Name: ______New Employee On-Boarding Checklist New Hire Supervisor
Pre-Arrival: N/ Checklist: Yes A Comments Contact new employee prior to start date: Welcome him or her to your Unit. Confirm start date, time, where and to whom to report. Explain parking options for 1st day and ongoing options (garages/lots). (Libraries supplies parking garage pass for 1st day; Tech Cntr/Archives supplies a day permit parking pass and has visitor parking) Pick up main campus parking garage pass from Libraries Business Office. Tech Cntr/Archives and Depository have day passes available. Ensure work area is ready: computer, phone, supplies, and other office equipment. Order: IT Needs: IT Service Request Form Computer and monitor if one is not available. IT Access for J:\ drive permissions Content Management System Access Staff member support on 1st day Sierra account authorization Building Access Requests and Office keys from: Brent Lewis, [email protected] Business Cards: Submit eRquest with contact information as it should appear on the business card under additional comments. Visit http://uniprint.osu.edu/ for options Name plate: Todd Efkeman, [email protected] Phone: Julia Higgins, [email protected]
Collect departmental orientation materials to make available the first day. Prepare necessary maps, commonly used links (OSUL home page, find people, system links), phone numbers and other useful tools. Create Onboarding/Orientation Schedule and notify key constituents Arrange training schedule: in-person system trainings, online trainings meetings with key constituents (customize as needed). Schedule time to spend with new employee during the first week Schedule lunch with new employee on 1st day with yourself or unit representative. Have position description ready to review with candidate.
Arrival:
Page 2 of 8 N/ First Day/Week Checklist: Yes A Comments If not completed prior to first day, send new hire to OAA Intake Center at 008 Bricker Hall for new hire paperwork. Hours are 8:00a.m. to 5:00p.m. Takes approx. 15-20 mins. Introduce employee to staff/provide tour of facility. Point out restrooms, break rooms and vending. Inform employee of nearby food and services. Set up and orient employee to office procedures and equipment: phone, computer, copier, printer, scanner, fax, office supplies. Discuss e-mail, phone, voicemail, etc. both from a how to perspective as well as use for business purposes. Provide employee with Keys as needed.
Provide employee with 1st day parking pass. Have employee activate name.# at my.osu.edu Plan to complete Day 2. Must be hired into HR System before employee can obtain. Check with HR.
Schedule time for employee to complete required online and on site trainings: Plan to complete Day 2. Must be hired into HR System before employee can obtain. Check with HR. University New Employee Orientation: http://hr.osu.edu/neo/index.aspx Sexual Harassment via Carmen https://carmen.osu.edu/ Understanding leaves at OSU via Carmen https://carmen.osu.edu/ Building Emergency Action Plan, OSU-BEAP training through Environmental Health and Safety http://ehs.osu.edu/Training/default.aspx Institutional data training via Carmen https://carmen.osu.edu/ must be completed before access to most administrative systems can be granted
Schedule time for employee to complete other online and on site trainings as appropriate. Identify a potential peer-mentor as appropriate. Provide campus tour with emphasis on library locations.
Page 3 of 8 New employees will be added to Liball, Libosul, Libstaff, and/or Libfac listservs. For additional listservs please submit an email request with the users name.# and additional listservs to Q Batts at [email protected]. Meet with employee to discuss (customize agenda as necessary): Provide copy of Position Description and broad overview of role, expectations, responsibilities, hours, etc. Share culture and history of the department/unit.
Discuss organizational chart.
Immediate and Long Term Department/Unit needs.
Hot Buttons.
Set report method and confirm work schedule.
Set routine communication method e.g. best way to communicate with manager. Emergency communication methods.
Procedure for calling off and/or requesting time away.
Discuss pay schedule, submission deadlines, and when to expect paychecks. Safety/Building Issues (Fire/Tornado/Emergency procedures). Set routine meeting time. Send employee to obtain: Plan to complete day 2. Must be hired into HR System before employee can obtain. Check with HR. Buck ID – Information on how to obtain is available online at buckid.osu.edu/manage_firstcard.asp, Purchase parking permit – Information on how to obtain is available online at http://www.campusparc.com/osu/.
