Onboarding Guide
Before the First Day
New Hire Data Collection
Employee information, such as the I-9 Form Section One, tax withholding forms, direct deposit is collected online. The employee receives a link to the New Hire Wizard shortly after accepting the position, when the recruiter moves them from the recruitment module to the onboarding module in SuccessFactors.
- If the employee needs their New Hire Wizard email resent, or their New Hire Wizard password reset, send an email to itap@purdue.edu to the attention of CSC Specialists to request the resend/reset. Please include the employee’s name, email address, and Onboarding Coordinator in the email.
An Onboarding Coordinator is often used as a point person to send a Welcome email to the new hire prior to the first day. Please use the New Hire Email Template for guidance. The email often contains important links to information, meeting requests, etc. Sometimes, it is the supervisor making contact. Regardless, the new employee should know the following items:
- Where to go to complete section 2 of their I-9 Form, employee should go to their employment center.
- What time to arrive their first day and where to park.
- Where their work area is located and any special access requirements
- Access to their computer or other work devices (Some areas utilize their IT staff to assist new hires)
- When they will attend New Employee Orientation , if applicable
Prepare for their First Day
- Consider creating a training or orientation plan for the new hire. A training plan would outline:
- Any required training – this could be safety-related mandatory training sessions
- Time with teammates and specific tasks they will review
- Time with other areas (when applicable) and specific tasks they will review
- Time with the supervisor. HR-related items to review:
- Review job description and/or task list
- Gather and provide and training materials related to job
- Work schedule, including any tardiness or absence best practices (time expectations, who to contact when, etc.)
- How to complete timesheet or use W ebclock, when applicable
- Pay periods
- How to request time off, when applicable
- Benefit enrollment reminder, when applicable
- Consider regular formal ‘check-in’ times or meetings to answer questions, reviewing training and work progress
- Announce new employee through appropriate channels. Some areas use an email list when a new employee will be joining the team.
- Current team members should know when new employee will arrive
- Acknowledge any workload adjustments – are job tasks being reassigned?
- Review training plan with staff
- Current team members should know when new employee will arrive
Employee’s First Week
- Attend New Employee Orientation (NEO), if applicable
- Complete their I-9 Form at their Employment Center by the 3rd day of employment.
- Complete Benefit Selection, if applicable
- Review Healthy Boiler
- Review or introduce family-friendly programs and childcare options, when applicable.
- Meet team members
- Receive/review important desktop support and security information
- Review system access information
- Receive/review work schedule, timekeeping and time off information, as applicable
- Receive needed supplies for desk area
- Review emergency information and procedures
- If new employee is a supervisor, review Supervisor and Management Training and Manager Checklist
- Complete required training
- Review job description/task list with supervisor and training plan
- A simple training plan will outline how they learn specific processes, when to attend training sessions, who they can job shadow (if needed)
Employee’s First 30 Days
- Set goals with supervisor; review annual performance appraisal process, when applicable
- Review pay practices, when needed
- Review University polices, as needed
- Update personnel information (addresses, tax information, w-2, etc.) via Employee Self-Service
- Understand pay calendars and access pay statement
- Review Managing Your Career to learn more about career paths, fee remission
- Attend required training, when applicable
- Attend check-in meeting with supervisor to receive any additional guidance
Beyond 30 Days
- Attend regular check-in meetings with supervisor
- Review goal progress and completion
- Review career path and learning opportunities