Department Orientation for New Employees – Guidelines for Supervisors
Contents
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Summary
Guiding Principles
Before the Employee Arrives
First Day on the Job
Follow-up Meetings
Supervisor's Checklist for New Employee Orientation
Summary
Effectively orienting new employees to the campus and to their positions is critical to
establishing successful, productive working relationships. The employee's first interactions with
you should create a positive impression of your department and the campus. The time you
spend planning for the new person's first days and weeks on the job will greatly increase the
chance for a successful start.
Guiding Principles
An effective orientation will:
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Foster an understanding of the campus culture, its values and its diversity
Help the new employee make a successful adjustment to the new job
Help the new employee understand her role and how she fits into the total
organization
Help the new employee achieve objectives and shorten the learning curve
Help the new employee develop a positive working relationship by building a
foundation of knowledge about campus mission, objectives, policies, organizational
structure and functions
Before the Employee Arrives
The new employee orientation (NEO) process begins before the employee comes to work.
Planning ahead for your new employee's arrival will allow you to spend productive time on
that first day. So, before the employee arrives you should:
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Have job description template completed with detailed information as to duties of the
position
Notify everyone in your unit that a new person is starting and what the person's job will
be
Ask the other staff members to welcome the new employee and encourage their
support
Prepare interesting tasks for the employee's first day
Make a copy of the job description, university and department organization charts
Call HR and request New Employee Orientation (University overview)
Ensure the employee's work location is available, clean, and organized
Ensure a copy of the appropriate employee handbook and/or contract is available for
the employee (Internet address for current handbooks is:
http://www.stfx.ca/administration/hr/handbooks.htm
Have benefits information available or have employee contact HR upon arrival
If possible, identify a staff member to act as a guide for the first week
Put together a list of key people the employee should meet and interview to get a
broader understanding of their roles
Arrange for a building and office key if necessary
Draft a training plan for the new employee's first few months
The First Day on the Job
A new employee may be anxious about starting a new position. Try to create a comfortable
environment and remember not to overwhelm the new employee with too much information
on the first day. Orientation is a continuing process, so there will be plenty of time to give the
employee all the necessary information. On the first day, you should:
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Give a warm welcome and try to reduce any nervousness the new employee may feel
Discuss your plan for first day and first week
Introduce the employee to other staff members (as available)
Arrange to have lunch with the new employee
Show the new employee around the office
Review the job description (employee to sign), departmental expectations and
organizational charts
Review telephone, fax, e-mail, and Internet use
Be sure to refer the employee to the HR Officer Compensation and Benefits (Anne
Walsh Ext. 2391) for benefits and pension enrolment if he or she is eligible.
Follow-up Meetings
Over the next few weeks, schedule meetings with the employee to discuss the following:
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Employee's overall impressions. Find out how the employee perceives your department
so far. If there are any problems or concerns, address them
Department work rules. Review your department's work rules with the new employee.
Discuss attendance guidelines, call-in procedures, and requests for time off
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Security. Discuss your department guidelines on security, such as keeping doors,
cabinets, and file drawers locked etc.
Training plan. Discuss your training plan with the employee. Consider incorporating
any changes the employee suggests. Implement any changes that you both agree
upon.
Other resources. Tell the employee about any other resources that will help, such as
the Business Office, Payroll or your department’s internal and external mail services.
