Welcome “Onboard” · Welcome Orientation Session and Benefits Orientation Session • Introduce...
Transcript of Welcome “Onboard” · Welcome Orientation Session and Benefits Orientation Session • Introduce...
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Welcome “Onboard” From Interviewee to Established Team Member
Jan Pfannstiel HR Liaison
University Libraries
03/04/2014
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Human Resources | Page 2 HR Liaison Network – 03/04/2014
Choosing your Cruise
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Human Resources | Page 3 HR Liaison Network – 03/04/2014
• Use standard interview matrix, interview questions and reference checks • Template matrix and interview question
guides given to each supervisor
• Avoid unnecessary “over” qualifications on matrix
• Include behavioral style questions to help select the best candidate
• Provide water/beverage during interview
• Validate parking
It starts with the interview
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Human Resources | Page 4 HR Liaison Network – 03/04/2014
It starts with the interview
• HR Liaisons walk supervisors through every step of
the interview process
• Eliminate ineffective and illegal questions and
activities
• Monitor matrix for consistency in rating
• Liaison does the reference check to avoid bias
and leading questions
*Hiring Matrix, Interview Questions Guide,
Reference Request templates available at:
http://employees.tamu.edu/forms/
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Human Resources | Page 5 HR Liaison Network – 03/04/2014
Booking the Cruise
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Human Resources | Page 6 HR Liaison Network – 03/04/2014
The Job Offer
• Verbal offer and offer letter include
• Call from HR Liaison to offer position (and
negotiate salary if applicable)
• Criminal background check
• Credentialing
• Documentation required on first day
• Proof of ability to work in US
• Social security card
• Copy of position description
*Hiring Process Compliance Checklist and
other hiring forms available at:
http://employees.tamu.edu/forms/
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Human Resources | Page 7 HR Liaison Network – 03/04/2014
Approved to Hire
• Welcome to the University Libraries
• Agree on start date
• Explain benefits eligibility and timing
• Describe first day work schedule • Start time
• Meet with Employee Resources • Paperwork processing
• Mandatory online training
• Meet with supervisor
• Lunch plans
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Human Resources | Page 8 HR Liaison Network – 03/04/2014
Booking Cruise Activities and
Excursions
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Human Resources | Page 9 HR Liaison Network – 03/04/2014
Hiring Checklist
• Prior to first day
• EPA
• Hiring Certificate
• Selective Service Registration
• Driver’s License and Social Security Card
• Net ID and Library log on, email setup and office setup
• Announcement
• Email to all Library employees introducing new employee
• Send supervisor • departmental orientation checklist
• New employee performance feedback form
• Send Supervisor departmental checklist
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Human Resources | Page 10 HR Liaison Network – 03/04/2014
Cruise Ship Pre-Board
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Human Resources | Page 11 HR Liaison Network – 03/04/2014
Hiring Checklist
• Packet of Forms Completed on First Day
• Sign application
• Employee personal data form
• W-4
• Direct Deposit
• Faculty /Staff ID Card
• Prior Library Experience
• Prior University Experience
• Race and Ethnicity Reporting
• Employee Personnel File
Acknowledgement
• Acknowledgement of Receipt of Notices
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Human Resources | Page 12 HR Liaison Network – 03/04/2014
Boarding the Cruise Ship
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Human Resources | Page 13 HR Liaison Network – 03/04/2014
Discuss with Employee
• NEES benefit information
• Drug & Alcohol Abuse and Rehab Program (4 docs)
• HIV/AIDs in the Workplace
• Ethics Policy
• Hazard Communication Act
• Texas Deferred Compensation Program
• Extended Pay Plan
• New Employee Information Sheet
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Human Resources | Page 14 HR Liaison Network – 03/04/2014
Discuss with Employee
• TAMUNEW – New Employee
Welcome
• Explain parking registration
• Log on to SSO
• Walk through benefits
• Complete Mandatory online
training
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Human Resources | Page 15 HR Liaison Network – 03/04/2014
Employee Take-aways
• Libraries Quick Reference – URLs and web links
• Access to personnel file
• Job-related skill enhancement pay
• Higher ed scholarship opportunities
• Employee funded educational opportunities
• EOD
• Conferences
• Seminars
• Educational Release Time
• Paid Leave and Holiday schedule
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Human Resources | Page 16 HR Liaison Network – 03/04/2014
Employee Take-aways
• Equal Employment Opportunity
Brochure
• Sexual Violence Response
Protocol (student counseling)
• University Libraries brochure
• Campus map
• Emergency phone numbers
• Code Maroon
• Ergonomic assessment
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Human Resources | Page 17 HR Liaison Network – 03/04/2014
University Libraries Vision Statement
The University Libraries will be the indispensable hub
of discovery, learning and creativity at Texas A&M.
