Supervisor's Guide: Onboarding New Staff

DON ACTIVITY NOTES E OR N/A Prior to First Day Develop a training plan for new employee (what information needs to be shared, what tasks/skills need to be learned, what mandatory training is required, which are highest priority, resources needed/available and who will train them and when). Draft a first week, second week, 30, 60, 90 day plan. Plan goals and expectations that will be used in the performance planning (LEAD@) session for new employees and can also be entered into LEAD@ (to be done within the first 30 days). Plan first day/first week schedule (department tour, introduction to other department members, lunch with department members, location of equipment, supplies, break room, restroom, and other resources, University Grounds for Success orientation, etc.). Contact Robyn Eaton to schedule 30 minutes with new employee on first day. [email protected] 4-7527 Contact the Office Systems Support (OSS) to request or order equipment for the new employee. [email protected] 4- 4480 Contact OSS to schedule time to set up new employee’s equipment (approximately two hours) [email protected] 4-4480 In order to be set up on the computer system and email the new employee will need to obtain an ID card and be “ID Proofed”. The University ID Card Office is located on the corner of Alderman and McCormick Roads in the O-Hill Dining Hall, Lower Level. Meter parking is available on McCormick Road (remember to bring change for the meter). Office hours are 8:00 a.m. - 5:00 p.m., Monday – Friday. (ID Office website: http://www.virginia.edu/idoffice/) Consider escorting employee to ID office or have a teammate escort them. Send a welcoming email to new employee with their schedule for first day/first week: Some items to consider including:  What time to report to Office or Grounds for Success  If attending Grounds for Success on 1 st Day, what is the plan after it concludes at 12:00pm? Will you meet them at Newcomb to take them to lunch? Should they plan to come back to the office to meet you for lunch? Should they have lunch on their own? Should they go to the ID Office and/or P&T before they come into the office? Is there is a specific time you want them to be at the office?  If not attending Grounds for Success on first day, do you have plans to take them to lunch; if not, mention they will have a lunch break to grab lunch on their own (or they can bring lunch if they would like)  Expected work hours (at least for first day or week)  Any items they will need to bring (ID, Driver’s License, any departmental relevant items)  Parking arrangements for first day and that they will have time during the first week to go to Parking & Transportation to get U9 parking pass. Parking & Transportation is located at 1101 Millmont Street. Office hours are Monday-Friday 7:30am-5:00pm( P&T website: http://www.virginia.edu/parking/) Draft introduction email about new employee (to send before or on first day). If applicable, schedule and invite colleagues to welcome . reception. Ensure you will be available when they arrive and schedule dedicated time on your calendar the first day/week to spend with your new employee. Consider an end of the day wrap up each day to answer questions.

Plan for “down time” with resources for new employee to learn their new role, development, the University, and any relevant areas that will expedite their onboarding (such as departmental files, manuals, publications, shared drive files, online benefit modules, Advancement Resources Site (www.virginia.edu/giving/resources), Employee Toolkit (www.virginia.edu/advancement/employeetoolkit), Manager Toolkit (if applicable), etc. Advancement Human Resources – University of Virginia Determine what mailing lists, business systems and mandatory training the new employee needs.  ESHARP - (website: http://its.virginia.edu/esharp/) - a web-based tool for requesting access to or removal from UVa systems. Systems including: -HR/Finance (Integrated System) – Contact Roselle [email protected] 4-1009 if you need assistance with finance related ESHARP requests and related mandatory training -Student Information System (SIS) -Document Imaging System (ImageNow)  iModules – [email protected]  Advance - https://www.virginia.edu/giving/resources/?page_id=4815  Procurement & Budget (travel policies, purchasing cards, Marketplace, budget overview, etc.) – Contact Roselle [email protected] 4-1009  Not on Our Grounds – Responsible Employee online training (Required for all employees) on EOCR website: https://shib.everfi.net/login/default.aspx?id=uvaemployees  Emergency Preparedness - required online training from Emergency Preparedness. Enroll through Self Service/UVA Employee Self- Service/Learning/Learner Home  Distribution Lists – if the new employee needs to be added to special email lists such as doxgrounds, chief development officers, communities of practice, iModules, etc, please visit: https://www.virginia.edu/giving/resources/?page_id=6272. The new employee will automatically be added to the dev-community and all relevant University Advancement email lists.

