Employee+OnBoarding MASTER

7/31/2019 Employee+OnBoarding MASTER

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Employee On-Boarding Guide

A resource to help with the process of interviewing, hiring,and welcoming new employees.



CompTIA Employee On-boarding Guide – Table of Contents

CompTIA provides the following resources as a guide for hiring and bringing onnew employees. Please feel free to use them as a guide in your new-hirepractices. In most cases, the documents provided will need to be modified torelate to your company’s business.

Table of Contents

THE IMPORTANCE OF ON-BOARDING .............................................................................................. 3

MANAGER ON-BOARDING CHECKLIST ............................................................................................. 5

TELEPHONE REFERENCE CHECK ........................................................................................................ 7

SAMPLE OFFER LETTER, VERSION 1................................................................................................. 9

SAMPLE OFFER LETTER, VERSION 2.............................................................................................. 11

NON-COMPETE AGREEMENT ............................................................................................................ 13

CONFIDENTIALITY AGREEMENT..................................................................................................... 14

AT-WILL EMPLOYMENT AGREEMENT........................................................................................... 14

NEW EMPLOYEE FORMS CHECKLIST ............................................................................................. 16

NEW EMPLOYEE EQUIPMENT CHECKLIST................................................................................... 17

SAMPLE ORIENTATION SCHEDULE ................................................................................................ 18

SAMPLE ON-BOARDING SURVEY ..................................................................................................... 19



The Importance of On-boarding

The Importance of On-Boarding

Welcoming a new employee to your organization seems like a simple thing to do. In manyways, it is very much like a first date. If planned well, it could be the beginning of a wonderfulrelationship. It can spark interest and excitement, giving the new hire excitement about thefuture. If not, the new employee can be made to wonder why they ever said yes to join yourcompany. But, even if you make a wonderful impression on the first day, the work is notover.

Actually, the relationship started with the interview process, which is very much like courting.You engage in dialogue, exchange information, and arrange to meet, to see if there is amutual interest. If there are commonalities (the job requirements and the candidate’sexperience), then you decide that he/she is either the right fit or not. If he/she appears to be

the right fit, then you proceed to the next step. So, actually the first day of work is more like asecond or third date. Or, maybe it’s like meeting the family. Do you now see where this isgoing? Do you see the importance here of the impressions that everyone needs to make?And of course, this includes the new hire.

The concept of On-Boarding is the combination of the orientation process and the integrationprocess. First, you provide an orientation of the company and you give the new hire somebackground about the company, the policies, the benefits, and lots of this type of information.This is all-important, but should be done in layers. Remember, the first day is just anintroduction. You can and should only provide a little bit of information on the employee’sfirst day. As you will see, it is important to schedule meetings with a few people over a

couple of days so as to minimize overload. At the end of each of the first few days, the newemployee should go home feeling excited about what they learned and who they met. Theintroduction of people in the organization should not just serve the purpose of work relatedduties. Individuals, for the most part, want to get into the mix with their co-workers. Theseveral hours they spend at work each day should include interaction with others that isprimarily work, and some of it social. This, of course, taking place during lunch and breakperiods. But this is also the timeframe in which many of the working relationships areestablished. You will be assigning a mentor/buddy who will assist in the on-boardingprocess. The management person who the new employee reports to will be schedulingregular communication with himself or with the mentor. It is important to keep the employeeengaged in the process of learning, communicating, and being productive in order for the

relationship to continue. It is your responsibility to keep the new employee involved,particularly over the next 90 days, in order to increase the success of this relationship.

The objective of hiring this person was to fill an opening on a long-term basis. To keep in therelationship theme, at the end of the probationary period, you should be ready to “tie theknot”. Bear in mind that retention is the result of providing these three things: Respect,Recognition, and Reward. Have you heard the expression; “Actions speak louder thanwords”? Then show your employee respect, acknowledge their contributions, and provide



The Importance of On-boarding

rewards that will encourage them to continue to be productive and happy that they joinedyour organization.



