New Employee Orientation (NEO) contact: Wendy Gleason, Manager of Training, Development, and Work Culture Programs Terms: NEO: New Employee Orientation an NEO session: one workshop which contains a walking tour, a presentation and a social period the NEO program: includes all six NEO sessions employees: faculty and staff onboarding: critical consultations within the first week of hire What have we done? From January 18, 2008 to February 1, 2008, we hosted three NEO meetings, which were open to all staff and faculty, to gather information and assess the interests and concerns of the community. These meetings were followed up with individual meetings with many area representatives. We began by asking the following questions: Culture: What is the culture of Willamette and how does it relate to working here? Community: What can we offer new hires as a welcoming and (re)orienting experience, which will help them understand the full potential of their membership in this community? History: Is the history of Willamette University relevant to the current work culture? If so, in what ways? Value: How does our work relate to serving students and the academic mission of Willamette University? What is the best way to convey that information? Place: What should we show a new hire when we introduce them to the grounds and the academic buildings? People: Who should new employees meet in orientation? How should those meetings occur? We determined that the New Employee Orientation should provide: an understanding of the culture of Willamette University familiarity with the entire campus comprehensive tours of key community areas and facilities knowledge of resources introductions to senior administrators social/networking/Q&A opportunities with other new hires as well as current staff and faculty mentoring
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The design of the NEO connects faces, places, and work over an extended period of time. This program front-loads work culture, critical information, and exposure to WU staff, faculty, students, facilities, and grounds, with minimal impact on these resources. 1. During onboarding, a new employee and their supervisor will be contacted by Human Resources (HR) Professional Development and Campus Safety. If necessary, they will also be contacted by WITS and the Web Development team. 2. Each employee will be scheduled to attend one (two-hour) NEO session per month for six months (six sessions.) At the end of six months, they will have completed the program. There will be one session every month, ongoing, resulting in two complete programs per year. 3. Each semi-annual NEO program will contain the same elements. Each NEO session will be mirrored in six-month intervals. This will allow some flexibility for new hires. If a conflict occurs in the employee’s schedule, the skipped session can be made up within the first year. 4. A new employee can begin the program within the first month at WU, and complete it six months later, regardless of when they are hired. 5. The NEO program will engage all new employees. If there is space available, current staff and faculty will be able to enter the program. 6. NEO presentations will be provided by WU faculty and staff. To minimize the impact of the NEO on current faculty and staff, a presenter's obligation to the NEO would be approximately three hours per year (two 90-minute sessions per year, six months apart.) 7. To minimize the impact of the NEO on current resources, each NEO session will be hosted at a different WU location twice per year. 8. Every NEO session will consist of a walking tour (approx. 30 minutes), a presentation (approx. 30 minutes), and a social period for refreshments and mentoring/conversation/networking/Q&A (+/- one hour). 9. The social/networking period will include a small number of invited faculty and/or staff, relative to the session topic and/or location. 10. Handouts and other NEO materials will be punched and distributed at each session for inclusion in their employee notebook for future reference. 11. We expect and encourage ongoing refinements to the program. We will meet with presenters to review the program once per year unless more meetings are required or requested by them. 12. We will collect a completed evaluation from each new employee at the end of the program.
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13. We are on track to begin the NEO in November 2008.
Presentation topics and walking tours for each completed program will include, but are not limited to: History of Willamette University Tour: Hallie Ford Museum of Art Willamette’s Commitment to Sustainability Tour: Sustainable Features in Kaneko Commons Willamette’s Culture of Service and Giving Tour: Waller Hall Panel Discussion on Student Academic Life Campus Tour (led by a student) Hatfield Library Resources Tour: Sparks Center Introduction to WITS Tour: Putnam University Center Onboarding Consultations Supervisor Consultations contact: Linda Flamenco, Human Resources Generalist When a position opens, the supervisor will be contacted by Human Resources. They will be given materials to help them prepare for the new employee’s arrival and orientation before their first day in the office, on their first day, and ongoing. HR Employment Consultation contact: Suzie Torre-Cross, Human Resources Analyst On their first day on campus, every new employee meets with HR to go over the details of their employment and to fill out necessary personnel forms related to employment, benefits, EEO information, emergency information, email access, Fusser’s Guide information, their Travel Center profile, business card ordering, Mail Center policy and procedure, Compass Card information, special events, and more. They also learn about WU perks including Thetford Lodge and Cone Chapel rental, Capital Financial Planners services, Notary services, Flu Shot Clinics, the Classified and Administrative Luncheons, the Annual Benefit and Wellness Fair, the All-Campus Picnic and Professional Development Day. A handbook of materials related to all of this information is given to employees at this consultation, for future reference. Sexual Harassment Prevention Training contact: Wendy Gleason, Manager of Training, Development, and Work Experience Programs
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Sexual Harassment Prevention Training will be offered in three formats through HR Professional Development, within the first week of hire. This training is expected to be completed within the first month of hire. The online format (not purchased yet) will be offered to all current faculty, administrators and staff. If it is difficult for staff to take the online course, an alternative video and booklet is available in English and Spanish. The video viewing area is a private room in the Mahoney building set up for this purpose. HR Professional Development staff will be present for training and Q & A. Office of Campus Safety Consultations contact: Richmond Dennis, Safety Education Coordinator All new employees will be contacted by Richmond Dennis, Safety Education Coordinator, during their first week of employment for a personalized safety consultation. At that time he will consult with the new employee regarding the Office of Campus Safety, basic WU safety policies and procedures, and determine what, if any, safety training they may need. Safety training will be offered live, on campus throughout the year, and on video, through HR Professional Development. Rich Dennis will ensure that new employees get access to the training they need to work safely in their new position. WITS Consultations contact: Cheryl Cramer, Director of User Services WITS will be notified when a position opens and is filled. When a position opens, WITS will set up a consultation with the supervisor to discuss technical requirements, internet needs, and Datatel and other pertinent permissions for the new position. When a position is filled, WITS will contact the new employee for in-office training and consultation within the first week of hire. Web-edit Consultations contact: Brian Hoyt, Interim Director of Web Development The Web development team will be notified when a position opens and is filled. When a position opens, a member of the Web development team will contact the supervisor to make any necessary adjustments for Web-edit access. When the position is filled, if it has been determined that the new employee will manage a Web page on the WU site, the Web development team will contact the new employee during the first week of hire to schedule Web-edit training.
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