The Division of Finance and Administration s Employee Onboarding Team is designed to enhance a new

Transcription

1 The Divisin f Finance and Administratin s Emplyee Onbarding Team is designed t enhance a new emplyees experience and acclimatin t ur Divisin. New Emplyee Orientatin Welcme t the Divisin f Finance and Administratin at Texas A&M University. Yu are nt nly an emplyee in ur Divisin, but a partner. With ver 800 dedicated staff, ur Divisin can be best described by ur missin statement f Serving the Aggie Cmmunity. We advance the teaching, research, and utreach missin f Texas A&M University. Members f ur divisin keep ur cmmunity safe and attractive; prvide pprtunities fr persnal and prfessinal develpment; transprt students t and frm campus; accunting, cntract, and budgeting matters; and enhance and maintain ur buildings, classrms, labratries, and campus grunds. As an emplyee in the Divisin f Finance and Administratin, yu will be cntributing t the diversity and quality f service the Divisin prvides n a daily basis. We are prud f the wrk we d and take ur respnsibilities fr supprting the educatinal missin f Texas A&M University seriusly. Welcme and we lk frward t wrking with yu t achieve ur Divisin missin and gals. Emplyees new t the TAMU Divisin f Finance and Administratin participate in an rientatin and nbarding prgram. The prgram cnsists f fur cmpnents, hsted by Texas A&M University, the Office f the Vice President f Finance and Administratin, and the individual departments. Emplyee On-Barding Prgram 02/03/2016 Page 1

2 The Fur cmpnents are: 1. New Emplyment Infrmatin: Yur emplying department will rient yu t the rles and respnsibilities f the department; yur department s cmmitment t service; imprtant prcesses and plicies; pprtunities fr learning and invlvement; the department s rle within the Divisin; and assign yu a departmental mentr. In additin, newly hired and prspective emplyees shuld familiarize themselves with the Divisin missin, visin, and initiatives. 2. Attendance at University rientatin events: New emplyees will attend a New Emplyee Welcme Orientatin Sessin hsted by TAMU Human Resurces. 3. Attendance at Divisin rientatin events: New emplyees will attend the New Emplyee Welcme Receptin that is held three times a year (February, June, and Octber). The receptin will include a welcme greeting frm Jerry Strawser, V.P. fr Finance and Administratin, the Divisin s Welcme Vide; 5-10 minute presentatins frm the individual departments; and infrmatinal tables setup fr mre in-depth cnversatins with each department. Emplyees will be prvided with a Divisin Welcme Packet, while at the receptin, and that will include a schedule f the upcming Departmental Open Huses. Open Huses, t include departmental turs, will be setup tw t three times a year t highlight specific Departments within the Divisin. 4. Cmpletin f required university training: Texas A&M University requires cmpletin f a cmprehensive set f n-line curses. Yu will be ntified by the departmental Human Resurces liaisn when each required training is due. Page 2

3 Hiring Supervisrs and Thse Respnsible fr Orienting New Emplyees This page cntains resurces fr hiring supervisrs and thers respnsible fr rienting and nbarding emplyees new t the Divisin f Finance and Administratin. Fllwing the suggestins belw will make fr a smth and effective nbarding prcess. 1. Utilize the Departmental Checklist t rient new emplyees. If multiple peple are respnsible fr nbarding new emplyees, crdinate wh will cver each area f the checklist. 2. Be sensitive t timing in the nbarding prcess. Determine what infrmatin the new emplyee needs and when it is best t give the emplyee infrmatin. 3. Remember, nbarding is a several mnth prcess that allws new emplyees t reach higher levels f prductivity and rganizatinal cmmitment mre quickly. Our gal is t help new emplyees master the rganizatinal culture; netwrk with key individuals and teams; and understand the visin, missin and gals f the Divisin and the University. Be cgnizant that the nbarding prcess shuld be custmized fr each individual emplyee. 4. Plan t engage new emplyees in each f the fur cmpnents f the Onbarding prcess. Fr Hiring Supervisrs 1. If yu rely n thers t rient and nbard new emplyees under yur supervisin, knw wh is respnsible fr nbarding each new emplyee, and knw what areas will be cvered. It is up t yu t see t it that each new emplyee receives a cmprehensive nbarding experience. 2. Supprt new emplyee participatin in nbarding activities. Plan accrdingly t allw new emplyees t attend rientatin events. Page 3

4 - What is Onbarding Onbarding is a prcess designed t fully integrate new emplyees int an rganizatin, and allw them t mve t high levels f prductivity and rganizatinal cmmitment quickly. Onbarding/Orienting begins befre acceptance f the jb and lasts thrugh the first year. Onbarding is mre than new emplyee rientatin. Onbarding is a prcess. It is custmized based n the rle f the new emplyee. Onbarding is mre cmprehensive than rientatin, including infrmatin frm a variety f surces t assist the new emplyee in acquiring the knwledge, skills and behavirs t becme effective in their rle. At the end f nbarding, emplyees are full participants in the Department s and Divisin s culture. - Orienting New Supervisrs and New Managers New supervisrs and managers shuld attend the nbarding and rientatin sessins. Current Departmental supervisrs and managers shuld rient new management n the guiding dcuments, philsphies, and structures assciated with leading the Divisin. All new exempt emplyees, thse respnsible fr supervising thers, as well as thse in significant managerial rles shuld participate. Department Directrs are instrumental in the nbarding prcess f new management. Page 4