Manager On-boarding Checklist

Manager On-Boarding Checklist

Candidate Name:o You have identified the candidate whose skills meet the job requirements after conferring

with others involved in the hiring process. Contact the selected candidate to indicate the

company’s interest in moving forward in the interview process. Obtain/verify two to three

business references with contact information. Contact the references provided to determine

if the information regarding previous employment is accurate. Try to obtain information

about the overall performance, final salary, and reason for termination. (Former employers

are often reluctant to give information and will only give dates of employment.) Do the best

you can to engage the former employer in dialog about this person, but don’t be

discouraged if you still obtain only limited information. You will need to let your instincts

from that conversation and your interview with the candidate determine if you still want to

move forward.

o Date completed: Initials:

o Contact selected candidate to make a verbal offer of employment. If requested by

candidate, allow time to review offer and a date to respond back verbally. Put a reminder in

Outlook for the agreed upon response date.


o Prepare offer letter and send to candidate. An initial copy can be e-mailed for the purpose

of receiving a signature as soon as possible. A hard copy should be sent by certified mail

and can then be obtained from the candidate when they arrive on their scheduled first day.

(See samples of offer letters provided.) After letter is signed and accepted, contact othercandidates (via e-mail or letter) to thank them for their time and to let them know another

candidate has been selected for the position. Put a reminder in Outlook to do send e-mails

to other interviewees.


o Request information such as date of birth and social security number from candidate to

complete form for pre-employment drug testing. Arrange the drug screening so that it is

scheduled as soon as possible (usually within 24-48 hours from job offer.) Inform candidate

that the offer of employment is dependent upon an acceptable result from the drug

screening. Make sure you obtain results from drug screening before candidate’s st art date.Put a reminder in Outlook to follow up on drug screening. Very important to have this

completed before the candidate’s start date!




Manager On-boarding Checklist

o Contact SSA (Social Security Administration) to verify social security number. See link for

SSA.1 Put a reminder for yourself in Outlook to make sure you do this.


o Create employment file with all the required paperwork for the employee to complete on

his/her first day of employment. (See checklist of basic forms that should be completed by

employee. Additional forms may be required by your state. You can staple the checklist on

the inside cover of the employment file.)


o Identify equipment, keys, passwords, etc. that will be required for use by the employee.

Arrange to have all of these available and functional upon employee’s arrival on his/her

first day of employment. Ensure that workspace is clean and functional and has a

welcoming appearance.


o Prepare an Orientation schedule for employee. This should begin with a list of people the

employee is scheduled to meet with as well as the time and location of the meeting. Include

a list of all of the employees in the company that they will need to interact with, their titles,

and contact information. If possible, you should plan to escort the employee to the first

meeting with each person on the orientation schedule, to make a formal introduction. Put a

reminder in Outlook to call each person you want to include as part of the Orientation.

Confirm a time they will be available.


o Confirm orientation times with everyone on the list. Prepare and deliver a copy of the

schedule to all who are participating in the orientation. This should be done the day before

to minimize last minute schedule changes. Put a reminder in Outlook to do this!


o Contact the new hire the day before to let them know you are looking forward to them

starting the next day and confirm the time you are expecting them. A voicemail or e-mail is

acceptable means of contact, if you are unable to reach them directly. Put a reminder in

Outlook to do this! o Date completed: Initials:

1 http://www.ssa.gov/employer/ssnvs_handbk.htm



Telephone Reference Check


Date:

Applicant Name:

Position Applying for:

Name of Reference:

Job Title: Company:

Contact Number:

Position Applicant held in company:

Dates of employment:

Main duties/responsibilities:

Overall rating of work performance:

Applicant’s strengths:

Areas for improvement:

Please tell me about (say Applicant’s Name here) reliability and honesty.

What was his/her relationship with supervisors and co-workers?




What was (say Applicant’s Name here) reason for leaving?

