The document provides an overview of onboarding checklists developed by the Office of Human Resources for new employees. There are three checklists - one each for the HR analyst, supervisor, and employee. The checklists ensure a consistent onboarding process and that all new employees receive the same essential information in a timely manner. The checklists include sections for tasks to be completed before the first day, on the first day, first week, and subsequent periods like the first month. The implementation date for using the checklists is September 1, and surveys will be sent out afterwards to evaluate if the checklists were helpful.

1. Onboarding Checklist Overview for Human Resources AnalystsOffice of Human Resources, Virginia Department of HealthOnboarding Checklist OverviewFor Human Resource AnalystsOffice of Human ResourcesVirginia Department of Health

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3. 3 ChecklistsThe Office of Human Resources has developed 3 checklists to assist you in onboarding new employees.

4. 123HR AnalystSupervisorEmployee3 ChecklistsThere’s a checklist for you, the HR analyst, the employee’s supervisor and the employee.

5. Quality AssuranceWe want to ensure that each new employee gets the same information in a timely manner.

6. “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

7. High PerformanceWe hope that these tools will ensure that everyone meets the same level of performance.

8. Structure and ComponentsImplementationBasic StructureLet’s review the basic structure of the HR analyst’s checklist and the supervisor’s checklist.

9. NoteThere is a note at the top of each checklist.

10. Human Resources Representative Checklist for New EmployeesNote 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 NoteThis note re-emphasizes the importance of onboarding and providing a consistent, positive experience for each new employee.

11. Human Resources Representative Checklist for New EmployeesNote 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 NoteThere is also a note that lets you know what to do if an item on the checklist is not your responsibility.

12. Supervisor Checklist for New EmployeesNote 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 NoteThis note explains the important role that supervisors play in employee retention and the purpose of the checklist.

13. What Follows…After the notes, both checklists follow a similar structure.next

14. Before the First DayBefore the First DayThere’s a section that lists tasks to complete before the employee’s first day.

15. Before the First DayNOTESYour NotesThere’s a section for your notes below each section.

16. First DayADMINISTRATIVE TASKSREVIEW WITH THE EMPLOYEE[See Points to Emphasize - XXXXXX]First DayThe next section lists administrative tasks and information to review with the new employee on his/her first day.

17. First DayADMINISTRATIVE TASKSREVIEW WITH THE EMPLOYEE[See Points to Emphasize - XXXXXX]Points to EmphasizeNotice the “See Points to Emphasize” in blue italics beside certain items. These points are on the last few pages of the checklist.

18. First DayADMINISTRATIVE TASKSREVIEW WITH THE EMPLOYEE[See Points to Emphasize - XXXXXX]Points to EmphasizeIt 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.

19. First WEEKADMINISTRATIVE TASKSREVIEW WITH THE EMPLOYEE[See Points to Emphasize - XXXXXX]First WeekThe next section lists activities to be completed during the first week.

20. Supervisor’s CheckpointsSecond WeekFirst MonthFirst 90 days6th MonthFirst yearThe manager has sections for activities to be completed in the 2ndweek, 1st month, 1st 90 days, 6th month and 1st year.

21. Second month10th monthHR Rep’s CheckpointsThe HR Representative has sections for activities to be completed in the 2nd month and 10th month.

22. Employee’s ChecklistThe employee’s checklist has a similar structure.New employee onboarding checklist

23. New employee onboarding checklistInstructions: 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.InstructionsIt begins with instructions that explain what the everyone should do, in what time period and how the checklist should be stored.

24. On my First Day, my supervisorOn my First Day, my Human Resource RepresentativeCheckpointsIt starts with the first day and lists what the supervisor and human resource representative did and reviewed.

25. On my First week, my supervisorOn my First week, my Human Resource RepresentativeCheckpointsIt lists the same sections for the first week.

26. during my second week, my supervisorDuring my First month, my supervisorCheckpointsFor the second week and first month, it lists items that the supervisor should have completed.

27. SignaturesAt the end, there are spaces for your signature, the employee’s signature and the supervisor’s signature.

28. Structure and ComponentsImplementationNext StepsNow that you know why we developed the checklist and explored the various components of each, let’s review the next steps.

29. I accept your offer!Checklist ReviewAs soon as you know the employee’s start date, you and the supervisor should review the checklist and complete “Before the First Day” tasks.

30. Regular ReviewOnce the employee begins, you should review the checklist weekly to identify what you’ll need to do or review the following week or month.

31. CompletionAt 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.

32. AttendanceConditions of EmploymentDirect DepositEmployee Work ProfileEPPI cardHolidaysHours of WorkOffice ClosingsPay PeriodsProbationary PeriodRequired TrainingTelecommutingOrientation VideoconferenceAfter the checklist is implemented, we will remove items that are now covered in the orientation videoconference that are also in the checklist.

33. September1Implementation DateThese checklists are not mandatory . However, we would like all work units to begin using them by September 1.

34. 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?SurveysApproximately 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.

35. Thank you for your attention!For More Information, Contact Michelle E. JohnsonAgency Training Resources Coordinatormichelle.johnson@vdh.virginia.gov