onboarding toolkit for people leaders - wiki

ONBOARDING TOOLKIT FOR

PEOPLE LEADERS

Tips and Tools to successfully Onboard your new Employee

ONBOARDING TOOLKIT FOR PEOPLE LEADERS 2 UNIVERSITY OF SASKATCHEWAN

Table of ContentsINTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Intent of the College/Unit Onboarding Toolkit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

What is onboarding? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Orientation vs . Onboarding, what’s the difference? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Who is involved and what are their key responsibilities? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

College/Unit Onboarding Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

ONBOARDING TIPS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

ONBOARDING PHASES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

PRE-ARRIVAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

New Employee Announcement Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Welcome Emails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

List of Stakeholders to meet with New Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13

WELCOME FIRST . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Sample of First Day Itinerary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Check-In Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

OFF TO A GOOD START FIRST WEEK OF EMPLOYMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Sample of First Week Itinerary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19


A Successful First Work Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

MASTERING FIRST 3-6 MONTHS OF EMPLOYMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21


Onboarding Peer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22


Introduction As the leader of a new employee, you play a critical role in facilitating the successful integration of the new employee to their new role, the college/unit, and the University of Saskatchewan (USask) . You are the most influential person in the onboarding process . You are the link that integrates the new employee into the organization from the point of them signing the offer letter throughout the life cycle of their career at USask . As their leader, your key onboarding responsibilities include:

■ Being active and positively involved to ensure a successful transition into the new role and the university■ Having regular and ongoing communication with the new employee■ Explaining and setting cultural expectations, emphasizing that diversity and inclusion is a part of our values■ Communicating job responsibilities, goals, and desired attitudes and behaviors■ Ongoing assessment and providing informal and formal feedback ■ Preparing the team to ensure the new hire is welcomes and include right away

As the leader you are directly responsible for the onboarding tasks highlighted in this document that are relevant to the new employee and their position . You will note many of these tasks occur prior to the employee’s first day . If you have any onboarding questions, then please contact your Human Resources Strategic Business Advisor.

INTENT OF THE NEW EMPLOYEE ONBOARDING TOOLKITThese new employee onboarding tools, tips and resources are designed to help create a consistent approach across the university and to assist the hiring manager with successfully onboarding their new employee, whether they are new to campus or new to the college/unit . These core principles apply to all new hires; however, this toolkit is targeted to employees within ASPA, CUPE 1975, or Exempt positions but you are welcome to use it for other employee groups as appropriate .

By ensuring the completion of these tasks along with those activities required of the new employee you will help create a more positive first experience for the employee, and will help the employee become productive and engaged as quickly as possible .

WHAT IS ONBOARDING?Onboarding is more than just new hire orientation . Onboarding is a strategic process of integrating a new employee to the organization and providing information, training, mentoring and coaching throughout the transition . The onboarding process begins at the acceptance of an offer and throughout their first year of employment .

THE PROCESS INCLUDES:

■ Creating a positive new hire experience (preparing the team, building rapport, help instill a sense of belonging, etc .)■ Preparing the workspace, setting up user accounts, completing paperwork etc .■ Defining job responsibilities and performance goals■ Describing policies, processes and procedures■ Explaining the culture of the university and “how things work around here”■ Explaining the college/unit and how it fits in the university■ Giving early and regular feedback to provide continuous mentoring, coaching and support■ Providing strong coworker support■ Preparing and orienting the team about their new collegue, their role, etc .


ORIENTATION VS. ONBOARDING, WHAT’S THE DIFFERENCE?Orientation is a one-time event, while onboarding is an ongoing process . Orientation is a structured event that focuses on specific information the new employee needs to know to get started, such as college/unit structure, policies, and procedures . Orientation is a portion of the onboarding process . Onboarding however can last up to a year, depending on the position’s complexity and the amount of organizational knowledge necessary to be successful in the role . Onboarding provides a more strategic plan for employee success than orientation alone .

WHO IS INVOLVED AND WHAT ARE THEIR KEY RESPONSIBILITIES?Onboarding is a shared responsibility with the following stakeholders:

HIRING MANAGER(In College/Unit)

NEW EMPLOYEE HUMAN RESOURCESSTRATEGIC BUSINESS

ADVISOR (SBA)

CONNECTIONPOINT HUMAN RESOURCES

ONBOARDING PEER(If Applicable)

■ Lead the onboarding experience for the new employee, delegate as appropriate

■ Support the new employee throughout the process

■ Develop and implement onboarding resources and plan specific to the role

■ Instill a sense of belonging

■ Complete USask onboarding checklist

■ Build a rapport with the new employee

■ Meet regularly with new employee to review job expectations, provide feedback and support (Career Engagement)

■ Seek out an onboarding peer, if desired .

Non-pilot College/Unit ■ Submit the pay

transaction either through ConnectionPoint eForm or Electronic Job Submission (EJS)

Contact your HR SBA for further information on the pilot or non-pilot group .

■ Complete and submit any necessary paperwork

■ Complete any required training

■ Visit the Onboarding webpage

■ Ready and willing to participate in the onboarding process

■ Ask questions■ Provide

Feedback

■ Educate college/ units on the Onboarding Program, including any changes to the onboarding process and their shared responsibility

■ Support the hiring manager by providing advice and templates

■ Information on HR SBAs

■ Collect and process paperwork to generate NSID, Employee ID and set up for payroll, etc .

