New Employee Onboarding: Managers Guide PRIOR TO EMPLOYEE’S START DATE Outcomes: Provide a hospitable work environment with informed coworkers and a fully functioning office; new employee develops a sense of community on their first day. Please use these checklists as a source to guide new IT employees through the hiring process. Your objective is for the new employee to achieve success and become a valued asset to UTC. Schedule and Job Duties r Call employee: ¯ Obtain alternate email until UTC email is set up. ¯ Obtain cell phone number and determine if job qualifies for cell phone allowance. ¯ Confirm start date and time. ¯ Confirm office location and best place to park on the first day. r Plan regularly scheduled meetings via Calendar invitations: ¯ One-on-one regular meetings with immediate supervisor. ¯ Departmental regular weekly meetings. ¯ Team regular weekly/daily meetings. r Plan the employee’s first attainable assignment: ¯ Goal is to easily achieve success. ¯ Involve other team members to build unity. Socialization r Email IT Division and the Department/Team information about the new employee: ¯ Include start date. ¯ Include the new hire’s role. ¯ Include a brief biography. ¯ Copy the new employee, if appropriate. r Set up meetings with critical people for the employee’s first few weeks. r Arrange for lunch with the appropriate person(s): ¯ For the first day. ¯ During the first week. ¯ Include the team. r Arrange for a Mentor to be assigned: ¯ Contact Projects & Strategic Planning Office (PSP). r Schedule an IT Departmental tour: ¯ During the first week. ¯ Invite assigned Mentor.
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New Employee Onboarding: Managers Guide Work Environment r Put together a welcome packet from the department and include: ¯ Written job description (PDQ). ¯ Welcome letter (template). ¯ Department contact names and numbers. ¯ IT’s Mission, Vision, and Values. ¯ UTC’s Mission, Vision, and Values. ¯ Other pertinent information. r Give the new employee directions: ¯ UTC Campus Map. ¯ UTC Parking Map. ¯ IT Division Overview. ¯ IT Organization Chart. r Clean the new hire’s work area: ¯ Set up and clean furniture. ¯ Set up office equipment. ¯ Office supplies: surge strips, stapler, tape and dispenser, ink pens & pencils, clips, etc. r Explain parking decal requirements: ¯ Nearest lot to their new office. ¯ General or reserved. ¯ Automatic payroll deduction available. r Send link to the dress code, the UT Code of Conduct, and the UT Conflict of Interests policies. Technology Access and Related r Identify technology needs and requirements and order equipment and software. r Contact IT Solutions Center to image the system in advance. r Grant access to: ¯ Shared drives. ¯ Relevant Listserv. ¯ Required roles authorizations. r Arrange for office telephone installation: ¯ Obtain new telephone number. r Identify training needs: ¯ Short-term training needed immediately for the new hire to begin learning the new job. ¯ Long-term training necessary for the new hire to succeed in the new job.
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New Employee Onboarding: Managers Guide FIRST DAY Outcomes: The employee feels welcomed and ready to begin working; becomes familiar with the job requirements and performance expectations. Schedule, Job Duties, and Expectations r Clarify the first week’s schedule: ¯ Review work hours. r Provide an overview of the department: ¯ Purpose. ¯ Structure. ¯ Goals. r Review job description: ¯ Outline duties. ¯ Define written expectations. r Describe how employee’s job fits in the department: ¯ How the job and department contribute to the IT Division. ¯ How the job and department contribute to UTC as a whole. Socialization r Be available to greet the employee on the first day. r Introduce new employee to others in the workplace. r Take new employee out to lunch. Work Environment r Show the new hire the location of the nearest bathroom and break room. r Ensure the new employee and authorized persons sign the online Key Request Form. ¯ Accompany them to Facilities Planning & Management in 228 Admin to turn in the form. r Accompany employee to the Mocs Card Office in 141 UC to obtain their UTC ID. r Accompany employee to the UTC Parking Office in 274 UC to obtain their parking decal. r Provide Safety and Emergency Preparedness information: ¯ Register for UTC Emergency Rave Alerts. Technology Access and Related r Provide material on how to activate UTC Voicemail and Greeting. r Provide information on how to access their computer and other encrypted technology. r Review IT Website.
