Title

New Employee Onboarding for Supervisors

You play an important role in guiding new employees through long and rewarding careers at Ithaca College.  This guide will help you prepare for, welcome, and engage your new employee through the dynamic process of onboarding. Onboarding enables you to bring new employees up to speed on the expectations and the day-to-day responsibilities of their new position as well as the policies, processes, and culture of your office or department at Ithaca College.

We encourage all supervisors to familiarize themselves with the Onboarding Tasks that each new employee will need to complete. These tasks are described on our New Employees website

Preparing for the First Day

  • Ensure offer approval has been obtained in IC HR Cloud
  • Arrange for workplace accommodation requests in advance (if applicable)
  • Announce the hiring of the new employee and arrange for personal introductions with other staff in your department or office
  • Prepare a department “orientation packet” (i.e. departmental policies, org chart, staff directory, department emergency plan, etc.)
  • Prepare designated work area or office space (if applicable)
  • Order employee keys, business cards, name tags, and/or uniforms in advance of start date
  • Plan your schedule so you are available when the new employee arrives on the first day and frequently throughout the first week
  • Identify a buddy — someone who is familiar with the new employee’s role and can help to orient them to the position
  • Plan and schedule any training critical for your new employee to receive within the first few week

The First Full Day

 Employee Engagement:

  • Be available to greet the employee on the first day
  • Initiate introductions to other employees including their assigned “buddy” and understands the buddy’s role
  • Schedule time at the end of the day for a “check-in” meeting

Technology & Access:

  • Provide an orientation to and assist in setting up telephone and computer systems including Duo Authentication, email, calendar, voicemail, etc.
  • Provide a detailed review of the time card entry process
  • Provide information on campus communications – ENS, Intercom, department bulletin board, etc.
  • Submit request for employee’s building access via email to idoffice@ithaca.edu

Work Environment:

  • Take employee on a tour of the office and building that includes key locations (i.e. break room/lounge, restroom, nearby dining locations, mailbox, extra supplies, equipment, etc.)

 Job Duties & Expectations:

  • Schedule time for employees to complete any online training and any remaining onboarding tasks
  • Review job description and responsibilities, performance expectations, and job training plan (if applicable)
  • Discuss the probationary period — confirm work hours, (including breaks) attendance and submitting requests for paid time away
  • Distribute and review department orientation packet (if applicable)
  • Discuss departmental policies
  • Address equipment requirements and/or provide any uniform or apparel needed for work duties

During the First Week

Employee Engagement:

  • Be available to answer questions or clarify expectations
  • Share unwritten rules and traditions specific to the department or office (casual dress days, birthday celebrations, flex options, etc.)
  • Schedule time at the beginning and end of day for a “check-in” meeting during first week
  • Encourage new employee to schedule time with key staff in the department so they can begin to get to know them and the work that they do
  • Discuss frequency & schedule of meetings (i.e. 1-on-1’s, team, department, etc.)

Technology & Access:

  • Ensure employee has access to a fully functioning computer, knows its location, and understands how to use it
  • Ensure employee is aware of the pay period schedule and knows how and when to submit a time card
  • Ensure employee knows how to record paid time away on time card and view remaining balances for paid time away (i.e. regular hours worked, sick time, vacation, holiday, etc.)  

Work Environment:

  • Ensure the employee is settling into the workspace
  • Ensure employee is becoming familiar with the day-to-day responsibilities of their position 

Job Duties & Expectations:

  • Review the annual performance expectations and set appropriate work goals
  • Assign the employee a small project or task that can be completed relatively quickly and easily
  • Provide department or building-specific safety and emergency information
  • Ensure employee has been added to relevant email lists