NEO - Department Orientation Checklist
Orientation Topic:
Before Arrival:
Agreed start date and time
Letter of Offer sent and returned with signature
TECHNOLOGY ACCOUNT REQUEST FORM
Directions to the Department
Parking information
Schedule for the first day or first week (if possible)
Brief information about the department and personnel
Job Description (HR template) completed
Warm welcome to department
- Lunch with Supervisor and anyone else in
department
To be completed:
Before start date
Before start date
Fax to TSG 3 working
days prior to start date
Before start date
Before start date
Before start date
Before start date
Before start date
ATTACHED
Day 1
Week 1
Registration Information:
- Supply bank details for direct payment
- Supply Social Insurance Number
- See HR Officer for Benefits/Pension enrolment if
eligible (Anne Walsh)
Week 1
Work area tour:
- Tour of work area and first introductions
- Entrances and car parking
- Washrooms
- Provide required keys
- Common room / drinks facilities / food facilities
- Emergency exits / procedures
- IT – Access to WebFX
- IT – Access to Email
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Day 1
Orientation Topic:
Completed:
Day 1
Day 1
To be completed:
Completed:
Job Introduction:
- Introduction to colleagues and supervisors
- Supervision / whom to approach for assistance
- Discuss daily working hours and personal
commitments
- Requirements of the position (sign job description)
- Probation period and objectives
- Office organization:
stationery/mail/photocopiers/post
- Staff meetings
- Confidentiality and Ethics
- Travel and Reimbursement (if applicable)
- Key Contacts (Finance /HR Dept, etc)
Health & Safety:
- Smoking policy (if applicable)
- Evacuation procedure / Fire drills
- First Aid / Accident Reporting
- Work station adjustments
Policies / Practices:
- IT / Email / Internet Use
- Information Security
- Harassment & Bullying
- Training opportunities
- Financial Regulations
- Expenses & claims (if applicable)
- Study Leave/Research funding (if applicable)
More Key Information:
- Book new employee for University New Employment
Orientation (Call HR)
- IT Support (Helpdesk, website)
- Daycare Information (Also on web)
- Benefits, pension and payroll information and
contacts
- Sports Facilities
- Stores/food facilities on campus
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End of Induction
End of Induction
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End of Induction
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Technology Support Group
Location: Nicholson Hall 43
Toll Free: 1-888-860-2356, Local: (902) 867-2356, Fax: (902) 867-3736
Email: [email protected]
Employee Account Request Form
Instructions:
1. The form is to be completed by all Supervisors or Managers requiring access to technology systems for new employees to StFX.
2. Necessary approval must be acquired (as indicated below) before accounts can be created.
3. A minimum 3 day turn-around time is required for all account and technology usage requests. Please fax form to fax number above.
Submission Date: ____/____/____ (DD/MM/YY)
First Name: ______________________Middle Initial: _____________Last Name: _________________________
Department : _______________________________________________________________________
TELEPHONE SERVICES
Each staff member is entitled to phone service. This service includes access to a phone and a personal voicemail box.
Telephone service requested: … Yes
… No
Office Location: Building: ____________________________
Room Number: ____________________________
Is there a telephone jack available in the room?: … No
… Yes
Are you taking over an existing extension?:
… No
… Yes – Extension _________
Is long distance service required?:
… No
… Yes – Account number to be billed: _______________
WEBFX ACCOUNT
Access to StFX computing resources is granted via a username and a password. The owner of an account is responsible for all use of that account. A WebFX
account provides the user with login access, an email account, personal file storage space, and personal web space.
WebFX account requested: … Yes
… No
Access to Lab Printing … No
… Yes
Printing Account # to charge __________-________
WebFX access must be authorized by your immediate supervisor.
MESAMIS ACCOUNT
mesAMIS allows staff members access to corporate information reports such as financial reporting, telephone real-time billing, and the faculty and staff directory. In
addition to these you may require access to specialized reports.
mesAMIS account requested: … Yes
… No
A mesAMIS account can be created with the same access profile as another user. If you require similar access as another user please indicate the name of the user:
Name of User: ____________________________
mesAMIS access must be authorized by your immediate supervisor.
Name of Supervisor: ____________________________
Signature of Supervisor: ____________________________
BANNER FORMS ACCOUNT
Banner is the student information system used at StFX. Banner Forms accounts are available to specific departments that are responsible for maintaining student,
financial, and advancement data. Due to the sensitivity of the data contained in this system user account requests must be approved by one of the following Banner
Administrators: student data – Registrar, business office data – Manager Financial Systems and Reporting, alumni data – Advancement Coordinator.
Banner Forms account requested: … Yes
… No
A Banner Forms account must be created from an existing user account profile. Please indicate the account to be replicated:
Name of User: ____________________________
Banner Forms access must be authorized by a Banner Administrator.
Name of Banner Administrator: ____________________________
Signature of Banner Administrator: ____________________________