Student Affairs

New Employee Orientation & Onboarding

A guide for new employees and their managers (Based on MIT Onboarding)

Outcomes: This is a welcoming work environment with informed colleagues and a fully equipped workspace; new employees feel “settled in” on their first day.

 

Schedule and Job Duties

• Call employee:
  • Confirm start date, time, place, parking, dress code, etc.
  • Provide name of their onboarding buddy.
  • Remind employee to complete New Employee Orientation (NEO)
• Add regularly scheduled meetings (e.g. staff and department) to employee’s calendar.
• Prepare employee’s calendar for the first two weeks.  
• Plan the employee’s first assignment.

 

Socialization

• Email department/team/functional area of the new hire. Include start date, employee’s role, and bio.
• Set up meetings with critical people for the employee’s first few weeks.
• Arrange for lunch with the appropriate person(s) or buddy for the first day and during first week.
• Select the buddy.
• Meet with the buddy, and provide suggestions and tips.
• Arrange for a campus tour.

 

Work Environment

• Put together welcome packet from the department and include: job description, welcome letter, contact names and phone lists, campus map, copy of departmental org chart, job description, campus facts, parking and traffic information, mission, values and tagline of the University and Division, information on your department, HR and Relocation Services, etc.
• Clean the work area, and set up office space with supplies.
• Order office or work area keys.
• Order business cards and name plate.
• Arrange for parking on the first day, if needed.
• Add employee to relevant email lists.

 

Technology Access and Related

• Discuss technology equipment (computer, printer, etc.) and software needs with ESS.
• Contact ESS to have the system set up in advance.
• Arrange for access to uStor, Google Drive, printer/scanner and other information systems that require authentication (i.e., Banner, AppSync, etc.)
• Ensure phone is set up at workspace.
• Add employee to website.
• Request to update Organization Chart with employee name.

 

Training/Development

• Remind employee to sign up for an in-person New Employee Orientation session.
• Arrange pertinent trainings required for the job.
• Train employee on general office procedures.

 

Personal Life and Related

• Offer suggestions for potential housing areas. (Refer to the Office of Relocation Services)
• Accommodate employee’s need to complete relocation activities that may require absence during the workday (i.e., parking permit, car registration, drivers license, etc.)

 

Outcomes: The employee feels welcomed and prepared to start working; begins to understand the position and performance expectations.

 

Schedule, Job Duties, and Expectations

• Clarify the first week’s schedule, and confirm required and recommended training.
• Provide an overview of the functional area – its purpose, organizational structure, and goals.
• Review job description, outline of duties, and expectations.
• Describe how employee’s job fits in the department, and how the job and department contribute to the division/university.
• Review hours of work. Explain policies and procedures for overtime (if applicable), use of vacation, sick and holiday leave. Explain any flexible work policies or procedures.
• Review the Personal Onboarding Plan with the Employee.

 

Socialization

• Be available to greet the employee on the first day.
• Introduce employee to others in the workplace.
• Introduce employee to their buddy.
• Take employee out to lunch.

 

Work Environment

• Give employee key(s) and ensure AppCard is registered to get into exterior entrances of building(s).
• Escort employee to obtain AppCard at Trivette Hall
• Remind employee to complete tasks on New Hire Paperwork.
• Discuss transportation and parking or escort employee to Parking & Traffic office to obtain parking permit.
• Provide department or building-specific safety and emergency information.
• Take employee on a campus tour.

 

Technology Access and Related

• Provide information on setting up voicemail and computer.

 

Outcomes: New employee builds knowledge of internal processes and performance expectations; feels settled into the new work environment.

