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New Employee Onboarding Checklist
Directions: This checklist is designed to assist with the departments orientation process. Onboarding is a long-term process that begins before an employees start date and continues for at least six months. This Checklist is organized chronologically and helps hiring managers prepare for the arrival of new employees. Once an employee starts, he/she can work together with the hiring manager and an onboarding peer* to complete the checklist. The hiring manager may add additional activities that are relevant to the new employees area. Internal transfer employees may omit items that are not applicable.
*An onboarding peer is a peer to the new employee who can assist in the onboarding process and be a go-to person as directed by the manager.
Pre Arrival: Who Initiates
FORMCHECKBOX Confirm offer letter sent to new employee Dept/Hiring Manager
FORMCHECKBOX Provide new employee with a contact in the event of a question or issue Dept/Hiring Manager
FORMCHECKBOX Confirm offer letter sent to new employee has been signed and Human Resources
returned to Human Resources
FORMCHECKBOX Schedule new employee to attend MGH New Employee Orientation, Human Resource HYPERLINK "http://is.partners.org/hr/New_Web/mgh/mgh_training_neo.htm"http://is.partners.org/hr/New_Web/mgh/mgh_training_neo.htm
FORMCHECKBOX Request and confirm office for new faculty/staff Dept/Program Manager
FORMCHECKBOX Request and confirm computer and phone has been ordered for office Dept/Program Manager
FORMCHECKBOX Send an announcement via email to the department and Marketing and Dept/Program Manager
Communications: John Shaw HYPERLINK "mailto:jshaw@mghihp.edu" jshaw@mghihp.edu & Susan Reynolds
smreynolds@mghihp.edu announcing the new hire and start date. Contact
John Shaw to have your photo taken to be used for a news release and Web
page profile.
FORMCHECKBOX Paperwork to be completed: I-9 Form, M-4 Tax Form, W-4 Tax Form, CORI Human Resources
Check Form, Self- Identification Form, Employee Information, Confidentiality
Agreement,Drug Free Workplace, Standards of Behavior, Intellectual Property
Acknowledgement and License Agreement, Policy on Academic Integrity, Official
Transcript from the institution of higher education that awarded your highest degree.
FORMCHECKBOX Business Cards Contact employee to order 250 business cards Dept/Program Manager
Arrival (Day 1 and Day 2 Orientation Schedule)
1st Day MGH New Employee Orientation
MGH Training & Workforce Development 165 Cambridge St., Suite 200 (In Charles River Plaza, next to Bank of America) 617-726-2230
8:00-8:30 Check in (Continental Breakfast)
8:30-8:50 Welcome by Facilitator
8:50-9:15 Group Exercise/Ice Breaker
9:15-9:45 HYPERLINK "http://is.partners.org/hr/New_Web/mgh/NEO/Guest%20speaker%20Overview_Dec09.ppt"Administrative Guest Speaker/MGH Overview
9:45-9:50 Fire Safety Training Requirements
9:50-10:00 HYPERLINK "http://is.partners.org/hr/New_Web/mgh/NEO/EAP.ppt"Employee Assistance Program
10:00-10:25 HYPERLINK "http://is.partners.org/hr/New_Web/mgh/NEO/Police_Security_&_Parking.ppt"Police, Security and Parking (includes MBTA-pass program)
10:25-10:35 HYPERLINK "http://is.partners.org/hr/New_Web/mgh/NEO/Blood%20%20April%202010.ppt"Blood Donor Center
10:35-11:00 Photo IDs/Break
11:00-11:15 HYPERLINK "http://is.partners.org/hr/New_Web/mgh/NEO/Emergency_Mgt.ppt"Emergency Management
11:15-11:45 HYPERLINK "http://is.partners.org/hr/New_Web/mgh/NEO/Infection_Control.ppt"Infection Control
11:45-12:40 HYPERLINK "http://is.partners.org/hr/New_Web/mgh/NEO/HR%20Policies_050410.ppt"HR Policies and Procedures
12:40-1:30 Photo IDs (if necessary) and Lunch Break - A list of local eateries will be provided.
