Onboarding

• Stay in touch. That means not waiting to make a disposition and have the system automatically contact them with updates. Don’t ghost your candidates.
• Once the offer letter is accepted, inform the rest of the team about the new employee. 
• Send a Welcome to The College at ASU card, or something similar, signed by you and the rest of the team as soon as the offer is accepted. 

• Ask the employee to complete a new hire packet and a Form I-9 employment eligibility verification online before their first day. Make appointment for fingerprinting, if applicable. 
• Ask the employee to:
  • Upload a picture of themselves to request a Sun Card.
  • Obtain a parking permit.

Complete the Dean’s Office Onboarding form, if applicable, using the Armstrong Support desktop icon to order room/cubicle signage, name tags, phone number, business cards and any distribution lists the employee should be added to. Include any other special technology needs as well. Submit a Dean's Office IT request, if applicable, to obtain a laptop and ensure all needed programs and plug-ins are included.

• Obtain the new employee’s ASURITE and ASU ID number. Ensure the new hire has activated their ASURITE by using their activation code emailed to them. 
• Mozhdeh Rowshangah, or the appropriate person in your unit, should register the new employee for the New Employee Orientation via Career EDGE and notify the supervisor. Due to benefits enrollment restrictions, it is preferable to start a new hire on the first day of a pay period. If that is not possible, it is suggested the employee not wait for an in-person orientation and request the online option. This will allow the employee ample time to learn about and then enroll in their benefits. 
• Assign a Buddy, if participating in the The College's Buddy Program, and arrange for introductions to new the hire via Zoom. This will allow them to get to know each other before the first day and provide the new hire with another friendly face to see on their first day at work.
• Prepare an orientation plan for the employee to include: job description, performance standards, training and other department/position resources needed to accomplish assigned duties and tasks. 
• Check in with the employee to ask their name preference and order a name badge or nameplate for their office or cubicle as well as ask them to complete the Getting to Know You form and obtain their shirt size (for ASU shirt, if giving.) 
• Prepare a schedule of job-specific and department-specific learning activities that the new employee will complete with team members or their buddy during the first two weeks.
• Decorate their office/cubicle before the employee’s first day. Create a swag basket to include in their office/cubicle. 
• Ask the employee to complete a new hire packet and a Form I-9 employment eligibility verification online before their first day. Make appointment for fingerprinting, if applicable. 

• New hire orientation, as coordinated leading up to the first day.
• Be available to greet the new employee upon arrival. Show them their workstation and provide a tour of the office. Tours should include essential locations like break rooms, supply and mail room, nearest restrooms and emergency exit.
• Confirm that the new employee has completed their new hire packet and Form I-9.
• Reintroduce new employee to their Buddy, if applicable.
• You or the Buddy introduces the new employee to coworkers, team members and key leaders. Or better yet, have the coworkers come to the new employee to greet them.
• Take the new employee, their Buddy and team to lunch/coffee. Consider doing this on campus to sneak in a campus tour. 
• Review SPP 801: Employee Conduct and Work Rules with the new employee. 
• Discuss work and hours, process for reporting absences or tardiness, overtime policy (if applicable), dress code and safety and emergency procedures. 
• Provide employee with pertinent contact information, such as your cell phone number if text messaging is expected. 
• Describe what a typical day at work should look like. Include a list of day-to-day duties and responsibilities. Explain the roles of different members of the team and how the new hire will work with them.
• Provide new hire with instructions on how to set up their email signature and what it should include. 

The first week should focus on ensuring the new employee is invested in the culture and reinforcing the value you see in them. 

• Hold a one-on-one meeting to discuss your leadership style and how you like to communicate. Establish a weekly one-on-one schedule with the employee. Cover EDGE Conversations expectations and timing in your initial meetings. 
• Provide a comprehensive training schedule and assign tasks to other team members. Include such things as: 
  • PeopleSoft roles they will need to request.
  • How to request IT help using the Armstrong Support desktop icon.
  • Instructions on requesting access to applicable Distribution Lists. 
  • Other forms of communication such as Slack, DropBox, Google Drive, etc. 
• Provide organizational charts and discuss department structure and what the new hire's interaction will be with staff outside of their team.
• Provide the new employee with a survival kit and include items such as: the Welcome to ASU trifold, a campus map, retail and restaurants surrounding campus, a cheat sheet of acronyms and a list of campus clubs and organizations. You can also utilize the Get yourself onboarded at ASU online course.
• Consider developing practice exercises. This is when a supervisor comes up with potential issues to discuss and then possible solutions are reviewed to avoid future frustrations.
• Wrap up everyday by taking a few minutes to ask the new employee how things are going. 
• Check in with new employee’s buddy to see how things are going. 

• Set up 30-minute introductions with all of the other employees your new hire will be working with, internally and externally. 
• Ensure that the new hire has completed the following mandatory trainings within 30-90 days from their hire date. Trainings can be accessed via Career EDGE and include the following: 
  • Arizona public service policy
  • ASU information security training
  • ASU – Your Duty to Report
  • Fire safety and prevention
  • ASU – Preventing harassment and discrimination
  • ASU – Inclusive Communities
• Ensure your new hire is comfortable with the tools provided.
• Conduct a 30-day review.
• Buddy program ends. 

• Meet with the employee a minimum of one to two hours every other week to identify how they are doing, what they have learned and challenges they may have been having and get to know them personally.
• Give constructive performance feedback.
• Use this date as a check point: Is this person the right person for the job? 
• Ensure that the new hire has completed the following mandatory trainings within 30-90 days from their hire date. Trainings can be accessed via Career EDGE and includes the following:
  • Arizona public service policy
  • ASU information security training
  • ASU - Your Duty to Report
  • Fire safety and prevention
  • ASU - Preventing harassment and discrimination.
  • ASU - Inclusive Communities 
• Conduct a 60-day review.

• Ensure that the new hire has completed the following mandatory trainings within 30-90 days from their hire date. Trainings can be accessed via Career EDGE and include the following:
  • Arizona public service policy
  • ASU information security training
  • ASU - Your Duty to Report
  • Fire safety and prevention
  • ASU - Preventing harassment and discrimination
  • ASU - Inclusive Communities
• Start taking off the training wheels.
• Your new hire becomes accountable for their work and is able to accomplish projects with limited guidance from you.
• Your new hire should have an understanding of the organization, offerings, interdepartmental relations and processes.
• Assign your new employee a major project.
• Conduct an EDGE Conversation to cover the first quarter of their employment.