Human Resources | Human Resources | Virginia Tech



New Employee Onboarding ChecklistThis onboarding checklist provides a framework to welcome new members to our team and help them be successful as quickly as possible. Effective onboarding has a significant long-term impact on a new hire's overall effectiveness in their role. “Sixty-nine percent of employees are more likely to stay with a company for three years if they experienced great onboarding. Best in class companies are thirty-five percent more likely to begin onboarding processes before day one.” (, 2016)Onboarding:Familiarizes newly hired employees with policies, processes, culture, expectations, and day-to-day responsibilities. Helps manage a variety of tasks and requirements initiated once a new hire has accepted a position.Makes new employees feel welcome and excited, confirming their reasons for joining Virginia Tech.An effective onboarding process:Builds the reputation of Virginia Tech as a great place to work.Helps retain employees. Supports new employees and moves them to efficient productivity levels quickly.Builds better team relationships.Virginia Tech’s approach to onboarding in multi-faceted:Desired Learning OutcomeDeliveryBusiness unit/college overview and educate employee on key initiatives.Initial meeting with supervisor.For director level and above, initial meeting with vice president or dean.Educate employee on business unit/college teams, key functions, and operations.Initial introduction meetings with key staff.Business unit/college orientation.Onboarding partner program.Develop institutional knowledge.Attend HR new employee orientation.Connect with leadership.Establish opportunities for new hire to meet key leaders within business unit/college.New Employee Onboarding Checklist _________________________________Employee name_________________________________Employee ID number_________________________________Role title/Appointment type_________________________________Employee PID_________________________________Senior leadership team area_________________________________Work phone_________________________________Start date_________________________________Position numberResponsibility for the onboarding schedule rests with each supervisor, who should be present on the new employee’s first day. The following checklist and timeframes serve as guides to ensure a well-rounded and thorough onboarding process. Supervisors may use their discretion and modify this schedule based on the specific needs of new hires. Create the job offerObjective: Plan in advance to create a welcoming experience and smooth Day 1 arrival for the new employee. Completed or N/AAction FORMCHECKBOX By supervisorCreate Offer Packet by combining the following forms (work with your HR representative as needed). All forms are available on the Resource Guide, unless noted.For Faculty position: Terms of Faculty Agreement (TOFO) and Employment Information Supplement (P12A)For Competitive Internal Hires position: P3A-FFor P-14 position: P-14, Offer Letter and Employment Information Supplement (P12A)For Staff position: Offer Letter and Employee Information Supplement (P12A)For Restricted Staff position: Restricted Acknowledgement Letter, P94For Foreign Nationals: Foreign National Form and Visa-Work Authorization Checklist on the International Support Services website. Relocation Stipend, which is available on Controller’s website, if applicable.For males only: Selective Service Questionnaire, P152 FORMCHECKBOX By supervisorSubmit completed offer package to senior management leader for approval. If applicable, provide a copy of the Relocation Stipend to business/finance manager. FORMCHECKBOX By supervisorSubmit conviction and/or driver’s check request available on the Resource Guide. FORMCHECKBOX By supervisorSend electronic Offer Packet to candidate. FORMCHECKBOX By supervisorCreate a personnel file. Refer to recruitment closing checklist on the Resource Guide. Personnel files are created and maintained by Employee Administration separate from other university employee files. FORMCHECKBOX By supervisorFor competitive recruitment actions: Collaborate with supervisor to close recruitment.Pre-hire ProcessesObjective: Get ready for your employee’s arrival by completing these tasks, which will help get them up and running quickly. Completed or N/AAction FORMCHECKBOX By supervisorConfirm the following details about new employee with your leader:System access needed for position (i.e. HokieMart, PeopleAdmin, Travel and Expense Management, TimeClock Plus, HR Banner, Finance Banner, etc.) then work with your business unit’s business manager and HR Employee Administration to complete access requests and obtain appropriate senior management signatures.Position-specific training.Office location and phone number. FORMCHECKBOX By supervisorOnce candidate’s offer acceptance is received, notify appropriate department contact at least 8 working days prior to start date with the following information: Name, start date, position type and title, current/new employee, PID and Virginia Tech ID if available, and office location. FORMCHECKBOX By supervisorConfirm Conviction/Driver’s Check has been completed; candidate cannot begin working until completed. FORMCHECKBOX By supervisorSend welcome letter to employee to complete PID, Duo 2-factor authentication, Hokies Google, and network accounts and begin reviewing the new hire orientation website. Contact employee directly to ensure information is received. FORMCHECKBOX By supervisorComplete IT Support Request to:Order/update equipment, set up workstation and applicable access (including systems, shared folders, and software). Schedule for IT to meet with employee on first day to complete computer set up. IT will need the following employee information to complete the equipment and set up request: PID, name, job title, senior leadership area, appointment type, supervisor, and start date. FORMCHECKBOX By