successful employee orientation programs · successful employee orientation programs presented by:...

Successful Employee Orientation Programs

Presented By:

This manual was created for online viewing. State specific information in this manual is used for illustration and is an example only.

mail: P.O. Box 509 Eau Claire, WI 54702-0509 • telephone: 866-352-9539 • fax: 715-833-3953email: [email protected] • website: www.lorman.com • seminar id: 402989

Patricia Martinez, PHR, SHRM-CP

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Successful Employee Orientation Programs

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mail: P.O. Box 509 Eau Claire, WI 54702-0509 • telephone: 866-352-9539 • fax: 715-833-3953email: [email protected] • website: www.lorman.com • seminar id: 402989

Prepared By:Patricia Martinez, PHR, SHRM-CP

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Creating A Successful Orientation Program

You’ve hired your candidate...

Now what?

Patricia Martinez, PHR, SHRM-CPDeputy Director, Human Resources

City of Rio RanchoRio Rancho, New Mexico

1

Overview

Explain the purpose of an orientation program.

Discuss opportunities for development or redesigning your onboarding processes.

Learn and understand various methods for integrating and engaging your new hire with your existing employees and organization.

Review checklists and onboarding document examples.

Purpose of an orientation program

An effective orientation program will assist an employee to create a first impression of the organization “at work”.

During this time, Human Resources and other members of the organization will create a positive and open environment where the employee can learn about the organization and similarly, the organization can learn about the employee.

The intent of orientation programs is to acquaint a new employee to the organization’s values and overall expectations. It is also a forum for communicating employee rights and responsibilities.

3

Successful ONBOARDING & orientation programs include:

• Inform new employees about the organization’s history.

• Introduce new employee to the organization’s culture.

• Invest time on new employee to provide organizational mission and values.

• Set expectations for success. Create partnership from start.

Tips on Getting started

• Review your organizational trends.

• Evaluate your HR processes and onboarding forms.

• Meet and consult with Supervisors to find out what actions they take when an employee starts in their department.

• Assess whether you are asking for feedback to create process improvements.

4

Design a Program Specific to Your Organizational Needs

• Determine what information you need from new hires and when.Use Checklists to efficiently and consistently onboard new hires.

Start with: Selected for Hire Checklist for following pre-and post-employment process

Recruiter Onboarding Checklist

Employee Welcome Letter via Training Platform (learning management system) Supervisor Onboarding Checklist

Collect employee required forms : Policies, I-9, etc.

Job Description

Voluntary and Required Employee Demographic Forms

Assign responsibilities of tasks

Organization Handbooks, and Union Agreements

Determine your Format

• New Orientation Meetings In Person

Online

Length of meetings

Location-Onsite/Offsite

• Who participates Newly Hired Employees, Promotions, Transfers, Rehires

HR facilitates and Leadership presents

5

Determine your Format

• New Orientation Meetings In Person

Online

Length of meetings

Location-Onsite/Offsite

• Who participates Newly Hired Employees, Promotions, Transfers, Rehires

HR facilitates and Leadership presents

Consider your budget!

If orientation is a full day, determine and communicate lunch break

accommodations.

The City of Rio Rancho’s New Employee Orientation (NEO)

Presentation

6

NEW EMPLOYEE ORIENTATION

YOU’RE ON THE ROAD TO SUCCESS...

NEW EMPLOYEE ORIENTATION

City of Rio Rancho Website: rrnm.gov

11

See Agenda & Presentation MaterialsProvided

7

AT YOUR SERVICE

DEPARTMENT OF HUMAN RESOURCES

• Human Resources Director

Ty Ryburn

• Deputy HR Director

Patricia Martinez


12

Staffing & Recruiting SpecialistIda Vesely

Benefits & Leave Administrator

Roxanne Wiese

HR Generalist

Donna Shaffers

Executive Assistant

Tamera Henderson

Human Resources Department

3200 Civic Center Circle, 4th Floor

Rio Rancho, New Mexico 87144

891‐5011

CONGRATULATIONS AND WELCOME TO “THE CITY OF VISION!”

