Onboarding Toolkit Checklist

A guide for employees and their managers

New employees are a tremendous asset to Student Life. Our employees are the most critical investment in achieving our vision, mission, and goals. Long term retention of any new employee starts at recruitment. Now that we have our new employee hired with a planned start date, we want to foster their (and our) success. Use this toolkit to ensure that you have all of the needed elements to help your new employee get off to the best start possible. For more details in any of the phases of the onboarding toolkit, please review the Onboarding Toolkit link. Hiring Preparations o Hiring manager notifies student life human resources of selected candidates so hiring preparations can begin o Transfer Employee Welcome (SL transfer and university transfer) - Repeat relevant Onboarding steps for transfer employees. After Position is Offered & Verbally Accepted *Some checklist items may not be applicable for UM transfer ❒ Employee Welcome o Hiring Manager calls employee to confirm start details (start date, location, start time, dress code, parking, etc.). o Hiring Manager works with Student Life HR to ensure position is approved in Wolverine Access prior to employee’s start date. o Send welcome packet (job description, welcome/offer letter, parking info, dept./unit phone/email list, SL relevant resources (mission/vision), first week schedule, dept. unit org. chart, map of campus, buddy name etc.). o Email follow-up on relevant forms (I-9, W4, benefits, etc.). o Make sure new employee is scheduled for University Human Resources (UHR) New Employee Orientation (NEO). o Welcome card/sign with signatures from dept/unit. o Trello (optional) - project management tool (click on link below for Student Life Welcome Information). ❒ Work space instructions o Order/install computer. o Install/setup phone. o Order office supplies. o Online Access Request System (OARS). o Clean work area. o Have key made and order business cards (if appropriate), name tag or name plate. o Welcome Basket/Sign. o Share Folders/Calendars.

ONBOARDING CHECKLISTS

http://welcome.mit.edu/managers/checklists

Page 1

Onboarding Toolkit Checklist

A guide for employees and their managers

❒ Schedule meetings with key stakeholders o Make list of stakeholders depending on level/role. o Contact stakeholders to let them know that new employee will be contacting them to setup meeting times. o Schedule SL New Staff Orientation. (Contact Ashley Rutledge) ❒ Socialization o Notify Student Life, department/unit of new hire. o Assign a dept/unit buddy. o Add employee to appropriate listservs (directors, assembly, up close, all of SL, other lists). o Add announcement Student Life website, email. First Day Schedule ❒ New Employee Orientation o Pre-scheduled with HR. ❒ First day lunch o Pre-arrange lunch with employee (unit should fund lunch). ❒ Introduction to work area - Understand that they may be nervous; try not to overwhelm them. * Hiring Manager check with IT a week or two earlier to see if they can meet with new hire on first day. o Building access cards/keys. o Show them office space. o IT setup (computer, email, software, voicemail, calendar, departmental electronic folders, etc.). o Review safety procedures/policies if applicable. ❒ Introduce employee to the department/unit o Tour of building (office space, bathrooms- all locations - gender-specific and inclusive, elevators, stairs, lockers/closets, office supply area, break/lunch area, emergency exits, copy/fax machine, kitchen, etc.). o Introduce employee to departmental staff. o Introduce employee to work buddy (could be someone in the office or someone outside their office based on relevant role). ❒ Review department and SL policies and procedures ONBOARDING CHECKLISTS

http://welcome.mit.edu/managers/checklists

Page 2

Onboarding Toolkit Checklist

A guide for employees and their managers

o Review process for submitting time. o Provide sick, leave, and vacation request info (SPG). See SPG for exempt/ nonexempt etc. o Provide university calendar, holidays. o Provide emergency procedures (fire, tornado, weather). o Provide link to Standard Practice Guide. o Provide Critical Contact List (department, unit, SL HR, org chart). o Provide Purchasing Card (P-card) if applicable. ❒ Discuss schedule and job description o Discuss expectations for the job. o Review First Week Schedule (give employee list of stakeholders to meet with). ❒ Discuss Critical Training o Provide List of training that you may want employee to complete (Social Justice Foundations Course, Diversity & Inclusion 101, Sexual Harassment, Blood Born Pathogens, etc.). ❒ Debrief employee o Q&A after first day. First week schedule ❒ Provide Training Schedule (HR, Dining Finance, etc.) o Pre-schedule critical trainings if possible. o Discuss where employee can go with questions. o Provide online training options. ❒ Technology check-in/needs o Verify working computer. o Verify employee has departmental access/portals/drives. o Verify printer is installed and working. o Find out if there are any software needs. o Verify calendar access (schedule any ongoing meetings). o Verify email is working. o Verity that phone/voicemail is active. ❒ Meet or touch base with new employee daily to answer questions o Inquire how first week went o Listen to and answer any questions. ONBOARDING CHECKLISTS