 

Schedule, Job Duties, and Expectations

• Give employee their initial assignment. (Make it something small and doable.)
• Debrief with employee after they attend initial meetings, attends training, and begins work on initial assignment. Also, schedule a time to touch base quickly each day.
• Provide additional contextual information about the department and organization to increase understanding of the purpose, value add to the university, goals, and initiatives.
• Explain the annual performance review and goal-setting process.
• Review the process related to the probationary period (applicable to SHRA employees only).
• Entering timesheet.
• Set-up purchasing card (if applicable).
• Personal Preparedness 101

 

Technology Access and Related

• Ensure employee has fully functioning computer and systems access and understands how to use them.

 

Outcomes:  Employee is cognizant of their performance relative to the position and expectations; continues to develop, learn about the organization, and build relationships.

 

Schedule, Job Duties, and Expectations

• Schedule and conduct regularly occurring one-on-one meetings.
• Continue to provide timely, on-going, meaningful feedback.
• Elicit feedback from the employee and be available to answer questions.  
• Explain the performance management process.
• Discuss performance and professional development goals.
• Complete performance plan (Human Resources).

 

Socialization

• Continue introducing employee to key people and bring them to relevant events.
• Meet with employee and buddy to review first weeks and answer questions.

 

Training and Development

• Ensure employee has attended Human Resources New Employee Orientation.
• Ensure employee is signed up for necessary training.

 

Outcomes:  Employee is becoming fully aware of their role and responsibilities, beginning to work independently and produce meaningful work. He/she continues to feel acclimated to the environment, both functionally and socially.

 

Schedule, Job Duties, and Expectations

• Continue having regularly occurring one-on-one meetings.
• Meet for informal three-month performance check-in.
• Create written performance goals and professional development goals.

 

Socialization

• Have employee “shadow” you at meetings to get exposure to others and learn more about the department and organization as appropriate.
• Have a check-in with the employee and buddy.
• Take employee out to lunch, and have informal conversation about how things are going.

 

Training and Development

• Ensure employee attended a New Employee Orientation session. Request the employee provide feedback on the sessions and share as appropriate.
• Ask if needed training is completed.
• Provide information about continued learning opportunities including tuition assistance, and programs offered by Human Resources and the Division of Student Affairs.

 

Outcomes:  Employee has gained momentum in producing deliverables, has begun to take the lead on some initiatives, and has built some relationships with peers as go-to partners. Employee feels confident and is engaged in new role while continuing to learn.

 

Schedule, Job Duties, and Expectations

• Conduct six-month performance check-in.
• Review progress on performance goals and professional development goals.

 

Socialization

• Create an opportunity for employee to attend or be involved in an activity outside of their work area.
• Invite employee to university events, and introduce them to others.
• Arrange for employee to meet with a member of the Office of Student Affairs either one-on-one or in a small group setting with other new employees.
• Meet with employee and buddy at the end of their structured buddy-relationship. Discuss how things went and what else would be helpful for the employee.

 

Outcomes:  Employee is fully engaged in new role – applies skills and knowledge, makes sound decisions, contributes to team goals, understands how their assignments affect others in the organization, and develops effective working relationships. They have a strong understanding of Appalachian’s mission and culture. Employee continues to be engaged in their role and has gained greater confidence in position; begins to take on additional assignments and works with some level of autonomy.

 

Schedule, Job Duties, and Expectations

• Celebrate successes and recognition of employee’s contributions.
• Continue providing regular informal feedback; provide formal feedback during the annual review process.
• Have a conversation with employee about their experience at Appalachian to date:
  • Extent to which employee’s expectations of role and Appalachian align with reality.
  • Extent employee’s skills and knowledge are being utilized and ways to better utilize them; what’s working, what they need more of, etc.
  • Begin discussing the year ahead.

 

Socialization

• Support and encourage employee participating on either a university committee or workgroup.
• Solicit employee feedback and suggestions on ways to improve the onboarding experience. Do this one-on-one or with a small group of new employees.

 

Training and Development

• Discuss employee’s professional development goals and identify relevant learning opportunities.

 

Student Affairs Orientation

• New Student Affairs employees will be given the opportunity to be oriented to the University and Division twice a year depending on when they were hired.  These usually take place in either July or February.