, systems, language, and culture. It s everyne s respnsibility t help a new emplyee successfully assimilate int ur culture and becme a prductive member f the University. Yu, as the New Emplyee Ambassadr play a critical rle!!!! Yu are ne f the first peple the new emplyee will meet. Yu will help t shape his/her perceptins abut the University and help t ensure the new emplyee that he/she made the right decisin t jin Purdue Calumet!!! The New Emplyee Ambassadr Guide This is yur guide let it guide yu. When the time cmes t nbard a new emplyee, keep this guide clse by fr easy reference. There is als an electrnic versin f this guide available t yu n the New Emplyee Web Page at http://webs.purduecal.edu/hr/nbarding/infrmatin-fr-new-hire-ambassadrs/ This Guide was created fr yu after careful cnsideratin f all the tasks invlved in bringing a new emplyee n bard and making determinatins regarding the best peple t perfrm each task! Purdue Calumet Ambassadr s Guide t Onbarding a New Emplyee page 3

The PUC Onbarding Prcess Integrating int a new jb and envirnment takes time. At PUC, we ve divided the prcess int five phases. The table belw utlines sme f the majr activities that ccur during each phase. Yu ll nte that YOUR ROLE is imprtant n the new emplyee s first day! Phase Objective Sample New Emplyee Activities The new emplyee s first impressin. Prepares them fr emplyment and cmpletes administrative requirements. I. Preparing fr the first Day II. First Day III. First Week IV. First Mnth Welcme the emplyee! A day f discvery, administratin and intrductins. Help the emplyee get acquainted with the University and with his r her new rle. The emplyee becmes a prductive member f the Purdue family. V. Future Actins Onbarding is an nging learning prcess. The emplyee cntinues his r her rientatin. Receives New Emplyee Guide. Cmpletes administrative frms. Reviews infrmatin abut Benefits. Receives welcme call frm supervisr. Prepares fr the first day. Meets with Human Resurces t discuss benefits and emplyment plicies. Turs the University and secures access with Ambassadr. Meets with Supervisr Turs department and wrkspace with Department Orientatin Cntact. Shadws a clleague and n-thejb training. Accesses University infrmatin n the New Emplyee page. Begins first prject. Learns mre advanced prcesses. Meets with Supervisr. Meets with ther departments t learn their functins. Learns mre abut University services and benefits. Immerses in University culture. Cntributes ideas. Meets with Supervisr and creates develpment plan. Attends New Emplyee Orientatin Attends Service Standards training (sp3) Attends any frmal training 90-day perfrmance evaluatin Cmpletes applicable Online Web Certificatins Purdue Calumet Ambassadr s Guide t Onbarding a New Emplyee page 4

Cmpnents f Purdue Calumet s New Emplyee Prgram The cmpnents f the New Emplyee Prgram cnsist f a suite f materials aimed at intrducing new emplyees t the University and helping them t mre easily becme successful cntributrs and clleagues. The Purdue Calumet New Emplyee Guide The Purdue Calumet New Emplyee Online Prtal YOU! The New Emplyee Ambassadr Mailed t the new emplyee s hme, this bklet lists all the activities a new emplyee must cmplete during their first cuple mnths, including interactins with yu. (A guide has als been created fr the Manager and the New Hire Ambassadr t assist with nbarding a new emplyee!) Fund at http://webs.purduecal.edu/hr/nbarding/, this nline resurce cntains vital infrmatin fr new emplyees that can be viewed, dwnladed, and printed. (The prtal als has a sectin fr the Supervisr and the New Hire Ambassadr!) On the first day, each new emplyee will meet YOU -- the New Emplyee Ambassadr. Yu will serve as a persnal guide and partner fr getting the new emplyee up and running successfully! The Supervisr! New Emplyee Orientatin Wrkshp The Supervisr is the new emplyee s g t persn and ne f the mst imprtant cmpnents in the success f this prgram. Within the first 60 days, all new emplyees will attend an infrmative and interactive wrkshp n all things Purdue Calumet! Human Resurces and the entire Purdue Calumet family! Everyne here at the University is cmmitted t helping a new emplyee succeed! Purdue Calumet Ambassadr s Guide t Onbarding a New Emplyee page 5