http://welcome.mit.edu/managers/checklists

Page 3

Onboarding Toolkit Checklist

A guide for employees and their managers

o Encourage them to ask questions. o Determine meeting time norms (daily, weekly, monthly). * We recommend weekly meetings for the first 30-60 days. o Explain your work style and discuss how it will fit with the style of the new employee. o Provide list of current projects and cyclical programs, highlighting roles of other department members. o Give them their first assignment. * Make it small and doable so they feel like they already accomplished something. o Schedule meetings with key stakeholders; inside and outside of the group or department with whom the new employee needs to build relationships. o Establish goals and provide regular, informal feedback during this initial time. o Make sure buddy checks in daily with new employee. ❒ Meeting Shadow o Attend meetings with Hiring Manager or buddy (when appropriate). ❒ Provide Acronym list o Student Life Acronyms. o Unit Acronyms. o U of M Acronyms. ❒ Review required personnel paperwork o Ensure that employee has completed required paperwork (I-9, W-4, benefits, direct deposit, etc.). ❒ Refer employee to SL resources o Begin talks in regards to finding a mentor. o Introduce Student Life resources (new staff cohort, affinity groups, PDSL, committees, SL Assembly, UpClose, SLAM, AFSCME, Comm forms, etc.). o Introduce Student Life Professional Development training opportunities (Ally, Diversity & Inclusion, Emotional Intelligence, Social Justice, etc.). First month schedule ❒ Discuss opportunities for continuous learning o Provide information about continued learning opportunities, special programs the employee may need, support services (tuition support), and events or activities that may relate to the employees interests. ❒ Continue meetings with new employee o Provide regular feedback and answer questions. o Have regular discussions about assignments, productivity, and comfort level. ONBOARDING CHECKLISTS

http://welcome.mit.edu/managers/checklists

Page 4

Onboarding Toolkit Checklist

A guide for employees and their managers

❒ Review performance appraisal tool/process o Review performance appraisal tool and the 8 competencies. ❒ Review Job Description o Discuss job description to ensure alignment with role responsibilities are in place. First three months ❒ Continued meetings with new employee o Answer questions, foster engagement and get feedback. ❒ Required Mid-Year Probationary Review o Discuss performance, strengths, growth areas (good time to ask “what does employee need?”), Hiring Manager feedback, find out what employee may be lacking. ❒ Ensure needed trainings are completed and scheduled o Provide employee with SL and LPD professional development opportunities. o Ensure employee has attended recommended training courses. * Diversity and Inclusion 101. ❒ Determine Performance Goals o Discuss long-term and short-term goals (SMART). First six months ❒ Six months probation meeting o Meet with employee to review the evaluation form. * form sent by UHR o Both parties sign probation form. ❒ Review Job description (reality of role discussion) o Discuss job duties or misalignment. ❒ Celebrate end of probation o Breakfast or lunch (potluck is a good way for the unit and dept. to participate). o Congratulatory email or card. * If staff member's progress is not satisfactory; consult with your HR Unit Rep. First year ❒ Continue check-ins (as needed) o You may wish to clarify these aspects of working together: ▪ Is the job what you expected? Why or why not? ONBOARDING CHECKLISTS

http://welcome.mit.edu/managers/checklists

Page 5

Onboarding Toolkit Checklist

A guide for employees and their managers

▪

Do you have enough opportunities to learn and grow? How can I better support ongoing development? ▪ Are you running into any hindrances to your effectiveness? What are they and how do they affect you? ▪ What’s the best thing that’s happened to you here this year? ▪ Do you feel recognized for your contributions? How do you like to be recognized? ▪ What suggestions for improvements do you have? - *Continue to provide regular informal feedback, and provide formal feedback at the end of the trial period, and at the one year service anniversary. ❒ Discuss career development and plans for the future o Offer professional development opportunities, such as cross training, identifying a mentor or coach, leading a project or committee, attending relevant conferences. ❒ Discuss annual performance review o Review performance appraisal tool and the 8 competencies.

ONBOARDING CHECKLISTS

http://welcome.mit.edu/managers/checklists

Page 6