new employee onboarding - marquette university

New Employee Onboarding: A Guide for Supervisors 1

New Employee Onboarding

A Guide for Supervisors

Office of Human Resources

February 2022


Congratulations on your New Hire! This guide will provide you with information on how Human Resources can help you create an excellent onboarding process to make your new employee feel welcome and set them up for success in their new role. It contains several sections to assist them in learning more about their role, department, and the institution.

• Overview of Onboarding process • Checklist of activities & timeline • Sample onboarding schedule • Orientation Day review • Performance Management Process • 30/60/90-day check in documents

Onboarding Process The onboarding process begins once a candidate accepts an offer of employment and ends after their first six months of employment. The steps of the process are listed in the onboarding checklist with guidance on when it needs to be done, what training needs to be completed, and who is responsible for each step throughout the process (HR or the Supervisor). How will the new employee get the information they need? Time of Hire Human Resources or your college Business Director will contact the employee via email to provide relevant information related to necessary paperwork, benefit enrollment information (if applicable), etc. before their first day of work. Shortly after their start date, required training and other information will be provided to them through Litmos, an online learning management system which automatically distributes materials according to the schedule and tracks completion. Within First Month In-person orientation will be held on the third Thursday of each month, in person, from 9:00 am to 11:30 am, with an optional Benefits session to follow until 12:00 pm. Employees will receive an Eventbrite registration link to sign up for a session. Please encourage your employee to attend as soon as possible after their start date.


Checklist of Activities and Timeline

Person Responsible Action When To Complete Completion Date Notes

Offer Accepted

Supervisor/Business Director

Status candidates in recruitment system, notify HR if background check is required (background check must be completed before submitting paperwork), submit Confirmation of Offer or Salary Authorization After offer is accepted

If you believe the role you’re hiring for requires a background check, contact HR to check before making offer to candidate

HR/Business Director Prepare and send paperwork to the new hire and supervisor

Ideally 2 weeks prior to start, but after salary authorization/ confirmation of offer is processed

Staff will receive hire letter from HR, faculty receive information from department

HR Provide the manager with a 90-day onboarding plan template

Ideally 2 weeks prior to start, but after salary authorization/ confirmation of offer is processed

Supervisor Announce the new hire’s acceptance to the rest of the team After offer has been accepted

Supervisor Remind new hire to turn in employee information form, explain where to park, how to enter, etc. One week prior to starting

Preboarding

HR Process new hire paperwork Ideally at least one week in advance of the start date

New employee can be entered into system once HR receives their Employee Data Forms

Supervisor

Prepare a 90-day plan for the new hire, including the detailed day one and week one schedule (see example below) One week prior to starting

Supervisor Coordinate with the IT team to ensure laptop, email account, and phone number are set up One week prior to starting

Supervisor If working on campus, review workspace to ensure it is cleaned out and proper supplies are in place One week prior to starting

Supervisor Consider a first-day welcome gift and/or note One week prior to starting



Onboarding Day One

Supervisor

Send announcement of new hire’s first day to team, introduce new hire to team members and tour work area First day

Supervisor

Review office set-up, assist with password creation, review timekeeping procedures, enter information in MyJob for payroll, provide the employee with parking information First day

Supervisor

Encourage employees to stop by the new hire’s desk to say hello (if in office) or send a welcome message (if remote) First day

Supervisor Accompany the new hire to HR to complete paperwork if not already completed First day

Supervisor Accompany the new hire to Union Station to obtain ID First day

Supervisor Provide an overview of the company culture, including the mission, vision, and values First day

Supervisor Consider taking the new hire to lunch and/or providing campus tour First day

Onboarding Week One

Supervisor Provide an overview of the team, including processes, tools, and communication preferences Day 2

Supervisor Provide systems training required for the role Day 2

Supervisor Set up meetings for the new hire with team members Day 2

Supervisor Set up weekly recurring meetings for you and the new hire Day 2

Supervisor

Add the new hire to relevant meetings, such as daily standups or monthly team check-ins, and appropriate MS Teams groups Day 3

Supervisor Set up meetings for the new hire with appropriate organizational leaders Day 3

HR Send Week One informational module to new employee Week 1



Onboarding Month One

HR Send Week Two informational module to new employee Week 2

Supervisor Establish short-term goals with the new hire Week 3

Supervisor Coordinate team-building activities Week 3

Supervisor Assign tasks and projects to the new hire from 90-day plan Week 3

Supervisor Have Month One check-in with the new hire (see attached sample form) 30 days after hire

Supervisor

Schedule time in onboarding plan for the new hire to attend New Employee Orientation, held the third Thursday of each month