(Applicant Name) indicated that his/her final salary was __________. Does that

sound right to you? (Only ask if speaking with a supervisor or manager)

Hypothetically, would you rehire ____________?

Is there anything else that you think we should know about _________________?

Reference completed by:

Date:

Additional notes from the conversation:



Sample Offer Letter, v 1

Sample Offer Letter, Version 1

Company Name Company address

Company phone number Company website address

Date

Candidate Name Street address City, State zip code

Dear (Insert candidate first name):

RE: JOB OFFER

Congratulations and welcome to (Insert company name). We are pleased to offer you the position of(insert position title). We trust that your knowledge, skills and experience will be among our most valuableassets. The salary for this position will be (insert salary amount in monetary terms, i.e., $55,000 or $25.00hourly). You will be paid (weekly, biweekly, semi-monthly, monthly) either by check or through direct todeposit to your financial institution. We anticipate your start date to be on June 1, 2010.

(Company Name) is proud to be able to offer to you, in addition to your salary, the following benefitswhich will become effective (insert date, or timeframe; i.e., the first of the monthly following 30 days of

service):• 401(k) retirement account• Annual stock options• Child daycare assistance• Education assistance• Health, dental, life and disability insurance• Profit sharing• Sick leave• Vacation and personal days

To accept this job offer:

1. Sign and date this job offer letter where indicated below.

2. Sign and date the enclosed Non-Compete Agreement where indicated.3. Sign and date the enclosed Confidentiality Agreement where indicated.4. Sign and date the enclosed At-Will Employment Confirmation where indicated.5. Fax or e-mail signed copies of all of the above documents by6. Bring all pages of the signed and dated documents listed above back to us on June 1, 2010.7. Attend new-hire orientation on Monday, June 1, 2010, beginning at 8:00 AM sharp.

To decline this job offer:

1. Sign and date this job offer letter where indicated below.




2. Fax or e-mail a signed copy of this letter no later than May 21, 2010.3. Mail all pages of this job offer letter back to us in the enclosed business-reply envelope, to arrive by

Monday, May 24, 2010.

If you accept this job offer, your hire date will be on the day that you attend new-hire orientation. Plan towork for the remainder of the business day after new-hire orientation ends. A complete benefits packagewill be provided to you at orientation and will be explained to you in detail at that time.

We at (company name) hope that you'll accept this job offer and look forward to welcoming you aboard.Your immediate supervisor will be Jane Doe, Department Manager, (Engineering). Feel free to call Janeor me if you have questions or concerns.

Sincerely,

[Signature]

John SmithHiring Coordinator, Human Resources

Enclosures: 4

Accept Job OfferBy signing and dating this letter below, I, (name), accept the job offer of (position name) by (companyname).

Signature: _________________________________ Date: _____________

Decline Job OfferBy signing and dating this letter below, I, (name), decline the job offer of (position name) by (companyname).

Signature: _________________________________ Date: _____________




Sample Offer Letter, Version 2

Company Name Company address

Company phone number Company website address

Date

Candidate Name Street address City, State zip code

Dear (Insert candidate first name):

RE: JOB OFFER

Congratulations and welcome to (Insert company name). We are pleased to offer you the position of(insert position title). We trust that your knowledge, skills and experience will be among our most valuableassets. The salary for this position will be (insert salary amount in monetary terms, i.e., $55,000 or $25.00hourly). You will be paid (weekly, biweekly, semi-monthly, monthly) either by check or through direct todeposit to your financial institution. We anticipate your start date to be on June 1, 2010.

(Company Name) is proud to be able to offer to you, in addition to your salary, the following benefitswhich will become effective (insert date, or timeframe; i.e., the first of the monthly following 30 days of

service):• 401(k) retirement account• Annual stock options• Child daycare assistance• Education assistance• Health, dental, life and disability insurance• Profit sharing• Sick leave• Vacation and personal days

To accept this job offer:

8. Sign and date this job offer letter where indicated below.9. Sign and date the enclosed At-Will Employment Confirmation where indicated.