■ Generate “Welcome to USask” email for those employees that ConnectionPoint has generated the offer letter on behalf of the unit

■ House onboarding resources and tools created by Human Resources on Knowledge base

■ Train/communicate to HR SBAs and people leaders on any changes to the ATS

■ Lead benefit enrolment sessions and provide benefit packages for new employee’s

■ Create the recruitment business systems and processes .

■ Develop and maintain onboarding frameworks, including toolkit, and templates as per best practices

■ Build rapport with new employee

■ Help socialize the new employee with peers, stakeholders, etc .

■ Provide a tour of the building and campus

■ Identify resources in the workplace

■ Answer questions and refer the new employee to the appropriate resource

■ Help instill a sense of belonging


COLLEGE/UNIT ONBOARDING MANUALThe hiring manager is responsible for taking the lead on onboarding their new employee to USask and the college/unit . It is recommended the college/unit create and maintain a college/unit onboarding manual that includes practices, policies, process and resources unique to the college/unit and the employee’s role .

Please familiarize yourself with what information is available to the new employee on the USask New Employee website . The following are some suggested items you may want to include in a college/unit onboarding manual to supplement what is on the New Employee webpage:

College/Unit

■ Introduction to Senior Leadership ■ History of the College/Unit■ College/Unit portfolio■ College/Unit organization structure (include team

descriptions – what is their purpose, key initiatives) ■ College/Unit strategic plan■ College/Unit specific policies and guidelines■ College/Unit phone list; emergency contacts (ie .

Protective Services 5555)■ College/Unit emergency response plan■ College/Unit occupational health and safety (Safety

committees, safety training and orientation, office ergonomics)

■ Commonly used acronyms■ College/Unit workplace standards, policies and

procedures . Ie: ■ Hours of operation■ Coffee and lunch breaks■ Sick leave reporting ■ Vacation requests■ Keys■ Use of cell phones, personal calls and faxes■ Scent■ Smoking■ Office supplies■ Mail and courier services■ Email signatures■ Out of office notifications ■ Privacy and confidential guidelines

Employee’s Role

■ Job description■ Career engagement (goal setting, development

planning) ■ Relevant file locations (where guidelines, procedures,

policies, documents are located) ■ Schedule of staff meetings, retreats, events etc■ Standard Operational Manuals related to the

position■ Building map■ PAWS time reporting manual ■ Professional Development funding■ Occupational Health and Safety (ie . safety training,

reporting workplace injury)■ Other job specific information ■ Required training (training .usask .ca)■ Travel


Onboarding Tips

When You Are Onboarding You Should:

■ Create a safe and welcoming environment .

■ Make the onboarding experience interactive not passive . Engage the employee in a discussion rather than an “information dump” .

■ Involve other staff members in the onboarding . For example, ask a co-worker to show the new employee how to use the office equipment . Ask another co-worker to show them where to store their electronic files on the system .

■ Set up an “onboarding peer” . Identify a co-worker who can provide orientation to the work and university environment and answer any questions the new employee may have .

■ Give opportunities for the new employee for self-directed learning .

■ Take the new employee out for lunch or coffee on their first day .

■ Start with the basics . Focus on the why, when, where and how of the position before expecting the new employee to handle assignments or big projects .

■ Don’t overwhelm the new employee with too much information at all once .

■ Encourage the new employee to keep a journal of comments, concerns and questions . Meet regularly to discuss issues and answer questions .

■ Model the behaviors you want employees to follow .

When Onboarding Make Sure You Don’t:

■ Forget to create or assign a work space for your new employee .

■ Schedule the new employee to start work while their supervisor is on vacation .

■ Leave the new employee standing in the reception area for a half hour while reception staff tries to figure out what to do with them .

■ Leave the new employee at their work station, to manage on their own, while coworkers pair up and head out to lunch .

■ Leave the new employee in the lobby to read and sign-off on a 100 page Employee Handbook .

■ Show the new employee their office without introducing them to coworkers or assigning an onboarding peer .

■ Assign the new employee to an onboarding peer who has a major, career-impacting deadline, in three days .

■ Assign the new employee to an onboarding peer who is also your most unhappy, negative, team-bashing staff member .

■ Assign the employee “busy work” that has nothing to do with their core job description, because you are having a busy week .

■ Leave the employee to find their own way without help or support from you .

*Adapted from Susan M . Heathfield’s Top Ways to Turn Off a New Employee


Onboarding Phases

PRE-ARRIVAL WELCOME OFF TO A GOOD START

MASTERING

PRIOR TO 1ST DAY

Purpose: To create an experience that reaffirms the new employee’s decision that USask is a great place to work; To plan and prepare for the employee’s arrival so that they arrive to an organized and prepared workplace .

FIRST DAY OF WORK

Purpose: To welcome the new employee, get them set up and acquaint them with the work unit .

FIRST WEEK

Purpose: To reduce the time you will need to contribute later by giving the employee the proper tools and information to be independent and comfortable in their work environment .

FIRST 3-6 MONTHS

Purpose: To ensure the employee is engaged and is integrated successfully into the culture, is motivated and meeting expectations, and has meaningful and challenging work .


Pre-Arrival BEFORE THE EMPLOYEE STARTS

To create an experience that reaffirms the new employee’s decision that USask is a great place to work; To plan and prepare for the employee’s arrival so that they arrive to an organized and prepared workplace .

CHECKLIST (Online checklist available https://wiki.usask.ca/display/public/CPKB/Onboarding+checklist+for+hiring+managers)

The Onboarding Checklist is to assist the hiring manager in leading the onboarding of their new employee . This checklist may need to be modified for what is applicable to the new employee, their role and your college/unit .