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New Employee Onboarding: Managers Guide FIRST WEEK Outcomes: New employee begins to learn IT procedures and understand performance expectations; feels a sense of belonging with the team and within the department. Schedule, Job Duties, and Expectations r Give the employee their first task: ¯ Make it small and achievable to foster success. r Work with the employee to schedule needed training to advance their skill set to satisfy the job position and performance expectations: ¯ Provide a written job description, PDQ, and verify the new hire understands the position. ¯ Encourage questions and provide supportive feedback. r Meet with the new employee for discussion: ¯ After attending initial meetings identify who was at the meeting and their role in IT. ¯ After attending initial training ask if the training was applicable to their new job. ¯ After they begin working on their first assignment encourage collaboration with other team members. ¯ Briefly touch base with the new employee every day and encourage them to ask questions so you can give supportive feedback. r Provide additional contextual information about the IT department and UTC: ¯ Discuss the IT Mission, Vision and Values. ¯ Discuss the UTC Mission, Vision and Values. ¯ Discuss the team’s value to the IT department and UTC proper. ¯ Discuss the team’s goals and initiatives. r Explain performance reviews and goal setting: ¯ Provide written performance expectations, SPDR. ¯ Collaborate with the new employee to set written achievable goals. ¯ Continually keep the new hire apprised of their progress. ¯ Encourage them to ask specific questions related to what is expected from them. ¯ Provide supportive feedback for them to be successful. r Review the process related to UTC’s 6-month probationary period. ¯ Continually keep the new hire alert to their progress. r Set up a weekly summary spreadsheet in Google Docs. ¯ Template provided by Projects and Strategic Planning (PSP) Office. Socialization r Introduce new employee to their assigned Mentor via PSP Office. r Arrange for a personal welcome from the IT Division Chief Information Officer (CIO). r Arrange an outing with the team to continue building rapport: * IT Onboarding Checklists
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New Employee Onboarding: Managers Guide ¯ Visit the ARC, play basketball, swim in the Aquatic Center, etc. ¯ Informal gathering at Starbucks, Crossroads, Scrappy’s Mug, or off-campus.
r Encourage them to informally walk around campus to discover their new environment. Work Environment r Verify they complete all of their new hire tasks for HR. r Explain how to locate additional IT and UTC Policies. r Inquire if they have everything they need to set up their new workspace. r Schedule an appointment with University Relations Photography to take a profile photo for the IT Website. Technology Access and Related r Verify the following are fully functioning and accessible: ¯ Office telephone. ¯ Computer, tablet, etc. ¯ Wired and wireless connections. ¯ Systems permissions and authorizations. ¯ Any other needed resources. r Discuss the Footprints Database and how to manage requests. r Review the UT Acceptable Use of Information Technology Resources. r Explain how to utilize the IT Knowledge Base.
FIRST MONTH Outcomes: Employee is fully aware of their performance relative to the job description and documented expectations; continues to grow, gains knowledge about UTC, and forms relationships. Schedule, Job Duties, and Expectations r Set up and carry out reoccurring one-on-one meetings scheduled through Calendar. r Provide supportive daily feedback: ¯ Obtain recurring feedback from the employee. ¯ Be available to answer questions. r Explain UTC’s Performance Management process. r Explain UTC’s Compensation and Payroll. r Explain the semi-annual and annual performance reviews: ¯ Utilize the Staff Performance Report and Development Form (SPRDF), completed by the employee. ¯ Utilize the Staff Performance and Development Review (SPDR), completed together by the manager and employee. * IT Onboarding Checklists
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New Employee Onboarding: Managers Guide ¯ There should be no new disclosures that were not previously addressed at the time an incident occurred.
r Discuss and document performance and professional development goals: ¯ Collaborate with the new employee to set achievable goals in a timely manner. ¯ Encourage questions and offer positive support. r Give the employee another feasible assignment: ¯ Encourage them to take initiative. ¯ Encourage collaboration with their colleagues. Socialization r Continue introducing the employee to essential persons within IT and across UTC. r Bring the employee to relevant events on and off campus. r Get together with the employee and their Mentor: ¯ Set a positive environment conducive for the employee to ask questions. ¯ Discuss the first few weeks and answer all questions. r Confirm with Human Resources whether the employee has toured UTC. ¯ If not, schedule a campus tour with HR. Training and Development r Confirm that the employee attended the UTC Human Resources New Hire Orientation session. r Confirm that the employee is registered for necessary training: ¯ Discuss training offered through the UTCINFO Listserv. r Explain how to access services via My IRIS Web Portal under Employee Self-Service: ¯ Online Pay Statements. ¯ HR128 Training History. ¯ Leave Balances. ¯ W-2 Statement & W-4 Tax Withholding. ¯ UT Holidays.
