Orientation Binder Template

Orientation Binder Template Table of Contents A. Introduction B. Office Policies and Procedures          Access: Duke ID, parking, after-hours office access Office hours and schedule Vacation Payday Performance Evaluation Confidentiality Customer Service Diversity Guiding Principles C. Orientation Checklist D. [Name of Department] Key Initiatives E. Responsibilities   Monthly Report Job Responsibilities F. Technology Training    Computer Software Office Telephone Technology Resources G. Appendix 1. [Department Name] Information a. b. c. d. Organization Chart Team Member Information Monthly Report Samples Department Information 2. Training Technology Overview 3. Severe Weather Policy 4. Duke [University/Health System] Mission/Vision 5. Duke Maps 6. Holiday Schedules 7. Collateral a. b. c. d. e. f. g. h. Existing Department Newsletters Benefits Guide Phone Mail User Reference Manual Durham Map Duke Maps Duke University Parking Rules and Regulations Official Visitors Guide to Durham magazine [Health System/University] brochures* *Examples:       “Making a Good Thing Even Better” Duke University Health System at a Glance Teamwork The Duke Guide Time Magazine Article The Blue Devils Advocate magazine Introduction  Orientation A reservation has been made for you to attend the [campus/health system] orientation program on [time, date] at [location]. If [date] is inconvenient, you can ask [name of payroll clerk] to schedule another date according to your schedule. To supplement the orientation information, an overview of the [university/health system] is contained in the [Duke Guide/Health System Brochure] included in the appendix of this packet.  Tour of Duke [Buddy] will provide a tour of Duke during your first week of employment. Maps of Duke and the Triangle are included in the appendix.  [Name of Department] Team Introductions to the [name of department] team members will be made soon after your arrival. You should also arrange to meet individually with each team member to learn about his or her projects and experiences. For your reference, a short bio of each team member is included in the appendix.  [Name of Department] Director Team Introductions to the [name of department] director team will be made within the first several months. If necessary, you may also arrange individual meetings with members of the team according to your needs and interests. For your reference, a short bio of each Director is provided in the appendix. Office Policies and Procedures  Access Duke ID All employees of Duke are required to carry a Duke ID. [Buddy] will take you to the Duke card office in order to have your Duke ID made. The Duke ID has several purposes:  Identifies you as an employee of the organization  Time and attendance swipe card for our Paid Time Off System [DUHS]  Access to Buildings and Parking Lots  Library Privileges  Account Activities: Flexible Spending Account is a debit account option available to all card holders. Flex is accepted by many vending and copy machines around Duke, and all Duke dining service and store locations. It is an efficient and safe way to purchase necessities at work without having to worry about carrying cash. Parking [if applicable] All members of [department name] are required to park in the [lot] which is located [location]. A parking permit is required for the [lot] Parking Lot. This permit can be obtained at University parking services on Campus Drive. After Hours Office Access [Business Manager] will provide you with office keys and train you on how to access our office space after hours.  Office hours and schedule Public business hours are from 8:00 am to 5:00 pm Monday through Friday except holidays. The [department name] follows the [university/health system] holiday schedule. For your reference, the holiday schedule is in the appendix of this packet. If a severe weather situation occurs, refer to the policies outlined in the attached severe weather information included in the appendix.  Vacation Vacation time is to be scheduled in advance and in writing. Please submit your time off requests to [department approval contact]. Specific information regarding vacation time is available in the attached Benefits Guide.  Payday As a [monthly/biweekly] paid employee, you will be paid on the [25th of each month/every-other Friday]. [Monthly paid employees] If the 25th falls on a Saturday or Sunday, paychecks are issued on the preceding Friday. If the pay date falls on a holiday, paychecks are issued on the preceding workday. Several options are available for receiving paychecks. Further information is available in the attached Benefits Guide.  Performance Evaluation Annual performance goals will be established with [supervisor] over the next few months. Duke’s annual performance program encourages ongoing review by supervisors. Salary increases are effective on or about July 1, consistent with the [University/Health System] annual salary increase guidelines.  Confidentiality Due to the subject matter and content of [patient/staff/student] issues routinely handled and discussed, it is imperative that all staff abide by a code of ethics which ensures that confidentiality be strictly maintained  Customer Service As an employee of [Duke University/Duke University Health System] and [department name] you must uphold the highest levels of customer service to the diverse clients with whom we interact. The highest level courtesy, follow through on commitments and timeliness are expected.  Diversity The [name of department] must display values which represent the highest level of respect and regard for the diverse needs, interests and perspectives of all individuals without regard to ethnicity, sex, age, religion, sexual orientation and disabilities. All [department name] staff should project attitudes and behaviors that nourish and support an open, trusting and welcoming environment for all individuals who are part of, or visiting, the [university/health system] community. While faced with many challenging circumstances and approaches, the highest standards of personal respect are expected.  Guiding Principles The following are Duke’s guiding principles: Trustworthiness: Demonstrate high integrity, truthfulness and ethics. Words and behaviors are consistent and reflect the highest ethical standards. Listen and speak with honesty, openness and respectfulness. Keep promises and follow through on commitments. Respect: Regard, value and recognize the needs and perspectives of others. Actions, decisions and policies should promote equity. Regard and value contributions and recognize accomplishments. Display interest in and contribute to others’ well-being. Diversity: Take full advantage of the rich backgrounds and abilities of all. Recognize and value differences. Seek inclusiveness. Consider and honor differing opinions. Learning: Work, learn and strive for excellence together, sharing successes and mistakes. Expect and encourage continuous learning. Create opportunities for individual and group learning and learning that crosses organizational boundaries. Recognize that no one has all the answers. Teamwork: Foster positive work relationships through inclusive, team approach. Create environment for stretching beyond what was thought possible. Seek input and involvement of those affected by decisions. Accept responsibility and accountability. Place team goals above personal goals. We hold ourselves accountable to these principles. They are the cornerstones to our behavior and we expect you will follow these principles in your interaction within and outside of our department. A work culture that embodies these principles, while encouraging individual initiative and accountability, will enable diverse, valued relationships necessary to sustain Duke’s excellence. Technology Training  Computer Software The following standard computer applications are available for your use: Microsoft Office ’97: Word, Excel, and PowerPoint; Netscape 3.01, and Lotus Notes. Online resources will be available to you as well, including: [list applicable web sites]. A computer training session will be provided to you by [Department Technology Coordinator]. This training session will follow a technology outline, which has been provided in the appendix for your reference. [Department Technology Coordinator] will be your main point of contact for all computer technology questions.  Office Telephone [Department Contact] will orient you to use the phone system. If additional training is desired, the Office of Information Technology can provide more extensive instruction. [OIT Voicemail contact name], Voicemail Administrator, is at OIT and should be able to provide assistance or direction regarding voicemail questions or problems; the phone number is [phone number].  Technology Resources There are many useful resources available to you through the World Wide Web and local Duke web sites. Some of the resources include: [list applicable web sites].