welcome “onboard” · welcome orientation session and benefits orientation session • introduce...

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Welcome “Onboard” From Interviewee to Established Team Member

Jan Pfannstiel HR Liaison

University Libraries

03/04/2014

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Human Resources | HR Liaison Network – 03/04/2014

Choosing your Cruise


• Use standard interview matrix, interview questions and reference checks • Template matrix and interview question

guides given to each supervisor

• Avoid unnecessary “over” qualifications on matrix

• Include behavioral style questions to help select the best candidate

• Provide water/beverage during interview

• Validate parking

It starts with the interview


It starts with the interview

• HR Liaisons walk supervisors through every step of

the interview process

• Eliminate ineffective and illegal questions and

activities

• Monitor matrix for consistency in rating

• Liaison does the reference check to avoid bias

and leading questions

*Hiring Matrix, Interview Questions Guide,

Reference Request templates available at:

http://employees.tamu.edu/forms/





Booking the Cruise


The Job Offer

• Verbal offer and offer letter include

• Call from HR Liaison to offer position (and

negotiate salary if applicable)

• Criminal background check

• Credentialing

• Documentation required on first day

• Proof of ability to work in US

• Social security card

• Copy of position description

*Hiring Process Compliance Checklist and

other hiring forms available at:




Approved to Hire

• Welcome to the University Libraries

• Agree on start date

• Explain benefits eligibility and timing

• Describe first day work schedule • Start time

• Meet with Employee Resources • Paperwork processing

• Mandatory online training

• Meet with supervisor

• Lunch plans


Booking Cruise Activities and

Excursions


Hiring Checklist

• Prior to first day

• EPA

• Hiring Certificate

• Selective Service Registration

• Driver’s License and Social Security Card

• Net ID and Library log on, email setup and office setup

• Announcement

• Email to all Library employees introducing new employee

• Send supervisor • departmental orientation checklist

• New employee performance feedback form

• Send Supervisor departmental checklist


Cruise Ship Pre-Board


Hiring Checklist

• Packet of Forms Completed on First Day

• Sign application

• Employee personal data form

• W-4

• Direct Deposit

• Faculty /Staff ID Card

• Prior Library Experience

• Prior University Experience

• Race and Ethnicity Reporting

• Employee Personnel File

Acknowledgement

• Acknowledgement of Receipt of Notices


Boarding the Cruise Ship


Discuss with Employee

• NEES benefit information

• Drug & Alcohol Abuse and Rehab Program (4 docs)

• HIV/AIDs in the Workplace

• Ethics Policy

• Hazard Communication Act

• Texas Deferred Compensation Program

• Extended Pay Plan

• New Employee Information Sheet


Discuss with Employee

• TAMUNEW – New Employee

Welcome

• Explain parking registration

• Log on to SSO

• Walk through benefits

• Complete Mandatory online

training


Employee Take-aways

• Libraries Quick Reference – URLs and web links

• Access to personnel file

• Job-related skill enhancement pay

• Higher ed scholarship opportunities

• Employee funded educational opportunities

• EOD

• Conferences

• Seminars

• Educational Release Time

• Paid Leave and Holiday schedule


Employee Take-aways

• Equal Employment Opportunity

Brochure

• Sexual Violence Response

Protocol (student counseling)

• University Libraries brochure

• Campus map

• Emergency phone numbers

• Code Maroon

• Ergonomic assessment


University Libraries Vision Statement

The University Libraries will be the indispensable hub

of discovery, learning and creativity at Texas A&M.

The pillars of this vision are a distinguished collection of

information resources, unbounded by place and preserved

for future generations; a suite of innovative, robust

services and dedicated staff exceeding customer

expectations; an inspirational built environment that

delights and invites exploration; an organizational culture

celebrated for its trust, openness to risk, and strengthened

by its collaboration and diversity.


University Libraries Common Purpose

We enrich minds and inspire learning by

providing quality information, services, and

resources to the Texas A&M University Libraries

global community.


Service Standards

Safety

Protecting people, places and ideas

Respect

Welcoming and valuing everyone

Relationships

Building connections with each other and our customers

Excellence

Surpassing service expectations, delivering distinguished content


Welcome Aboard

• Library Pen to sign documents

• Travel Mug (employee holiday

gift last year)

• Disney book Be Our Guest

• Arbinger books

• Leadership and Self-

Deception

• The Anatomy of Peace

• Library logo tote bag

• Name tag


Welcome Aboard

3/24/2014

Library Employee Resources

Is always available

To help!

Call

Email

Stop By

IM


Cruise Ship Underway


• New employee is scheduled to meet with the Dean

• New employee is introduced at our monthly all staff meeting

• New employee is encouraged to sign up for NEW Employee

Welcome Orientation Session and Benefits Orientation Session

• Introduce employee to trainer and co-workers

• Unit and Library Organizational Chart

• Where to get help and information

• Lunch and breaks with a co-worker “buddy”

• Tour the building – washroom, supplies, lounge, meeting areas

Meeting with the Captain and Crew


Cruise Activities


Unit Orientation Checklist

• Supervisor has ready when

employee arrives

• Desk area, chair and

computer setup

• Supplies stocked

• Keys available

• Email groups setup



First Day of Employment

• Attendance and punctuality -- work week job schedule, reporting absences and late arrivals

• Time sheet and leave reporting policies and procedures

• Break/lunch schedule

• Microwave policy

• Food and drink

• Library web site and intranet

• Staff directory and emergency call tree



First Day of Employment

• Library unscheduled closing and hours line

• Emergency/safety procedures

• Location of all entrances and exits, emergency exits and fire extinguishers

• Evacuation plan for building

• Overtime authorization/holiday/

compensatory time

• Departmental flextime

• Reporting injuries and workers’ compensation

• Key/access cards



First Week of Employment

• Explain career ladder/tenure

process

• Ergonomic assessment – contact

unit rep

• Required Meetings – unit and

library

• Business Cards

• Order supplies


First Week of Employment

• Review position description and responsibilities

• Review unit, Library and individual goals for the yea

• Provide benchmarks, performance expectations and standards

• Review initial job assignments and training plans

• Discuss workshops/seminars required by unit

• Mandatory training completed?

• Explain workshops and training for new supervisors • Show Supervisors Toolbox

http://eodinfo.tamu.edu/supervisors/





• Show login/out of computer and proper daily shutdown

• Explain Library IT and Facilities help desks and

procedures for computer and facilities problems

• Explain rules outlining incidental use of University

equipment/resources for personal use

• Explain LeaveTraq, TimeTraq, TrainTraq, HRConnect

• Enter leave in a timely manner

• Update personal information and contacts

• Dress Code

Unit Orientation


Final Thoughts

1. You can’t inform too many times – new

employees are overwhelmed!

2. Use checklists so you don’t forget

3. Educate supervisors on the importance of

employee orientation and use of checklist


Questions?

welcome “onboard” · welcome orientation session and benefits orientation session • introduce...

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