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New Employee Onboarding Checklist

(Draft)

2

Table of Contents

Getting Onboard

3

Onboarding Team Roles

4

Onboarding Partner Guide

5

Onboarding Checklist 7

10/25/2016

3

Getting Onboard

Every new employee needs onboarding. The purpose of the onboarding program is to welcome staff to USF St.

Petersburg and provide them with the resources and learning they need to excel. An effective onboarding pro-

gram is critical for the following reason:

To help new hires feel that they are part of a larger organization and they are integral to the success of

the academic mission of the College.

To communicate the culture of the organization so that the actions and decisions of new employees are

more in alignment with University practices and help the organization function more smoothly.

To expedite getting new hires up to speed so they have a strong stat in the unit and college.

Ob

jective

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ssful

Objectives

This program provides a 180-day plan to help new employees onboard successfully. It

includes information about the College, links to key documents and websites, as well as roles

and responsibilities for the supervisor, new employee, and the onboarding partner.

Key Factors for Successful Onboarding or New Employees Preparation fro new employee’s arrival

Learning way University

Getting to know colleagues

Learning about the University

Beginning an active plan for success

Understanding role, performance expectations and the performance management

procedures

Learning about he department’s and the University’s mission, vision, values, and

culture and how their role contributes to these factors

4

Onboarding Team Roles

An onboarding team should consist of the Hiring Leader, a carefully selected Onboarding Partner and the

New Employee. Department Managers and Human Resources also play support roles by providing

templates and offering and offering consultation. This chart documents the role that each plays.

Department Manager

and HR Support Hiring Leaders Onboarding Partner New Employee

Department Manager -

Provide tools; assist hiring

leader to create the

onboarding plan

Create a personalized on

boarding plan (i.e., identity

onboarding partner, valuable

onboarding activities, events

and key stakeholders.)

Work with the Hiring Leader on

creation of personalized on

boarding plan (i.e., identify

valuable onboarding activities,

events and key stakeholders).

Listen and brainstorm ideas

that you think will help you

learn your new role.

College HR - Provide

consultation and tools; and

facilitate process

Coordinate Pre-Arrival

contact for first or second day

of new team member.

Serve as onboarding partner for

new team member. Build relationships.

Meet with new team member

Day One or Week One to set

clear expectations for

onboarding and the role in

general, as well as to provide

contextual and orientation

related information..

Help the new team member

navigate the organization.

Be open to learning about

the culture.

Meet weekly for the first 4-6

weeks. Biweekly or monthly

thereafter.

Provide insight about the cul-

ture and how the organization

works.

Bask questions to ensure

and understanding of

charge and role.

Ensure office space and

system access and provided

Day One. Oversee other

pre-arrival logistics.

Connect the new team member

to peers and key stakeholders.

Work with Hiring leader

and colleagues to

determine and clarify

performance measures.

Assist new team member with

integration into peer group.

Meet regularly to touch base

and check progress.

Proactively participate in

the onboarding process by

supporting the creation

and execution of the

onboarding plan.

Review Performance man-

agement process and expec-

tations.

Ensure new team member has

necessary resources; provide

contacts.

Seek multiple points of

view.

Maintain open lines of

communication and collect

feedback about the

onboarding process.

Provide support on systems and

process questions until training

is completed.

5

Onboarding Partner

Characteristics of an Onboarding Partner:

Open, friendly and trustworthy personality

At least one year at USF St. Petersburg

Successful in performing his or her own responsibilities

Compatible work schedule and location with the new employee

Responsibilities of the Onboarding Partner:

Partner with the hiring leader in the creation of the onboarding plan

Have a First Week lunch/meal break with the new team member

Establish and build rapport with the new employee

Have a check-in meeting with the new team member weekly for the first month

Check in every other week, Months 2-3 - determine frequency

Make introductions to peers and colleagues

Help the new employee understand and adapt to college and unit/department culture

Participate in/lead activities as described in the onboarding plan (tours , meeting

introductions, shadowing, information sharing, etc.)

