IST Onboarding Program

Overview

New hire onboarding is the process of integrating a new employee into the organization, the culture and ensuring they have the tools needed to be successful in their new role.  In order to do this, there is preparation that occurs prior to the start date, coordination with the hiring manager, other teams, and a buddy to help get the new hire settled. Some of our goals of the program include; being prepared for every new hire prior to the start date, working closely with the hiring manager, making each new employee feel welcome/included and providing a seamless onboarding experience.         

Link to Roles and Responsibilities Document

Checklist

This checklist is for IST/OCIO managers to use with their new hires after the job offer has been accepted, signed and returned to BRS HR via the SAF Administrator (cfermin@berkeley.edu) and BRS Onboarding has been scheduled.

Before
Employee Arrives:

  • Two - three weeks prior start date, notify the SAF Administrator and HR/Admin Support Team istadmin-help@lists.berkeley.edu of your new hire, and ensure that you have completed the Applicant Deselection Form and Interview Data Form and forwarded to your recruiter from Central HR. 
  • Schedule new employee for New Employee Orientation
  • Plan the employee's first day schedule:
    • Manager should clear their schedule to be with the new employee all day
    • Schedule any welcome activities, lunch or coffee
    • Plan office tour
    • Prepare first assignments
    • Review role description
  • Send new employee pre-arrival information:
    • Date, arrival time and location for first day, including directions, and what to expect
    • Provide first day schedule
    • Call the employee to answer any immediate quesions and invite him or her to call with new questions
  • Prepare first assignments
  • Notify appropriate groups of new employee's arrival:
    • New hire’s new team 
    • HR/Admin Support Team
  • Ensure their new hire has completed/read required campus certification and training during their first week of employment:
    • Sexual Harassment Certificate
    • Cyber Security
    • Ethical Values and Conduct
    • Computing Policy and Guidelines
    • Sign up for required MEP trainings
    • Other Agreements and Policies
  • HR/Admin Team Responsibilities:
    • Update org chart & mailing lists (Clarissa)
    • Request phone and network activation/access (Stephanie)
    • Request and set up new computer/laptop (Stephanie & ITCS)
    • Prepare office supplies (Stephanie)
    • Prepare mailbox (Stephanie)
    • Prepare name plate or office plate (Stephanie)
    • Schedule coffee/lunch dates if requested (Stephanie)
    • Order business cards (Stephanie)
    • Provide emergency kit (BEM Team)
  • BEM Team Responsibilities
    • Help identify cubicle/office space if needed
    • Prepare workspace and grant building access
    • Schedule ergonomic evaluation (if requested)
    • Update building floor plan

First Day:

    First Week:

    • Schedule new employee for networking meetings with appropriate staff and managers
    • Schedule meeting with a mentor/peer buddy 
    • Sign employee up for any training to relevant tools and systems (if appropriate)
    • Review job expectations:
      • Review how performance will be evaluated
      • Establish performance goals and set regular feedback mechanism
      • Establish weekly meetings/trainings or other events
      • Clear expectations of job performance in first three months
      • Clear expectations of job performance and goal for first six months
      • After hours and weekend office access
    • Review Campus Policies:
    • Review office safety issues:

    First Month:

    • Meet with employee to review:
      • Job description and expectations, meeting goals and targets
      • Review work expectations 
      • Discuss experiences, concerns and identify new needs.
      • Introduce challenges that may emerge in the job and plan how to meet them.
      • Review the onboarding process with the employee. Is it working well?
      • Encourage employee's relationship with the work group and department.
      • Provide information for increased understanding of the work group and department.
    • Ensure employee has signed up for benefits prior to enrollment deadline (employee has 31 days after their first day to sign up)
    • If the new hire is in a management role, schedule an intro to the hiring and recruiting process with Clarissa cfermin@berkeley.edu

      Within 6 months:

      • Revisit performance standards and work rules
      • Schedule six month performance review