VALENCIAFORWARD SUPERVISORS’ GUIDE to the EMPLOYEE ONBOARDING PROGRAM
TABLE of CONTENTS What is Valencia Forward?
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Goals of Valencia Forward
5
Collaborative Partnerships
6
Pre-Boarding
8
The First Day Experience
9
Valencia Forward Sessions
10-11
Supervisor Checklist
12-13
Before the Start Date
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Employee’s First Day
13
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What is Valencia Forward? Valencia Forward is a comprehensive onboarding program that provides new employees with the tools, skills and resources needed to become active, effective and engaged. The concept of Valencia Forward builds on our student principles of Start Right – recognizing that the greatest challenge and opportunity is at the very beginning of the experience– as well as Connection and Direction – knowing that personal connections with college staff and faculty are important to their success.
How will Valencia Forward benefit you and your department? Valencia Forward is designed to improve job performance, retention, and engagement by providing new employees with a better understanding of their individual role, their department, campus and the organization.
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Goals of Valencia Forward
Orient new employees to their department, campus and ultimately, to the college
Provide managers with tools and resources that will enable new employees to “start right”
Facilitate “connections” between new employees, their supervisors, colleagues and various departments
Articulate Valencia’s mission, values, and core competencies to new employees
Introduce and review Valencia’s policies and procedures
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Collaborative Partnerships Valencia Forward was developed by the Employment and Onboarding team in the Office for Organizational Communication and Development in collaboration with the following internal partners:
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College President’s Office
Campus Presidents’ Offices
Organizational Communication
Employee Development
Student Development
Faculty Development
Human Resources Department
Office of Information Technology
Teaching/Learning Academy
Professional Staff Leadership Team
Career Staff Association
Plant Operations
Safety, Security & Risk Management
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Valencia Forward includes pre-boarding activities, the first day experience, and four sessions, facilitated by the Employment and Onboarding team.
Part 1: Pre-Boarding After a candidate accepts a position at the college, the preboarding process begins. Pre-boarding occurs during the span of time between an employee accepting the job offer and the official first day of work. This process helps you retain employees, get them up to speed quickly and foster a sense of community. Prior to the employee’s first day, an Employment and Onboarding representative will work closely with the supervisor to ensure that all equipment and resources have been procured for the new employee. In addition, the Employment and Onboarding representative will be in contact with new employees during this time to provide them with their Valencia Identification Number (VID) and instructions on setting up an Atlas account. As a part of the Valencia Forward Pre-Boarding process, the new employee will receive the following information:
A welcome letter (prepared by Employment and Onboarding)
A Valencia Forward brochure explaining the program and process
An overview of Valencia’s mission, vision, and values
An overview of employee benefits
Required human resources forms
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Part 2: First Day Experience Building on the principles of “start right” and “connection and direction,” Valencia Forward starts new employees in their department on the first day, facilitating relationship building with their colleagues. Supervisors will be responsible for coordinating activities for the first day, ensuring that new employees have their job description, are comfortable with the essential job functions and expectations, and learn departmental processes and procedures. The main items to include in a First Day Schedule are below (detailed steps are outlined in the Supervisor Checklist on page 12):
Supervisor (or designee) greets new employee
Campus tour
Supervisor meets with new employee to discuss job responsibilities and expectations
Team member introduces new employee to the department and colleagues
New employee sets up his/her workstation
New employee meets with the assigned department guide
Supervisor checks in with new employee to review the first day and discuss plans for the week
If you would like to discuss the new employee’s first day experience, contact your Employment and Onboarding representative.
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Valencia Forward Sessions The college-wide onboarding process is comprised of four sessions facilitated by the Employment and Onboarding team. These sessions include tools to aid new employees in understanding and navigating the college.
VALENCIAWHO ? 1. YOUR FIRST WEEK Welcome to Valencia
Overview of Valencia’s History and Culture
Review of Valencia’s Internal Communication Systems
2. VALENCIAIN REVIEW YOUR SECOND WEEK Human Resources Policies and Procedures
Safety and Security Information
Valencia’s Shared Governance Model
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3. YOUR THIRD WEEK VALENCIAAND ME + Introduction to Valencia EDGE (our employee development program) Resources & Departments: Employee Development, Faculty Development, Teaching and Learning Academy Office
4. VALENCIASHARING Collaboration at Valencia
College associations and leadership teams
College-wide events
Opportunities to get involved and stay connected
Celebrate employee accomplishments
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SUPERVISOR CHECKLIST for New Employees Use the Supervisor Checklist to assist you in preparing for a new employee’s first day.
Before the Start Date Making the Connection Communicate with your department about the new employee and their start date. Organize a lunch outing with the department and key colleagues for the employee’s first day. Setup meetings with other colleagues and departments that the new employee will work with often. Add these appointments to the employee’s Outlook Calendar. Assign the new employee a buddy (This is an individual who works in your department who has experience in the work that this new employee will undertake. A buddy should have a working knowledge of the departmental policies and procedures, as well as an understanding of our college culture)
Contact New Employee Call or email the new employee to introduce yourself and confirm their start date. Provide new employee with a schedule for their first day. Encourage them to ask questions.
Setup Workspace Procure space for the new employee (office, cubicle, desk, chair, etc.) Contact OIT to request a computer, telephone (and assign extension), printer and any other network equipment the new employee will need. Order keys and access card (if needed) for new employee from Campus Security. Order a name tag for the new employee. Order business cards and a nameplate for the new employee. Request network access through Atlas, located on the “Employees” tab, in the “Employee Support” channel. Click on Banner & Network Access Request. Remember to send this request no more than 3 days in advance of the new employees start date. 12
Employee’s First Day Get Coffee or Tea Meet with the new employee to share some of your background and positions held, provide a department overview, review job description and outline expectations. Arrange to discuss these items over coffee or tea, maybe at one of the campus cafés (explain your Valencia Story – how you came to the college, what positions you have held, why you enjoy working for Valencia).
Campus Tour Take the new employee on a campus tour.
Team Meeting Conduct a department meeting to allow the new employee to become familiar with the projects that are currently underway in the department, and to meet their colleagues. Provide the new employee with your department’s processes and procedures, and a list of key contacts. Introduce the new employee to his/her buddy, and confirm their scheduled afternoon meeting appointment.
Building Tour Arrange to have a team member give a tour of the building and office where the employee will work. During this time, the new employee should be introduced to other faculty and staff in the building. Be sure to point out locations of restrooms, elevators, stairs, emergency exits, fire extinguishers, etc.
Lunch Take the new employee to lunch and invite your team to join (This should be pre-arranged so that you are aware of who is able to attend).
Workspace Setup Give the new employee time to setup their workspace (order office supplies, setup voicemail, order a parking pass, put in requests to move furniture or paint walls (as needed).
Send Off Remember to meet with the employee before you leave for the day to answer any questions or concerns they may have. Let them know the plan for the remainder of the week. Please plan on giving your new employee time to complete future onboarding modules. 13
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