Hire/Internal Transfer Checklist

New employees are a tremendous asset to the University community. The University's employees are our most critical investment in achieving our vision, mission, and goals. Long term retention of any new employee starts at recruitment. Now that you have your new employee recruited with a planned start date, you want to foster their (and your) success. Use this checklist as a resource to ensure that you have all of the needed elements to help get your employee off to the best start possible. This list is meant to serve as a resource and starting point. This document can be modified to meet the individual needs of the department/hiring manager/position.

Employee Name: Employee Campus ID: Home Department: Supervisor’s Name: PREPARING FOR YOUR NEW EMPLOYEE Dept Rep initial or Item Description and Resources “n/a”

1 Enter & approve New/returning to NC State University: Work with department/college representative PeopleSoft hire action to ensure the PeopleSoft hire action is approved prior to the employee's start date. prior to employee's Once the hire action is approved, the employee will then have access to the MyPack start date. Portal, an active Unity ID, and an NCSU email address. Without an approved hire action, the employee will not be able to obtain access to campus applications, systems (Moodle and Collaborate Learning Management Systems), ID card, building access, parking passes, etc. http://onboarding.ncsu.edu/frequently-asked- questions/#Q1

The following should be routed through your unit’s workflow to be submitted to HRIM for approval of the hire action.  Hiring proposal  Offer letter/Contract  Personal Information Form (PIF)  Resume/CV (if submitted by candidate)  Background Check endorsement  Patent agreement for all EHRA positions and SHRA research positions

Employees transferring from another NC State University position: To ensure there is no break in service, no termination action should be processed at the “old” department level for employees transferring to another NC State University department. The “new” department should:  Complete the HR System Correction/Rehire/Transfer form  Attach supporting documents:  Hiring proposal  Offer letter  Resume/CV (if submitted by candidate)  Background Check endorsement  Patent agreement for all EHRA positions and SHRA research positions  Route through your unit’s workflow to submit to HRIM to enter the transfer

1 action. Materials can be scanned/emailed or mailed to the HRIM representative. The Onboarding Center will take care of a lot of the "new hire stuff" that employees/departments would have to take care of on their own otherwise. As long as there is an approved hire action for the employee, the following items will be taken care of during the employee's Onboarding Center appointment: Campus One Card, Parking Pass, I-9, Tax withholding (W-4, NC-4), W-2 consent, direct deposit, Ensure hire/transfer New Employee Orientation registration, Benefits Orientation Registration, emergency has an appointment contacts, emergency alerts, foreign national tax assessment reminders, discussions of 2 with the Onboarding secondary employment, and discussion of conflict of interest. Center for their first http://onboarding.ncsu.edu/ day. Employees transferring from another NC State University position: The Onboarding Center would like to meet with transferring employees to cover things such as getting an updated ID card, talk to them about parking options in the new location, and several other items related to the changes in their position.

This is a comprehensive Real Estate Services Program tailored to meet the unique needs of each employee and designed to minimize the stress associated with moving. Refer employee to Services include cash-back incentives for home sale and purchase, utility connection the Moving With the 3 and disconnection convenience services, local school information, mortgage Pack program if they discounts, rental assistance, moving van services, and more. are relocating. www.movingwiththepack.com

Prior to arrival of the new employee, ensure that current employees are aware of the Inform colleagues and new employee's start date, work location, and position. The announcement could co-workers of the possibly be provided via email or during a staff meeting. Sample announcements can 4 employee's start be found at: date. http://onboarding.ncsu.edu/creating-a-positive-new-employee-experience

Ensure departmental IT staff is aware of the hire. Consider all IT access issues; computer assigned and set up; access requests for specific applications have been submitted prior to start date; give access to department calendars. (e.g., HR System, Financials, Moodle, SIS, etc.) Some require approval via the Security Access Request— SAR. These can be tracked on the Asset Tracking Form.

For employees transferring from another NC State University position: It is Address IT system recommended that the “new” department reach out to the “old” department on 5 and application campus to coordinate the SAR changes. If the employee was previously in a position access needs. that required access to the same systems via SAR, the new department should process a SAR request to update the employee’s access. The new department should remove the “old” department information and add the new. The old department should not submit a revoke action if access will be needed in the new role. The new department will be able to submit the SAR request on the employee’s effective date in the department as they will not have access to them prior. If both departments enter SAR requests, one will likely override the other, so communication between the departments is key. If there is not a telephone located/assigned to the work station, order one in enough Ensure telephone is time for it to arrive and be installed prior to the employee’s start date (if applicable); available and 6 if there is already a phone, then work with OIT for password resets or other hook-ups voicemail password as needed. has been reset. http://oit.ncsu.edu/telephony

2 Work with Facilities Liaison to get keys or to submit order to Lock Shop to request Equipment (e.g. keys, keys if needed. personal protective http://www.ncsu.edu/facilities/building_info/liaison/ 7 equipment, etc.) has This may be a good time to start completing the Asset Tracking Form in order to have been secured for items prepared before the employee’s start date. issuance. http://www.ncsu.edu/human_resources/forms/er/astrack.pdf