10. Fax or e-mail signed copies of all of the above documents by11. Bring all pages of the signed and dated documents listed above back to us on June 1, 2010.12. Attend new-hire orientation on Monday, June 1, 2010, beginning at 8:00 AM sharp.

To decline this job offer:

4. Sign and date this job offer letter where indicated below.5. Fax or e-mail a signed copy of this letter no later than May 21, 2010.6. Mail all pages of this job offer letter back to us in the enclosed business-reply envelope, to arrive by




Monday, May 24, 2010. If you accept this job offer, your hire date will be on the day that you attend new-hire orientation. Plan towork for the remainder of the business day after new-hire orientation ends. A complete benefits packagewill be provided to you at orientation and will be explained to you in detail at that time.

We at (company name) hope that you'll accept this job offer and look forward to welcoming you aboard.Your immediate supervisor will be Jane Doe, Department Manager, (Engineering). Feel free to call Janeor me if you have questions or concerns.

Sincerely,

[Signature]

John SmithHiring Coordinator, Human Resources

Enclosures: 4

Accept Job OfferBy signing and dating this letter below, I, (name), accept the job offer of (position name) by (companyname).

Signature: _________________________________ Date: _____________

Decline Job OfferBy signing and dating this letter below, I, (name), decline the job offer of (position name) by (companyname).

Signature: _________________________________ Date: _____________



Non-compete Agreement

Non-Compete Agreement

For good consideration and as an inducement for_________________ (Company) to

employ _________________________ (Employee), the undersigned Employee hereby

agrees not to directly or indirectly compete with the business of the Company and its

successors and assigns during the period of employment and for a period of _____ years

following termination of employment and notwithstanding the cause or reason for

termination.

The term "not compete" as used herein shall mean that the Employee shall not own,

manage, operate, consult or be employed in a business substantially similar to, or

competitive with, the present business of the Company or such other business activity in

which the Company may substantially engage during the term of employment.

The Employee acknowledges that the Company shall or may in reliance of this

agreement provide Employee access to trade secrets, customers and other confidential

data and good will. Employee agrees to retain said information as confidential and not

to use said information on his or her own behalf or disclose same to any third party.

This non-compete agreement shall extend only for a radius of ________ miles from the

present location of the Company and shall be in full force and effect for ________ years,

commencing with the date of employment termination.

This agreement shall be binding upon and inure to the benefit of the parties, their

successors, assigns, and personal representatives.

Signed this _____ day of ________________________ 20____.

_______________________________________

Company Representative

_______________________________________

Employee



At Will Employment Agreement

Confidentiality Agreement

Click here to create your customized agreement

http://www.comptia.org/members/legal/templates/NDA.aspx





At Will Employment Agreement

At-Will Employment Agreement

In consideration of my employment with (Company Name), I understand that my

employment and compensation are at-will and therefore can be terminated, with or

without cause, at any time without prior notice, at my option or (Company’s Name)

option. This at-will employment relationship will remain in effect throughout my

employment with (Company Name) unless an express written agreement is

executed by an authorized representative of (Company Name) and me. I fully

understand that this at-will employment relationship cannot be modified by any

verbal or implied agreement. I also understand the company’s employee handbook,

any conduct, practice, policy, award, promotion, performance appraisal, transfer, or

length or service will not modify this at-will relationship.

I acknowledge that I have read and fully understand this Agreement, and that I have

entered into it voluntarily. I also acknowledge that I have been given the

opportunity to discuss this Agreement with my own legal counsel before signing it

and have availed myself of that opportunity to the extent I wish to do so.

