Onboarding Checklist Overview

Office of Human ResourcesVirginia Department of Health

For Human Resource Analysts

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

1 2 3

HR Analyst Supervisor Employee

3 ChecklistsThere’s a checklist for you, the HR analyst, the employee’s supervisor and the employee.

Quality AssuranceWe want to ensure that each new employee gets the same information in a timely manner.

“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

High PerformanceWe hope that these tools will ensure that everyone meets the same level of performance.

Structure and Components

Implementation

Basic StructureLet’s review the basic structure of the HR analyst’s checklist and the supervisor’s checklist.

NoteThere is a note at the top of each checklist.

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.

HUMAN RESOURCES REPRESENTATIVE CHECKLIST FOR NEW EMPLOYEES

HR Representative’s NoteThis note re-emphasizes the importance of onboarding and providing a consistent, positive experience for each new employee.

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.

HUMAN RESOURCES REPRESENTATIVE CHECKLIST FOR NEW EMPLOYEES

HR Representative’s NoteThere is also a note that lets you know what to do if an item on the checklist is not your responsibility.

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 CHECKLIST FOR NEW EMPLOYEES

Supervisor’s NoteThis note explains the important role that supervisors play in employee retention and the purpose of the checklist.

What Follows…After the notes, both checklists follow a similar structure.

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BEFORE THE FIRST DAY

Before the First DayThere’s a section that lists tasks to complete before the employee’s first day.

BEFORE THE FIRST DAY

NOTES

Your NotesThere’s a section for your notes below each section.

FIRST DAY

ADMINISTRATIVE TASKS

REVIEW WITH THE EMPLOYEE

[See Points to Emphasize - XXXXXX]

First DayThe next section lists administrative tasks and information to review with the new employee on his/her first day.

FIRST DAY

ADMINISTRATIVE TASKS

REVIEW WITH THE EMPLOYEE

[See Points to Emphasize - XXXXXX]

Points to EmphasizeNotice the “See Points to Emphasize” in blue italics beside certain items. These points are on the last few pages of the checklist.

FIRST DAY

ADMINISTRATIVE TASKS

REVIEW WITH THE EMPLOYEE

[See Points to Emphasize - XXXXXX]

Points to EmphasizeIt 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.

FIRST WEEK

ADMINISTRATIVE TASKS

REVIEW WITH THE EMPLOYEE

[See Points to Emphasize - XXXXXX]

First WeekThe next section lists activities to be completed during the first week.

Supervisor’s CheckpointsThe manager has sections for activities to be completed in the 2nd week, 1st month, 1st 90 days, 6th month and 1st year.

SECOND WEEK

FIRST MONTH

FIRST 90 DAYS

6TH MONTH

FIRST YEAR

SECOND MONTH

10TH MONTH

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

Employee’s ChecklistThe employee’s checklist has a similar structure.

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.

NEW EMPLOYEE ONBOARDING CHECKLIST

InstructionsIt begins with instructions that explain what the everyone should do, in what time period and how the checklist should be stored.

ON MY FIRST DAY, MY SUPERVISOR

ON MY FIRST DAY, MY HUMAN RESOURCE REPRESENTATIVE

CheckpointsIt starts with the first day and lists what the supervisor and human resource representative did and reviewed.

ON MY FIRST WEEK, MY SUPERVISOR

ON MY FIRST WEEK, MY HUMAN RESOURCE REPRESENTATIVE

CheckpointsIt lists the same sections for the first week.

DURING MY SECOND WEEK, MY SUPERVISOR

DURING MY FIRST MONTH, MY SUPERVISOR

CheckpointsFor the second week and first month, it lists items that the supervisor should have completed.

SignaturesAt the end, there are spaces for your signature, the employee’s signature and the supervisor’s signature.

Structure and Components

Implementation

Next StepsNow that you know why we developed the checklist and explored the various components of each, let’s review the next steps.

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your offer!

Checklist ReviewAs soon as you know the employee’s start date, you and the supervisor should review the checklist and complete “Before the First Day” tasks.

Regular ReviewOnce the employee begins, you should review the checklist weekly to identify what you’ll need to do or review the following week or month.

CompletionAt 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.

AttendanceConditions of EmploymentDirect DepositEmployee Work ProfileEPPI cardHolidaysHours of WorkOffice ClosingsPay PeriodsProbationary PeriodRequired TrainingTelecommuting

Orientation VideoconferenceAfter the checklist is implemented, we will remove items that are now covered in the orientation videoconference that are also in the checklist.

September

1

Implementation DateThese checklists are not mandatory . However, we would like all work units to begin using them by September 1.

1. Did you have a new employee in the past 30 days?

2. Did you use the checklist?

3. How many supervisors had a new employee in the past 30 days?

4. How many used the checklist?

5. Did you find it helpful?

6. Did your supervisors find it helpful?

SurveysApproximately 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.

For More Information, Contact Michelle E. Johnson

Agency Training Resources Coordinatormichelle.johnson@vdh.virginia.gov

Thank you for your attention!