Supervisor Workflow for New Hire Process

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. Work with HR on the salary offer and offer letter template. Choose a start date to put on the offer letter 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.

Contact the candidate and make the job offer. If the candidate accepts, send the offer letter to them, have them sign the offer letter, and return it to you. Then submit the signed offer letter to your HR Business Partner. 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.

As soon as the candidate sends you the signed job offer, create a new hire token through Employee Home. This creates the email address and initiates employee access to SCSU technologies to be available on day of hire.

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 the letter template located below:

Phase 2 Manager Welcome Letter Template (.docx)

Then, 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 AM.

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. Schedule an appointment to review it with the new employee after they start.

Prepare the employee’s technology needs at least 2-3 weeks before the new hire's first day by:

1. Submitting a request for new employee onboarding services at https://services.stcloudstate.edu/TDClient/1919/Portal/Requests/ServiceDet?ID=45477
2. Working with your ITS technician to identify existing or request new technology equipment.
3. Scheduling a 30 minute new-hire appointment with your department’s ITS Technician on the new employee’s first day of work.

Have the new employee meet with you or another member of your team at 8 AM 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. 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 reporting back to work after the orientation, or if they will not be reporting back to their office/workspace for other reasons, let them know what they should do after orientation. Give them your contact information in case they have any questions.

Your new employee may be ending orientation on their first day either at noon or at 12:30, depending on whether or not they choose to meet with a union representative, if they are represented by a union. The employee 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, and who to meet with. 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.

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.

Classified employees who serve a probationary period should receive reviews at the mid-point of their probation period, and at the end of their probation period. Managers are required to complete these performance reviews using the forms available on the HR website, and then send the performance reviews to their HR Business Partner prior to the mid point probation date, and the end of probation date. Ask your HR Business Partner if you have any questions on the performance review process. Make sure that you are meeting regularly to review performance and progress with your new employees, and documenting those meetings, to use in helping you to complete the performance reviews, and to document any adverse action that may need to be taken if necessary, such as potentially non-certifying the employee as having passed probation.