Agreed:

Date: __________________________ By: ______________________________

(Employee Signature)

Date: __________________________ By: _______________________________

(Company Representative Signature)



New Employee Forms Checklist

New Employee Forms Checklist

o Employment Applicationo Tax Withholding Form

o Federal

o State

o Form I-9

o Direct Deposit Authorization Form

o Emergency Contact

o Equipment Checklist o Employee Handbook

o Orientation Schedule

o Orientation (Employee) Checklist

o Benefit Enrollment Forms

o Medical

o Dental

o Visiono Life Insurance (company provided)

o Voluntary Life Insurance

o Disability (Short Term)

o Disability (Long Term)

o 401k

o Flexible Spending Account (FSA)

o Health Savings Account (HSA)o Health Reimbursement Account (HRA)



New Employee Equipment Checklist

New Employee Equipment Checklist

Computer(s)o List types provided (desktop, laptop)

o Date issued:

o Serial numbers:

o Signature of employee:

__________________________________

Keys/keycards

o Access to building

o Access to internal rooms in the building

o Timecard

o Company vehicle

o Date issued:


__________________________________

Telephones

o Desk phone extension number________

o Cell phone number _________________

o Date issued:


__________________________________

Other Equipment/Company Property:



Sample Employee Orientation Schedule

Sample Orientation Schedule

Start Date: July 6, 2010

Tuesday July 6th

Time Meeting With: Location

8:00 – 9:30 Your Manager Conference Room A

9:30 – 10:00 Mary Smith-Office

Mgr.

Conference Room A

10:00 - 11:00 Walt Meyer – Sales

Mgr.

His office – 2nd floor

East

11:00 – Noon Jerry Peters – CS

Director

His office – 2nd floor

West

Noon- 1:00 Lunch Wildfire

1:00 – 1:30 Open

1:30–

2:30 Ron Carl–

Dir. Of Finance

His office–

1st floorEast

2:30 – 3:30 Amy Lane –

Marketing Mgr.

Her office – 1st floor

West

3:30 – 4:15 Rick Sands –

Warehouse

Distribution Center

4:15–

5:00 Your manager Her office



Sample On-Boarding Survey


For training purposes, we would appreciate your feedback on your on-boarding

experience. Our goal is to make a new employee feel welcome and to make sure weprovide the right training for them to become a productive member of our organization.

With that in mind, please help us by providing answers to the following questions. We

ask that you provide comments especially if you answered No or Somewhat to any

question. Your responses will be kept confidential and will be shared only as an overall

summary.

Would you consider your first day on the job productive?

1) Yes

2) No

3) Somewhat

Comments:

Were you provided with an Orientation Schedule and the opportunity to meet other

members of the organization that you were going to work with?

1) Yes

2) No

3) Somewhat

Comments:

Did you find this to be helpful? If not, what suggestions can you make to improve this

process?

1) Yes

2) No

3) Somewhat

Comments:




Did you have a buddy/mentor assigned to you? Did you find this to be helpful?

1) Yes

2) No

3) Somewhat

Comments:

Did you have regular meetings with your supervisor/manager? Did you find this to be

helpful?

1) Yes

2) No

3) Somewhat

Comments:

Were the expectations/goals set for you by your supervisor/manager clear and

manageable?

1) Yes

2) No

3) Somewhat

Comments:

Was your supervisor/manager available to discuss your questions, concerns, and

training needs? If not, what could he/she have done better?

1) Yes

2) No

3) Somewhat

Comments:



Did you receive the right amount of training to be able to perform your job? If not,

what training could you have benefited from that was not provided?

1) Yes

2) No

3) Somewhat

Comments:

Were you provided with information regarding company benefits that you were eligible

for? If so, were they explained to you so that you were able to enroll on a timely basis?

1) Yes

2) No

3) Somewhat

Comments:

Were you provided with a copy of the Employee Handbook on your first day? Did your

supervisor/manager or Human Resources cover the company policies and answer any

questions you had?

1) Yes

2) No

3) Somewhat

Comments:

Can you please provide any suggestions that would make our on-boarding process

better? We sincerely appreciate your responses to the questions and value your input.

Thanks for your assistance.

Documents

Employee+OnBoarding MASTER