**Employees working fewer than 20 hours have completed Day 1**
1:30-1:50 Employee Services
1:55-3:30 HYPERLINK "http://is.partners.org/hr/New_Web/mgh/NEO/Benefits_Jan10.ppt"Benefits Overview/Questions and Answers
3:30-4:30 New Hire Coordinator/Wrap Up
2nd Day MGH New Employee Orientation
8:00 - 8:15 Sign-in and Continental Breakfast
8:30-9:10 HYPERLINK "http://is.partners.org/hr/New_Web/mgh/NEO/HIPAA%20Dec%202010%20III.ppt"HIPAA Overview
9:10-11:45 Our Credo in Action: Connections in Care (formerly Customer Service)
12:00-1:00 Benefits Wrap-up/Paperwork Wrap-up/PeopleSoft sign-on (Computer Labs)
Additional Orientation
Safety Training * To be completed within 90 days of your hire date. * Main Campus: Blake OKeeffe Auditorium Charlestown : CNY 149, Isselbacher 7th Floor Auditorium HYPERLINK "http://intranet.massgeneral.org/ehs/ehs_programs_trainingprogram.htm" \l "8"http://intranet.massgeneral.org/ehs/ehs_programs_trainingprogram.htm#8
Employees working off-site: Contact your supervisor for appropriate fire safety training. An online version of safety training may be available for some specific departments. Please ask your manager if an on-line version satisfies your department's safety requirement.
3rd Day Who Initiates
MGH Institute Faculty Orientation Provosts Office
Staff Department Orientation Hiring Manager
Department Onboarding
FORMCHECKBOX Introduce to co-workers Hiring Manager
FORMCHECKBOX Distribute assigned key and/or access card to office Hiring Manager
FORMCHECKBOX Discuss procedures for scheduling time off and unexpected absences Hiring Manager
FORMCHECKBOX Review work schedule, pay schedule and overtime policy (if applicable) Hiring Manager
FORMCHECKBOX Review appropriate attire for workplace or lab Hiring Manager
FORMCHECKBOX Go over phones, fax, copier, office supplies Peer
FORMCHECKBOX Provide Computer Orientation at desk (Computer sign-in, Shared drives Peer with IT
on Network, Email, Outlook, Institutes Website and Intranet, IOnline,
Iware, D2L, Safeboot, Datatel)
FORMCHECKBOX Give a department tour (place to hang coat, washroom, water fountain, Peer
vending machine, pantry/kitchen, refrigerator, emergency exit, parking space)
Within First Week Who Initiates
FORMCHECKBOX Sign up for D2L Training (Faculty) Employee
FORMCHECKBOX Schedule an appointment to meet with John Shaw, Marketing and Employee
Communications Manager, HYPERLINK "mailto:jshaw@mghihp.edu"jshaw@mghihp.edu, (617) 726-4276 to have your
photo taken for the Web directory and for press announcements.
FORMCHECKBOX Download and complete the electronic Web Profile Form, Employee
HYPERLINK "http://iware.mghihp.edu/intranet/externalrelations/web_profile.html"http://iware.mghihp.edu/intranet/externalrelations/web_profile.html. Email your
completed form to Susan Reynolds, Web Editor, at HYPERLINK "mailto:smreynolds@mghihp.edu"smreynolds@mghihp.edu.
When you email the form, please also email an updated CV that includes your
position at the MGH Institute. If you have questions, please contact Susan Reynolds
at (617) 643-6523.
FORMCHECKBOX Obtain parking permit, if desired, from Diane Nolan for parking in 2CC. Presently Employee
There is a wait list for parking in building 199. Employees can sign up for this wait list
In the Building 199 parking office.
FORMCHECKBOX Sign up for MBTA benefits programs in PeopleSoft (Self Service) Employee
(for Commuter train, T, Bus, and/or Boat) if desired
Communicate Job Expectations and Review Departmental Procedures
FORMCHECKBOX Review job responsibilities, competencies, and expectations Hiring Manager
FORMCHECKBOX Review departments mission, strategy, values, functions, policies and Hiring Manager
procedures; organization of the department; critical members of the department;
departmental staff directory, department calendar, confidentiality of information;
emergency regulations, health and safety training
Within Two Weeks Who Initiates
FORMCHECKBOX Schedule weekly or monthly meeting to touch base with supervisor Hiring Manager
FORMCHECKBOX Overview of faculty development funds and finance procedures Hiring Manager
and policies (if applicable)
Within First Month Who Initiates
FORMCHECKBOX Enroll for benefits via electronic eBenefits system in PeopleSoft Employee
within 31 days of hire date
FORMCHECKBOX Review and clarify performance objectives and expectations after the first month Hiring Manager
Three Months
FORMCHECKBOX 90 day Follow-up Dean/Hiring Manager
FORMCHECKBOX Sign-up for Research IRB Training, Employee
contact Jennifer Bourque at HYPERLINK "mailto:jbourque2@mghihp.edu"jbourque2@mghihp.edu
_____________________________________________________________________________________
Once complete, this checklist should be signed by both the staff member and the supervising staff or faculty member. A copy should be provided to the staff member with the original filed in the department staff members file. Please contact your human resources consultant with any questions.
Faculty/Staff Members Name (Please Print) _________________________________________
Title_________________________________________________ Hire Date__________
Faculty/Staff Members Signature______________________________ Date_________
Dean/Dept Chair/Dept Head Signature_________________________ Date_________
(Revised 11/27/12)
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