Briefly tell us about yourself:

1. What is your Name

2. Department & position are you working in?

3. Where did you work before?


13

8

Keith Riesberg, City Manager

CITY MANAGER’S WELCOME

• Deputy City Manager

John Craig

Assistant City Manager

Peter Wells

Economic Development & Business Relationship Manager

Savannah Jermance


14

Communications & Information Manager

Annemarie Garcia

Executive Assistant

Rose Martinez

Administrative Assistant

Ambrosia Palmer



Mayor: Greggory Hull

VISION, MISSION STATEMENT, AND CORE VALUES

• Vision• Leading the way as the best City in

the Southwest.

• Mission StatementBuilding our Future by Optimizing Opportunities through Operational Excellence.

• Core ValuesCooperation: We believe in open lines of communication and partnerships that link common goals for the greater good of our community.

• Respect: We believe in different points of view and accountability to each other.

• Stewardship: We value our resources and are adaptable for the betterment of those that live, work, and play within the City of Rio Rancho.


15

9

HISTORY OF RIO RANCHOTimeline


16

____________________________________________________________________________________

AMREP Corp purchased 55,000 acres of land on outskirts of Albuquerque (Rio Rancho Estates.

Early 1960’s‐The Beginning

AMREP marketed area to residents of Midwest and Eastern state.

Homebuilding began for middle‐income retiree residents.

1960’s‐ 1962 1962 1966

100th

family moved to RR

Incorporated; population at 10,000. Retirement to family community

Population: 5000

Rio Rancho at 92,000 Acres & geographically larger than Albuquerque

1971 1977 1981 As of July 1, 2014

Population: 93,820

(US Census)

Governing Body(Mayor & 6 City Councilors)

Boards & Commissions

Municipal Court & Judge

City Manager

Deputy City Manager

City of Rio Rancho Organizational Structure

City Attorney

Rio Rancho Citizens

Assistant City Manager

Departments

Convention & Visitors Bureau

City Clerk

Library & Information Services Division

Information Technology Division

Economic Dev. & Business Relations Mgr.

Communications & Information Mgr.

FinancialServices

Development Services

Human Resources

Parks, Recreation& Community

ServicesPublic Works Utility

Operations Fire & Rescue Police

10

FINANCIAL SERVICES DEPARTMENTCAROLE JARAMILLO, DIRECTOR

• City of Rio Rancho provides a wide variety of services to its residents and visitors. In order to provide needed services, resources are needed. Resources include people, money and assets.

• Because our money is “public money” there are many laws and rules and restrictions related to its use. The responsibility for safeguarding public money and assets, is shared by all employees. Everyone plays a part.

• The Financial Services Department is an internal services function which means that you, the staff, are our primary customers. We are here to support the other Departments while maintaining a framework of internal controls intended to prevent the misuse of public funds and also complying with the many many laws and regulations that surround public finance.


FINANCIAL SERVICES DEPARTMENTPurchasing DivisionWhen a government needs

to purchase something, whether it is a pencil or a fire engine, or to build a road, there is a law which places requirements and restrictions on how the purchase takes place.


Some staff of other departments also have purchasing responsibilities and will interface with the Financial Services Department regarding purchasing issues.

Formal Solicitations for goods or services (e.g. Request for Proposal/RFP, Invitation for Bid /IFB)

Purchase Orders

Contract Management

Purchasing Card Administration(P‐Card)

11

FINANCIAL SERVICES DEPARTMENT

We also provide service the external customers:

As a service to the community, the City operates a full‐service MVD satellite office:

Driver’s licenses and identification cards

Registrations

Titles

VIN inspections

Drivers license testing (written only, no field testing)

Other MVD services


PAYROLL

• Handles payroll for all City employees

Bi‐weekly payroll ‐ Payday is every other Friday Direct deposit: multiple accounts (savings or checking) Time sheets/record‐keeping system W‐4 changes/updates

City of Rio Rancho 21

12

Direct Deposit Authorization Form


22

Sign up at hire or make changes as needed via this

form. Return completed form.

Can request split of deposit/funds into multiple

accounts for a total of 100%.

