New Employee Onboarding Process

Preparation

Orientation
Follow-up New Employee
Onboarding Process

Engagement Integration

Human Resources
 What is Onboarding?

• Onboarding a strategic process of bringing a new

employee to the organization and providing
information, training, mentoring and coaching
throughout the transition.
• The process begins at the acceptance of an offer
and throughout the first six to twelve months of
employment.

Human Resources
 Why A Strategic Onboarding Process?
• We need to rethink how we bring new
employees into UNC Charlotte – Chancellor
Dubois - 2008 Fall Convocation
• Roughly 25% of our permanent staff have
been at UNC Charlotte for two years or less
and that, with expected retirements and
growth, we face a growing challenge to
properly orient and train hundreds of new
employees – Chancellor Dubois - 2009 Fall
Convocation

Human Resources
 Why A Strategic Onboarding Process?
• The relationship between the new employee
and the manager is the determining factor
in whether the new employee stays with an
organization – Aberdeen Group Research Co.

• Employees will decide within 10 days if they

intend to stay with the organization or begin
looking for a different job – Research by the
Office of State Personnel

Human Resources
 New Employee
Onboarding Objectives
Create a positive onboarding experience that:
Facilitates the new employee’s ability to
contribute in the new role.
Increases the new employee’s comfort level
in the new role.
Reinforces his/her decision to join the
university.
Enhances productivity.
Encourages commitment and employee
engagement.
Human Resources
 Onboarding Process Objectives

Influence the new employee’s decision to work

here:
UNC Charlotte is my employer of choice!
I am engaged in my work.
I belong here.
I am contributing to the success of the University.
I want a long career here!

Increase new employee retention rate

Human Resources
 Stages of the Process
Stage Definition

Preparation Pre-arrival, first day thru first month activities that

acclimate the new employee to the culture, team, work
environment, and introduce to policies and procedures
and online modules.
Orientation HR New Employee Orientation online, classroom,
Benefits training and department specific orientation.
Integration Employee development planning by supervisor and
employee’s attendance in HR staff development training
(i.e. LEAD or ASPIRE).
Engagement Developing university awareness, building relationships,
meeting performance expectations and contributing to the
University’s success.
Follow-up Monitoring and measuring the effectiveness of the
onboarding process.
Human Resources
 Onboarding Duration
Stage Duration

Preparation Pre-arrival, first day thru first month

Orientation Classroom Training (First and Third Tuesday

and Wednesday of each month – 8:30am to
4:30pm each day), Benefits and department
specific timeframes
Integration First six months – up to probationary decision

Engagement One to twelve months

Follow-up 90 days and six months

Human Resources
 Onboarding Process Tools

Preparation

Orientation
Follow-up New Employee
Onboarding Process

Engagement Integration

Human Resources
 Preparation
Tools Description
Provides supervisors with a step-by-
New step process (from pre-arrival thru
Supervisor/ the first three to six months) for
Preparation bringing new employees on board to
Mentor the University.
Checklist Mentor assists the Supervisor in the
onboarding process and serves as a
New Employee mentor to the new employee
Onboarding
Six online modules (below) are completed by
Process NEO Online the new employee prior to attending the
49er classroom orientation.
•General Information
Connect •Welcome to the University
•Benefits and Services
Modules •Employment Policies and Procedures
•Safety
•Time and Attendance Reporting

NewNew Link located on the Human

Resources website.
Employee
Website
Human Resources
 Location of Onboarding Tools
http://www.hr.uncc.edu/forms
Preparation Supervisor/Mentor Checklist
Follow-Up Orientation
Employee Development Plan
Onboarding
Process (EDP)
Password: supervisor
Engagement Integration

http://www.hr.uncc.edu/training/neo/
New Employee Website

Human Resources
 Supervisor/Mentor Checklist

Why use it?

Guides supervisor through the onboarding
process
Is simple to use
Can be used to integrate an existing employee
(or transferred)
Contains flexibility (not meant to restrict)
Serves a documentation
Helps with planning
Promotes consistency across the organization
Human Resources
 Mentor Participation

A Mentor…
Is a peer employee who will help supervisors onboard
the new employee.
May assist in the training of the new employee.
Is assigned by the supervisor.
Is a positive, high performing employee (3 ≥
performance rating).
Is responsible for completion of specified mentor
assignments on checklist.