NOTE: It is recommended that you establish the new employee’s start date to be at least two (2) weeks from the date of the offer letter so that the supporting business units have sufficient time to prepare for the new employee’s arrival (i .e . computer, systems access, payroll set up etc) .

NEW HIRE INFORMATION:

Name: NSID: Start Date:

Job Title: Department:

Employee Group: Supervisor:

Action Resource

Person Responsible to Complete the Action(Hiring unit to assign as appropriate)

WELCOME PREPARATION

ANNOUNCEMENTSend out an announcement to the college/unit and other key stakeholders regarding the new employee

See pages 11-13

ONBOARDING PEERDetermine if you want to ask someone who can help provide guidance and answer questions for the new employee, help socialize them to the work environment, and help instill a sense of belonging .

See page 22

COLLEGE/UNIT ONBOARDING MANUALReview your college/unit onboarding manual to see if any updates/revisions are required (if applicable)

See page 5

MEET WITH ONBOARDING PEERPeople leader and onboarding peer meet to review checklist and define onboarding peer’s roles and responsibilities

See page 22

COLLEGE/UNIT ORGANIZATION CHARTReview the college/unit organization chart to ensure it is up to date and make available to new employee .

BOOK TIMESet up time in calendar to be available for the new employee’s first day and the weeks ahead

Please note that some of these checklist items will require the new employee’s Network Services ID (NSID) and/or their Employee Identification (Empl ID) . ConnectionPoint generates the NSID for employees that are hired through the Career Centre once the new employee has submitted the Personal Data Form to ConnectionPoint and will communicate that with the hiring manager when providing the copy of the offer letter . If you are utilizing ConnectionPoint’s Hire eForm, the Empl ID will also be generated by ConnectionPoint . Otherwise, the Empl ID will be created once you have submitted the Electronic Job Submission (EJS) and it has been processed by ConnectionPoint .


Action Resource


WELCOME SIGNCreate a Welcome sign for the new employee’s office door or workstation

ITINERARYPlan and schedule “itinerary” for Day 1 and 1st week

See pages 16 and 19

WELCOME PACKAGEPrepare a college/unit onboarding resource manual

FIRST ASSIGNMENTPlan the employee’s first assignment/project so they have early success

See page 20

INTRODUCTION MEETINGS Schedule new employee introductory meetings with team members and key stakeholders

See page 13

WELCOME LUNCHSchedule “welcome lunch” with manager and possibly others for employee’s 1st day

See page 19

JOB SHADOWSchedule time(s) for new employee to shadow peer(s)

WALKING TOURArrange for a walking tour of campus

EMAIL DISTRIBUTIONAdd new employee to applicable email distribution lists

CALENDARUpdate applicable meeting invites for upcoming meetings new employee is required to attend

PROBATIONARY REVIEWSchedule a reminder of the employee’s probationary period date and required assessment .

SET UP OFFICE – Note: There may be lead times required by the service unit

OFFICE SPACEDiscuss the need for office space with the Facilities Strategic Business Advisor assigned to your College or Unit .

ORDER PHONE■ Order new phone, extension, voicemail and update global

directory through Telephone Services■ Mention headset compatible

Telephone Services [email protected]

ORDER / ARRANGE OFFICE EQUIPMENT: ■ Screens■ Mouse/keyboard■ Head sets■ Arrangement of IT Hardware

Submit a request to ICT Service Desk■ itsupport.usask.ca

SET UP LAPTOP/COMPUTERSystem Access:

■ Network Drives■ Printers■ Add email to scanners


ARRANGE FOR ICT SUPPORT STAFFSubmit a ticket to have an ICT support staff be at the office on employee’s first day to ensure their ICT equipment and systems are working


BUSINESS CARDSOrder business cards

Order Business Cards■ www.usask.ca/ict/services/

printing/print-orders/business-card-ordering-instructions-.php


Action Resource


NAME PLATE Submit request to facilities.usask.ca/services/services_items/index.php

OFFICE FURNITUREOrder office chair and furniture

Submit request to facilities.usask.ca/services/services_items/index.php

OFFICE SUPPLIESSet up office with basic office supplies (Pens, Notepad, Kleenex, Calculator, Stapler)

KEYSOrder building/office keys

Contact your unit’s key custodian or email Facilities at facilities.support@

usask.ca to find out key custodian for your building

Identify training requirements

SYSTEMS TRAININGIdentify what systems training is required based on their role and when and how the employee will be trained (ex: Degree Works, Banner Finance, Banner Student, Concur, Applicant Tracking System (ATS), AboutUs, AiM, UnivRS, Bomgar, Blackboard, SharePoint, etc etc .)

training.usask.ca has a list of system training available

SAFETY TRAININGIdentify what safety training is required based on the new employee’s role .

wellness.usask.ca/safety/training.php has a list of safety training available

SAFETY EQUIPMENTDetermine and purchase any required safety equipment supplied by employer

Contact safety resources if you are unsure

POSITION SPECIFIC TRAININGIdentify what standard operating procedures/business process training is required based on the employee’s role


Systems Access

BANNER FINANCE University Financial Information System

Search knowledgebase.usask.ca

for Banner Finance (UniFi) Access Control Form

BANNER STUDENTUniversity Student Information System


ABOUTUSUniversity Human Resources Information System (HRIS)

Search knowledgebase.usask.ca for About Us Access Request Form

UNIVRSUniversity web-based central repository for research-related activities and CV data management .

