University of Waterloo Library

University of Waterloo Library TEMPORARY EMPLOYEE ORIENTATION CHECKLIST (Contracts)

Staff Member’s Name ______

Department ______Date of Appointment ______

DEPARTMENT HEAD’S RESPONSIBILITY

In advance of your new hire’s start date, use the Managers Checklist for New Hires to arrange for computer, email, keys, furniture, etc.

* denotes attached document 1. GENERAL ____ Meet with new employee to welcome him/her, and to introduce his/her immediate supervisor, and, where possible, other staff members ____ Provide copy of the Library Mission Statement* ____ Provide copies of department and Library organization* charts; explain structure ____ Provide copies of Guide to the Dana Porter and Davis Centre Libraries* ____ Indicate the URLs to link to UW’s Policies, Procedures, and Guidelines, and the Library Staff Manual If employee is a Librarian, indicate the URL for the Librarian’s Employment Handbook

2. HOURS OF WORK ____ Indicate the working week and hours; explain storm closing procedure* ____ Provide copy of and explain Library Flextime Regulations* and department specific flextime guidelines ____ Indicate location of sign-in/out sheets ____ Review regularly-scheduled weekend and evening work (where applicable)

3. ATTENDANCE ____ Mention sick leave policy (6 days for one year contract, prorated for contracts less than one year) ____ Explain procedures for reporting illnesses, family emergencies, etc: ____ who and when to call ____ what information to provide ____ use of Sick Leave/Return to Work form* ____ Review vacation entitlement (ten days for one year contract) and explain scheduling of vacation time within the department. Staff hired for less than one year receive 4% vacation pay in lieu of vacation days.

4. COMPENSATION ____ Indicate when staff are paid, and how (i.e. salary deposited to their bank account)

5. BENEFITS ____ Show samples of and explain where to get and how to complete ____ supplementary drug plan claim forms* (contracts one year or more) Paramedical Prescription drugs ____ Injury/incident report forms*

Please submit completed form to the Library Office Feb 5/16 SUPERVISOR’S RESPONSIBILITY

6. THE JOB ____ Review requirements of the job: provide employee with a job description, and appropriate Job Hazard Analysis (JHA)* ____ Outline training schedule ____ Introduce new staff member to co-workers ____ Specify resource person to whom questions can be directed

7. THE WORKPLACE ____ Give new staff member a tour of the work area and instructions re: procuring necessary keys (if applicable) ____ Indicate location of: ____ staff lounge ____ restrooms ____ eating facilities nearby ____ parking lot ____ Review the Basic Principles* of the University of Waterloo workplace ____ Review the Principles of Inclusivity*

8. SAFETY ____ Indicate locations of: ____ first-aid kit ____ fire extinguisher ____ Safety Manual, encourage staff to read it. ____ Review evacuation procedures ____ Specify regulations/guidelines governing: ____ lunch periods, coffee breaks ____ minimum staffing requirements ____ medical appointments ____ use of telephone

9. COMPULSORY TRAINING ____ Employee Safety Orientation (mandatory) ____ Workplace Violence and Harassment Awareness (mandatory) ____ AODA (Accessibility for Ontarians with Disabilities Act) (mandatory) ____ WHMIS 2015 for all Employees(mandatory):  Go to the LEARN home page  Login using your U of Waterloo nexus username and password (same as MyHRInfo).  Click the "Self Registration" link at top of page  Select "Employee WHMIS 2015" from the list

Orientation conducted by:

______Department Head/Manager Date

______Supervisor Date

For active links refer to the Temporary Employee Orientation Checklist on the Library Managers site

Please submit completed form to the Library Office Feb 5/16