PAYROLL SCHEDULE


23

13

2017 HOLIDAY SCHEDULECity offices and facilities will be closed on the following dates:

• New Year's Day: January 2, 2017

• Martin Luther King, Jr. Day: January 16, 2017

• Memorial Day ‐ May 29, 2017

• Independence Day ‐ July 4, 2017

• Labor Day ‐ September 4, 2017

• Columbus Day ‐ October 9, 2017

• Veterans Day ‐ November 10, 2017

• Thanksgiving ‐ November 23, 2017 and

November 24, 2017

• Christmas Eve (observed) ‐ December 22, 2017

• Christmas Day (observed) ‐ December 25, 2017


24

ExecuTime – Contact Kelly at 896-8788https://etsaas8.executime.com:7041/ExecuTime/TimeEntryClockInOutFast.do


25

Main Login URL: This is where you will add your time‐off/hours‐requests, view and approve time cards.

https://etsaas8.executime.com:7041/ExecuTime/Index.do

Ensure to report accurate hours including all time worked even beyond your shift.

YOU MUST CLOCK IN and OUT if you are NON‐EXEMPT/Hourly Employee.

Work beyond your scheduled shift may occur from time‐to‐

time. However, it must be pre‐approved by your supervisor before working the over time.

Login Instructions:

Username: FIRSTINITIAL LASTNAME (can be upper or lower case)

Password: FIRSTINITIAL LASTNAME (must be ALL CAPS)

Enter your user nameEnter your passwordClick either Clock‐In or Clock‐Out

**If you have a common last name and your user id is not as indicated above, I will email you separately with your login information.**

14

PARKS, RECREATION & COMMUNITY SERVICESConnie Peterson, Director

Growing a greater sense of community and enhancing the quality of life for its

residentsCity of Rio Rancho Website: rrnm.gov

• The mission of the City of Rio Rancho’s Department of Parks, Recreation, & Community Services is to create and maintain spaces and activities that grow a greater sense of community and enhance the quality of life for its residents.


27

PARKS, RECREATION & COMMUNITY SERVICESMISSION STATEMENT

15

Administration Landscape & Turf Maintenance Recreation Programs Senior Activities and Programs Summer Camp Program Kidszone Programs Litter & Illegal Dumpsite Removal Playground Maintenance and Safety

Inspections Youth Sports City Hazardous Waste Collection Programs Park Refuse and Litter Removal Senior Volunteers Coordination

Partnerships & Outreach for Seniors Indoor Aquatics Sports Field Maintenance & Preparation Outdoor Aquatics Free Summer Meals Program Adult Sports Recycling Programs Park & Facility Design & Development Environmental Education & Outreach Graffiti, Vandalism Control, Removal & Repair Implement Beautification Projects Special Events


28

PARKS, RECREATION & COMMUNITY SERVICESPRIMARY SERVICES

BREAK TIME - 10 MINUTES


29

To avoid disruptions and remain within our scheduled time frame, please return within the allotted time.

16

LIBRARY DIRECTORLYNETTE SCHURDEVIN


30


31

LOMA COLORADO – MAIN LIBRARYSpecial teen room at Loma Colorado.

755 Loma Colorado Blvd NE (near Rio Rancho HS) Mon‐Thurs: 10am‐8pm Fri‐Sat: 10am‐5pm

Sun: Closed

17


32

ESTHER BONE MEMORIAL LIBRARY

950 Pinetree Rd SE (near post office)

Tues: 12‐8pm Wed‐Sat: 9am‐5pm Sun‐Mon: Closed

Lunch Break for All & 30 Minute Meeting* with UNION

REPRESENTATIVES*Meeting

applicable to employees in union‐eligible positions only

18

RIO RANCHO FIRE AND RESCUEProject Heart Start‐ CPR


34

https://www.youtube.com/watch?v=owTO‐1lkgDU

AT YOUR SERVICE

DEPARTMENT OF HUMAN RESOURCES

• Human Resources Director

Ty Ryburn

• Deputy HR Director

Patricia Martinez


35

Staffing & Recruiting SpecialistIda Vesely

Benefits & Leave Administrator

Roxanne Wiese

HR Generalist

Donna Shaffers

Executive Assistant

Tamera Henderson

Human Resources Department



891‐5011

19

EMPLOYMENT POLICIESPersonnel Polices and Work Rules

Chapter 3Clear Company ‐Applicant Tracking System


36

RVision Training Portal


37

20

RVision Training Portal


38

PERFORMANCE REVIEWSPersonnel Polices and Work Rules

Chapter 6• The purpose of a performance review process is to encourage ongoing communication

between a manager and an employee, to facilitate better working relationships, to establish expectations, to assist employees in reaching optimal performance, and to contribute to professional development.

