SUPERVISOR ONBOARDING TOOLKIT Updated November 2014

SUPERVISOR ONBOARDING TOOLKIT Updated November 2014

Congratulations on your new hire! Research indicates that taking the time to successfully onboard a new employee in their first 90 days greatly contributes to productivity and retention. This guide is designed to help you through this period with tips and tools that will help you ensure your new employee s onboarding experience is a success. If at any time you have questions or need assistance, please do not hesitate to contact the Human Resources Office. What is onboarding? Onboarding is the process by which new hires get adjusted to the social and performance aspects of their jobs quickly and smoothly, and learn the attitudes, knowledge, skills, and behaviors required to function effectively within an organization. (Society for Human Resources Management) Why is onboarding important? - It helps you retain your staff and faculty members - It reduces turnover costs - It helps get new employees up to speed quickly CPTC SUPERVISOR ONBOARDING TOOLKIT 2

Supervisor s Checklist Before your employee s first day Send an announcement to all faculty and staff about your new hire, their start date, title, where they will be located and background (example in Appendix A). Schedule time with Human Resources on the employee s first day for orientation and completion of new hire paperwork. Schedule time with the Benefits Office for benefits orientation on the employee s first day. Assign your new hire a buddy (a colleague that can show him/her around, etc.) (Appendix B). Prepare the new employee s work space. Ensure necessary supplies are available in office. Update signage on door, if applicable. Request computer, email lists, phone, network drives, and email account from Information Technology. Request long distance code from the Assistant to the Vice President for Finance and Administration. Request key and access code (if necessary) from Security in Building 22. Order business cards from Purchasing. Order name badge from Purchasing. Request to have the new employee listed in the directory by contacting Human Resources. Send an email or letter to your new employee that gives them the logistics of their first day and what they will need to bring: Date and time to arrive Location and person he or she should report to Assigned buddy s name Acceptable attire Parking/transportation information Bring appropriate identification to complete I-9 and W-4 forms. The list is located online. Bring a voided check for direct deposit Options for lunch (or take the new employee out to lunch) Schedule for first day (example in Appendix B) Talk to Human Resources to determine what new training the employee will need. Consider people your new employee will need to meet with and schedule appointments. CPTC SUPERVISOR ONBOARDING TOOLKIT 3

On your new employee s first day Ensure the new employee meets with Human Resources and Benefits (permanent employees only). HR and Benefits will provide a general overview of: Medical, dental, and other benefits options available. How to access intranet, Canvas, payroll, and leave information. Professional development/certification requirements. Job description. Provide ethics brochure. Important policies and procedures. Union affiliation and CBA. Programs and services offered to employees. Appropriate salary schedule and how to increment. General information about the college. Have buddy the employee a tour of workspace and campus. Point out restrooms, break rooms, mailroom and other places of interest. Make introductions to key staff. Introduce new employee to CPTC intranet (login: staff (all lower case), password: L@kewood13) Leave and time reporting system Earnings and leave website Explain to new employee Review job description. Review process for performance evaluations and probationary period. Work schedule and break and lunch times. Paydays are on the 10 th and 25 th of each month (and what happens when payday falls on a weekend). Collective bargaining agreement, if applicable. Days of vacation and sick leave and how to make requests. How to check email. How to make calls, check voicemail, and long distance code. Safety information and evacuation procedures. Office equipment, such as copier, fax, etc. and how to use (include copier code). How to obtain parking decal. Commonly used acronyms. Required training. If the employee is a new faculty member, please see Appendix F for additional items. Schedule times to check in with your new employee on a regular basis. Take new employee to lunch! CPTC SUPERVISOR ONBOARDING TOOLKIT 4

In first month Be sure to check in regularly with new employee (example questions in Appendix C). Check completion status of required trainings. In second month Be sure to check in regularly with new employee (example questions in Appendix C). Check completion status of required trainings. Remind new employee of perks of working at CPTC Bon Sucre, etc. In third month Be sure to check in regularly with new employee (example questions in Appendix C). Check completion status of required trainings. End of probationary period Conduct evaluation as prescribed in applicable collective bargaining agreement. If staff member is unrepresented, use the unrepresented evaluation process on the HR forms page. Determine learning and professional development goals for the year. CPTC SUPERVISOR ONBOARDING TOOLKIT 5

