U.S. Department of the Interior Protecting America's Great Outdoors and Powering the Future NEW EMPLOYEE ONBOARDING CHECKLIST U.S. Department of the Interior (DOI) Welcome! We are so happy you made DOI your employer of choice! As part of the new employee onboarding process, this checklist was created to assist you throughout your first year as a new employee with DOI. Using the checklist and accessing the helpful links in this document will assist you through the entire onboarding process. Every Friday, our Secretary’s office sends all DOI employees “This Week at Interior” emails which highlight the important, exciting, and fulfilling work we do—be on the lookout for these emails! Key Websites U.S. Department of the Interior https://www.doi.gov Department of the Interior—For Employees https://www.doi.gov/employees My DOI Career https://www.doi.gov/careers Training & Performance Management https://www.doi.gov/doitalent Leave and Earnings Statement http://www.employeeexpress.gov Interior Business Center (IBC) Payroll https://www.doi.gov/ibc/services/human-resources/payroll-operations DOI Customer Support Center (CSC) IT https://www.doi.gov/ocio/customers/csc; https://itsupport.doi.gov/ Quicktime Time & Attendance (Pulse Secure) https://qtime.ibc.doi.gov/1534/qtime1534/login Quicktime Time & Attendance (Web access) https://apps.doi.gov/dana-na/auth/url_75/welcome.cgi Your Federal Benefits Pay & Compensation Federal Employee Compensation Package Health & Life Insurance http://www.opm.gov/insure Retirement Planning http://www.opm.gov/retire Thrift Savings Plan (TSP) http://www.tsp.gov Flexible Spending Account http://www.fsafeds.com Dental & Vision Insurance http://www.benefeds.com Long Term Care Insurance http://www.ltcfeds.com Employee Benevolent Fund https://www.sambaplans.com/employee-benevolent-fund/ Employee Assistance Program (EAP) https://www.doi.gov/pmb/hr/eap Human Resources (HR) As a DOI Employee, you will be supported by your servicing Human Resources Office. The Human Resources Office is available to assist you with all human resources and human capital activities such as employee benefits, employee and labor relations, staffing and classification, compensation, HR policy and directives, mandatory departmental training, telework, and more. Your servicing HR specialist in the HR Division is available to answer your questions about the various programs, or you may be referred to the appropriate subject matter expert. If you do not know who your assigned HR Specialist is, you may contact your servicing HR Office. Employees Assigned to Bargaining Unit Positions Employees assigned to bargaining unit positions are usually covered by a Collective Bargaining Agreement (CBA), which may have different and/or additional procedural requirements and/or changes in conditions of employment. You can determine if your position is in a bargaining unit position by reviewing item 37, Bargaining Unit Status, on your latest Notification of Personnel Action, SF 50. If the code is something other than 7777 or 8888, your position is in a bargaining unit. Contact your servicing HR Specialist (or Union representative) to obtain information on how to obtain a copy of the local CBA, if any, which is applicable to you. How to Use This Checklist: This document serves as a list of tasks for you to complete with corresponding timelines. While many of the items listed below are transactional (i.e., completing a form), most items involve having important discussions with your supervisor in order to equip you with the foundational knowledge of the DOI mission, history, culture, and organization. Use this document in partnership with your supervisor and HR to ensure you receive all the necessary and beneficial tools and information. Please note: Some of the links are not accessible outside of the DOI network. 1 Your Name: Enter on Duty (EOD) Date: Position, Title, Pay Plan, Series, Grade: Your Supervisor’s Name: PART I: BEFORE YOUR FIRST DAY • ✓ Task Information and/or Contacts 1 ☐ Review your HR confirmation letter and follow the instructions provided to Servicing HR Office complete your new hire forms. If an initial USA Staffing Onboarding login is USA Staffing New Hire Login provided, use the link accordingly (after your first login, use the direct link). 2 ☐ Schedule an appointment to pick up your DOI identification and building access Servicing HR Office card once you receive an automated email. If you have not received an email within a week of your entrance on duty (EOD) date, contact your servicing HR Office. 