Non-exempt and Exempt Orientation Process
– Working Document
Prior
to First Day |
| Supervisor |
Advise those concerned of the new employee’s anticipated arrival (receptionist,
department head, department secretary, co-workers, etc.) |
| Supervisor |
Provide these
people with the new employee’s name and job assignment so they can
make him/her feel welcome |
| Supervisor |
Arrange your own schedule so that you will be on hand to greet the
new employee |
| Supervisor |
Contact HR (Mary
Buday 1-3937) – Was a meeting with new hire set up for tax papers
and ID, and is status form in and processed |
| Supervisor |
Contact HR
(Jordan
Lee 1-7722) to ensure information has been entered in to system for
NET ID (formerly AFS) to be set up |
| Supervisor |
If information
has been entered; make arrangements for local new hires to go to OIT
to have NET ID set up prior to start date (if desired) |
| Supervisor |
If NET ID is
set up, make arrangements for them to get a corporate
time account |
| Supervisor |
Check with
HR (Christine Atkins) 1-3262– Was
a meeting scheduled for orientation |
| Supervisor |
Ensure that
office space is set up and equipped with all the essentials such as desk,
phone and computer, as well as standard office supplies by contacting appropriate
person i.e. Salem Davis for supplies,
DCNS for computer, etc. |
| Supervisor |
Arrange for
someone in the department to take the new employee to
lunch during the first week if you cannot do so personally |
| Supervisor |
Identify individuals
who can teach new employees basic tools, such as e-mail, Aleph, etc. |
First Day |
| Supervisor |
Extend a personal welcome |
| Supervisor |
Introduce him/her
to members of department (prepare a list or chart of names, titles, and
functions) |
| Supervisor |
Introduce new
worker to your department head |
| Sup/Staff* |
Point out locations
of washrooms and other facilities (employee lounge, etc.)
|
| Supervisor |
Show him/her
desk or work area and nearest supply storage area |
| Sup/LHR |
Send to HR for
meeting with Mary Buday and ID (if not
already done)
|
| Sup/LHR |
Send new hire
to security for parking
pass (if not already done) |
| Sup/LHR |
If HR has entered
information into system, send new hire to OIT
to get AFS ID and e-mail (if not already done) |
| Supervisor |
If not already
done so, have them set up corporate
time account |
| Supervisor |
Provide him/her
the URL to the orientation
website |
| Supervisor |
Review job description
and provide a copy |
| Supervisor |
Explain specific
job duties and responsibilities |
| Supervisor |
If applicable,
explain the scheduled working hours, use of time cards or other means of
reporting time, as well as lunch hours |
| Supervisor |
Review Library
vision, direction, strategic objectives, culture, etc. |
Within First Week |
| Supervisor |
Arrange for Library tour and meet contacts in each department |
| Supervisor |
Inform him/her
that there is a formal library tour given every fall and spring, and that
they will be contacted prior to the upcoming one |
| Supervisor |
Arrange for
training on e-mail, voice mail, PC, Aleph, etc. through individuals identified
prior to new employees start date |
| Supervisor |
If applicable,
contact Ross Fergerson to obtain
keys |
| Supervisor |
Provide orientation
to key policies and procedures |
| Sup/Staff |
Lunch with new
hire and other colleagues |
| Supervisor |
Explain organization,
function, and objectives of the department |
| Supervisor |
Discuss employee’s
working relationship to others in department and other University departments |
| Supervisor |
If applicable,
discuss overtime policies |
| Supervisor |
If applicable,
discuss policy on absences |
| Supervisor |
If applicable,
discuss tardiness policy; stress importance of being on time |
| Supervisor |
If applicable,
discuss telephone courtesy and personal phone calls |
* In instances where there are two possible
people on a project, responsibility for the tasks should
be clarified.
|
|
