New Employee Onboarding Plan and Checklist

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Your Personalized Onboarding

Plan and Checklist 2/15/17

Succeed@USFSP

USFSP Mission: Inspire scholars to lead lives of impact

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Table of Contents

Getting Onboard

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Onboarding Team Roles

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Onboarding Checklist

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Welcome to the USFSP community!

We are happy to be participating in this on-boarding with you. We understand that the first days,

weeks, and months are filled with new information and lots of questions. Your success at USFSP is of

paramount importance and, therefore, we have put together this program with what we think you may

need or want to know about USFSP and the USF System.

USFSP is growing and its many accomplishments rest on the passion and commitment of our faculty,

students, and staff. We hope you are inspired by the culture of excellence and feel supported by a

dynamic campus community.

During your onboarding process, we want you to become familiar with USFSP and build connections with

colleagues. Below are some key things to consider throughout the onboarding process:

Build relationships

Be open to learning about the culture

Ask questions to ensure an understanding of your role

Seek multiple points of view

Work with your manager and colleagues to determine and clarify performance measures

Learn about the Vision 2020 Strategic Plan and the strategic goals and objectives

Proactively participate in the onboarding process by supporting the creation and execution of the

onboarding plan

As part of the onboarding process, you will be meeting with those identified as people who can provide

information for you and those who interface with your role. This is a great time for you and these individ-

uals to:

Provide a description of your roles

Discuss potential points of connection/interface

Discuss helpful perspectives on the organization and culture from your point of view

Get their perspective on how to be successful at USFSP

Address questions you may have for the individual

In the next few pages, you will see the different roles participants play in your onboarding process. There

is also a checklist to help you through the process.

We look forward to working with you!

Getting Onboard

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Onboarding Team Roles

An onboarding team should consist of the Hiring Leader, a carefully selected Onboarding Partner and the

New Employee. Department Managers/Administrative Contact and Human Resources also play support roles

by providing templates and consultation. This chart documents the role that each plays.

Department/Admin

Contact and HR Support Hiring Leaders Onboarding Partner New Employee

Department Administrative

Contact - Provide tools; as-

sist hiring leader in creating

the onboarding plan

Create a personalized on

boarding plan (i.e., identify

onboarding partner, valuable

onboarding activities, events

and key stakeholders).

Work with the Hiring Leader on

creation of a personalized on

boarding plan (i.e., identify

valuable onboarding activities,

events and key stakeholders).

Listen and brainstorm ideas

that you think will help you

learn your new role.

Work with Hiring Leader to

ensure office space and sys-

tem access are provided, as

well as other logistics.

Coordinate Pre-Arrival

contact for first or second day

of new team member.

Serve as onboarding partner for

new team member. Build relationships.

Ensure office space and

system access are provided

Day One. Oversee other

pre-arrival logistics.

Help the new team member

navigate the organization.

Be open to learning about

the culture.

College HR - Provide

consultation and tools; and

facilitate process

Check in with new employees

to make sure they have what

they need on their first day as

well as again when new ques-

tions arise.

Provide insight about the cul-

ture and how the organization

works.

Ask questions to ensure

understanding of charge

and role.

Assist new team member with

integration into peer group.

Connect the new team member

to peers and key stakeholders.

Work with Hiring Leader

and colleagues to

determine and clarify

performance measures.

Establish time-based mile-

stones to check in with new

employees to see how things

are going. For e.g., 30, 60,

90, and 180 day milestones

are good markers to

consider.

Meet regularly to touch base

and check progress.

Proactively participate in

the onboarding process by

supporting the creation

and execution of the

onboarding plan.

Review Performance man-

agement process and expec-

tations.

Ensure new team member has

necessary resources; provide

contacts.

Seek multiple points of

view.

Maintain open lines of

communication and collect

feedback about the

onboarding process.

Provide support on systems and

process questions until training

is completed.

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Onboarding Checklist

This checklist is designed to assist with the onboarding process. Onboarding is a long-term process that begins before

your start date and continues for at least 6 months. This checklist is organized chronologically and helps you prepare for

your new role. Once you start you can work together with your manager to complete the checklist. The hiring manager

may add additional activities that are relevant to your role. Internal transfer employees may have items omitted that are

not applicable.

BEFORE HIRE

Done To Do

Prepare for your first day.