Yur Rle and Others Rle Supervisr / Department Orientatin Cntact Respnsibilities Preparing wrkspace Intrductin t clleagues Department specific wrk rules and prcedures Jb expectatins Ensuring cmpletin f required campus training. (Supervise fr Success / NEO / One Purdue / sp3 Custmer Service Standards) Evaluatin prcess Cnducting 90-day evaluatin (if applicable) Basic training (campus mail, ffice equipment, cnference rms, requesting time ff, travel and expense reimbursement, etc.) Jb specific training Human Resurces Administrative infrmatin Cmpliance Benefits Key University Plicies and Prcesses Legal One Purdue Access Crdinates entire Onbarding Prcess New Emplyee Ambassadr University Tur & Facilities Secures Access (key/parking/cmputer, etc) Peple & Cultural Aspects University Infrmatin Basic Training (phne, email, wrk-time entry, leave requests, etc) Purdue Calumet Ambassadr s Guide t Onbarding a New Emplyee page 6

Sample First Day Schedule fr a New Emplyee Yu will receive a detailed Day One Agenda fr the new emplyee; hwever, this shuld prvide yu with a sample f hw things typically g! Part f the Day Meet with Wh What yu might discuss and d Early Mrning apprximately frm 8:00 am t 10:00 am Human Resurces The mrning f the first day is an pprtunity t get questins answered, including a review f the frms cmpleted and the Purdue University Emplyee Handbk, as well as making benefits selectins and learning mre abut the services the Human Resurces Department prvide. Mid-Mrning thrugh Early Afternn apprximately 10:00 am t 1:30 pm Afternn apprximately 1:30 t 5:00 pm New Emplyee Ambassadr Supervisr and Department Orientatin Cntact With the New Emplyee Ambassadr, it s time t take a campus tur! New hires will visit varius departments while getting a feel fr the University and meeting the peple wh make it wrk! At lunch, a discussin f varius campus activities and cultural items will ensue, and then at the new emplyee s desk, the Ambassadr assists the new hire get up and running. * Part f the tur is walking utdrs, s dress apprpriately and wear cmfrtable shes! The later part f the afternn is spent with the Supervisr and Department Orientatin Cntact, meeting department clleagues and getting acclimated t the department. Purdue Calumet Ambassadr s Guide t Onbarding a New Emplyee page 7

Phase I: Preparing fr the New Emplyee Once yu have agreed t serve as a New Hire Ambassadr and have cmpleted the required training, yu will be called upn t rient a new emplyee n their first day. Planning fr his r her arrival is critical. A new emplyee lks fr immediate cnfirmatin that jining PUC was the right decisin! Preparing fr the New Emplyee Checklist Receive ntice frm Human Resurces f new emplyee. (Email Call-Out) If yu are available and willing, indicate yur interest t serve as an Ambassadr fr this new hire. Secure new emplyee s name, title, department, supervisr, ffice lcatin, ffice telephne and start date. Name and Title: Department: Supervisr: Office Lcatin and Phne: Start Date: Reserve yur calendar frm 10 am t 1:00 pm n the new emplyee s start date. Receive new emplyee s day ne Agenda frm Human Resurces. Cnfirm date and times. Review the list f items that yu will be cvering with the new emplyee n his/her first day t familiarize yu with the tasks and timeframes invlved. (See pages 9-13) After yu receive the emailed new emplyee s Orientatin Agenda, cntact the new emplyee s supervisr. Cnfirm that the new emplyee s wrkspace will have a telephne and cmputer available n Start Date in rder fr yu t cnduct the required training! If it will nt be available, cntact Human Resurces. Ntes: Purdue Calumet Ambassadr s Guide t Onbarding a New Emplyee page 8