Human Resources
 Employee Development Plan (EDP)

Why use it?

Helps supervisor identify and plan learning
opportunities and activities for supporting and
developing the competencies of the new
employee.

Human Resources
 New Employee Website

Why use it?

Serves as a portal of information, all in one
place, that is important for acclimating a new
employee to the University.
Can be used as a referral tool by the
supervisor.
Helps jump start the new employee’s
awareness and knowledge of the University
before arriving on campus.

Human Resources
 New Employee
Classroom Orientation
Event Description
New The HR & Benefits orientation
is offered every 1st and 3rd
Employee Tuesday and Wednesday of
Classroom each month. The focus of the
classroom training includes:
Orientation Orientation •Reinforcement of key areas
New Employee
introduced in the online
Onboarding modules.
Process •Increase safety awareness at
UNC Charlotte.
•Overview of computer
support & technical training.
•Skill development in diversity,
communications and
customer service
•Increases understanding of
university culture and history

Department Departments specific

orientations should continue
Orientation as usual.
Human Resources
 Integration
Tools Description
Supervisors will use this
document to identify and
New: plan training and learning
Employee activities to meet and
support the competency
New Employee Development expectations of the new
Onboarding Plan (EDP) employee during the first
six months to one year.
Process
Employee New employees can
register online or by phone
Learning & to participate in learning
Development and development
Integration opportunities.
Training
Catalog

Human Resources
 Engagement
Activities Description
University •Committee involvement
•Volunteer opportunities (49er
Involvement Family Weekend,
Commencement, International
Festival, etc.)
•Attend lectures, etc.
New Employee
Onboarding Department •Lead meetings
•Make a presentation
Process Involvement •Take on a leadership role
•Holiday/Birthday celebration
planning committee

UNC Charlotte •Health Awareness Walks (i.e

Engagement March of Dimes, RuBiRu 5K,
Community Breast Cancer Awareness
Involvement Walks)

Networking/ •Faculty/Staff Reception

•Staff Picnic
Social •UNC Charlotte Toastmasters
Activities
Human Resources
 Follow-Up
Tools/Activities Description
An evaluation form given to
New: 90-Day new employees by HR to learn
Evaluation about the first three-month
Checklist onboarding experience.
Follow-up Measures what was done.
New Employee
An evaluation form sent by HR
Onboarding New: Six- to learn about the total
Process Month onboarding experience.
Evaluation Measures new employees’
experience.
Form

Supervisor’s Decision made by supervisor

to grant new employee
Probationary
permanent employment status.
Decision *Attach Supervisor/Mentor
Checklist to Probationary
Form

Human Resources
 Follow-Up

Why follow-up?
Monitor and measure the success of the
onboarding process.
Determine if objectives are being met.
Examine what is and is not working.
Uncover areas for improvement.

Human Resources
 Onboarding Responsibilities
Stage Supervisor New Employee HR & Training
Preparation • Use Supervisor •Visit Website • Provide Info/Coaching
/Mentor Checklist & Sessions for Supervisors
• Read First Day Checklist
EDP • Provide Checklist, EDP
Info.
• Refer to NE and NE Website links on
Website • Complete Online Supervisor’s Form’s
Modules/ Website
• HR Contact – Crystal
• Use 90 Day Evaluation
Garris @ 7-3284
Orientation • Remind new • Attend 2-day orientation • Offer orientation, campus
employees to tour and IT training
attend HR class
Integration • Use EDP to • Implement the activities • Serve as a coach in the
develop learning of the EDP process and use of EDP
plan
Engagement • Encourage • Participate in & get • Provide opportunities for
Participation involved in campus events learning & engagement
Follow-Up • Include • Provide 90-day & 6- • Receive 90-day, 6 mo.
Supervisor/Mentor month feedback to HR Feedback and
Checklist Supervisor/Mentor
w/probation info. Checklist

Human Resources