When new employees arrive for their first day at St. Edward’s, they feel a variety of emotions: nervous, excited, confused, hopeful, anxious. And they wonder whether or not they made the right decision to take the job.

When asked what made – or would have made – their own “first day” memorable, supervisors suggested the following:

• Lunch plans had been made for them
• Some sort of “welcome” activity (e.g. a welcome banner, gift basket, special staff gathering, etc.)
• A binder of relevant information (e.g., names, phone numbers, etc.)
• An itinerary or schedule of activities for the next couple of weeks
• A campus tour
• Having workspace set-up and ready to go
• Having colleagues introduce themselves and “visit” for a few minutes
• Having all paperwork done ahead of time

Orienting new employees, or getting them “onboard”, is crucial to helping them understand and embrace the university’s mission, values and culture, and become part of the St. Edward’s community. Unlike students, new employees don’t arrive all at once or predictably, so there is no one, central new employee orientation session. (There is a common misconception that HR does “orientation”. In fact, what happens in HR is “benefits enrollment”.)

New employee orientation happens over time, and some campus activities that help new employees become acquainted with the university and its culture include:

• President’s Meetings
• Conversation with the President meetings
• HR Training & Development sessions
• Catholic Culture discussion sessions
• Campus Events (Festival of Lights, Christmas Party, Athletic events, Theatre presentations, etc.)

Some new activities being planned or considered include:

• Mission & Values seminars (with Campus Ministry)
• Cohort Luncheons
• Campus tours for new employees
• Video similar to one used for students

But the most important part of new employee orientation is what happens in the employee’s own department. Employees are deciding whether or not they made the right decision to come to St. Edward’s, so it’s up to the supervisor to continue to “recruit” the new employee. And what the supervisor does on the first day or two is crucial.

HR has provided some tools to help in this effort. Many of these forms have been updated and all are on the web under Recruitment & Employment Packet Forms at http://stedwards.edu/hr/empinfo/forms.php

Supervisor’s “To Do” List for New Employee Access
Contains timelines and deadlines for submitting requests and documentation for employee access to things like email, Edshare, parking, ID card, phone, computer hardware/software, etc.

Key Points:
For an employee to receive an ID card, parking permit and/or computer access, all required documentation must be received in HR at least 5 days before. Required documentation includes:

• Completed and signed PPAN
• Completed and signed Application for Employment
• Signed Background Check Consent Form
• I-9 [Employee must come in personally and show acceptable identification* and work authorization to HR]

* The list of “acceptable identification” is extensive – and is about to change. But the most common forms are (and will continue to be) a driver’s license and Social Security Card (not just SS #); or a U.S. passport. [Note: under the new regulations, expired passports will no longer be acceptable forms of identification.] When the new list is released, it will be posted on the HR website, under Employee Forms.

Supervisor’s Guide to New Employee Orientation
Includes:

• Orientation Meeting Overview
• New Employee Orientation Checklist
• Employment Information & Goals
• SEU Mission, Vision, Strategic Priorities, and Operating Principles

Key Points:

• Give some thought to how you plan to explain to the new employee ways in which his/her job relates to the university’s vision and strategic priorities.
• When asked what they felt were items on the Checklist that seemed most important, supervisors said:
  • The mission, vision, strategic priorities and operating principles, and how those relate to the employee’s job
  • Computer training – available through IT (More info available at http://www.stedwards.edu/it_dept/computer/account/admin_new_emp.htm)
  • University and departmental policies and procedures, including such things as dress code for the department
    • Role of the supervisor
    • Chain of command
    • Emergency Management Plan
    • Proper set-up of phone, including outgoing announcement and personal verification messages
    • Checking Horizon daily for important information
• Some supervisor’s suggestions on these forms included:
• Put a list of acceptable identification to the “To Do” List. [This will be added to the HR website when the new list is approved. See above.]
• Add the library as a resource/service to the Checklist
• Add procedures for authorization to drive university vehicles (probably to “To Do” List)
• Some departments add department-specific items to Word version of Checklist to make it more relevant. (Note: Since checklist has been updated, e.g., to include Emergency Management Plan, departments should be sure to update their “customized” versions as well.)
• Be sure to complete the Employment Information & Goals form, so the employee will have basic job and contact information in writing.
• Set one- and three-month goals, and be sure to go over them with the employee at the end of those time frames.

Prepare for Your New Employee’s First Day
(This form is being updated in the Recruitment Process manual.) Includes suggestions for making your employee’s first days memorable.

Key Points:

• Make sure everyone in the department knows when to expect the employee, so s/he will feel welcome.
• Arrange for you or someone else to offer to have lunch with the employee on the first day.
• Show the employee where to put his/her “stuff” (coat, purse, etc.) first thing.
• Arrange a campus tour including Ragsdale Center, South Congress Market, Meadows, Quick Dip, Post Office, Library, RCC and Chapel.
• In first few days or weeks:
• Be sure to check in and say hello each day.
• Ask what questions or concerns have come up.
• Remind employee to check Horizon each day
• Point out campus activities that might be of interest.
• Continue to let employee know you’re glad s/he has chosen to work at St. Edward’s.

Helping a new employee feel welcome and valued at St. Edward’s, and beginning the process of instilling our culture and values, is one of the most important – and rewarding – parts of every supervisor’s job.

Please send any suggestions for additions to orientation forms and tools to Pat Grigadean at patg@stedwards.edu.

Please plan to attend next month’s 3rd Thursday Supervisors’ Lunch Club, where Chief Randy Rendon and Lt. Dan Beck will give supervisors important information (e.g., when to call UPD), discuss the supervisor’s role in university’s Emergency Management Plan, and answer general questions.

January Topic: UPD Update for Supervisors
Thursday, Jan. 15
11:45 a.m.-1 p.m.
Mabee Ballroom A, Robert and Pearle Ragsdale Center

RSVP by Jan. 12 very helpful (but not required)
A light buffet lunch begins at 11:45 a.m. (until food runs out), or bring your own lunch

Discussion begins at noon