INTRODUCTION A good orientation process will help new employees adjust to their position as well as the culture of the university. Without an effective orientation, new employees may feel lost and the learning curve may be much steeper. Three important goals of employee orientation are: 1. Focus the energy of the new employee. New employees show up enthusiastic with a desire to do well. Manage their expectations through perfect planning. 2. Achieve early value added benefits. Help employees become productive as quickly as possible. Do this by overcoming the logistical barriers to work. That means connecting employees to computers and communications, identification cards, parking permits, etc. 3. Improve retention. Part of retention is the sense of belonging. This includes a extending a personal welcome, providing information about the institutional culture as well as challenges and opportunities of the organization. The Orientation Checklist that follows is designed to help accomplish these goals. Please modify the checklist to meet the needs of your department or work area. If you have questions about the new hire orientation process, please contact the Human Resources Department at extension 1230 or 1228. Orientation Checklist Preparation for the first day Get the work area ready. Talk with current members about the new employee’s role and responsibilities; plan who will do what in the new employee’s orientation. Appoint and orient a work buddy. Make lunch plans for the first few days. Send and e-mail or post an announcement for other work groups about the new employee’s arrival. Contact the Human Resources Department to schedule a new-hire appointment. Complete the IT New Employee form found in the public folders and email it to the appropriate IT representative. The First Day Personally welcome the new staff member upon their arrival. Describe the orientation plan for the first few days. Give the employee a copy of the e-mail announcing their arrival if one has been prepared and distributed. Introduce the new employee to his or her co-workers. Introduce the new employee to his/her work buddy. Show the employee to his or her work area. Give a tour including restrooms, mail room, break room, emergency exits and emergency assembly points. Take the employee to Campus Security to get a parking decal. Schedule an appointment to have an identification card made. Issue keys and equipment. Review building and workplace security issues. Order business cards, if appropriate. Describe regular meetings or other regular scheduled items. Distribute a staff list with telephone numbers. Give initial work assignment. Meet with the new employee at the end of the day to answer questions and to find out how the day went. Explain how the job is important and how it relates to the university and its goals The Second Day Review organizational charts. Define the department’s function and interrelationships with other departments. Review reporting structures. Review the job descriptions and performance standards. Review the work schedule, lunch breaks and timekeeping systems. Describe who and how to notify about sick and vacation leave. Discuss overtime need and assignments. Review dress code. Define what is too casual. Define workspace neatness and decorating limits. Review policy on personal phone calls. Review policy on visitors. Review procedures for handling confidential information. During the First Week Begin the performance planning process. Meet daily to answer questions and to find out how the day went. Schedule periodic progress reviews After the new employee’s first week, set a regular schedule to meet. Discuss items from your orientation plan, ask for the employee’s assessment of how the orientation process is going and identify specific support you can provide.
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