INSTRUCTIONS. Employee Name: Position: Date of hire:

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1 INSTRUCTIONS To ensure a successful outcome, every new employee must be adequately introduced to the work environment and provided with a comprehensive initiation with regard to job expectations. The orientation plan is intended to get the new employee off to a solid start by establishing a sense of belonging through the creation of a welcoming work environment. This can be accomplished by supplying the new employee with the information necessary to do their job effectively, and by reducing uncertainties. This checklist is to be completed for all new employees regardless of their position, and may also be used in the case of promotion, transfer or temporary assignment. Responsibility for planning any relevant on-the-job training for new employees, for conducting the orientation meetings and for the timely completion of this form rests with the new employee s immediate supervisor. To help you accurately track the orientation process, items on the checklist should be marked off as they are reviewed and discussed. All items are divided into categories based on the length of time the employee is in the position, and are to act as a guide to avoid overwhelming the new employee with information that could effectively wait until later in their tenure. Although information listed on this form may be provided by other staff or University departments, the supervisor should review everything on the checklist to ensure that all items have been sufficiently covered. Each page of the form should be signed and dated by the new employee s immediate supervisor and sent to the HR department as each page is completed. Employee Name: Position: Date of hire:

2 Section One: BEFORE THE START DATE You can submit requests for workspace, telephone, computer and accounts for a new employee as soon as the HR department has received a signed letter of offer. You may encounter unexpected delays so we suggest you submit your requests as soon as possible. Determine computer and/or furniture needs and make appropriate arrangements Investigate space requirements and make arrangements for work space for the new employee Once a workspace is identified, contact Computing Services, and confirm that the computer and telephone are working properly. Confirm with Computing Services that any required software is installed on the computer (i.e. Datatel, Dream weaver, etc) Arrange with Computing Services to set up a LAN ID, and a temporary voic password Ensure the desk and work area is stocked with basic supplies, including the telephone directory Order Business cards, where appropriate Update any schedules or departmental lists to include the new employee s contact information Send an introductory message to all department members announcing the new employee s name, start date and title and copy the new employee Ensure that all departmental members & clients, where appropriate, are aware of the new employee s arrival and establish a meeting schedule with each person during the new employee s first week on the job Make a personal call to the new employee prior to their first day welcoming them to the University and confirm where they should come on their first day, where to park, who they should ask for upon arrival etc. Also advise if you recommend any specific apparel, i.e. comfortable footwear for a walk around campus. Coordinate a meaningful first work assignment to present to the employee in the first week, and a daily schedule for the first week If the employee is relocating: Ask employee if there is anything that they are having a challenge with, i.e. daycare, housing etc. and provide advice or direct them to the HR department. Identify and arrange in advance any required Health & Safety training for the new employee. Arrange to get keys for the office and/or building, where appropriate Arrange for a buddy for the new employee and set a time for them to meet on his/her first day Contact Lori Geldart in HR to schedule a 1 hour meeting for the employee with HR on the employee s first or second day

3 EMPLOYEE S FIRST DAY ON THE JOB The immediate supervisor should plan a smooth first day experience for the new employee to ease any apprehension s/he may have about beginning a new job. Because you are the immediate supervisor of the new employee, the University relies on you to provide a welcome, encouraging, and supportive beginning to the employee s work experience with Mount Allison University. Remember: you are setting the tone. Arrange your schedule to meet with the new employee when they arrive. If you are not going to be available, ensure someone is available for the new employee at all times during his/her first day on the job. Greet employee at appointed time; review/discuss the plans for the day. Consider inviting the new employee out for lunch Tour the immediate area and assigned work space and introduce the new employee to each team members and other staff members Provide overview of the department: structure & responsibilities Give employee a copy of their job description and explain importance of the position and how it relates to other positions in the team. Explain how performance is managed, length of probation (if applicable) Provide the employee with their business cards, keys, access cards, codes, etc.; Provide employees with any required Personal Protective Equipment and demonstrate how and when to use it.; Accompany them to get their Employee ID Card. Provide list of departmental employees names and contact information Review the general log-in procedures for common software, including Colleague where applicable, and where employee s printer is located, and how to use it. Review voice mail log-in and procedures for setting up and changing outgoing message Advise the employee of the Computing Services Helpdesk line: 2473 Talk about the work week: scheduled hours, policies and procedures regarding overtime, etc Talk about lunch periods and breaks, and show kitchen/break facilities. Review pay schedule and time sheet submission processes/deadlines Show new employee emergency exits, fire extinguishers/evacuation plans, list of first aid providers, location of nearest first aid kit, washrooms, lunchrooms etc located in the immediate work area. Arrange a tour of campus, including where cafeterias, the library, the fitness centre, parking lots, and other key areas of interest. Review the scheduled meetings you have pre-arranged, allowing free time to set up his/her work area and to review the MtA website. Introduce employee to his/her buddy at the pre-arranged time Meet with the employee to explain overall work expectations, job description, answer initial questions, set up a schedule for regular meetings for next few months, and advise when meeting with HR is. Set up a meeting with the new employee for the end of the first week to discuss how the first week went.