5 Tls and Templates fr Onbarding Yur New Emplyees Hiring supervisrs, HR Liaisns r thers respnsible fr new emplyee rientatin are encuraged t utilize the tls and templates prvided fr the nbarding prcess. A. Onbarding Timeline (Appendix A) - Hiring supervisrs, HR Liaisns r thers respnsible fr new emplyee nbarding Cmpletin f Divisin f Finance and Administratin Departmental Checklist Agreements and Scheduling fr New Emplyee t Attend New Emplyee Welcme (facilitated by Texas A&M Human Resurces) Divisin f Finance and Administratin New Emplyee Welcme Receptin Divisin f Finance and Administratin Departmental Open Huse Wrkshps, cnferences, and ther prfessinal develpment training needed Tur f Facility and Department Meeting with Department Directr Meeting with Peer Cach Meeting with Business Manager, IT Manager r Liaisn, HR Liaisn, etc. Page 5

6 B. Departmental Orientatin Checklist The checklist shuld be used by Divisin f Finance and Administratin Departments t rient and nbard new emplyees. The checklist can be mdified t meet the specific needs f a given department. Hiring supervisrs, HR Liaisns r thers respnsible with rienting new emplyees are encuraged t review the checklist prir t meeting with the new emplyee(s), mdify the checklist t the department, gather frms and ther paperwrk as applicable, and schedule any necessary meetings and events that need t be attended by the new emplyee. Certain items n the checklist can be btained and rganized prir t the meeting with the new emplyee. C. Welcme Packet The Divisin Welcme Packet shuld be prvided t the emplyee n their first day f emplyment. This packet allws fr the new emplyee t have a brief verview f the Divisin f Finance and Administratin. Dcuments and necessary materials fr the packets will be prvided t hiring supervisrs, HR Liaisns r thers respnsible with rienting new emplyees by an appinted persn(s) with in the Divisin f Finance and Administratin. The items that make up the New Emplyee Divisin Welcme Packet are: 1. Persnalized Welcme Letter frm the Vice President fr Finance and Administratin, Jerry Strawser 2. Divisin f Finance and Administratin Departmental Organizatinal Chart (Appendix B) 3. Divisin f Finance and Administratin Executive Leader Organizatinal Chart (Appendix C) 4. General Infrmatin a. Visin, missin and initiatives Page 6

7 5. Divisin Resurces a. Imprtant numbers & s (Appendix D) b. Quick links (Appendix E) 6. Campus Map with lcatins f all Departments within the Divisin 7. Upcming Divisin News & Events a. Acknwledgements b. Welcme Receptin c. Open Huse 8. Benefits f being part f the Divisin f Finance and Administratin a. Dependent Children Schlarship Prgram b. Excellence Awards c. Prfessinal Develpment Curses/Cnferences d. Leadership Curses e. Mnthly Breakfast f. Cmmittee Participatin 9. Divisin f Finance and Administratin Mment Page 7

8 D. Memrandum/ Template fr Annuncing the Arrival f a New Emplyee (On divisin letterhead) T: Frm: Date: Subject: (All Relevant departments/individuals) (Supervisr s Name) (Date) Our New Team Member, (insert new emplyee s name) I am pleased t annunce that as f (first day n the jb) (New Emplyee s Name) will be jining ur team as (New Emplyee Title). He/she cmes t us with (insert type f new emplyee s previus wrk experience) at (Previus Cmpany/Institutin), where he/she perfrmed extensive (insert type f previus tasks prefrmed). He/She graduated frm (Schl Name) with a (academic degrees/prfessinal certificates). In additin, ther highlights f his/her career include (insert acclades). (New Emplyee Name) will be wrking with members f ur team t supprt (jb respnsibilities). While I will be respnsible fr supprting the transitin f ur newest team member in the first few weeks, yu all play a vital rle in helping him/her feel welcme. (New Emplyee Name) phne number will be, he/she will be lcated in (ffice lcatin). Thank yu in advance fr assisting t make (New Emplyee Name) rientatin t ur department a smth and pleasant experience. E. Training (Signature) Any relevant training necessary fr a new emplyee, per department. Page 8

9 NOTES Page 9

10 PENDING ITEMS There are several items that will need t be addressed and finalized prir t implementatin. The fllwing are a list f thse items: 1. Welcme Vide editing and update 2. Divisin Mment/ swag item(s) 3. Lcatin fr the Welcme Receptin 4. Respnsible party fr welcme packet develpment 5. New Emplyee Survey 6. Identify prper funding Page 10