Search knowledgebase.usask.ca for UnivRS

BOMGARThe product that is used by the ITS Help Desk and other USASK departments to do remote support of clients systems, and deliver “Click to Chat”


BLACKBOARD Blackboard Access


COLLEGE SYSTEMSSet up access to applicable college/unit files and systems (ex: SharePoint, drives)


Reach out to new hire prior to start date

Contact the employee at least two days prior to their start date to provide them with their itinerary for day 1, including start time and location of their first day, and to address any questions they may have .

See pages 11-13


NEW EMPLOYEE ANNOUNCEMENT TEMPLATESPrior to a new employee starting, it is recommended that the hiring manager arrange for communication to be sent out to the college/unit and other key stakeholders to ensure they are aware of the successful hire prior to the new employee’s first day .

TIPS

Here are some recommended tips for your email announcement regarding the new hire:

■ Be upbeat – Be positive . Focus on how excited you are to welcome this new team member .■ Be brief – It is important to provide background information on the new employee and that person’s

responsibilities, but be careful to not go too in-depth . Provide approx . 2 to 4 sentences about their previous experience (i .e .: formal education, number of years of experience, previous organization(s) they have worked with, duties/projects previously worked on related to the role) .

■ Be helpful – Encourage colleagues to reach out to help the new employee be successful in their new role . Invite them to participate in the onboarding process .

The following templates are some examples designed to help People Leaders introduce a new direct report . Please note that this is only a suggested format .

TEMPLATES

The following templates are some examples designed to help the hiring manager introduce a new direct report . Please note that this is only a suggested format . As you make changes to personalize the announcement, please keep the above tips in mind .

EMAIL ANNOUNCEMENT TEMPLATE #1

The following message is being sent on behalf of the [Job Title]

Search Committee, [names of those on the search committee]

Good Day,

It is with great pleasure that I announce [NAME] will be joining USask as the new [JOB TITLE] .

[First name] comes from [former company name] where they [provide a few sentences of the new employee’s work history] .

[First name]’s first day with us is [date] . [FIRST NAME] will be responsible for [provide a brief description of the role] .

[First name] will be located [office/workstation location] and

[name] will be their onboarding peer .

We are excited and very fortunate to have [first name] join our

team . Please join me in welcoming [first name] . I encourage you to

connect with [first name] to welcome them to the team and to share your formal and informal knowledge regarding our organization, department and clients .

Regards,

Name

EMAIL ANNOUNCEMENT TEMPLATE #2

The following message is being sent on behalf of the [Job Title]

Search Committee, [names of those on the search committee]

Good Day,

After a rigorous interview process and careful analysis of criteria and

expectations of the position, we are pleased to announce that [NAME]

has accepted the position of [JOB TITLE] effective [Start Date] .

[First name] comes from [former company name] where they

[provide a few sentence’s regarding the new employee’s

education and work history] . [First name] will be relocating from

[City] to Saskatoon .

As the [Job Title], [First Name] is responsible for [highlight key job

responsibilities in a few sentences] .

Thank you to the Search Committee . Please join us in congratulating

[First name] on their new role, and making them feel welcome at the University of Saskatchewan .

Regards,

Name


WELCOME EMAILSIt is recommended that new employees receive a “Welcome to USask” email once they have returned their signed offer letter and a “Welcome to the Team” email closer to their start date .By using these templates, it will help ensure a consistent approach across the organization and ensure the new employee has the important information they need to begin their successful transition to USask .

EMAIL: “WELCOME TO USASK”

If the position was posted and the successful applicant applied through the Applicant Tracking System (ATS), then ConnectionPoint will send the new hire the following “Welcome to USask” email . The hiring manager should send the “Welcome to the Team” email closer to the new employee’s start date .

If the position was unposted or the successful candidate did not applied through ATS, then the hiring manager should email the following “Welcome to USask” once the new employee has returned their signed offer letter and then send the “Welcome to the Team” email closer to the new employee’s start date .

EMAIL: “WELCOME TO USASK”

Dear [First Name]:

Welcome to the University of Saskatchewan and congratulations on your new position! We value the diversity of all of our employees and want to ensure you feel included right from the beginning . The University of Saskatchewan (USask) main campus is proudly situated on Treaty 6 territory and the traditional homeland of the Metis . USask is leading the way in tackling pressing problems like water and food security . Our range of excellent programs, from business, law and public policy to engineering, medicine and veterinary medicine, positions us to cross traditional discipline boundaries and work together to bring a unique perspective to key global challenges and be the university the world needs .

Important information for you to know:

Network Services ID (NSID): Your NSID is (NSID) It is used as a username to access university computer and network systems such as the University’s PAWS (Personalized Access to Web Services), email, computer labs and password protected webpages .

Are you currently working in a position on campus? (for internal hires only) If you have an existing position on campus please provide your department with your resignation or leave request as soon as possible as we will not be able to process your hire until it has been submitted .

Important action for you take prior to your start date:

Password: To obtain your temporary password for PAWS (Personalized Access to Web Services), please call one of our friendly and knowledgeable Service Desk Agents at 306-966-2222 or 1-800-966-4817 (toll free in Canada) during the following hours:

■ Monday to Thursday 8:00am – 10:00pm■ Friday 8:00am – 9:00pm■ Weekends Noon – 8:00pm

Onboarding

Please visit the USask New Employee webpage for an introduction to the University of Saskatchewan, to receive instructions on next steps and to access information and resources to help you in preparing for your first day at USask and beyond .