4 DURING THE EMPLOYEE S FIRST TWO WEEKS During this period, the new employee will be starting to get comfortable with the new job and new co-workers. It is important that this stage that the immediate supervisor be proactive in filling in the blanks with more detailed information, but also be openly engaging the employee about their experiences so far encouraging them to share their feedback about the workplace, and about what else they need to be successful. Review the general history of the university, the nuances of the academic year/fiscal year, and anything else that makes the University unique compared to other employers, as applicable to your department. Review time off/vacation/other personal leave policies and departmental procedures & review Leave Tracking System with employee, if applicable. (see attached) Explain policies/expectations regarding, lateness, overtime, flextime (if applicable), and how absences are covered. Explain notification procedures regarding sick time or lateness reporting Explain Health and Safety Committee structure and introduce employee to the Building Manager Advise where the office supplies are located and the procedures for ordering new supplies Explain how to contact Facilities Management for services, i.e. Book It and Fix It For CUPE2338, arrange introduction with Union Shop Steward Discuss and explain the University s Strategic Statement, and the department s goals, providing written copies of all of the above Discuss any challenges with any on-going departmental projects Review and discuss progress on first assignment, or first 2 weeks of work and provide initial feedback Confirm that the new employee has met with all team members and clients and understands the roles and inter-relationships Ask the employee how they are feeling about the experience so far, and if they have any needs that are not being met, or are having any difficulties settling in. Provide the employee with a list of all on-going or regular meetings that they will be expected to attend and responsibilities therein. Establish a set of three month objectives that can be measured prior to the mid-point of the probationary period, if applicable, and set next meeting date. If applicable, arrange a time for the employee to meet with Financial Services to review key process and training, including PCard procedures, business expenses etc. Contact the HR department to confirm that the employee has been scheduled to attend an upcoming Policy on Workplace Harassment education session and provide the date to the employee.

5 Section Two: DURING THE EMPLOYEE S FIRST THREE TO FOUR WEEKS As immediate supervisor your ongoing support is crucial for a successful integration of the new employee to the job, the team and the work environment. We suggest you continue to meet regularly with the new employee to answer questions and ensure that the new employee is becoming acclimated to the department and position responsibilities. Ask employee if s/he understands who to call for assistance, reviewing common scenarios Validate that employee understands department goals and mission, the specific function of the department and key contacts for the position. Validate that the employee understands the job expectations, job duties and specific responsibilities through questions and answers Ensure that the employee has had a chance to review key University policies on travel, employment equity, sexual harassment etc, directing them to the appropriate information on-line. Explain the EAP program to the employee, and how to report a workplace injury Ask the employee if they have any Health & Safety related questions or concerns, and answer or follow-up.

6 DURING THE EMPLOYEE S FIRST THREE MONTHS During this period, the new employee will have had the opportunity to perform a significant amount of work that can be evaluated. It is important to provide both positive and constructive feedback during this period both formally and informally so that the employee understands your expectations and the degree to which they are meeting them. Advise the employee how the job posting process works, and how/when training and development opportunities are made available. Advise the employee about the availability of ergonomic assessments Review performance results against previously established goals and provide both positive and constructive feedback to the employee. Set goals for next three month period that will allow you to assess their suitability for the job before the probationary period ends, if applicable. Ask the employee if they have any Health & Safety related questions or concerns, and answer or follow-up.