Phase II: The New Emplyee s First Day Checklist f Items t Cver with the New Emplyee n his/her First Day Yur gal is t prvide an awesme first impressin f the University t the new emplyee. Prviding a welcming atmsphere, helping him r her get acclimated t the layut f the University and assisting him r with basic access t the cmputer and nline tls will be yur primary bjectives! Please cmplete the fllwing tasks: Reprt t Human Resurces at the designated time n the new emplyee s start date (usually between 9:45 and 10:00 am) Human Resurces will intrduce yu t the new emplyee. Receive the New Emplyee Ambassadr Packet frm Human Resurces. As yu and the new emplyee leave Human Resurces, infrm him/her f hw yu tw will be spending yur time tgether ver the curse f the next few hurs. The packet cntains the fllwing infrmatin which yu will refer t as yu execute the remaining tasks: PUID # (labeled n flder) Fitness Center 3-Day Pass and Rates Cmpleted Frm 51 (Email Accunt Applicatin) Cmpleted Key Request Frm Cmpleted Parking Permit Applicatin In-Brief Brchure University Life dcument Campus Activities dcument Dcumented Instructins fr the fllwing Answering the Telephne Lgging int the Purdue Calumet Cmputer Netwrk Basics f Using Outlk E-Mail Lgging int the OnePurdue Prtal Accessing Emplyee Self Service Accessing Paid Time Off Infrmatin Reprts in ESS Signing Up fr Alert Me! Navigating Imprtant Cmpnents f the Purdue Calumet Website Lgging int and Using Pathlre Time Entry (if applicable) Online Leave Requests (if applicable) CAMPUS TOUR Take the new emplyee n a mini-tur f the campus and nly intrduce the new emplyee t key individuals that yu may meet during the campus tur. First, visit the Fitness Center Exercise Equipment Rm When yu visit the Fitness Center, refer t the Fitness Center 3-Day pass and Fitness Center Rates in the packet. Explain t the new emplyee he/she receives a 3-Day pass Purdue Calumet Ambassadr s Guide t Onbarding a New Emplyee page 9

Explain that emplyees and spuses receive discunted membership rates Explain the Fitness Center is pen t the public. If the new hire chses t becme a member, instruct the new hire t pay fr their membership at: Office f Enrllment Services Teller Windws Lawshe Hall #130 Phne Extensin #2213 While yu are at the suth end f campus, pint ut the Hspitality and Turism Management building Riley Childcare Center Peregrine and Griffin Student Husing units (745 rms between bth units. Cnsisting f mstly 4-bedrm units) Pint ut the art sculpture Reaching fr the Stars ; explain that it was designed by a frmer student. The hands have fur fingers representing the fur years f higher educatin. The tears/sweat n the hands represents the hard wrk/challenges students face in btaining their degree) Visit University Plice Present at the Plice Department windw Cmpleted Key Request Frm Cmpleted Parking Permit Applicatin. Emplyee s PUID is referenced n the Ambassadr Packet The Plice Department shuld issue the new emplyee an ID badge, Keys, and Parking Access (the keys and parking access may actually be prgrammed right nt the id badge). Be certain t test the badge at the gated parking lts. Be certain t test the badge r keys at the new emplyee s ffice/department Visit IS Custmer Service Center (Pwers Building, Rm #216) Present at the IS Custmer Service Center windw the cmpleted Frm 51 Applicatin. Explain t IS that applicatin is fr a new emplyee. IS will prvide the new emplyee with his/her netwrk Username and Passwrd, and Purdue Calumet email accunt after signing their required paperwrk. Make sure that the new emplyee tries ut her Username and Passwrd by signing n t the cmputer at the IS Custmer Service Center windw. Visit the Library (2 nd Flr f Student Unin & Library Building) Infrm the new emplyee that their PUID badge will enable them t check ut library bks. Yu the ambassadr are nt required t tur the entire library. Mentin that there are frequent free Art Exhibits in the Library) If time permits: Yu may make a quick stp at Alumni Hall; explain that this is the largest gathering rm n campus and that Twn Hall meetings, Faculty/Staff Cnvcatin, Service Recgnitin Lunchens, etc. are typically held. Purdue Calumet Ambassadr s Guide t Onbarding a New Emplyee page 10