First Week Be available to greet your new employee for lunch (meet at Newcomb or Office?) or when they arrive to Office (see information above about ID Office and Parking & Transportation) Answer questions they may have from attending the University’s orientation - Grounds for Success or confirm when they will attend Grounds for Success Orientation. Review first day/first week schedule. Provide options for “downtime” (such as departmental files, manuals, publications, shared drive files, online benefit modules, Development Resources Site, Employee Toolkit, Manager Toolkit (if applicable), etc. Confirm when new employee will attend University Advancement New Hire Orientation. Explain how it is different from UHR’s Grounds for Success Orientation. Plan to send or escort new employee to the ID Office to obtain an ID Card / be ID Proofed In order to be set up on the computer system and email the new employee will need to obtain an ID card and be “ID Proofed”. The University ID Card Office is located on the corner of Alderman and McCormick Roads in the O-Hill Dining Hall, Lower Level. Meter parking is available on McCormick Road (remember to bring change for the meter). Office hours are 8:00 a.m. - 5:00 p.m., Monday – Friday. (ID Office website: http://www.virginia.edu/idoffice/) Consider escorting employee to ID office or have a teammate escort them. Confirm new employee has met with or is scheduled to meet with Robyn. Describe your department by explaining its name, purpose, position within the organization, staffing (e.g., organization chart), any special departmental rules or procedures, etc. Provide handouts when appropriate. (New employee will be provided an org chart when they meet with Robyn, but please contact UA HR if you would like a copy as well). Be sure to identify special interests of the department, key staff, etc. Conduct tour of work area and make introductions to other department members along the way. Remember to identify restrooms, break rooms, vending, refrigerators, eating areas, etc. Provide lists of local eateries/restaurants, other items of interest as applicable (dry cleaners, stores, etc.)

Advancement Human Resources – University of Virginia Discuss new employee's job duties and responsibilities. (An excellent way to do this is to use the written job description in Jobs@ as an outline.) Emphasize maintaining confidentiality, if it applies to his or her job. Be sure to point out importance of the job to the department and the need to work as part of the department's "team". Discuss goals and expectations. Review training plan (first week, second week, 30 day, 60 day, 90 day)

Outline the organization and from whom the new employee will take direction, if other than or in addition to yourself. Explain work schedule of the department and of new employee (such as work hours, lunch times, overtime policy (if applicable), procedures for notifying you in the event of tardiness or absence, Inclement Weather Policy, etc.). Inform them of any standing meetings, upcoming meetings, networking events, training opportunities, holidays, events, etc. Explain dress code for the department and what is or is not acceptable. Explain what expected behavior is regarding office communication, including how to answer the phones, transfer calls, take messages, computer and cell phone usage. Provide instruction, location, procedures for office equipment (copier, scanner, fax, etc.) Review timekeeping expectations with new employee based on employee classification (exempt/non-exempt – such as overtime, reporting time out (15 minutes vs. 4 hours, etc.) Allow time for new employee to review online E-learning Modules (within first few weeks). The new employee will be able to access the E- learning modules starting on the second day of employment. These modules are required of all new employees and may be accessed online through SSTL (Learner). It will take approximately 1.5 hours to complete four modules: 1. Benefits & Leave (~ 45 minutes)

2. Getting Paid (~ 15 minutes)

3. Policies & Practices (~ 15 minutes)

4. Safety & Security (~15 minutes) Allow time for new employee to enroll in benefits (within first few weeks). The new employee will be able to enroll in benefits starting on the second day of employment. If they still have questions about benefits after reviewing the online e-Learning module, they should contact UHR at 2- 0123. Discuss emergency preparedness and procedures and discuss work environment safety issues (what to do if injured on job, fire escape routes, location of fire extinguishers, fire safety plan, etc.). (see page on Employee Toolkit) Contact Mary Greene to order business cards. (If applicable) [email protected] 4-7306 At end of 1st day and the last day, meet with employee to discuss “first day/week on the job”. Ask questions.