Work with your Building Liaison to submit an AIM request for name plate. Are there Order name plate and enough initial supplies to get started? (ex: pen, pencils, highlighters, stapler, paper other desk supplies as 8 clips, sticky notes, note pads) needed. http://www.ncsu.edu/facilities/building_info/liaison/

Draft a training plan/schedule which includes mandatory training and possible Prepare initial employee development activities for the upcoming year. A sample training plan can 9 training plan. be found at: http://onboarding.ncsu.edu/creating-a-positive-new-employee-experience Americans with Work with the Office of Institutional Equity and Diversity (OIED) to address ADA 10 Disabilities Act (ADA) accommodations (Only if requested by employee). http://dso.dasa.ncsu.edu/ada-employment-accommodations Check in with Employees will often have last minute questions and not know who to contact. employee a few days Notify the employee of when and where you will meet him/her on his/her first day; 11 before their start identify employee entrances to the facility and where to park. date. Ensure the employee knows where to park his/her vehicle if applicable. Employees can obtain their parking permit up to 14 days before their start date as long as their hire action has been approved. Note: the employee will be charged from the day the Parking Options 12 permit is requested. If the employee doesn’t already have a permit, coordinate getting them a temporary permit before their first day. The Onboarding Center can also work with the employee during the Onboarding appointment to request a C or CD permit. 919-513-1278. Advise the employee on proper work attire for the position, e.g. Uniforms, safety Work Attire boots, business casual, etc. Make sure uniforms or personal protective gear are 13 ordered in advance of the employee’s start date (as applicable)? http://www.ncsu.edu/ehs/safetyplan/forms/HAZARDAS.pdf 14 Position Description Review the duties in detail. A copy can be printed from PeopleAdmin. This document should be provided to the employee as part of a welcome packet (see below). Include things such as: position description, department employee guide (if you have Put together a one), contact names for the department, schedule for first week, department/unit welcome packet from 15 organization chart, map of campus with building highlighted, mission/vision for the the department unit, HIPAA and FERPA information (if applicable). http://onboarding.ncsu.edu/creating-a-positive-new-employee-experience Order business cards Confirm with the employee how they would like their name to show on their business 16 (if appropriate) cards. http://www.ncsu.edu/brand/category/stationery/ Organization Chart Add the new employee to the organizational chart and share it with them on their 17 first day. A buddy is someone who partners with a new employee during his/her first few weeks of employment. While primarily responsible for offering advice and guidance regarding the day-to-day aspects of working at NC State (where the bathrooms are Assign a "buddy" 18 located, how to make copies, etc.) The buddy may also offer encouragement and knowledge of resources, as they help introduce the new employee to the NC State culture. http://onboarding.ncsu.edu/creating-a-positive-new-employee-experience

3 ON NEW EMPLOYEE’S FIRST DAY Dept Rep initial or Item Description and Resources “n/a”

Greet/Welcome/Acclimate to space Ensure someone Some units post a "welcome" sign or provide snacks in the employee's work space to (preferably the greet them when they arrive. A sample/template for a welcome sign can be found at: supervisor) is http://onboarding.ncsu.edu/creating-a-positive-new-employee-experience 1 designated to greet the employee when they arrive. Introduction to Introduce the employee to his/her peers and other key staff in the group. Be sure to 2 Colleagues and Co- include people who may be a contact for them as a new employee, e.g. departmental workers HR representative, Executive Assistant, their Buddy, etc. Provide a tour of the facility, noting restrooms, break rooms, points of entrance/exits, Work smoking areas, bulletin boards, recycling, mail room, elevators/stairs, vending 3 location/Facility tour machines, copy rooms, supply rooms, etc. Encourage sensitivity and respect for co- workers (noise, radios, conversation, and speaker phones, perfumes/colognes). Meal/Break Room Provide the new employee with information on where he/she can eat, e.g. snack bar, 4 Facilities campus dining locations, local restaurants, at their desks, etc. Ensure the new employee is aware of rules pertaining to office refrigerators, water and coffee funds, etc. Ensure employee is Employees generally register for New Employee Orientation during their Onboarding scheduled for New appointment. 5 Employee http://onboarding.ncsu.edu/new-employee-orientation/ Orientation Ensure employee is Employees generally register for Benefits Orientation during their Onboarding scheduled for appointment. 6 Benefits Orientation http://onboarding.ncsu.edu/new-employee-orientation/ (or will complete the online orientation) Work Hours/Break Ensure employee knows what time to report to work and when his/her shift ends, when 7 Periods lunch breaks can be scheduled, and where he/she can go on break. WebLeave Enter new employee into WebLeave system. If transferring from another NC State University position, coordinate with the previous department to have the new employee 8 transferred to new department. http://www.ncsu.edu/human_resources/benefits/leave/empldtachange.php How & where to Does the employee clock in at a physical time clock, online, or do they complete a time clock in or complete sheet? When are the timesheets due and to whom? Time sheets are required for FLSA 9 time sheet (if Non-Exempt permanent positions and bi-weekly employees. Cover any specific time applicable) recording requirements for effort reporting or specific projects. http://www.ncsu.edu/human_resources/classcomp/time_records.php