• The performance review process entails:

• Begins upon hire/promotion/transfer with the employee and supervisor discussing performance expectations. (Opening)

• Performance review at end of probationary period and/or throughout the year (Anniversary)

• Ongoing receipt of coaching and feedback to improve & enhance performance.

• Ratings: Exceeds, Meets, Needs Improvement, Unsatisfactory

• Self –Evaluation & Form

• RebuttalCity of Rio Rancho Website:

rrnm.gov39

21

Personnel Policies & Work Rules• Code of Conduct: Employees

must conduct their employment duties and their personal affairs in such a way as to avoid discredit or embarrassment to themselves or the City.• No personal business while

on duty• No activity that presents

conflict of interest• No use of position for

coercion or influence for personal gain

• Remain confidential and not share city information

• No dishonesty or fraud, such as falsifying city records

• No direct or indirect gifts, gratuity that affects the employee’s official conduct or creates impression

• Not post any personal or

commercial notices on city premises without consent

• Not carry non‐employees in city vehicles

• Carry out duties as assigned by JD, supervisor

• Refrain from engaging in malicious conduct such as gossiping, rumoring

• Refrain from use of force threats, harassing behavior

• Not use or allow to use City property for personal use

• Refrain from damage to City property

• Attendance, 1002 & 3 : Employees must adhere to work schedule. Please refer to policy for process and procedure and sick leave policy. In addition, comply with your department call‐in procedures.

• Excessive absenteeism affects operations and may be subject to disciplinary action, up and to termination.

• Outside Employment: Employees must obtain permission from Dept. Director & HR to work another position external from the City. Must not conflict with City position.

• Inclement Weather: City Operations subject to closure. See your Manager for more information.


40

Understand Contracts, Policies, Rules

AFSCME Bargaining Unit

Police Communication Contract

Fire Rescue Contract

Personnel Policies & Work RulesCity of Rio Rancho Website:

rrnm.gov41

22

EQUAL EMPLOYMENT OPPORTUNITYPersonnel Polices and Work Rules

Chapter 11• The City of Rio Rancho provides equal opportunity in all personnel actions for all

persons.

• Prohibit discrimination against an employee or applicant for employment because of race, age, religion, color, national origin, ancestry, sex, physical/mental condition, disability.

• Includes:

• Recruiting/Hiring• Promotions

• Salary• Training• Performance Reviews


42

THE AMERICANS WITH DISABILITY ACT


43

Gives civil rights protections to individuals with disabilities similar to those provided to individuals on the basis of race, color, sex, national origin, age, and religion.

Guarantees equal opportunity for individuals with disabilities. Prohibits discrimination in all employment practices, including job application

procedures, hiring, firing, advancement, compensation, training, and other terms, conditions, and privileges of employment.

Applies to recruitment, layoff, benefits, and all other employment-related activities.

OVERVIEW:

What is a Disability?

A person must meet the requirements of at least ONE of these THREE criteria to be an individual with a disability:

1. A physical or mental impairment that substantially limits one or more of the major life activities of such individual;

2. A record of such an impairment; or3. Being regarded as having such an impairment.

Variances in Disabilities The disability can be visible or

invisible, a physical or mental impairment;

Some disabilities are present from birth or as a result of illness/injury;

Degree of limitation can vary from minor to significant challenges or limitations in life.

23


44

RA Requests & Process

To request an Accommodation:• Complete an ADA Reasonable Accommodation Request form • Submit the completed form to your Supervisor• Notify and provide Human Resources with a copy of the request form

Interactive Process:Your supervisor will meet with you to discuss your request, including theessential job functions, limitations, and accommodations needed to allowyou to perform your job. Your supervisor may request clarification on yourrequest. HR may be present during this meeting.

Medical Certification & Confidentiality:If necessary, the HR may request medical Information to support your request. (DOL: Medical Certification Form).

Review and DeterminationHR will review your request and information provided, discuss your position and business need with your Supervisor, examine any potential hardships, determine approval/denial of request, and/or any alternative accommodations for exploration with you.