Week 1-4, depending on hire date

HR Send Month One informational module to new employee One month after hire date

Onboarding Month Two

HR Provide a template for establishing quarterly goals Week 6

HR Send the new hire an overview of the company’s performance review Week 6

Supervisor Support the new hire in establishing quarterly goals Week 7

Supervisor Have Month Two check-in with the new hire (see attached sample form) 60 days after hire

HR Send Month Two informational module to new employee Two months after hire date

Onboarding Month Three

Supervisor Conduct 90-day performance review 90 days after hire

HR Send Month Three informational module to new employee Three months after hire date



Post First 90 Days

HR Send onboarding survey to the new hire Six months after hire date

Supervisor Refer to the Performance Management guide for ongoing feedback, goal checks, etc. Ongoing

Supervisor Attend Performance Management courses provided throughout the year Ongoing


Sample Onboarding Schedule

Time Action Details Day 1

9:00 am – 10:00 am Meet with Supervisor Review onboarding plan, discuss upcoming scheduled trainings, etc. Provide keys, discuss dress code

10:00 am – 10:30 am

Tour Department Meet coworkers and understand where key areas are

10:30 am – 11:30 am New Hire Paperwork Supervisor to accompany new employee to HR office to complete paperwork Get MUID, parking, and assist with set up of direct deposit and email

11:30 am – 1:00 pm Lunch with team 1:00 pm – 2:00 pm Meet with <insert coworker name> Review work process <1>, explain how this

process impacts other work, etc. 2:00 pm – 3:00 pm Work with <insert coworker name> to

set up desk Get access to all emails and systems Get office supplies set up, set up voicemail, get printer access

3:00 pm – 4:00 pm Meet with <insert coworker name> Review work process <2>, explain how this process impacts other work, etc.

4:00 pm – 4:30 pm On your own Organize notes

Day 2 8:00 am – 8:30 am Meet with Supervisor Review first day, answer questions, review day 2

plan 8:30 am – 10:00 am On your own Review orientation email from HR and begin to

complete training 10:00 am – 10:30 am Meet with <insert coworker name> Discuss role, how it impacts new employee’s

role, types of questions, and concerns they can help with

10:30 am – 11:00 am Meet with <insert coworker name> Discuss role, how it impacts new employee’s role, types of questions, and concerns they can help with

11:00 am – 11:30 pm Meet with <insert name> from <name of outside department>

Review how departments and roles interact, types of issues work together on

11:30 am – 12:30 pm On your own Lunch 12:30 pm – 1:00 pm Meet with Supervisor Take tour of the campus 1:00 pm – 1:30 pm Meet with Supervisor Review departmental goals 1:30 pm – 2:00 pm On own Review emails and finish reviewing any

information from orientation email 2:00 pm – 2:30 pm Meet with Departmental VP/Dean Discuss departmental structure and vision

Discuss how role contributes to goals 2:30 pm – 4:30 pm Meet with <insert coworker name> Shadow time

Ensure understand how process <1> is completed and ensure understand role in this


Time Action Details Day 3

8:30 am – 10:00 am Meet with <xyz> Review <xyz> system Provide resources and allow time to practice usage

10:00 am – 10:30 am On your own Review emails 10:30 am – 12:00 pm Meet with supervisor Discuss organizational goals, organizational

communications, as well as departmental communications (meetings, calendars, etc.) Share expectations for new employee on communication, attendance, etc.

12:00 pm – 1:00 pm On your own Lunch 1:00 pm – 1:30 pm Meet with <xyz> coworker Discuss role, how it impacts new employee’s

role, types of questions, and concerns they can help with

1:30 pm – 2:30 pm On your own Organize notes on processes Review departmental processes

1:30 pm – 3:00 pm On your own Begin completing pieces of process <1> <insert coworker name> available for questions

3:00 pm – 3:30 pm Meet with <coworker from other department>

Review how departments and roles interact, types of issues work together on

3:30 pm – 4:00 pm On your own Review notes/miscellaneous tasks 4:00 pm – 4:30 pm Meet with supervisor Review day, any questions, discuss next day

Day 4 8:00 am – 9:00 am On your own Finalize any benefit enrollment, new hire

training from Human Resources, direct deposit set up, upload any COVID information

9:00 am – 10:30 am On your own Complete process <1> 10:30 am – 12:00 pm Meet with <insert coworker name> They will shadow you as you complete the

process <2> 12:00 pm – 1:00 pm On your own Lunch 1:00 pm – 2:00 pm Department Departmental Meeting 2:00 pm – 4:00 pm Meet with <insert coworker name> Review work process <3>, explain how this

process impacts other work, etc. 4:00 pm – 4:30 pm On your own Review notes, respond to emails, misc tasks