Walk by Funder s Lunge; infrm them that it is a lunge mstly fr faculty but that small campus receptins have been held there; mentin the prtraits n the wall f frmer Chancellrs. Return t the first flr f Student Unin & Library Building. If time permits: Walk by Calumet Falls; explain it is Student s gathering place Walk by Bkstre; explain emplyees get 20% discunt n mst merchandise Walk by Out-Takes Take the new emplyee t lunch at the Oaken Arbr Café at SULB. If Oaken Arbr Café is pen yu will be required t take the new emplyee fr lunch there. Yu shuld use the lunch vuchers prvided yu by Human Resurces, lcated n the inside cver f yur Ambassadr Packet. There are times during the year when the campus cafeteria is nt pen. If yu g ff campus fr lunch, please secure a receipt and submit fr reimbursement using the Request fr Reimbursement lcated in the Ambassadr Packet. We strngly encurage yu t keep the expense under $24 fr bth lunches. During lunch, discuss sme f the imprtant features f campus life with the new emplyee. Refer t the: In-Brief Brchure (facts abut PUC) University Life dcument (What It is Like t Wrk at a University) Campus Activities (Events ging n Arund Campus that are available t Staff) BASIC OFFICE AND COMPUTER TRAINING Take the new emplyee t his/her ffice and shw him/her their wrkspace. Check t make sure the ffice keys wrk n bth the exterir building dr AND the ffice drs) Please remember that the Ambassadr is nt required t intrduce the new hire t the department. This is up t the supervisr and/r department rientatin cntact. Review with the new emplyee the basic infrmatin fr answering the telephne. Refer t the Answering the Telephne dcument in the packet. (check t make sure the telephne is wrking and can accept incming calls as well as place utging calls) Help the new emplyee lg int the cmputer netwrk. Refer t the Lgging int the PUC Cmputer Netwrk dcument in the packet. Be certain he/she can successfully Purdue Calumet Ambassadr s Guide t Onbarding a New Emplyee page 11

lg n. If yu have prblems, please cntact Custmer Service Center at Ext. 2888. Help the new emplyee access Outlk e-mail and shw him/her the basic features f Outlk e-mail. Refer t the Basics f Using Outlk E-mail dcument in the packet. If yu have prblems, please cntact Custmer Service Center at Ext. 2888. Nte, that when the new emplyee signs n t MS Outlk fr the first time, it will take a minute fr the system t make its cnfiguratins. If yu realize that email accunt is disabled after signing n, cntact Custmer Service Center at Ext. 2888 and have them enable the email accunt. Explain what OnePurdue is. Infrm them that it is a system-wide database accessing Financial and Human Resurces infrmatin. Help the new emplyee lg int the OnePurdue prtal. Refer t the Lgging Int the OnePurdue Prtal dcument in the packet. Be certain he/she can successfully lg n. If yu have prblems, please cntact Custmer Service Center Ext. 2888. Demnstrate fr the new emplyee the features f Emplyee Self Service. Refer t the Accessing and Using the Emplyee Self Service Features dcument in the packet. Demnstrate hw t view pay statements. Refer t the Accessing and Using the Emplyee Self Service Features dcument in the packet. Demnstrate hw t view leave balances. Refer t the Accessing Paid Time-Off Reprt. Fr mnthly-paid emplyees, demnstrate hw t request leaves nline in Emplyee Self Service. Help the new emplyee register in Alert Me! the emergency text messaging service. Refer t the Signing Up fr Alert Me dcument in the packet. Shw the new emplyee sme f the imprtant cmpnents f the PUC website. Refer t the Navigating Imprtant Cmpnents f the PUC Website dcument in the packet. In particular, shw the new emplyee hw t get t the fllwing lcatins: Purdue Calumet Hme Page Faculty and Staff Page Human Resurces Page Viewing email away frm hme** via Web Outlk Purdue Online Directry Page Help the new emplyee lg int and navigate arund Pathlre (training registratin sftware). Refer t the Accessing Pathlre dcument in the packet. If yu have prblems, please cntact Laura Guzman Ext. 2191 r Clleen Rbisn Ext. 2143. Make sure that the new emplyee tries signing n t Pathlre! Purdue Calumet Ambassadr s Guide t Onbarding a New Emplyee page 12