Benefits Enrolment (include if eligible for benefits)

On your first day at the University, please register for a benefit enrolment session via the ConnectionPoint Benefit Enrolment Session on training.usask.ca . The benefit enrolment session is an opportunity for you to learn more about your benefits, to complete the necessary paperwork to be enrolled and to name your beneficiaries . You will receive an email prior to your session date with further information .

Kind regards,

[Manager’s name]


EMAIL: “WELCOME TO THE TEAM”

Dear [FIRST NAME]

Welcome to our team!

We’re looking forward to seeing you on [start date] at [start time] at [room number, building name,

street address] for your first day of work . When you arrive, ask for [name and job title of employee they

are meeting] . [First name] will show you to your [workstation/office] .

Here is an overview of your first-day [refer to Appendix E – Sample of First Week Itinerary]

A few more things to note:

[There is a fridge/microwave in the staff kitchen; dress code is business casual/semi professional; We

have employees with a scent allergy/nut allergy] .

Please visit the USask New Employee webpage for information about parking, campus map, and other

great information to help get you started . Looking forward to working with you .

If you have any questions before your first day, please email or call me at [direct phone number]

Sincerely,

[Manager’s name]

The purpose of the welcome to the team email from the manager is to welcome the new employee to the college/unit/team and provide them with information about their first day of work and work unit .

LIST OF STAKEHOLDERS TO MEET WITH NEW EMPLOYEEPrior to the new employee starting, it is recommended that you identify all the stakeholders the new employee should meet with to assist in understanding how their role fits within the university and how their role supports the strategic direction of the college/unit and the university . Once you have determined all the stakeholders, then be sure to set up those meeting so they are booked prior to the new employee’s start date .

For example:

Who What may the meeting cover When

SUPERVISOR/MANAGER Provide an overview of own work experience, the Supervisor/Manager’s role and responsibilities, team structure, team strategies, initiatives and goals .

First Day

TEAM Introduction to team members, how long they have been at the university, description of their work and how it integrates with the work of the new employee’s role .

First Day

DIRECTOR Provide an overview of the portfolio and governance structure of campus and discuss their expectations

First Week

OTHER PORTFOLIO DIRECTORS To establish collaborative networks and understand cultural, operational, and strategic directions of the portfolio .

First 2 Weeks

SENIOR LEADER Provide an overview of college/unit strategic priorities and university priorities . First 2 Weeks

PEER POSITIONS IN OTHER COLLEGE/UNITS

Provide an overview of their role and how they interact . Sharing of knowledge, processes and procedures

First Month

OTHER:


Welcome EMPLOYEE’S FIRST DAY

To welcome the new employee, acquaint them with the work unit and assist with setting them up .


First Day of Work: Welcoming Your New Employee

Action Resource


Welcome New Employee

MEETMeet the new employee at the date, time and location you communicated to them in their Welcome Email

See pages 11-13

MINI TOURShow new employee their office/work area so they can hang up jacket, settle in etc .

REVIEW PLAN FOR DAY 1Review itinerary for day 1; review onboarding objectives, timelines and answer any initial questions they may have

See page 16

COMPLETED FORMSConfirm with employee if they have completed and submitted required forms (TD1, direct deposit) . If not, have employee complete forms and take to ConnectionPoint in Arts Building, Room 258

Visit connectionpoint.usask.ca for more information

Departmental Welcome

INTRODUCTIONSIntroduce new employee to colleagues

TOURProvide orientation to the work area and building (kitchen, first aid kit, washrooms, office supplies, photocopier/fax, etc .)

HEALTH AND SAFETYProvide overview of health and safety (evacuation plans, local health and safety committee member(s), etc .)

University Overview

UNIVERSITY ORG STRUCTUREReview general org structure of the university

Information available at www.usask.ca/executiveleadership/

College/Unit Overview

Review org structure of the college/unit

Review role of the college/unit within the organization

Review current college/unit objectives/priorities

Job Duties and Responsibilities

JOB DETAILSProvide detailed explanation of the job . Review how role fits within the college/unit and the university

TERMS OF EMPLOYMENTReview terms of employment (probationary period, confidentiality etc .)


Action Resource


University Campus Tour

GENERAL LAYOUT OF CAMPUSTake employee on walking tour . Stop off at the Shop uSask Bookstore to get their Employee ID photo card . Walk them to ConnectionPoint in Arts 258 (if any forms need to be dropped off) .

Visit connectionpoint.usask.ca

Assist New Employee with Getting Set Up

ORIENTATION TO LAPTOP/COMPUTERArrange for ICT to be there on first day to ensure employee is set up to applicable systems, printers, network drives etc .


PAWS ORIENTATIONReview PAWS capabilities with the new employee (My Profile, address changes, requesting leave, reviewing pay cheque, time reporting, self-identification, etc .)

Log into ■ paws.usask.ca

SET UP

■ Outlook and Email Alias-Email Signature■ Bookmarks and Important Links■ Pin Taskbar■ WebEx■ MirrorOp■ Snipping Tool/Greenshot■ Other: __________________________________

For email, log into ■ paws.usask.ca and go into

Profile at top right

Programs can be downloaded from software center alias on your desktop .

GET SET UPGive the employee office time to set up their workstation, set voice mail, email signature, etc . and complete any paperwork if they haven’t already done so (TD1, TD1SK, direct deposit, etc .)