FIRST THREE MONTHS Outcomes: Employee is cognizant of the job requirements and responsibilities, starts working autonomously, and yields satisfactory work. The new hire is acclimating to the new work environment and developing relationships with others. Schedule, Job Duties, and Expectations r Continue regularly scheduled one-on-one meetings. r Continue assigning the employee challenging yet achievable tasks. r Set up a meeting to discuss their three-month performance progress: * IT Onboarding Checklists
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New Employee Onboarding: Managers Guide ¯ Collaborate with your new employee to create written performance goals. ¯ Collaborate with your new employee to create written professional development goals. ¯ Encourage questions and provide supportive feedback.
r Discuss work schedule: ¯ Annual & Sick Leave. ¯ Flexible leave, if applicable. ¯ SharePoint Leave Request form. Socialization r Request that the employee “shadow” you and other team members: ¯ At meetings and on different occasions. ¯ To learn more about IT and UTC procedures. r Follow up informally with the employee and assigned Mentor. r Invite employee out to breakfast or lunch to informally chat about how things are going: ¯ Scrappy’s Place Food Court & Scrappy’s Mug in the UC. ¯ Crossroads Dining Hall & Subway next to the Lupton Building. ¯ Starbucks at UTC Library. r Invite the team and new employee out to lunch or other activity to build relationships. Training and Development r Ensure employee attended UTC Human Resources New Hire Orientation session: ¯ Request employee feedback on the session and share as appropriate. r Ask if needed training is completed: ¯ Banner & Blackboard UTC Learn, if needed. ¯ FERPA & HIPPA, if needed. ¯ Footprints Database. ¯ IRIS, if needed. r Discuss attendance at scheduled CIO meetings.
FIRST SIX MONTHS Outcomes: Employee has increased time to effective production, has begun to take the initiative on assignments, and has developed relationships with several team members as go-to colleagues. Employee feels confident, is engaged in their new position, and continually learns pertinent information. Schedule, Job Duties, and Expectations r Conduct six-month performance review: ¯ Review and assess their progress on their written performance goals. * IT Onboarding Checklists
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New Employee Onboarding: Managers Guide ¯ Review and assess their progress on their written professional development goals.
Socialization r Make it possible for the employee to participate in an activity outside of their work area. r Tell them about the many diverse events available at UTC: ¯ Annual Christmas Open House. ¯ Chancellor’s Coffee. ¯ Employee Appreciation Picnic. ¯ Athletic Events. ¯ Campus Recreation. ¯ Fine Arts Center. ¯ McKenzie Arena Events. ¯ Patten Performances. ¯ UTC Outdoors.
YEAR ONE [Months Six to Twelve] Outcomes: Employee is fully engaged in their new position – applies skills and knowledge, makes good decisions, collaborates with other team members to achieve their goals, comprehends how their tasks influence others in IT, and develops good rapport with co-workers. Staff member comprehends IT’s and UTC’s mission and culture. Employee continues to gain greater confidence in their role and begins to take on additional assignments and works with some level of autonomy. Schedule, Job Duties, and Expectations r Discuss Leave Options: ¯ Court Leave. ¯ Funeral & Bereavement Leave. ¯ Family & Medical Leave (FMLA). ¯ Sick Leave Bank. r Celebrate achievements and acknowledge employee’s contributions: ¯ Include the team. r Consistently give informal feedback: ¯ Give formal feedback during the 6-month review. ¯ Give formal feedback during 12-month SPDR review. r Talk with the employee about their experience at UTC up to the present time: ¯ How well does their job expectations in IT and their role at UTC align with reality? ¯ How well are the employee’s skills and knowledge being used? ¯ Discuss how to better utilize their abilities. ¯ Ask what is working or is not working for them.
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New Employee Onboarding: Managers Guide ¯ Can something that is working well be made to work better? ¯ Ask if they need you to provide additional support and/or resources for better job success.
r Start a dialogue about the upcoming year. Socialization r Encourage them to participate on an IT or UTC committee. Training and Development r Together, discuss the employee’s professional development goals: ¯ Identify applicable training and learning opportunities. ¯ Remind them of the Fee Waiver for Employees. r Remind them to meet with their Mentor and the Projects and Strategic Planning Office (PSP) to review their IT New Employee Onboarding experience. ¯ Remind them to meet with their Mentor and PSP Office to finalize their structured relationship. r Remind them to attend “7 Habits of Highly Effective People” training, if available. r Remind them to attend “ModelNetics” training, if available. r Suggest they consider working with another mentor long-term.
∗ Much appreciation and sincere thanks to the Human Resources Department at the Massachusetts Institute of Technology (MIT) for granting us permission to adapt and utilize their New Employee Orientation & Onboarding Resources: https://welcome.mit.edu/.
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