Post-Arrival:
N/ Within First Month: Yes A Comments Confirm that employee has all materials necessary to perform the job. Provide info and training on appropriate tools, templates, skills, systems, etc.
Page 4 of 8 Assign tasks or projects designed to attain early engagement with work. Determine and schedule meetings with key constituents. Discuss performance expectations and set goals. Explain the performance management process. Share initial feedback, comments, and concerns. Discuss recognition programs/ awards. Remind employee about: New Employee Orientation, Benefits deadline (31 days), Retirement selection deadline (180 days), Personal Health Assessment and incentive program. Contact key constituents and set up detailed location tours. Ask for new hire feedback on orientation/on-boarding process/peer- mentor.
Within First Quarter: N/ Yes A Comments Meet with employee to discuss any additional training needs and answer any questions. Meet with employee to discuss progress towards performance goals and edit/add as needed. Share feedback, comments, and concerns.
Review role expectations. Review committee structure and discuss potential internal and external volunteer opportunities. Ask for employee feedback on peer-mentor relationship.
Within First Year: N/ Yes A Comments Evaluate employee and discuss performance.
Develop goals for the following year. Discuss campus wide volunteer and committee opportunities.
Page 5 of 8 New Hire Announcement Template OSUL wide announcement will be made in NNs via HR, consider the template below to notify internal staff to the unit.
Dear Colleagues,
I am pleased to welcome (insert first and last name) to our team. Beginning (insert start date), (insert first name) will be responsible for (brief overview of basic responsibilities). He/She will have management responsibility for (units/teams).
Prior to accepting this position, he/she served as (list titles/responsibilities in one or two previous positions) at (previous employer).
(First name) graduated from (university name and location) with a degree in (major) and has a (graduate degree, if applicable) from (university name and location).
(First name) brings experience and a record of success in the (professional field), and I believe that he/she will be a valuable addition to our team and to the (name of department or center).
It is up to all of us to help (name) feel like part of the team, so please introduce yourself and make him/her feel welcome.
Regards, (Hiring Leader Name)
Page 6 of 8 Welcome Letter Template Dear (First name),
Welcome to The Ohio State University Libraries. I am delighted that you will be joining our team!
As (insert role/title), you play a vital role in fulfilling our strategic goals. Your strong background in (highlight past experience and strengths that lead to selection) will be valuable to us as we work toward (highlight specific area goals).
We want to support you as you build the knowledge required for success by helping you learn the processes, people, vision and culture of the (name of department or center). To that end, we are currently putting together a personalized on-boarding plan for you that I will review with you during our first meeting.
Please plan to arrive on (Start Date) at (Start Time), and report to (whom) in (Location/Room#). For parking I would recommend the (Garage Location) and for your first day we will provide you with a pass to exit the garage for free.
We look forward to your arrival!
Sincerely, Hiring Leader
Sample Onboarding Schedule Day One: 8:00am-8:30am Meet
Day Two:
Page 7 of 8 8:00am-8:30am Activate name.# at my.osu.edu 8:30am-11:30am Complete Online Trainings: University New Employee Orientation: http://hr.osu.edu/neo/index.aspx Sexual Harassment via Carmen https://carmen.osu.edu/ Understanding leaves at OSU via Carmen https://carmen.osu.edu/ Building Emergency Action Plan, OSU-BEAP training through Environmental Health and Safety http://ehs.osu.edu/Training/default.aspx Institutional data training via Carmen https://carmen.osu.edu/ must be completed before access to most administrative systems can be granted. (needed if approver/backup in etime/eleave or supervisor with HRA access) 11:30am-12:30pm Lunch 12:30pm-1:00pm Discuss Safety/Building Issues (Fire/Tornado/Emergency procedures) 1:00pm-3:00 Attending On the Job Training with peer mentor
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