Advancement Human Resources – University of Virginia 30 Days Continue to have dedicated time scheduled for you to meet with the new employee. Try not to reschedule these meetings – it conveys how important onboarding is and new employees come to rely on these times for information and feedback.

Finalize goals within 30 days of hire date. Enter into LEAD@ as soon as possible, or when accessible. Explain 6 month and 12 month Probationary Period Actively manage new employee's training. Provide performance feedback to employee. Make your expectations clear. To correct problems early, offer training and constructive criticism. Give your new employee positive reinforcement for tasks that have been performed well. Provide an opportunity for them to attend relevant training and development opportunities. Begin documenting employee's strengths and developmental opportunities. Maintain a supervisory file to facilitate performance appraisal process and, if necessary, to take disciplinary action or document an unsatisfactory probationary period. 60 / 90 Days Schedule meetings for the 60 and 90 day check in – review the training/onboarding plans. Also consider discussing the following: Does the new employee have all of the tools/resources to do their job effectively? Is there anything they need? Are there areas of their job they have questions about or need information? Do they have a clear understanding of your expectations? Are they meeting those expectations? Have you communicated how they are doing in those areas? Are there clear strengths the new employee has already brought to the position? Are there developmental opportunities that you have identified? Are they fitting in? Have they established positive working relationships? 6 Months Continue to meet with your new employee. The onboarding process is a yearlong process and regular interactions with their manager will ensure long term success in the role. Complete 6 Month Probationary Review (in LEAD@), documenting employee’s progress and performance. Solicit input from the employee. If any work-related problems have surfaced, contact UA HR for assistance prior to meeting with employee. UA HR will assist you in developing a strategy to address any performance deficiencies and identifying corrective steps to be taken. Discuss training completed and training planned for future. Ensure LEAD@ goals are being met. If employee needs to improve any aspect of his/her performance, identify a development plan, review with employee and amend as necessary. Successful development plans require support and follow through from both you and employee. If employee’s performance has been exemplary, consider possible recognition or rewards options. (i.e. CMAC award) 12 Months Complete 12 Month Probationary Review (in LEAD@) to make a determination of whether to successfully end probation period, extend probationary period or terminate employee. *****Note: there are very specific guidelines for extending probationary periods. Please partner with UA HR before discussing any extensions with employees.

Advancement Human Resources – University of Virginia The following provides an overview of the various human resource orientations:

Grounds for Success Orientation Orientation begins with a half-day (8:30 a.m.-12:30 p.m.) learning experience that focuses on the University’s rich history and culture, our current mission and our future plans. Your new employee will also meet other new employees (both staff and faculty), and understand the importance of their role in the University community.

At the heart of the program is a 60-75 minute experiential outing to the Academical Village and Rotunda. It will be important for them to wear or bring comfortable walking shoes, umbrellas, and other appropriate weather gear to enjoy this outing.

Your new employee will also be given a packet of information with instructions to access four online modules and how to enroll in benefits. These online modules should be completed within two weeks of attending the Grounds for Success orientation.

Meeting with Robyn Eaton

All new employees will meet with Robyn on their first day. During that time, she will process their I-9, have the new employee sign the Nondisclosure form and review a packet of information which includes SSTL, the phone system, position description, map of Grounds, FEAP brochure, org chart(s), phone lists, and more.

University Advancement Orientation

Advancement Human Resources conducts new employee orientation on a quarterly basis. It is two hours and will cover resources available to the new employee, FAQs, LEAD@, Faculty and Employee Assistance Program (FEAP), Respect@, an overview of the advancement community, and our Rewards & Recognition Program

Advancement Human Resources – University of Virginia