BENEFITSIf your employee is eligible for benefits, ensure they have registered to attend a benefits enrolment session within their first few weeks of employment

training.usask.ca has a list of training available

SYSTEMS TRAININGAdvise employee which what training is required and how to register for them


SAFETY TRAININGAdvise employee to register for the mandatory safety training for Employees or for Supervisors, depending on the new hire’s role


Check-In

At end of the work day, check in to see if they have any questions and review their onboarding itinerary for tomorrow and remainder of the week

See page 16


SAMPLE OF FIRST DAY ITINERARYThe following are some recommendations on how to schedule and focus the new employee’s first week of orientation to the university, the college/unit and their team/role .

Example of Day 1 – Getting Set Up

Time Event Location Attendees

8:30–9 am Welcome New Employee

9–9:30 am DEPARTMENTAL WELCOMEIntroductions to team

9:30–10:30 am GENERAL UNIV OVERVIEW –■ Univ vision, strategic priorities and how the role, team,

college/unit align with the strategic directions of USask .■ General College/Unit and Team Overview - ■ Overview of the key priorities of the team and college/unit

10:30–10:45am BREAK

10:45–Noon ■ Walking Tour of Campus■ Employ ID Card (Marquis bookstore)■ Parking Services

Noon–1 pm WELCOME LUNCH

1 –4 pm ■ Meet with ICT■ Set up office■ Register for any required training (i .e . Safety training,

Benefits Enrolment); ■ Review unit onboarding manual

4 –4:30 pm Check in and review Itinerary for week

CHECK-IN QUESTIONSAs per the Career Engagement, it is recommended that you have regular touchpoints with all of your employees . For new employees, more frequent check-ins . Here are some recommended questions to help you check-in and support the new employee .

FIRST COUPLE OF DAYS

■ What questions do you have? ■ Is there any equipment, systems access and/or work tools you need to do your job? ■ Have you signed up for the required training (i .e . benefit enrolment (if applicable), safety training, etc .)?


Off to a Good Start FIRST WEEK OF EMPLOYMENT

To give the employee the proper tools and information to be independent and comfortable in their work environment, setting them up for success .


First Week: Getting Off to a Good Start

Action Resource


Continue orientation

CHECK-INCheck in with the employee each morning to set out what the day will entail or at the end of the day regarding the following day . Be sure to ask “How is it going?” “What else do you need?”

See page 19

WEBSITESReview the USask main page and college/unit website

Visit usask.ca

HIRING MANAGER’S ROLEExplain your own responsibilities and current priorities and how the employee’s job supports them

EXPECTATIONSProvide the employee with clear explanation of their first assignment

UNIVERSITY OVERVIEWReview the university’s mission, vision and values and how the college/unit priorities align . Review the organizational chart and functions of other college/units where relevant to the employee’s job .

CONFIDENTIALITYExplain confidentiality in the workplace, what can be shared and what can’t, and how confidential documents are stored

ICT SECURITYReview the many ways the employees is to ensure ICT security

Visit itsecurity.usask.ca

PHISHING Review what is phishing, how to detect, report and protect yourself from phishing

Visit itsecurity.usask.ca

WORKPLACE CULTUREShare unwritten rules, nuances, and traditions with the employee

SAFETY TRAININGEnsure the employee has completed any mandatory training (Safety Orientation for Employees, Safety Orientation for Supervisors)


STAKEHOLDERS/CONTACTSIntroduce the employee to key stakeholders/contacts

SOCIAL COMMITTEEOverview of dept social committee

PCARDObtain procurement card (PCard) and register employee for training

Search knowledgebase.usask.ca for how to apply for a PCard

ACTIVITIESProvide information about university events and activities related to the employee’s job and interests (i .e . Council meetings, pow wow, employee picnic, smudge and share, volunteer opportunities etc .)

Visit paws.usask.ca


Action Resource


Career Engagement

CAREER ENGAGEMENTProvide an overview of the University’s Career Engagement Framework to have both informal and formal discussions to engage employees in the work they do .

Search knowledgebase.usask.ca for Career Engagement

PROFESSIONAL DEVELOPMENTReview Professional Development funds available to the employee and process to request such funds

paws.usask.ca

Employment Agreements: working.usask.ca/agreements/index.php

TRAINING AND DEVELOPMENTReview available in-house training and development opportunities; discuss any applicable professional associations and/or networks development opportunities and/or membership .


Policies, Procedures and Guidelines

Review university and college/unit policies, procedures and guidelines applicable to the employee and their role .

UNIVERSITY POLICIES:■ Computer Use Policy■ Discrimination and Harassment Prevention Policy■ IT Communications Policy■ Freedom of Information and Protection of Privacy■ Safe Disclosure Policy■ Sexual Assault Prevention Policy■ Signing Authority■ Health, Safety and Environment ■ Smoking, Alcohol and Substance Policy■ Finance Guidelines and Procedures■ IT Security Policy and Procedures■ Teaching and Learning Policies and Procedures■ Research Policies and Procedures

USask Policies: policies.usask.ca

Unit Policies, Procedures and Guidelines:

■ Handling emergencies■ Fire and safety regulations, emergency response plan, locations

of extinguishers, hazardous materials etc .■ Budget and financial procedures and policies■ Use of telephone, long distance and personal calls■ Mail handling■ Messenger/courier■ Working hours■ Overtime practice■ Lunch and break periods■ Sick and unplanned absences protocol■ Attendance, timekeeping and absenteeism■ Dress requirements (ie . Casual day)■ Scent Policy/Allergies applicable to the office (inquire if new

employee requires an accommodation)■ Professional development ■ Celebrations (eg . How a unit/team celebrates birthdays, etc .)