supervisorNotify business/finance manager of equipment purchases needed for new hire after confirming equipment with IT. Please allow a minimum of 7 business days for equipment to arrive. FORMCHECKBOX By supervisorNotify business/finance manager 8 days prior to start date to ensure that office, phone and division Emergency Action Plan is updated and ready for new employee. Have phone password reset. If Wifi access will be needed, include with request. FORMCHECKBOX By supervisorNotify business/finance manager prior to start date if employee is wage and will record hours using TimeClock Plus. Provide supervisor name and back up approver. FORMCHECKBOX By supervisorPlan a welcome announce with appropriate business contact. Distribute announcement prior to or morning of new hire’s start date. FORMCHECKBOX By supervisorWork with HR Employee Administration to complete and check PWAEBIO screen (which contain employee’s biographical information) in Banner for the following employee information. HR Employee Administration will need to complete as Admins and Hiring Managers will not have access to update:Position locationDemographic informationE-mail address (as listed on application materials) Office address and office phone number. If office number is not available, use candidate’s primary phone number as provided on application materials until office number has been assigned.Mailing address and phone number. Confirm with candidate if they want information published or not. Emergency contact informationFor P-14 and Wage Actions: Complete paperwork and tax forms then work with HR Employee Administration to complete the Banner PAF Action and submit for approval. For Benefited Employees only: Submit offer acceptance documentation (including TOFO/Offer Letter, Employment Information Supplement (P12A), For Males only: Selective Service Questionnaire (P152), For Restricted Staff only: Restricted Acknowledgement Letter, For Foreign Nationals only: Foreign National Form) to HR Employee Administration to have New Employee Orientation scheduled (for new university employees only).Activities: Day One Objective: Make the new employee feel welcome and ensure they have the tools they need to get started. Completed or N/AAction FORMCHECKBOX By business unitEmployee meets with appropriate contact within your business unit to complete/review the following paperwork: I-9, tax forms, direct deposit, etc. FORMCHECKBOX By business unitEmployee meets with appropriate contact within your business unit to complete/review any business-specific forms, which may include but is not limited to the following: State Vehicle Use Policy and Fleet Services Form (FS-2)Avaya 9611g Quick Start Virginia Tech User GuideConfidentiality StatementAcceptable Use and Administration of Computer and Communications SystemsHome Use of Virginia Tech Assets Agreement form, if applicableEmergency Action Plan and location of fire extinguisher, fire exits, first-aid supplies, and AED.Review business unit/college phone list.Review campus map and class meeting times.Issue office keys, if applicable. Provide office supplies. FORMCHECKBOX By supervisorReview key employment information:For all employees: Review pay schedule (salaried click here; wage click here) and dates. Provide printed or electronic copy of Commonwealth of Virginia Pay and Holiday Calendar.For all employees: Review work schedule, specific overtime eligibility and leave request proceduresFor Benefited Employees only: Confirm HR new hire orientation session and what information to take.Hokie Spa for leave reporting, pay statements, personal information, and performance management (if employee is staff).For Non-exempt Employees only: FLSA overview and exempt vs. non-exempt status.For Wage Employees and Supervisors of wage employees only: Review TimeClock Plus system to record hours worked.For salaried employees only, review leave policies and procedures:Explain state holidays and authorized university closings. Provide printed or electric copy of Commonwealth of Virginia Pay and Holiday Calendar. Inform employee if position is considered emergency personnel. Briefly explain when and how to report leave earnings and usage. Direct employee to Applications Support on the Resource Guide for user guides. International arrivals only: Complete electronic check-in with ISS. FORMCHECKBOX By supervisorReview administrative information:Employee’s and supervisor’s work location(s).Review parking areas, bicycle accommodations, and location of bicycle racks.Review business unit/college dress code, if applicable. FORMCHECKBOX By supervisorReview department/position specific onboarding activities, training, and schedule. FORMCHECKBOX By supervisorConfirm with HR Employee Administration the follow details for Banner, if needed: Office address and phone number, work title, department. FORMCHECKBOX By ITHave employee meet with IT to finalize computer, VT accounts, wifi and other set-up as needed. Have IT add employee name and email address into network copier. FORMCHECKBOX By supervisorHave employee register for VT Alerts and review VT Daily (daily email), VT News, and university status webpage with employee. FORMCHECKBOX By supervisorNotify appropriate business contact to add new employee to business unit/college contact lists, listservs, mailbox, organizational charts, etc. FORMCHECKBOX By supervisor or designeeGive employee a tour of the business unit/college. Be sure to include restrooms, kitchen area, copy room, mailboxes, vending machines, and multiple exits. Introduce employee to others business unit/college. FORMCHECKBOX By supervisor or designeeTake new employee to Bursar’s Office to obtain Hokie Passport. State car should be used if available. FORMCHECKBOX By supervisor or designeeTake new employee to Parking Services to obtain temporary/permanent parking pass. State car should be used if available. ................
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