XLS hr.duke.edu
Pre-Offer AcceptanceSend offer letter. Should include position, title, salary,etc. (see sample templates on HR website)Pre-Hire PreparationComplete Hire iForm and submit appropriate hire paperwork to Duke Human Resources and Corporate Payroll ServicesSend Department Welcome Letter to new employee which should confirm position, title, salary, supervisor and when/where to report (See template Department Welcome Letter). Include union contract if appropriate. Include any other documents you want employee to have in advance of first day of employment.Call new employee to confirm receipt of Department Welcome Letter and confirm start date, place, etc.Send internal memo to department announcing new employee's arrival date and responsibilities (see template New Employee Announcement)Ensure cleanliness and order of work area. Set up office space with phone, computer, supplies, office keys, etc. Order/install telephone, phone number and voicemail accessArrange for computer login and password setup, email setup, and any required software installationDevelop department welcome and orientation binder (see template Orientation Binder Suggestions for list of items you may want to include)Register employee for Duke orientation at []. Benefits packets are distributed at the Duke orientation event.Select and train an orientation buddyCreate a schedule for new employee to include introduction to orientation buddy, required training, attendance at Duke orientation event, meetings with supervisor, meeting with working colleagues within and outside of department, etc.Coordinate a meaningful first work assignmentArrange team lunch with supervisor for first day of workNew Hire Introductions (First Day through First Week of Employment)During first dayGreet the employee and introduce to co-workers and work areasIntroduce employee to orientation "buddy" and explain role of orientation buddyReview information provided in department orientation binderReview job description and expectations Assign first project/assignment and schedule follow up meeting to discuss any questions employee may have after beginning work on project/assignmentReview first week schedule of activitiesTake staff member to ID office and parking department Welcome lunch with supervisor and orientation buddyDuring first weekReview Duke's mission, vision and guiding principlesEnsure employee understands relationship between their job, the department and the institutionReview job responsibilities and expecations (30, 60, 90 days), work relationship with others in the department and department/Duke policies
(work rules, work schedule, time away from work, meal break/work breaks, pay policies and procedures, office supply order procedure, severe weather plan, work attire, emergency procedures, parking, building access, telephone/email policies, etc.)Review department priorities/key projects for coming yearEmployee should complete online workplace safety trainings relative to position and work locationHost welcome celebration with departmentDevelop department personnel file for employee. If employee is transfer within Duke, obtain department personnel file from employee's previous department.New Hire Orientation (First Day through First Month of Employment)During first monthEnsure employee attends Duke orientation to gain overview of organization, mission, vision, values, total compensation and HR programs. Benefits representatives will be present to assist in enrollment. Staff handbook will be provided. [] []Follow up with employee after orientation event to ensure understanding of critical messages and expectationsEncourage employee to take advantage of the many cultural events and unique offerings available at Duke. [See Benefits Unique to Duke website: hr.duke.edu/benefits/unique.html]Department Orientation (First 30, 60, 90 Days of Employment)Meet regularly with employee to answer questions and ensure they are becoming acclimated to department and positionConduct 30 and 60 day meetings with supervisor to review employee questions and establish performance expectations/goals. Ensure employee is becoming acclimated to department and position responsibilitiesObtain signed copy of Duke Staff Handbook Acknowledgement of Receipt and Confidentiality Agreement. Keep in department personnel fileEnsure the employee has signed up for benefits within 30 days of date of hireConduct 90 day evaluation meeting and form (end of Orientation and Evaluation (new hire) or Trial (transfer) period). Decision should be made to recommend successful completion, extension of period for 30 days, or discharge because of unsuccessful completion of review period.Assess the department's orientation process, encourage feedback from employeeReview and determine employee's professional development plan for coming yearOngoing Onboarding (After First 90 Days through First Year of Employment)OngoingSchedule and conduct 120 day meeting with supervisor to review progress of employee towards performance expectations and goalsReview and implement professional development opportunitiesConduct mid-year performance evaluationConduct annual performance evaluation ................
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