HR & Supervisor will meet with you to discuss Approval/Denial/Alternative Accommodations →→Continue with interactive process.


45

BENEFITS OVERVIEW

24


46

ANTI‐SEXUAL HARASSMENT TRAINING


47

QUESTIONS?

25


48

EVALUATIONS

26

HRT Rec’d: _____________ Req #________ Meets Min. Qualifications

EE #: ______________ OFFICE OF HUMAN RESOURCES Rev: 12/8/17

SELECTED HIRE CHECKLIST

Employee:

*Check name in Hermes to determine if previous employee

Phone #: Date:

Position & Auth#: Union: NONE /AFSCME /FIRE /POLICE‐COMM

Check All That Apply: Safety Sensitive CDL Required If Certifications Required, provide type & conditions in Section I

I. Human Resources Representative Collects & Completes the following:

Action Complete: Confirm for Hire Status-See HRT Check Hermes for prior city employment & rehire eligibility Contacted Candidate Ensure interested as finalist & discuss next step background, testing

process Check for Completed Application Ensure all required Application Materials complete & attached

Resume, if applicable Received N/A Cover Letter, if applicable Received N/A Transcripts for Positions requiring College/University level Education

Received N/A Degree Required:

Required Certifications Received N/A Cert Required:

IF CDL, DOT Position: Send former employer letter from CRR Criminal Background Check 18 years and over-

Requested on: _______________ Received on: _______________ Start via HRM Direct button:

- Parental Authorization u/18: Requested on: ________________ Received on: _____________ Parent Name: ________________ # _________________

Reference Checks Conducted 1st Professional 2nd Professional 3rd Professional

MVD -Driving Record - CDL prior employment history check

or info not received, a copy of the form that have been sent to prior employers

Requested on: _____________ Received on: ________________ ___ Approved ___ Not Approved Comments: ________________________________________________ __________________________________________________________

Typing Test (ESKILL) (see JD/Position) N/A or Taken on: _______________ Results: _________________

II. If candidate successfully completes all the above, proceed to Conditional Offer Packet & Check Off:

Call Candidate Confirmed candidate scheduled date/visit to HR: Prepare Offer Letter & Packet Offer Letter Job Description Concentra Yellow Form

Concentra Form 18 years and over Date Picked Up : Time: (w/in 32 HRS) - Parental Authorization u/18: Received on: _____________ Parent Name: __________________

Check for Physical (see Job

Description/Position) Requested N/A

III. Human Resources Representative Checks for Results from: Check for Concentra Results Negative Positive Call Candidate to Inform No Offer if Positive

IV. If Results are Negative from Concentra:

Enter in RVision Assigned ID number to EE Call Candidate for Start Date Start Date: __________________ Include on NEO Schedule Fingerprint Check Process (Email Dispatch to start fingerprint check process.)

ONLY If candidate is being hired in any of these positions; N/A OR Custodian Building Maintenance IT

Parks & Rec Daycare MVD All Police Personnel Notify DEPT of Start Date & NEO Date; Add to NEO Schedule

Start Date:__________ NEO Date:___________ Added to NEO Roster

Send Reminder email to Presenters –at least 1 week in advance

Start & Complete Recruiter Onboarding Checklist

27

DEPARTMENT OF HUMAN RESOURCES Rev: 2/1/18

V. INTERNAL RECRUITER ONBOARDING CHECKLIST Employee: EE#: DOH:

Dept: Union: NONE /AFSCME /FIRE /POLICE‐COMM

Position: *New Hire/Re‐Hire/Promotion/Transfer

Upon Passing Drug Test & Acceptance of Offer, HR Recruiter will:Action Step

Call Selected Candidate & Explain Onboarding Process for New Hires:

Congratulations & Confirm Start Date: ___________________

Inform Candidate to log in to RVision. REMIND selected candidate:

All HR New Hire Forms in RVision need to be Printed, Reviewed and Signed before 1st day

On 1st day ‐ come to the HR and return signed/completed New Hire documents.

1st day starts with HR for 1 hour for onboarding document check‐off & Benefit Meeting that will last approx..45 min.

Thereafter, will be released to hiring department.

While on phone or later call to see if they were able to log in to RVision.