Act as an informational resource and answer questions as needed

Onb

oard

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Onboarding Partner Events - Content/Discussion Guide

Initial Lunch Meeting - Week One

This is an opportunity to build a relationship with the new team member. The content should

be comfortable and relational. Use this opportunity to get to know each other and build

rapport.

Ask questions to learn about new employee’s life and career

Identify point of connection

Describe your role

Discuss process/schedule for future meeting:

Meeting frequency and times

Determine where future meetings should take place

Establish who initiates future unscheduled meetings; let him or her know that he or

she is welcome to schedule meetings when needed

Discuss communication preferences for both of you: phone, e-mail, face-to-face,

shorter more-frequent “check-ins” or longer less-frequent formal meetings, etc.

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Onboarding Partner

Subsequent Check-in Meetings

Topics could include:

Navigating the organization

Training gaps - is there something the new team member would like more

information on? Something that you can support him or her in working on or

learning? Training class suggestions? Can you point him or her in the right direction? -

Check in on whatever is identified in future conversations.

Policy/procedure questions

Hidden benefits of the University - do you know of the great things going on that the

new employee may not know about?

What is working and what isn’t?

Is he or she meetings the right people to be successful

General listening

Onb

oard

ing

Partn

er G

uid

e C

ont.

Tips for Onboarding Partners

Do:

Listen

Share lessons learned and mistakes made

Be patient: It takes time to develop a relationship

Act as a sounding board

Model good time management and organizational skills

Accept the differences in people

Offer non-judgmental feedback

Be positive

Empathize

Remain flexible

Try to identify the new leader’s personality and communication style and adapt

accordingly

Ask for help from the hiring leader if you need to

Don’t

Worry about being perceived as the expert. Focus your attention on the new

employee and be a resource where you can be

Talk negatively about the new employee to anyone or about anyone else to the new

team member

Thank you for your investment in the success of this new employee!

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On-Boarding Checklist

This checklist is designed to assist with the orientation process. Onboarding is a long-term

process that begins before your start date and continues for at least 6 months. This checklist

is organized chronologically and helps you prepare for your new role. Once you start you

can work together with your manager to complete the checklist. The hiring manager may

add additional activities that are relevant to your role. Internal transfer employees may have

items omitted that are not applicable.

BEFORE HIRE

Done To Do

Prepare for your first day.

Check what hire documentation, including proof of eligibility to work in the United States, you

may need for your fist day.

Bring a voided check or your bank direct deposit form.

Complete New Hire Paperwork

Confirm date, time and location of new employee orientation

Review any “pertinent reading material” that may have been identified by your department

(including policies & procedures), review department website.

FIRST WEEK

Done To Do

New Hire Onboarding Orientation:

Sign up for New Hire/Benefits Orientation

Important Deadlines & Dates: ________________________

Important Deadlines & Dates: ________________________

Stop by Business Services to pick up your complimentary two week parking pass; Review Parking

options.

Obtain Employee ID Number & set up NETID (instructions in New Hire Paperwork)

Obtain your ID badge

Department will set up your email

Enroll your cell phone in MoBull Messenger.

Meet with your New Hire Mentor

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On-Boarding Checklist Con’t

FIRST WEEK CON’T

Done To Do

Tour of building, floor, and college: be certain to identify entrances and exits, emergency exit routes,

fire extinguishers, fire pull alarms and restrooms

Receive office and building keys and or arrange electronic access

Review building safety/security/emergency procedures

Explore the Myusf portal once you have a NETID

View the GEMS Self-Service Tutorial

Update emergency contact information in GEMS Self Service.