Check what hire documentation, including proof of eligibility to work in the United States, you may need for

your first day

Complete New Hire Paperwork

Confirm date, time and location of new employee orientation

Review any “pertinent reading material” that may have been identified by your department (including policies

& procedures), review department website

FIRST WEEK

Done To Do

New Hire Onboarding Orientation:

Sign up for New Hire/Benefits Orientation

Important Deadlines & Dates: ________________________

Stop by Business Services to pick up your complimentary two week parking pass; Review Parking options. Drop

off signed offer letter if HR does not have it

Obtain Employee ID Number & set up NETID (instructions in New Hire Paperwork)

Obtain your ID badge. Be sure to bring your offer letter and U-number.

Department will assist in setting up your email

Enroll your cell phone in MoBull Messenger to receive emergency communication

Meet with your Onboarding Partner

Complete your eDisclose. Located under MyUsf>Business Systems>eDisclose

Tour of Campus, building, and floor; be certain to identify entrances and exits, emergency exit routes, fire extin-

guishers, fire pull alarms and restrooms

Receive office and building keys and/or arrange electronic access

Review building safety/security/emergency procedures

Explore the Myusf portal once you have a NETID

Note the IT Help Desk (727)873-4357 and On-line Service Request

View the GEMS Self-Service Tutorial to learn about leave, viewing and printing your paycheck stub, set up di-

rect deposit banking info and W-4 Tax withholding allowances, and changing your home address

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Onboarding Checklist Cont’d

FIRST WEEK CONT’D

Done To Do

Update emergency contact information in GEMS Self Service.

Review the Florida Sunshine Law and ask your manager how it applies to you in your role

Review USFSP’s Policies and Regulations page

Review job description and job functions, competencies, and expectations for working in the department. It may

be helpful to check with your department about these things:

___ Get a copy of your job description

___ Department Org Chart

___ Department goals and mission

___ Your work schedule

___ How you will be trained – by whom

___ Performance indicators for your job

___ If staff, there is a 6-month probation period

___ How performance management is evaluated (whom, how often)

___ Time reporting/Payday Schedule, leave policy/reporting, accrual of sick/vacation leave

WITHIN FIRST TWO WEEKS

Done To Do

Meet with your manager to understand the purpose of your role; how your work fits into the department’s

mission; and how it contributes to the university’s mission and vision. Identify the early contributions you can

make.

Note any early trainings that you will need and visit Atomic Learning Website at

MyUSF>Learning & Teaching Tools>Software Tutorials

Career development opportunities: Administrative and Staff full time employees are provided with the oppor-

tunity to continue their education through the Employee Tuition Program.

Explore parking options. Your complimentary pass will expire after 2 weeks. Use this time to ask

co-workers about preferred parking & transportation options for your area.

Keep open communication with your manager about your initial learnings and training needs. Request time

to go over performance expectations & goal-setting process. If you are a Staff employee, review any neces-

sary information related to your probationary period.

Have lunch with a co-worker. Walk around campus and check out all that is going on.

Review USFSP Perks.

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On-Boarding Checklist Cont’d

WITHIN FIRST MONTH

Done To Do

Complete your eDisclose, if you haven’t already completed. Located under MyUsf>Business Sys-

tems>eDisclose

Enrollment for health benefits. You can view and enroll in a plan through My benefits Website

*Most health benefits require signup within 60 days of hire.

Purchase your parking permit at Cashier’s Office located in Bayboro Hall, first floor M-F, 8:00 a.m.-5:00 p.m.

or purchase online at Parking and Transportation Website.

Enroll in training classes and complete required training as determined by your supervisor/position.

Review the USFSP mission, values, strategic plan

Stay informed about news and information for USFSP employees at USFSP News

WITHIN FIRST THREE MONTHS

WITHIN FIRST SIX MONTHS

NOTES:

Done To Do

Consider “shadowing” an employee or your supervisor for exposure to the department and organization.

Ask your supervisor if you should complete additional training or professional development.

90 day (ORP) Retirement Benefit Deadline (FRS plans 5 Months from month of hire): for more information

please visit MyFRS.com

Done To Do

If you are a staff employee, your probationary period ends at six months, so expect feedback on what you

have done well and areas you may need improvement in. If you are an administrative employee, ask for the

same feedback from your supervisor.

Review progress on job duties, expectations, performance goals and professional development goals. Visit

USFSP’s Performance Management page for guidance.

Regularly discuss your USFSP experience with your manager.

Is everything what you expected?

What’s working well, what could be improved?

Do you need extra support, training or resources?

Discuss your professional development goals and recognize appropriate learning opportunities