New Staff Employee Orientation

Checklist

The following are items that require action or should be reviewed with your new employee during the first days of employment.

Before the First Day

1. Inform the employee when and where to report to work on the first day.
   
   
2. Karese Young will send a notification to inform Facilities, Haas Computing Services, and other concerned units about all new employees so that they can provide phone service, Keys, email, Cal Agenda and Computer Accounts for the new employee. However, be sure to let the Helpdesk https://ssl.haas.berkeley.edu/helpdesk>helpdesk know if the new employee needs special access to secured servers or databases, or if it is necessary to order computer equipment.
   
   
   
3. Appointments:
   
   a Schedule a 45 minute appointment, with Robbie Jackson in the Haas Human Resources office. This appointment should be conducted on their first day of work.
   
   b Schedule a 1.5 hour appointment with Karese Young of the Haas Human Resources Office. This appointment should be conducted on their first day of work, following the appointment with Robbie Jackson.
   
   c Schedule a ½ hour appointment with the Haas Computing Helpdesk helpdesk@haas.berkeley.edu. This appointment should be conducted 3 - 4 days after the employee begins working at Haas to be trained about using: Cal Agenda, Email, Personal Websites, backup drives, and Helpdesk procedures.
   
   d Schedule a 45 minute appointment with Kathleen Valerio for an Ergonomic Evaluation. This appointment should be conducted within the employee's first 90 days.
   
   e Schedule a 45 minute appointment with Gerardo Campos, Facilities Coordinator for a building tour. This appointment should be scheduled preferably for a Monday between 10am – 12 noon.
   
   
4. Forward the completed Interview Data Form (IDF), Resumes for all interviewed candidates, and the Interview Questions to:
   
   Karese Young, HR Coordinator,
   Mail Box 42 (Anderson/ Jackson/ Young )
   Haas School of Business
   or deliver to Room S546
   
   
5. Prepare office space (desk, chair, phone, and directories).
   
   For questions about office space or furniture, contact Gerardo Campos at 2-4617 or Tyson Nagler 3-5365 in Facilities.
   
   For questions about telephone equipment and directories contact Hannah Yoshii 2-1459
   
   
6. Appoint co-worker to help orient and train the new employee.
   

New Employee Orientation to Office/Worksite

1. Greet and introduce new employee.
   
   
2. Orient to physical environment (restrooms, staff lounge, mailroom, copy room & supplies, computer center, library, Jimmy Beans/Fifo café).
   
   
3. Arrange lunch with someone or with the department, perhaps a potluck, brown bag “get acquainted” session, lunch at a campus dining facility, etc. Especially for staff new to campus, it's a good opportunity to orient them to some of the local lunch options like: Jimmy Beans, Ramona's, The Faculty Club, The International House, and Boalt Hall Cafeteria, the proximity to eateries on Bancroft, Telegraph and Euclid.
   
   
4. Let your employee know about the scheduled meetings with: H.R. Coordinator - Karese Young, HR Analyst -Robbie Jackson, Computing - HelpDesk, Facilities - Gerardo Campos, Ergonomics - Kathleen Valerio, and (if applicable) the UC sponsored Orientation.
   
   
5. Escort employee to Administrative Services, Room S-549 to obtain keys from the Room Reservations Coordinator (Kendall Dockham).
   
   
6. Escort employee to appointment with Robbie Jackson, HR Analyst in S546 to complete required new employee paperwork; to learn about procedure to sign up for health benefits.
   
   
7. Escort employee to appointment with Karese Young, of Human Resources.
   
   
8. Review your office's policies and procedures including:
   
   •  Working hours, policy on call-in practice for sick leave

•  Parking permit (where and how to obtain); http://pt.berkeley.edu/

•  Telephone - provide link to instructions for use and setting password: http://cns-cs.berkeley.edu

•  E-mail, copy machines and fax use

•  Emergency exits and procedures

•  Office organization (files, supplies, etc.)

•  Office resources (directories, staff listings)

•  Customer service philosophy

•  A useful resource is the Haas – How Do I website: http://www.haas.berkeley.edu/haas/howdoi.html

Review Orientation to New Position

1. Explain supervisory/reporting structure. Provide a program overview that describes how the department is organized, team member roles, department goals, calendar, and milestones. ( Departmental Organization Charts are updated on the web monthly and can be found at http://haas.berkeley.edu/Secure/HR/orgcharts/index.html)
   
2. Compose and review with the new employee a “Welcome to Haas” communication. The following sample may be helpful in composing your announcement:
   
   To: staff@haas.berkeley.edu



Dear Colleagues,

It is my pleasure to announce that (NAME) has joined the (program/unit name) as the new (Working Title).

(Name) joins Haas following (indicate relevant previous experience).

(Name) is a graduate of (school name), having earned his/her (degree) in (major).

(Name's) outside interests include (list outside interests here, such as skiing, volunteering, etc.).

Please join me in welcoming (Name) to the Haas community. He/She can be reached at (email)@haas.berkeley.edu and ext, (number).


3. Review written job description, Physical Environmental Mental Demands (PEM) form, and if applicable the contract. Both the supervisor and the employee must sign these forms. Provide the employee with a copy. Return the signed originals to Karese Young in HR, Room S-546 or Mail Box: 42 Anderson/Jackson/Young.
   
   
4. Discuss performance standards and, if your employee is new to the university system, the probation period.
   
   
5. Explain performance evaluations and timing.
   

Training

1. Begin orientation to job responsibilities, using the Job Description as a training outline.
   
   
2. Review any training necessary to perform job responsibilities and begin to schedule training sessions.
   
   
3. Review any meetings already scheduled or regular standing meetings.

Questions? Contact Karese@haas.berkeley.edu or DBoyd@Haas.berkeley.edu