Safety, Security and Well-being 10 Manager's safety Complete the Manager's Safety Checklist with the new employee. This checklist must checklist be completed and reviewed with all new employees by their manager prior to the

4 commencement of work activities. A new employee is an employee who is a new hire, transfer into a department from within the University, graduate, post doc, or other student. Graduate students whose University activity is limited to class attendance do not require this training. This checklist must also be completed and reviewed with all volunteers by their manager in the same manner as it applies to employees. http://www.ncsu.edu/ehs/2010/managercklst.html Emergency Ensure the employee understands what to do and where to go if required to evacuate 11 Evacuation the building. Provide a map of assembly areas and discuss requirements to check in Procedures with the supervisor. Equipment/Supplies The form is used to track University assets that are assigned to the individual for authorized business use. Ensure the employee has all equipment necessary for the Complete Asset 12 position. Ensure the employee is trained on proper use and maintenance of all Tracking Form equipment. (e.g., computers, phones, uniforms, personal protective equipment, etc) http://www.ncsu.edu/human_resources/forms/er/astrack.pdf IT Equipment Ensure the employee can log on to his/her computer and has access to all necessary 13 Issuance and Use applications. Work with your unit IT support or contact the NCSU help desk. http://help.ncsu.edu/ Supplies Use and Provide guidance on the forms, processes, and approvals necessary to purchase supplies 14 Requisitioning in the unit. Use of Personal Ensure the employee is aware of workplace rules and address the use of personal 15 Electronic equipment, e.g., Smartphones, tablets, headphones, etc. Cover home use of equipment Equipment if applicable. http://policies.ncsu.edu/regulation/reg-07-30-14

DURING EMPLOYEE’S FIRST 30 DAYS Item Description and Resources Dept Rep initial or “n/a” 5 Add employee to Update the departmental internal phone list, email groups, website "contact us", departmental campus directory, list servs, etc. 1 communication groups. Discuss the position's designation listed in the offer letter as Essential, Key, or Designation of Mandatory 2 Essential Employees http://www.ncsu.edu/human_resources/hrim/Mandatory-Essential_Key- SelectingFieldValue.php Provide written standards pertaining to the quantity and quality of the employee's Work Expectations/ work and how it will be evaluated. Discuss the performance review rating cycle and 3 Performance Reviews Work Plan. (Work Plan) http://www.ncsu.edu/human_resources/er/perfmgt.php Provide information on the length of the probationary period, what is expected to Probationary Period pass the probationary period successfully, and what can be expected if the 4 (for SHRA employees) employee is not succeeding in the position. http://www.ncsu.edu/human_resources/er/probation.php Provide details on mandatory training, on-the-job training, safety training and other Training (Initial and available employee development opportunities, e.g. conferences, tuition 5 Ongoing) reimbursement, etc. Discuss the time period expected to acquire necessary training. http://onboarding.ncsu.edu/wp-content/uploads/2013/12/Sample-New-Employee- Training-Schedule.docx Travel requirements Discuss the use of the university's vehicles and travel policy. Ensure the employee 6 and procedures has appropriate licensure for operating vehicles and equipment (if applicable). http://www.fis.ncsu.edu/controller/travel_reimburse/ Discuss if the employee is entitled to receive overtime or extra time and how it is FLSA Status 7 earned, tracked, and used (FLSA Non -Exempt employees) http://www.ncsu.edu/human_resources/classcomp/comptime.php Discuss whether the work requires professional licensure or certifications, such as a Licensing PE (Professional Engineer), and when that license or certification must be acquired. 8 Requirements Discuss the requirements to maintain licensure and what happens if the license is not maintained (Driver’s License, CDL). Provide instruction that before employees engage in secondary employment (any work that produces income and is performed for an entity outside of the university), Secondary he/she must obtain approval from the unit manager and department head using the Employment (SHRA 9 Secondary Employment Approval form. Approval is valid for one year and renewal is employees) required. The Approval form must be retained in the employee’s departmental file. http://www.ncsu.edu/human_resources/employment/sndemployment.php

Discuss the unit's process for scheduling time off and the need for prior approval. Notify the employee who can approve leave if the supervisor is unavailable. Review 10 Scheduling Time Off use of the leave system. http://www.ncsu.edu/human_resources/benefits/leave/ Chain of command Discuss levels of supervision above and below your position. Share protocol for 11 communicating with staff within and outside of the chain of command. Make sure you know how to reach the employee, and the employee knows how to Emergency Contacts 12 reach you, in case of an emergency. Make sure you know who to contact if the employee is involved in an emergency situation. Several departments on campus have a different holiday schedule from the Office Closings 13 University's. Make sure the employee is aware of the differences. Ensure the employee is included in the call chain for office closings. (Business Continuity Plan) Staff meeting Let the employee know of staff meetings, safety meetings or other meetings held 14 schedules and how often. Go ahead and schedule them on their calendar if possible.

6 Schedule a follow up Check in with the new employee periodically and make adjustments as needed. 15 "check in" meeting for 3 and 6 months out.