Supervisor Notification: EMAIL SUPERVISOR of EE Start Date and NEO DATE

EMAIL SUPERVISOR Onboarding Checklist

On First Day of Employment (Report to HR) – Collect Signed New Hire Documents: 1‐9

W‐4

Direct Deposit Form

Required Employee Data & Emergency Contacts

Give EE Post‐ Offer Voluntary Self‐Identification Form: Gender/Race/Ethnicity

Give EE Post‐Offer Voluntary Self‐Identification: Disability

Give EE Post‐Offer Voluntary Self‐Identification: Veteran Status

Give EE copy of City Personnel Policy & Work Rules and

___ Obtain Signed Acknowledgement

PERA Application/Instructions & *Beneficiary Form

Safety Policy ‐ Agreement & Acknowledgement

Email Policy ‐ Agreement & Acknowledgement

Applicable to Regular EE’s only‐ (Not Seasonal/Temp)‐ Statement Concerning Non‐SS Coverage (Form SSA‐1945 (12‐2004) Acknowledgement

Probationary Period Agreement & Acknowledgement

Information Systems and Internet Usage Policy & Email Usage Policy

Need: Defensive Driving Certificate if Driving City Vehicle or Own Insurance Card if driving for City in OWN vehicle

Take Photo for Personnel file

Recruitment Source: Ask Employee about their Recruitment Source and Track in Excel Spreadsheet:

CRR Website Newspaper Recruitment Agency Other: ____________________________

Benefits Administrator: Overview on City Benefits Benefits Meeting: Review of all City benefits with Employee Ensure applic. & signed benefit forms are collected

Provide Badge Release to Hiring Department

HR Generalist: Add New Employee to Training and Driving DatabaseAdd New Hire to RVision & Samba

ADD new employee as Driver to Samba Monitoring System

ADD EE to RVision Training Program

Recruiter: NEO & New Hire Entry in HRIS Update NEO List and Add New Hire in HRIS

ADD new EE to NEO LIST If applicable: (Transferring from a non‐benefited position): Provide Roxanne with PERA Exclusion

Form with Term Date (prior position) and all Benefit Forms to Roxanne

Enter EE in HRIS and Payroll System with Corresponding Employment Transaction Checklist

Scan EE Transaction and File in Electronic Yearly Payroll Archives Copy Payroll with Employment Transaction Checklist, HRT, W‐4, Direct Deposit Form.

Executive Assistant: Opening Personnel File Provide completed forms to Tamera to open new files (personnel/confidential)

29

C I T Y O F R I O R A N C H O H U M A N R E S O U R C E D E P A R T M E N T 3200 C I V I C C ENT E R C I R C L E NE SU I T E 450 R IO RANCHO , NEW MEX I CO 87144 505 ‐891 ‐5011 FA X : 505 ‐891 ‐9183

Via: Email: ______________________________ Date Name Address City, State, Zip Re: Your First Day of Employment: __________________ Employee ID #: ___________________________ Training User Name: XXXXX Completion of Required Onboarding Forms Dear ______, Welcome to the City of Rio Rancho! We are pleased that you chose our City as your career choice. As mentioned on yesterday, this email is to outline what to expect on your first day of employment.

Your first day of employment is Monday, February 26, 2018. Please report to the Human Resources Office, 3200 Civic Center Circle NE, Ste. 450, Rio Rancho, N.M. at 8:00 a.m. Before proceeding to your department.

As mentioned earlier during our telephone conference, please access this link https://app.targetsolutions.com/auth/index.cfm?action=login.showlogin&customerid=29737&customerpath=rrnm&msg= and use the information provided. Please print the documents you have been assigned, review, sign and bring them with you to HR on your first day.

Username: first initial, lastname and Unique EE#

Temporary Password: XXXXX

Please call me if you have any questions. HR REPRESENTATIVE Human Resources Department City of Rio Rancho (505) 896‐5011

31

SUPERVISOR’S ONBOARDING CHECKLIST

NEW EMPLOYEE ONBOARDING Employee: EE#: DOH:

*Reports to HR Dept. at 8:00 a.m. for forms completion

Position: Union:

NEO Date & Time:

City Hall, 1st Floor – Parks & Recreation Conference Room

Probationary End Date:

1 week prior to Start Date Upon confirmation of start date from HR, calendar the employee’s start date and prepare for arrival.

o Send IT email request for: Email/voice mail set up Computer set up & passwords from IT Access Request to Computer Directory and/or other system access required

o For Office positions: Ensure to have office furniture (desk, chair, trash can, etc.) o For Field positions: Ensure to have appropriate equipment needed for position

Calendar monthly New Employee Orientation (NEO). See NEO schedule. o Plan to present at or have a department representative present on behalf of your department

at NEO.

