1. Onboarding Checklist Overview for Human Resources Analysts Office of Human Resources, Virginia Department of Health Onboarding Checklist Overview For Human Resource Analysts Office of Human ResourcesVirginia Department of Health

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

4. 1 2 3 HR Analyst Supervisor Employee 3 Checklists There’s a checklist for you, the HR analyst, the employee’s supervisor and the employee.

5. Quality Assurance We 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 Performance We hope that these tools will ensure that everyone meets the same level of performance.

8. Structure and Components Implementation Basic Structure Let’s review the basic structure of the HR analyst’s checklist and the supervisor’s checklist.

9. Note There is a note at the top of each checklist.

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

11. Human Resources Representative Checklist for New Employees Note 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 Note There 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 Employees Note 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 Note This 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 Day Before the First Day There’s a section that lists tasks to complete before the employee’s first day.

15. Before the First Day NOTES Your Notes There’s a section for your notes below each section.

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

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

18. First Day ADMINISTRATIVE TASKS REVIEW WITH THE EMPLOYEE [See Points to Emphasize - XXXXXX] Points to Emphasize It 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 WEEK ADMINISTRATIVE TASKS REVIEW WITH THE EMPLOYEE [See Points to Emphasize - XXXXXX] First Week The next section lists activities to be completed during the first week.

20. Supervisor’s Checkpoints Second Week First Month First 90 days 6th Month First year The manager has sections for activities to be completed in the 2ndweek, 1st month, 1st 90 days, 6th month and 1st year.

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

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

23. New employee onboarding checklist Instructions: 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. Instructions It 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 supervisor On my First Day, my Human Resource Representative Checkpoints It starts with the first day and lists what the supervisor and human resource representative did and reviewed.

25. On my First week, my supervisor On my First week, my Human Resource Representative Checkpoints It lists the same sections for the first week.

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

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

28. Structure and Components Implementation Next Steps Now 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 Review As 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 Review Once 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. Completion At 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. Attendance Conditions of Employment Direct Deposit Employee Work Profile EPPI card Holidays Hours of Work Office Closings Pay Periods Probationary Period Required Training Telecommuting Orientation Videoconference After the checklist is implemented, we will remove items that are now covered in the orientation videoconference that are also in the checklist.

33. September 1 Implementation Date These 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? Surveys Approximately 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. Johnson Agency Training Resources Coordinator michelle.johnson@vdh.virginia.gov