Onboarding Checklist Overview: Human Resource Representatives
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Onboarding Checklist Overview: Human Resource Representatives

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Onboarding Checklist Overview: Human Resource Representatives Onboarding Checklist Overview: Human Resource Representatives Presentation Transcript

  • Onboarding Checklist Overview for Human Resources Analysts
    Office of Human Resources, Virginia Department of Health
    Onboarding Checklist Overview
    For Human Resource Analysts
    Office of Human ResourcesVirginia Department of Health
  • Tip for Viewing
    For the best viewing experience, click the icon in the lower-right cornerto make the presentation full screen
  • 3 Checklists
    The Office of Human Resources has developed 3 checklists to assist you in onboarding new employees.
  • 1
    2
    3
    HR Analyst
    Supervisor
    Employee
    3 Checklists
    There’s a checklist for you, the HR analyst, the employee’s supervisor and the employee.
  • Quality Assurance
    We want to ensure that each new employee gets the same information in a timely manner.
  • “I was fortunate enough that [my analyst] did an amazingly thorough job with this topic and ensured that all of my questions were answered.”
    “[My analyst] explained all of this so thoroughly to me on my first day that it truly was a redundant presentation for me.”
    Some of you are already doing an amazing job at achieving this goal. Our orientation survey results tell it all!
    Congratulations
  • High Performance
    We hope that these tools will ensure that everyone meets the same level of performance.
  • Structure and Components
    Implementation
    Basic Structure
    Let’s review the basic structure of the HR analyst’s checklist and the supervisor’s checklist.
  • Note
    There is a note at the top of each checklist.
  • Human Resources Representative Checklist for New Employees
    Note to Human Resources Representative: This checklist was developed as a guide to follow as part of the new employee onboarding process. Understanding the information included in this checklist is essential for new employees to begin to feel acclimated to the work environment. Following this checklist ensures that agency-wide, we are consistently providing new employees with the information they need.
    Each work unit is organized differently. If there are any items on this checklist that are not your responsibility, please coordinate their completion for your new employee.
    HR Representative’s Note
    This note re-emphasizes the importance of onboarding and providing a consistent, positive experience for each new employee.
  • Human Resources Representative Checklist for New Employees
    Note to Human Resources Representative: This checklist was developed as a guide to follow as part of the new employee onboarding process. Understanding the information included in this checklist is essential for new employees to begin to feel acclimated to the work environment. Following this checklist ensures that agency-wide, we are consistently providing new employees with the information they need.
    Each work unit is organized differently. If there are any items on this checklist that are not your responsibility, please coordinate their completion for your new employee.
    HR Representative’s Note
    There is also a note that lets you know what to do if an item on the checklist is not your responsibility.
  • Supervisor Checklist for New Employees
    Note to Supervisor:Research shows that an employee’s relationship with his/her supervisor is one of the most significant in the employee’s work life. Most employee turnover is ultimately caused by that relationship (or lack of it), which makes the ability to assimilate new employees a core competence of supervisors.
    The Office of Human Resources designed this checklist to assist supervisors as they orient each new employee to the Virginia Department of Health and their work unit. It serves as a structure for communicating all relevant agency and work unit policies, administrative procedures, position responsibilities and expectations, and other essential information.
    Supervisor’s Note
    This note explains the important role that supervisors play in employee retention and the purpose of the checklist.
  • What Follows…
    After the notes, both checklists follow a similar structure.
    next
  • Before the First Day
    Before the First Day
    There’s a section that lists tasks to complete before the employee’s first day.
  • Before the First Day
    NOTES
    Your Notes
    There’s a section for your notes below each section.
  • First Day
    ADMINISTRATIVE TASKS
    REVIEW WITH THE EMPLOYEE
    [See Points to Emphasize - XXXXXX]
    First Day
    The next section lists administrative tasks and information to review with the new employee on his/her first day.
  • First Day
    ADMINISTRATIVE TASKS
    REVIEW WITH THE EMPLOYEE
    [See Points to Emphasize - XXXXXX]
    Points to Emphasize
    Notice the “See Points to Emphasize” in blue italics beside certain items. These points are on the last few pages of the checklist.
  • First Day
    ADMINISTRATIVE TASKS
    REVIEW WITH THE EMPLOYEE
    [See Points to Emphasize - XXXXXX]
    Points to Emphasize
    It is critical to review these points with the new employee. You can even add your own. Just be sure to review all of the points provided.
  • First WEEK
    ADMINISTRATIVE TASKS
    REVIEW WITH THE EMPLOYEE
    [See Points to Emphasize - XXXXXX]
    First Week
    The next section lists activities to be completed during the first week.
  • Supervisor’s Checkpoints
    Second Week
    First Month
    First 90 days
    6th Month
    First year
    The manager has sections for activities to be completed in the 2ndweek, 1st month, 1st 90 days, 6th month and 1st year.
  • Second month
    10th month
    HR Rep’s Checkpoints
    The HR Representative has sections for activities to be completed in the 2nd month and 10th month.
  • Employee’s Checklist
    The employee’s checklist has a similar structure.
    New employee onboarding checklist
  • New employee onboarding checklist
    Instructions: Check the boxes to indicate that the appropriate person reviewed the items on the checklist with you. At the end of your first month of employment, you, your supervisor and your Human Resources Representative should sign this checklist and store it in your personnel file.
    Each work unit is organized differently. If there are any items on this checklist that are not your responsibility, please coordinate their completion for your new employee.
    Instructions
    It begins with instructions that explain what the everyone should do, in what time period and how the checklist should be stored.
  • On my First Day, my supervisor
    On my First Day, my Human Resource Representative
    Checkpoints
    It starts with the first day and lists what the supervisor and human resource representative did and reviewed.
  • On my First week, my supervisor
    On my First week, my Human Resource Representative
    Checkpoints
    It lists the same sections for the first week.
  • during my second week, my supervisor
    During my First month, my supervisor
    Checkpoints
    For the second week and first month, it lists items that the supervisor should have completed.
  • Signatures
    At the end, there are spaces for your signature, the employee’s signature and the supervisor’s signature.
  • Structure and Components
    Implementation
    Next Steps
    Now that you know why we developed the checklist and explored the various components of each, let’s review the next steps.
  • I accept your offer!
    Checklist Review
    As soon as you know the employee’s start date, you and the supervisor should review the checklist and complete “Before the First Day” tasks.
  • Regular Review
    Once the employee begins, you should review the checklist weekly to identify what you’ll need to do or review the following week or month.
  • Completion
    At the end of the employee’s first month, everyone signs the checklist. Place the original in the employee’s file and give him/her a copy.
  • Attendance
    Conditions of Employment
    Direct Deposit
    Employee Work Profile
    EPPI card
    Holidays
    Hours of Work
    Office Closings
    Pay Periods
    Probationary Period
    Required Training
    Telecommuting
    Orientation Videoconference
    After the checklist is implemented, we will remove items that are now covered in the orientation videoconference that are also in the checklist.
  • September
    1
    Implementation Date
    These checklists are not mandatory . However, we would like all work units to begin using them by September 1.
  • Did you have a new employee in the past 30 days?
    Did you use the checklist?
    How many supervisors had a new employee in the past 30 days?
    How many used the checklist?
    Did you find it helpful?
    Did your supervisors find it helpful?
    Surveys
    Approximately one month after you’ve used the checklists, we will send you a survey so we can determine if the checklists were helpful and how we should move forward.
  • Thank you for your attention!
    For More Information, Contact Michelle E. Johnson
    Agency Training Resources Coordinator
    michelle.johnson@vdh.virginia.gov