Employment Agreements: working.usask.ca/agreements/index.php

Resources

EFAPReview the Employee and Family Assistance Program (EFAP) services that is available FREE 24/7 to the employee and their immediate family .

Website: wellness.usask.ca/help/efap.php

KNOWLEDGE BASEShow employee where they can find answers to questions

Website knowledgebase.usask.ca

Check-In

At end of the work day, check in to see if they have any questions and review their onboarding itinerary for the remainder of the week

See page 19


SAMPLE OF FIRST WEEK ITINERARY

Example of Day 2 – The University

■ Meet with the Senior Leader of the college/unit ■ Provide University overview

■ University mission, vision and values■ University Plan 2025■ Senior leadership structure■ Role of University Board of Governors, Senate and University Council

Example of Day 3 – The College/Unit

■ Meet with the Senior Leader of the college/unit ■ Provide College/Unit overview

■ Senior leadership structure■ College/unit priorities■ College/unit policies, procedures and guidelines■ College/unit and university webpages, what info is key to their role

■ Walk through PAWS; highlight where to find key information■ Walk through ConnectionPoint Services; highlight how to submit requests and search for information

Example of Day 4 and 5 – The Role

■ Coffee with a team member■ Review job expectations, discuss short term goals■ Meet with colleagues within the team to understand how their works interconnects with your role■ Job shadow with a colleague■ Training day; Safety Orientation for Employees or Safety Orientation for Supervisors (Required for anyone who

supervises employees); systems training ■ Meet with colleagues within the team to understand how their works interconnects with your role

Example of Day 5 – First Assignment

■ Review first assignment

CHECK-IN QUESTIONS

AFTER THE FIRST WEEK

■ What questions do you have?■ Is there any equipment, systems access and/or work tools you need to do your job? ■ Have you signed up/attended the required training (i .e . benefit enrolment (if applicable), safety training,

etc .)? Did it meet your needs? Did it bring up any questions for you?■ What is going well? What has been a highlight so far?■ What would you like to know more about?■ Have you been able to get answers to your questions when you need them answered? ■ Do you have any general work and/or onboarding needs that haven’t been met? ■ Are there any special accommodations that you require (religious, medical, etc .)■ How are things going with your onboarding peer (if applicable)?


A SUCCESSFUL FIRST WORK ASSIGNMENT A first assignment is significant for several reasons . When all goes well, it can serve to build confidence and help establish productive interaction between the employee and their manager . To ensure the first assignment is successful, consider the following to help set expectations and outcomes .

1. Explain the expected outcome(s) of the assignment

■ What will be the end result of the assignment? Will it be newly created or updated?■ What will the desired outcome look like? (Provide examples, if possible .)■ How will success be measured?

2. Clarify the importance of the outcome(s)

■ This will help the employee connect the assignment to the overall organization .■ Where do the results fit in the larger organizational picture? (Consider missions, goals, and priorities) . This will help

the employee understand the impact the job has on the organization .■ Who will benefit from the results (students, faculty, staff, alumni, external stakeholders, others)?

3. Describe the key features of the assignment

■ What actions or steps are required?■ What resources or resource limitations may apply?■ What are the deadlines? Will there be milestones to meet prior to the final deadline?■ What is the priority of the assignment for the employee?■ How will progress be monitored?

4. Define the level of authority the employee will exercise throughout the assignment

■ Should the employee carry out exact instructions?■ Should the employee bring recommendations to be decided by the manager?■ What recommendations should the manager and new hire decide together?■ If the new employee has the authority to make decisions, should they inform someone before acting?■ Will the new employee have the authority to make decisions, act, and then inform management of the outcome?

5. Let the employee know who else will be involved in the assignment

■ Who can influence success?■ Who will the employee need to consult with? ■ Who will the employee need to get resources from, if needed?

6. Identify potential issues, and determine how they will be addressed

■ What could possibly interrupt or stand in the way of success in this assignment?■ How should any potential issues be resolved?

In moving through this process, continue to check with the employee to ensure clear expectations are established and understood . Encourage questions and clarify what you will do to support the employee’s success .

Following completion of the assignment, it is recommended that you debrief with the new employee to gain their perspective on what went well, and what may have been challenging . The conversation should also include the assignment’s outcomes, as well as how their interaction with other employees went and what may have been done differently . Please see Career Engagement for further resources and tools .


Mastering FIRST 3-6 MONTHS OF EMPLOYMENT

To ensure the employee is engaged and is integrated successfully into the culture, is motivated and meeting expectations, and has meaningful and challenging work .


Action Resource


CAREER ENGAGEMENTSchedule regular touchpoints, set and evaluate goals, expectations, provide constructive feedback, determine development plan

Search knowledgebase.usask.ca for Career Engagement

REQUIRED TRAININGEnsure all required training has taken place (i .e . health and safety training related to workplace requirements and associated hazards)

■ training.usask.ca has a list of system training available

■ wellness.usask.ca/safety/training.php has a list of safety training available

FEEDBACKSeek feedback regarding the onboarding experience .

See below .