Day 5 8:00 am – 9:30 am Meet with supervisor Set goals for the year, discuss performance

management process, answer any questions 9:30 am – 10:00 am Meet with <coworker from other

department> Review how departments and roles interact, types of issues work together on

10:00 am – 11:00 am On your own Review Marquette’s website specifically for information on strategic plan

11:00 am – 11:30 am On your own Review GROW program and determine what classes to sign up for

11:30 am – 12:30 pm On your own Lunch 12:30 pm – 1:30 pm On your own Review handbook and departmental policies 1:30 pm – 3:00 pm On your own Complete Process 1 3:00 pm – 3:30 pm Meet with <coworker> Review any systems-based questions 3:30 pm – 4:30 pm On your own Complete Process 2


Orientation Day In-person orientation will be held on the third Thursday of each month, in person, from 9:00 am to 11:30 am, with an optional Benefits session to follow until 12:00 pm. An Eventbrite invitation with registration information will come via email to the new employee. Please encourage the employee to attend the orientation closest to their start date. Agenda

Time Topic Presenter 9:00 am 9:15 am Introduction + How HR Can Help You Human Resources 9:15 am 9:45 am Mission & Ministry Presentation Fr. Voiss/Fr. Pribek 9:45 am 10:05 am Diversity, Equity, Inclusion & Belonging Dr. Joya Crear 10:05 am 10:20 am Break 10:20 am 10:40 am Community Connections Paul Jones 10:40 am 11:00 am Trainings and Other Best Practices HR Employment Team 11:00 am 11:15 am MUPD Tom Wichgers 11:15 am 11:30 am We Are Marquette – Athletics Brian Morgan/Nate Dudzik 11:30 am 12:00 pm Optional Benefits Q&A Benefits Team Performance Management Process Performance management is an ongoing process. Used effectively, it is a driver for high-impact results to support our Catholic, Jesuit mission and achieve the goals of Beyond Boundaries: Marquette’s Strategic Plan.

We know that performance management practices are invaluable to ensuring employees are fully engaged in their work and bring their best to the University every day. Engaged employees are those who are involved in, enthusiastic about and committed to their work and workplace. They have high satisfaction with the recognition they receive for work accomplishments, their relationships with coworkers and supervisors.

Find additional information on Performance Management on our website.

Engagement

Performance Results

https://www.marquette.edu/strategic-planning/documents/beyond-boundaries-spring-19.pdf

https://www.marquette.edu/hr/AnnualPerformanceAppraisal_000.shtml


30-Day Check In

Supervisor Instructions: Listed below are some questions to help you assess how your new employee is acclimating to the job and if they have the resources they need. These questions are suggestions and may be adjusted as needed. Information and notes taken are for supervisor use to follow up.

1. Is the role what you expected so far? How or how not?

2. Do you have the tools, information and/or technology you need to do the job?

3. Is any of the training that you have been provided unclear right now?

4. How has the team helped with your onboarding experience?

5. Are you comfortable asking questions about work? Who do you typically ask? Are there any introductions I can make for you?

6. Have you had a chance to go through the informational email from HR? Do you have any questions about that?

7. Any other challenges you are facing that I can assist you with?


60-Day Check In

Supervisor Instructions: Listed below are some questions to prompt discussion about expectations and how your new employee is connecting to the university. These questions are suggestions and may be adjusted as needed. Information and notes taken are for supervisor use to follow up.

1. Do you feel you are able to be productive and effective in your position? Why or why not?

2. Have there been any roadblocks or challenges with performing your duties? If yes, what?

3. How do you feel about accessing resources outside of the department? What roadblocks have you experienced there?

4. Is our organization’s mission clear, and do you see how your job supports that mission?

5. Have you taken the cybersecurity training?

6. Have you taken the Personal Skills for a Diverse Campus training?

7. Have you reviewed the month two informational email from HR? Do you have any questions that I can help you with?

8. How can I help you learn and improve? Do you feel that you are getting enough feedback from me?


90-Day Check In

Supervisor Instructions: Listed below are some questions to help you assess how your new employee is acclimating to the job and discuss your employee’s future with the organization. These questions are suggestions and may be adjusted as needed. Information and notes taken are for supervisor use to follow up.

1. Is the job what you expected? What is the difference?

2. How challenged are you feeling by your role? What could we do to make this job more challenging?

3. Overall, how has your onboarding gone? What do you think you could benefit from more training or information on? What part of the process did you find the most beneficial?

4. Do you have any expertise or experience you think could be better utilized?

5. How do you see your role progressing from here?

new employee onboarding - marquette university

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