Fr Clerical and Operatins Assistants bi-weekly paid emplyees nly, shw the new emplyee hw t enter their time in Krns Fr Service staff, shw them hw t swipe in/ut using the Krns Tuchpad Fr mnthly paid emplyees, shw the new emplyee in Emplyee Self-Service Wrking Time Hw t Verify their West Lafayette Email Accunt If the New Emplyee has Supervisry Respnsibilities, verify the Supervisr Rster Instruct the new emplyee t visit the Human Resurces Staff Training & Develpment page, and click n Requesting and Apprving Online Leaves fr further instructins. Ntes: Give the new emplyee yur name and cntact infrmatin and tell him/her t feel free t call/e-mail yu if he/she needs assistance. Discuss and establish a plan fr maintaining cntact. Encurage the new emplyee t utilize the fllwing resurces if he/she needs assistance: YOU the Ambassadr! Human Resurces The Onbarding Website Supervisr Department Orientatin Cntact Purdue Calumet Ambassadr s Guide t Onbarding a New Emplyee page 13

Phase III: The New Emplyee s First Week During the first week, the emplyee is mst likely nt yet cnfident but shuld be mre familiar with his r her rle and the University. He/she will be invlved in reviewing lts f dcumentatin, participating in training, and meeting lts f peple. Yur rle during the emplyee s first week is really t be available in the event he/she needs yu. Fllwing are the tasks that yu shuld cmplete smetime during the new emplyee s first week: Cntact the new emplyee s supervisr t ntify f any issues yu ran int during yur time with new hire (netwrk accunt nt ready, culd nt lg int cmputer, unable t cmplete training, etc.) If yu need t schedule anther time t meet with the new emplyee t cmplete yur ambassadr activities due t issues yu ran int n the emplyee s start date, cntact the supervisr t ask permissin t set up anther date/time Cntact HR t ntify f any issues yu ran int during yur time with new hire. HR will als want cnfirmatin that all tasks were cmpleted. Cntact new hire near the end f the first week via telephne t check in and see if yu can answer any questins (especially if yu have nt heard frm the new hire since his/her start date) Ntes: Purdue Calumet Ambassadr s Guide t Onbarding a New Emplyee page 14

Phase IV: The New Emplyee s First Mnth The emplyee shuld be feeling mre cmfrtable nw and ready t take n mre respnsibility. At this stage, he/she may have questins like why d we d things like that? r wh is the best persn t cntact fr XYZ? Again, yur rle during this stage is t be available if needed. Fllwing are the tasks that yu shuld cmplete smetime during the new emplyee s first mnth: Cntact new hire near the end f the first mnth t check in and see if yu can answer any questins (especially if yu have nt heard frm the new hire in a while) Cntact HR t ntify f any issues/cncerns yu have based n yur interactins with the new emplyee (i.e. is the new emplyee getting what he/she needs) Ntes: Purdue Calumet Ambassadr s Guide t Onbarding a New Emplyee page 15

Phase V: The New Emplyee s Future Actins The new emplyee shuld be settling in and making a cntributin t the rganizatin. He r she may have sme higher rder needs. Questins abut culture might cme up r the accepted way t d things arund here. The new emplyee may have an idea fr imprving a task r prcess. Encuraging the new emplyee t share his/her suggestins is imprtant at this stage. Als, encuraging the new emplyee t refer peple he/she knws fr emplyment pprtunities at Purdue Calumet at this stage is als apprpriate. Fllwing are the tasks that yu can cmplete: Check in tward the end f the first three mnths f new emplyee s emplyment and see if yu can answer any questins Cntact HR t ntify f any issues/cncerns yu have based n yur interactins with the new emplyee (i.e. is the new emplyee getting what he/she needs) Ntes: Purdue Calumet Ambassadr s Guide t Onbarding a New Emplyee page 16