WORK STYLEDiscuss employee’s work styles and preferences . Share your own work styles and preferences

PROBATION

■ CUPE 1975: Complete probation (4 months) or assessment (3 months)

■ ASPA: 6 months ■ Exempt: 1 year

Probation information available working.usask.ca/agreements

BENEFITSRemind employee of benefits and supports available to them (Wellness Resources, Employee and Family Assistance Program, etc)

Visit wellness.usask.ca

GET INVOLVEDEncourage the employee to get involved in USask community

CHECK-IN QUESTIONS

AFTER ONE MONTH

■ What questions do you have?■ Is there any equipment,

systems access and/or work tools you need to do your job?

■ So far, what has been the best part/most beneficial of your onboarding?

■ So far, what has been the most challenging?

■ What suggestions do you have for improvement?

■ What training have you had to date? Did it meet your needs? Any additional training required?

■ Is there any training or development opportunities that you are interested in?

■ Are there any special accommodations that you require (religious, medical, etc .)

■ Is there anything you would like to tell me that I have not asked you?

AFTER THREE MONTHS

■ What tasks/projects/initiatives are you enjoying the most?

■ What would you like to accomplish in the next 3-6 months?

■ How can I support you in achieving your goals?

■ Is there something we should be providing to new employees that we have missed?

■ Do you have suggestions on how we could improve our work across the department?


ONBOARDING PEERAs the hiring manager, you may want to consider asking someone within the college/unit or team to be an onboarding peer for the new employee . Here is some information to help assist you in determining who may be a good onboarding peer and information for you to share when approaching someone to be an onboarding peer .

What is the role of the onboarding peer?

A new employee’s onboarding experience is greatly enhanced by setting them up with an onboarding peer . The onboarding peer is not a substitute for the manager, but is someone who can provide guidance and answer any questions the new employee may have about the work environment and/or culture in a positive and encouraging way .

How to structure the onboarding peer assignment?

An onboarding peer should build rapport with the new employee by meeting face-to-face and being accessible to answer questions within a reasonable time frame . It is recommended that the two of them meet for a minimum of 30 minutes each week for at least the first couple of months; however, support can go beyond the defined time period if appropriate and useful .

What Makes a Successful Onboarding Peer?

To be an onboarding peer, an employee must understand the culture, have good interpersonal skills, and want to help . Below are some other qualities to consider when looking for an onboarding peer:

■ Can be given the time to be accessible to the employee ■ Holds a job similar to that of the new employee (i .e . peer) ■ Possesses a full understanding of the work environment (minimum length of service of a year) ■ Has a good performance record ■ Is well regarded by peers ■ Has good communication and interpersonal skills ■ Has patience and is empathetic ■ Has a positive attitude ■ Possesses a strong sense of confidentiality

What are the responsibilities of an onboarding peer?

An onboarding peer should provide as much concise information as possible to help the new employee feel comfortable in their new work environment . The peer should be a resource to the new employee on work rules, workplace culture and norms, and unwritten policies and procedures . Below is a list of other potential responsibilities of an onboarding peer:

■ Helping socialize the new employee with peers, joining them for lunch, etc . ■ Identifying resources in the workplace ■ Providing a tour of the workplace and campus■ Answering questions and referring the new employee to the appropriate resource ■ Instilling a sense of belonging

What to do once they have agreed to be an onboarding peer?

It is recommended that you provide the new onboarding peer with link to the New Employee webpage for further information on the role of Onboarding Peer and that you and the new onboarding peer spend some time discussing expectations .

ONBOARDING TOOLKIT FOR PEOPLE LEADERS 23 UNIVERSITY OF SASKATCHEWANONBOARDING TOOLKIT FOR PEOPLE LEADERS UNIVERSITY OF SASKATCHEWAN

Check-In QuestionsAs per the Career Engagement, it is recommended that you have regular touchpoints with all of your employees . For new employees, more frequent check-ins . Here are some recommended questions to help you check-in and support the new employee .

FIRST COUPLE OF DAYS

■ What questions do you have? ■ Is there any equipment, systems access and/or work tools you need to do your job? ■ Have you signed up for the required training (i .e . benefit enrolment (if applicable), safety training, etc .)?

AFTER THE FIRST WEEK

■ What questions do you have?■ Is there any equipment, systems access and/or work tools you need to do your job? ■ Have you signed up/attended the required training (i .e . benefit enrolment (if applicable), safety training, etc .)? Did it

meet your needs? Did it bring up any questions for you?■ What is going well? What has been a highlight so far?■ What would you like to know more about?■ Have you been able to get answers to your questions when you need them answered? ■ Do you have any general work and/or onboarding needs that haven’t been met? ■ Are there any special accommodations that you require (religious, medical, etc .)■ How are things going with your onboarding peer (if applicable)?

AFTER THE FIRST MONTH

■ What questions do you have?■ Is there any equipment, systems access and/or work tools you need to do your job? ■ So far, what has been the best part/most beneficial of your onboarding?■ So far, what has been the most challenging? ■ What suggestions do you have for improvement?■ What training have you had to date? Did it meet your needs? Any additional training required? ■ Is there any training or development opportunities that you are interested in? ■ Are there any special accommodations that you require (religious, medical, etc .)■ Is there anything you would like to tell me that I have not asked you?

AFTER THREE MONTHS

In addition to revisiting the above questions, ■ What tasks/projects/initiatives are you enjoying the most? ■ What would you like to accomplish in the next 3-6 months? ■ How can I support you in achieving your goals? ■ Is there something we should be providing to new employees that we have missed? ■ Do you have suggestions on how we could improve our work across the department?

onboarding toolkit for people leaders - wiki

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