The pillars of this vision are a distinguished collection of
information resources, unbounded by place and preserved
for future generations; a suite of innovative, robust
services and dedicated staff exceeding customer
expectations; an inspirational built environment that
delights and invites exploration; an organizational culture
celebrated for its trust, openness to risk, and strengthened
by its collaboration and diversity.
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Human Resources | Page 18 HR Liaison Network – 03/04/2014
University Libraries Common Purpose
We enrich minds and inspire learning by
providing quality information, services, and
resources to the Texas A&M University Libraries
global community.
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Human Resources | Page 19 HR Liaison Network – 03/04/2014
Service Standards
Safety
Protecting people, places and ideas
Respect
Welcoming and valuing everyone
Relationships
Building connections with each other and our customers
Excellence
Surpassing service expectations, delivering distinguished content
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Human Resources | Page 20 HR Liaison Network – 03/04/2014
Welcome Aboard
• Library Pen to sign documents
• Travel Mug (employee holiday
gift last year)
• Disney book Be Our Guest
• Arbinger books
• Leadership and Self-
Deception
• The Anatomy of Peace
• Library logo tote bag
• Name tag
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Human Resources | Page 21 HR Liaison Network – 03/04/2014
Welcome Aboard
3/24/2014
Library Employee Resources
Is always available
To help!
Call
Stop By
IM
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Human Resources | Page 22 HR Liaison Network – 03/04/2014
Cruise Ship Underway
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Human Resources | Page 23 HR Liaison Network – 03/04/2014
• New employee is scheduled to meet with the Dean
• New employee is introduced at our monthly all staff meeting
• New employee is encouraged to sign up for NEW Employee
Welcome Orientation Session and Benefits Orientation Session
• Introduce employee to trainer and co-workers
• Unit and Library Organizational Chart
• Where to get help and information
• Lunch and breaks with a co-worker “buddy”
• Tour the building – washroom, supplies, lounge, meeting areas
Meeting with the Captain and Crew
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Human Resources | Page 24 HR Liaison Network – 03/04/2014
Cruise Activities
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Human Resources | Page 25 HR Liaison Network – 03/04/2014
Unit Orientation Checklist
• Supervisor has ready when
employee arrives
• Desk area, chair and
computer setup
• Supplies stocked
• Keys available
• Email groups setup
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Human Resources | Page 26 HR Liaison Network – 03/04/2014
Unit Orientation Checklist
First Day of Employment
• Attendance and punctuality -- work week job schedule, reporting absences and late arrivals
• Time sheet and leave reporting policies and procedures
• Break/lunch schedule
• Microwave policy
• Food and drink
• Library web site and intranet
• Staff directory and emergency call tree
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Human Resources | Page 27 HR Liaison Network – 03/04/2014
Unit Orientation Checklist
First Day of Employment
• Library unscheduled closing and hours line
• Emergency/safety procedures
• Location of all entrances and exits, emergency exits and fire extinguishers
• Evacuation plan for building
• Overtime authorization/holiday/
compensatory time
• Departmental flextime
• Reporting injuries and workers’ compensation
• Key/access cards
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Human Resources | Page 28 HR Liaison Network – 03/04/2014
Unit Orientation Checklist
First Week of Employment
• Explain career ladder/tenure
process
• Ergonomic assessment – contact
unit rep
• Required Meetings – unit and
library
• Business Cards
• Order supplies
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Human Resources | Page 29 HR Liaison Network – 03/04/2014
First Week of Employment
• Review position description and responsibilities
• Review unit, Library and individual goals for the yea
• Provide benchmarks, performance expectations and standards
• Review initial job assignments and training plans
• Discuss workshops/seminars required by unit
• Mandatory training completed?
• Explain workshops and training for new supervisors • Show Supervisors Toolbox
http://eodinfo.tamu.edu/supervisors/
Unit Orientation Checklist
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Human Resources | Page 30 HR Liaison Network – 03/04/2014
• Show login/out of computer and proper daily shutdown
• Explain Library IT and Facilities help desks and
procedures for computer and facilities problems
• Explain rules outlining incidental use of University
equipment/resources for personal use
• Explain LeaveTraq, TimeTraq, TrainTraq, HRConnect
• Enter leave in a timely manner
• Update personal information and contacts
• Dress Code
Unit Orientation
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Human Resources | Page 31 HR Liaison Network – 03/04/2014
Final Thoughts
1. You can’t inform too many times – new
employees are overwhelmed!
2. Use checklists so you don’t forget
3. Educate supervisors on the importance of
employee orientation and use of checklist
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Human Resources | Page 32 HR Liaison Network – 03/04/2014
Questions?