On 1st Day: Welcome employee and provide a tour of assigned work space and introduce to work team. Tour the facility including: Restrooms, Emergency Exits, Break Areas, Stairwells, Parking area,

Mail Rooms, etc. Discuss internal department and City-wide procedures including:

o Hours of operation and schedule o Provide direct phone #, extension, and office contacts o Parking areas o Scheduled staff meetings or other regular required meetings o City phone directories & Intranet o Supply Room, files, and other office necessities o Department postings/bulletin boards/check-out boards o Department mail services, Copy Machines/Faxes/Printers o How to place a Work Order through designated employee in office:

IT HELP DESK BUILDING MAINTENANCE

o Who to call or request assistance from if Supervisor is not available Discuss policies and procedures:

o Attendance Policy & Expectations o ExecuTime or Timesheets o After hours or weekend office access o Safety in the Workplace:

Driving for City Purposes: City Vehicle vs. Personal Vehicle 33

Identifying & Reporting Unsafe Areas Department issued equipment for safe practice & required usage

Schedule a two (2) day side-by-side observation for the employee with at least 2 different coworkers

If applicable, Issue Key(s) and track the assignment with Department Custodian of Keys:

Comments: ______________________________________________________________________ ________________________________________________________________________________

During the First Week: Check-in with Employee to see if they have everything they need or have questions (supplies,

equipment, resources) Discuss performance evaluation process, set goals, and review job description If driving for the city, ensure to have them sign up for the next Defensive Driving or if driving

personal vehicle for city work purposes, ask that employee provide copy of insurance card to HR.

During the 2 Months of Employment: Meet with Employee to see if they have everything they need or have questions (supplies,

equipment, resources, etc.) Provide feedback on performance

Within 6 Months of Employment: Meet with Employee to ask if they have everything they need or have questions Provide feedback on performance standards

At 6 Months of Employment: Meet with Employee and provide 6 month performance evaluation, if applicable Provide HR with original 6 month performance evaluation, if applicable and discuss goals and

objectives for next review period Meet with Employee and provide interim annual performance evaluation, if applicable

At 1 Year of Employment: Meet with Employee and provide feedback on performance and discuss goals and objectives for

next review period Provide HR with original 1 year performance evaluation, if applicable

34


TO: SUPERVISORFROM: HumanResourcesDATE: March16,2016Subject: LocationhasbeenChanged‐NewEmployeeOrientation(NEO)We'repleasedtoannouncethattheemployeeslistedontheattachedNEORosterwillbejoiningourCityofRioRanchocommunity.

Wednesday,April20th,2016.

ForemployeesthatareBenefited:

Pleaseensuretohaveyouremployeereportat8:00a.m.

ForEmployeesthatareNon‐Benefited:

Pleaseensuretohaveyouremployeereportat1:00p.m.

The event will be held at in the Overflow Room, 1st floor.

If you have any questions, please do not hesitate to call our office at 891-5011.

Sincere regards,

Human Resources Ifyouhaveanyquestions,pleasedonothesitatetocallourofficeat891‐5011.

Bestregards,

HumanResourcesCC: AFSCMEUnionRepresentatives PoliceUnionRepresentatives FireUnionRepresentatives

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DATE: 2/5/2016DearNEOPresenter(s):PleasenotethelocationoftheNEOhasbeenchanged:

Seetheattachedpresenteragenda.

Weaskthatyouadheretothisscheduletoallowtimelycompletionoftheorientation.Pleaselimityourpresentationasnotedintheagenda.

Ifyouhaveanyquestions,pleasedonothesitatetocallourofficeat891‐5011.

Sincerely,

HumanResources

Wednesday, February 17, 2016 City Hall Parks & Recreation Large Conference Room, 1st floor

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