Appendix A: Sample Announcement for New Employee Please join me in welcoming Jane Doe to the position of Office Assistant in the Human Resources team! Jane comes to us from Harvard University where she served for 40 years as the Assistant to the President. She brings with her expertise in scheduling meetings, coordinating events, and taking meeting minutes. Jane begins on September 16 and will be located in Building 17, Room 114. Her phone number will be 253.589.5533 and her email address will be jane.doe@cptc.edu. Please help us welcome her to the team! CPTC SUPERVISOR ONBOARDING TOOLKIT 6

Appendix B: Sample Guidelines/Tips on Role of the buddy What is a buddy? A seasoned individual in the organization that is knowledgeable about CPTC, will make the new employee feel welcome, and can help the new employee acclimate to CPTC s culture in the first 90 days of employment. A buddy is also someone who can answer questions that new employees aren t always comfortable asking his or her supervisor. The buddy should be an experienced employee who is friendly, has high-performance standards for him or herself, and is a good communicator. It is essential that the buddy wants this job there s nothing worse than pairing a new employee with an individual who does not have time or want to be helpful. The buddy: Can help a new employee understand the CPTC culture Shows the employee all of the advantages and perks to working at CPTC Introduces the new employee to others Is available for questions the new employee may not feel comfortable asking his or her supervisor Helps the supervisor ensure onboarding is successful CPTC SUPERVISOR ONBOARDING TOOLKIT 7

Appendix C: Sample First Day Agenda In preparation for your first day: Bring identification to complete your I-9 form (add link here) Bring a voided check for direct deposit Report to Building 17, Room 114 (the HR Office) at 8 a.m. on 9/16/14 Appropriate attire is business casual Your first day: 8:00 a.m. Arrive at HR Office and be prepared to complete forms and attend orientation. 9:30 a.m. Supervisor will pick you up from HR Office and give tour. 10:00 a.m. Meet with supervisor 11:00 a.m. Get oriented to your desk and take a break 12:00 p.m. Lunch with workgroup 1:30 p.m. Complete first day to do list at desk 3:00 p.m. Break 3:15 p.m. Training with staff member CPTC SUPERVISOR ONBOARDING TOOLKIT 8

Appendix D: Sample New Employee Check In Meeting Questions 1. How is your job going? 2. What do you like best about the job so far? 3. What is frustrating or you don t like about the job so far? 4. Is there anything you don t understand or need more information on? 5. Do you have the necessary resources to do your job? 6. How is your relationship with your buddy going? CPTC SUPERVISOR ONBOARDING TOOLKIT 9

Appendix F: Additional First Day Checklist Items for Faculty On your new employee s first day Program scope and sequence Course syllabus Required text Required Skill Standards. To be done in first two years. All available through the Teaching Learning Center. (Most are online and selfpaced) o A: Manage Learning Environments 30 hours o B: Develop outcomes, assessments and curricula 30 hours o D: Provide student instruction 30 hours Instructor Briefcase: Used to check class rosters and enter grades at end of quarter o https://tredstone.cptc.edu/kiosk/ibc/ o Instructor ID is you staff number (975xxxxxx) o Employee PIN Contact the Registrar to receive PIN On-Line instruction o Required CANVAS training before an instructor can use the LMS and teach any portion of a class or program on-line. See elearning for details. In addition to student instruction, every quarter you be responsible for doing the following (this is not an exhaustive list, other duties may be required): o Identify and order (through IPA) supplies. Order textbooks through the CPTC bookstore (usually 2 nd or 3 rd week); enough for next quarter s students.* o Schedule class times/days for upcoming quarter (usually two quarters in advance).* o Review and correct as needed the program and course descriptions that will be published.* o Participate in Program Information Sessions** o Maintain program accreditation (if applicable) ** *If there are multiple instructors, all should be involved in this process. ** Tenure, Tenure-Track and (if written in contract) full-time adjunct. Give the new employee a list of important contacts such as the Dean, Advising and Counseling, Disability Accommodation, ELearning, Union info, Financial Aid, Instructional Program Assistant, and Registrar. CPTC SUPERVISOR ONBOARDING TOOLKIT 10