Note the IT Help Desk (727)873-4357 and On-line Service Request

Check with department for access to the following

___ Emergency Evacuation/Plan ___ Restrooms, fire exits, break room

___ First Aid Supplies ___ How to obtain office supplies

___ Recycling ___ Who to call for service or help

___ Key/Door Access ___ Phone System and email

___ Office Equipment ___ Rules for after-hours access to work area

___ Internal USFSP Mail Procedures ___ Rules for breaks and overtime

Review the Florida Sunshine Law and ask your manager how it applies to you in your role

Review USFSP’s Policies and Regulations page and Workplace Expectations & Guidelines

Review job description and review job functions, competencies, and expectations for working in the

department. It may be helpful to check with your department about these things:

___ Get a copy of your job description

___ Department Org Chart

___ Department goals and mission

___ Your duties and responsibilities

___ Your specific work schedule

___ How you will be trained – by whom

___ Performance indicators for your job

___ If staff, there is a 6 month probation period

___ How performance management is evaluated (whom, how often)

___ Time reporting/Payday Schedule, leave policy/reporting, accrual & of sick, vacation

Check with department to see how these apply to your role:

___ Budget Procedures ___ Travel

___ Probationary Period ___ Timesheets

___ Dress Code ___ Email Regulations

___ Work Schedule ___ USFSP Holidays

___ Internet Access ___ If applicable to position, ASFCME CBE

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On-Boarding Checklist Con’t

WITHIN FIRST TWO WEEKS

Done To Do

Meet with your manager to understand the purpose of your role; how your work fits into the de-

partment’s mission; and how it contributes to the university’s mission and vision. Identify the early

contributions you can make.

Note any early trainings that you will need and visit Atomic Learning Website at

MyUSF>Learning & Teaching Tools>Software Tutorials

Career development opportunities: Administrative and Staff full time employees are provided with

the opportunity to continue their education through the Employee Tuition Program.

Explore parking options. Your complimentary pass will expire after 2 weeks. Use this time to ask

co-workers about preferred parking & transportation options for you area.

Keep open communication with your manager about your initial learnings and training needs. Re-

quest time to go over performance expectations & goal-setting process if you are a staff employee,

review any necessary information related to your probationary period.

Have lunch with a co-worker. Walk around campus and check out all that is going on.

Review USFSP Perks.

WITHIN FIRST MONTH

Done To Do

Complete your eDisclose. Located under MyUsf>Business Systems>eDisclose

Enrollment for health benefits. You can view and enroll in a plan through My benefits Website

Purchase your parking permit at Cashier’s Office located in Bayboro Hall, first floor M-F, 8:00 a.m.-

5:00 p.m. or purchase online at Parking and Transportation Website.

Enroll in training classes and complete required training as determined by your supervisor/position.

Review the USFSP mission, values, strategic plan

Stay informed about news and information for USFSP employees at USFSP News

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On-Boarding Checklist Con’t

WITHIN FIRST THREE MONTHS

WITHIN FIRST SIX MONTHS

Done To Do

Consider “shadowing” an employee or your supervisor for exposure to the department and or-

ganization.

Ask your supervisor if you should complete additional training or professional development.

90 day (ORP) Retirement Benefit Deadline (FRS plans 5 Months from month of hire): for more in-

formation please visit MyFRS.com

Done To Do

If you are a staff employee, your probationary period ends at six months, so expect feedback on

what you have done well and areas you may need improvement in. If you are an administrative

employee, ask for the same feedback from your supervisor.

Review progress on job duties, expectations, performance goals and professional development

goals. Visit USFSP’s Performance Management page for guidance.

Consider joining the Staff, Faculty Senate, Administrative Advisory Council (AAC) or the USF Club.

IN 6-12 MONTHS

Done To Do

Continue to seek regular feedback, no matter how informal. You will receive formal feedback during

an annual review.

Regularly discuss your USFSP experience with your manager.

Is everything what you expected?

What’s working well, what could be improved?

Do you need extra support, training or resources?

Discuss your professional development goals and recognized appropriate learning opportunities.