Human Resources

Supervisor Workflow for New Hire Process

How to Hire Employees With the New Hire Orientation Process

The steps below will outline how a supervisor can help new employees through the new hire process, culminating in their new hire orientation dates at SCSU.

Step 1: Contact HR When You’re Ready to Make A Job Offer

When you’re ready to make a job offer, contact the HR Employment and Recruitment Specialist for approval to make an offer to your top candidate (contact OEA for approval on unclassified positions). Work with HR on the salary offer. Choose a start date that aligns with the new hire orientation dates, which are scheduled for the first Wednesday and Thursday of each pay period. Remember to check and see if any state holidays fall on these days for an upcoming pay period—check with HR for questions on orientation schedule changes if there is a state holiday coming up on the Wednesday or Thursday at the start of a pay period.

Step 2: Make the Job Offer

Contact the candidate and make the job offer. If the candidate verbally accepts, notify your HR Business Partner and the HR Employment and Recruitment Specialist. The Employment and Recruitment Specialist will send a formal offer letter through Workday to the new hire. If the new hire makes you aware of any scheduling issues with starting on the first day of an upcoming pay period, or if you have an urgent need for the new hire to start sooner, contact your HR Business Partner for assistance.

Step 3: Send a Welcome Email and Template Letter

About 2 weeks prior (but no less than one week before) the new hire’s start, send them a brief email letting them know that you’re looking forward to them starting with you soon. Modify this template letter.

Also, attach the letter to your email. Make sure to reference the letter in your email, advising them that it will give them additional information prior to their start date. In the letter, direct the new employee to meet with you or another team member in the offices for your department/office at 8 a.m.

Step 4: Develop a Training Plan

Work with your team to develop a plan to fully train your new employee on the duties of their position. Develop a schedule for training the new employee on the essential functions of their position. Identify who will be responsible for training the employee on each essential function, or on each element of the essential functions. Create a schedule with dates when training will take place. Document processes and procedures. Consider developing training videos to help introduce the new hire to procedures. Document the training plan in writing, and review it with the new employee after they start.

Step 5: Meet With Your New Employee On Their First Day

Have the new employee meet with you or another member of your team at 8 a.m. on their first day. Walk the new employee to the Miller Center, room MC 206 on the second floor, to meet with HR for the group new employee orientation session, which begins at 8:30 a.m. Advise the employee that they can ask HR for directions back to their office/workspace if needed. If the new employee is an adjunct, a part-time employee who will not be returning to work after orientation, or if they will not be reporting back to their office/workspace for other reasons, inform them of the next steps they should take after orientation. Give them your contact information in case they have any questions.

Step 6: Meet with the New Employee After First Day HR Orientation

Your new employee may finish orientation on their first day at either noon or 12:30 p.m., depending on whether they choose to meet with a union representative, if applicable. They will be advised to take an unpaid lunch break after orientation.

Give the employee instructions on who to meet with when they return back to the office. If possible, it may be a good idea to take your employee out to lunch on the first day. After the employee has returned to work from lunch, ensure that either you or another team member spend training time with them for the rest of the day. Review the training plan with the new employee. Start delivering training for the new employee.

Step 7: Follow-Up Training

After your new employee has finished their second day of orientation, meet with them again to continue implementing your training plan. If you are not personally delivering training to the employee, make sure to meet regularly with the new employee to review progress and answer questions.

Step 8: Performance Reviews

Classified employees serving a probationary period need reviews at the mid-point and end of their probation. Managers must complete these performance reviews using the forms available on the HR website and send them to their HR Business Partner before the mid-point and end of the probation dates. If you have any questions about the performance review process, ask your HR Business Partner. Ensure you meet regularly with your new employees to review performance and progress, and document these meetings. This documentation will help you complete the performance reviews and record any necessary adverse actions, such as potentially non-certifying the employee as having passed probation.

Use the checklist below to ensure that all steps in the process have been followed.

Supervisor Checklist for New Employee

Prior to First Day of Employment:

Confirm HR has received the electronically signed offer letter via Workday.

Complete the IT services ticket to request new employee onboarding services/IT hardware.

Request any other equipment needed for the new hire.

Schedule a 30 minute new hire meeting with your IT Technician.

Request that the Security Administrator provide any required ISRS access.

Order keys & electronic access from Public Safety.

Prepare the work area with necessary supplies.

Develop a training plan for new employee.

Remind the employee to bring identification on first day for the I-9 (they will have received an email from HR about ID options).

Update the department website, routing lists, etc.

Order business cards and a name badge if needed.

Send an email with the modified template letter to the new employee 1-2 weeks before start date.

Employee’s First Day:

Meet with the new employee at start of the day.

Bring the new employee to MC 206 to complete orientation at the scheduled time (plan for the employee to return around 1:00 p.m. after their lunch break; give the employee instructions on where to go/where to meet you or someone else from your area after they are done with orientation/lunch).

Give the new employee a tour of the office area and building.

Explain office/department mail pickup and delivery.

Review the work schedule (i.e. start/end times, breaks).

Review attendance policies (this includes timesheets, requesting vacation, sick leave, doctor appts, overtime).

Meet with the employee at the end of the day to answer questions and find out how the day went.

Employee’s First Week:

Complete scheduled onboarding meeting with IT Technician.

Review standard meetings that the employee is expected to attend.

Review current position description and have employee sign a hard copy, send a copy via email to HR Business Partner.

Explain the probation and performance review process.

Meet with the employee at the end of the week to answer questions and find out how the first week went.swer questions and find out how the first week went.

Employee’s First Month:

Remind the employee to schedule a CARE training session.

Remind the employee to complete the required training through ELM and any department-specific training. Refer to the onboarding checklist provided by HR during orientation.

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