3 ☐ Complete Information Management and Technology (IMT) Awareness Training and Servicing HR Office return the Certificate of Completion for the IMT, FISSA and Rules of Behavior DOI Training Streaming Site (Streaming Version) to your servicing HR Office. DI-4002: Rules of Behavior 4 ☐ Complete Permanent Change of Stations (PCS) relocation paperwork, if applicable. Servicing HR Office PART II: YOUR FIRST DAY • ✓ Task Information and/or Contacts 1 ☐ Arrive at the building at the designated location and time stated in your Address, directions, and room numbers confirmation letter or approved telework site (for remote employees). will be provided in your confirmation letter. 2 ☐ Attend New Employee Orientation either in-person or over the telephone. A New Servicing HR Office Employee Reference Guide will be issued to you by your servicing HR Office. Ensure understanding of position occupied, probationary/trial periods, tenure group, Within-Grade Increases (WGIs), applicable departmental policies and Standard Operating Procedures (SOPs). 3 ☐ Review and complete all new employee onboarding forms and training. If you have Servicing HR Office transferred from another Federal agency, ensure you read the Transfer Employee Benefit’s Responsibility Acknowledgement and take the appropriate action. 4 ☐ Meet with your supervisor and your colleagues. Take a tour of the office with your Supervisor supervisor, or other colleague, to find out where communal office equipment (fax machine, copiers, etc.) and other areas (restrooms, cafeteria, etc.) are located. 5 ☐ Review security and safety procedures for the building, Employee Emergency Supervisor or Colleague Information, inclement weather procedures, and Transit Subsidy Benefit Program Employee Emergency Information (please allow two to three weeks after your EOD date if you are applying for this DOI Weather & Safety Leave benefit). Transit Subsidy Benefit Program PART III: YOUR FIRST WEEK • ✓ Task Information and/or Contacts 1 ☐ View the DOI YouTube video: People, Land & Water. Visit the DOI website to learn People, Land & Water more about the Agency and review the DOI Strategic Plan for Fiscal Years 2018- DOI Website 2022. DOI Strategic Plan FY 2018-2022 2 ☐ Discuss your specific work schedule, telework (if applicable), lunch breaks, and Supervisor hours of operation with your supervisor. Review the Federal holiday schedule. Federal Holiday Schedule Review and understand how to request leave, overtime, compensatory time, and OPM Leave Administration credit hours with your supervisor. Telework (if applicable) 2 3 ☐ Review and discuss your position description and initial performance standards with Supervisor your supervisor. In addition, review the Non-SES Performance Management Toolbox Non-SES Performance Management to learn more about the Employee Performance Appraisal Plan (EPAP). Toolbox 4 ☐ Review Personnel Bulletin (PB) 18-01—Prevention and Elimination of Harassing PB 18-01 Conduct and Whistleblower Protection. Additionally, familiarize yourself with the Know Your Rights When Reporting Wrongs Prohibited Personnel Practices (PPPs). Your Rights as a Federal Employee-PPPs 5 ☐ Work with your supervisor and IT Department to set up IT equipment and Supervisor any supply needs. DOI Customer Support Center 6 ☐ Review DOI Remote Access VPN, Office 365 SharePoint Training, and Evolve 365 DOI Remote Pathways (Office 365 and Microsoft technologies training). DOI Application Access 7 ☐ Review available resources regarding The Conflict Resolution (CORE) PLUS To use the CORE PLUS services you program, which is voluntary and provides impartial and confidential assistance to any may contact the Office of DOI employee seeking to improve or resolve a workplace issue or concern. CORE Collaborative Action and Dispute PLUS is for all levels of employees and managers including bargaining unit Resolution (CADR) or your servicing employees, when the union elects to participate. HR Specialist. 8 ☐ Review the Employee Assistance Program (EAP), ESPYR. To access the site, enter ESPYR the following password: interioreap 9 ☐ Explore the DOI Federal Credit Union Membership opportunity available to you. Interior Federal Credit Union 10 ☐ Explore how to report injuries at work and the Workers’ Compensation Workers’ Compensation Program Program (OWCP). 11 ☐ Meet with your supervisor at the end of the week to discuss your first week (any Supervisor surprises, challenges, suggestions, etc.) and how to prepare for the next week. PART IV: YOUR FIRST MONTH • ✓ Task Information and/or Contacts 1 ☐ Meet with your supervisor to discuss and develop your employee performance Supervisor appraisal plan (EPAP) and Individual Development Plan (IDP). Make sure you DOI Careers receive a copy for your records. Familiarize yourself with the DOI Careers site and DOI Career Connection DOI Career Connection. 2 ☐ Review your electronic Official Personnel Folder (eOPF) profile and ensure DOI My eOPF accuracy. Print your Notice of Personnel Action (SF-50).