Recruit, Motivate, Coach, inspire


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HR-SURE®

NEW HIRE ONBOARDING GUIDE

Recruit, Motivate, Coach, INSPIRE

The first 90 day of employment (Introductory Employment Period) is the time for supervisors and mentors to execute professional and effective onboarding processes. This includes reviewing administrative procedures, position responsibilities and performance expectations.
The key to successful onboarding is COMMUNICATION. Supervisors and mentors must ENGAGE new hires by continuously assisting them with acquiring knowledge about the company and their specific role, so they can become increasingly productive. Remember, there is only ONE chance to make a great first impression.
All associates involved with the orientation and training of new hires (onboarding) should utilize this guide and reference the steps, processes, forms and documents contained within when a new employee begins work, through their Introductory Period of Employment.
Along with this guide, those involved with the onboarding of new hires should refer to the Job Description, Standard Operating Procedures (including Safety) and Performance Standards that apply.
An authorized Human Resource Representative and/or our Compliance Officer will oversee changes or updates to this guide and will notify all associates involved with new hire onboarding hiring accordingly.
NONE OF THE INFORMATION PROVIDED IN THIS GUIDE SHOULD BE CONSTRUED AS LEGAL ADVICE.
Color Code: Included in this guide; Forms provided under separate cover; Recommended best practice (optional)

NEW HIRE ONBOARDING GUIDE 1

Onboarding Steps: 1

1.One Week Prior to First Day of Work 1

2. Day One – authorized HR Representative or Supervisor 2

3. Post Day One up to 90 Days 3

4. Add Employee Information to Payroll 4

5. Create Employee File(s) –secure location, restricted access 4

6. Week Prior to Day 90 5

7. Day 90 (on or near) 5

New Hire Packet Cover 6

ORIENTATION & TRAINING SCHEDULE 6

Supplemental Training Schedule 8

New Hire Forms Checklist 9

NON DISCLOSURE & CONFIDENTIALITY AGREEMENT 10

Job Description - Sample 11

EMPLOYEE FILES GUIDE 14

Employee Paperwork Checklist 14

Completing Form I-9 14

Maintaining & Reviewing Employee Files 16

Disposal of Records – see below 16

Employee Records & File Retention Guide - Federal 16

Employee Records & File Retention Guide – State(s) 17

90 Day Performance Appraisal 18



Onboarding Steps:

  1. One Week Prior to First Day of Work


    1. Review SIGNED offer letter to verify key information (start date, benefits eligibility, etc.)

    2. Mail New Hire Packet Cover and applicable forms as listed to new employee’s home

      1. CALL the new employee and advise them new employee packet is being sent.

      2. Ask them to bring completed employee specific sections of all forms on their first day.

      3. Confirm first day of work arrival information (where to report, to whom and when).

    3. Further customize and complete the Orientation & Training Schedule.

      1. Collaborate with new employee’s supervisor and/or others involved with onboarding for additional content to be added.

      2. Assign a mentor or peer coach – coach should have lunch with new hire on first day

      3. Oversee and/or execute completion of pre-employment administrative, technology and security tasks (supplies, business cards, logins, etc.)

    4. Further customize and complete the Supplemental Training Schedule.

      1. Applies IF the position or person hired needs offsite, classroom or individualized training beyond the subject matter captured on the Orientation & Training Schedule.
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