New Employee Orientation (NEO) for the Team Leader
With the significant costs of hiring and training new employees, integration and adaptation of new employees to their new environment is very important. Employees who feel welcomed, informed and accepted by colleagues can become confident and successful early in their employment. Effective new employee orientation programs have also been shown to increase retention, productivity and satisfaction.
The Libraries’ New Employee Orientation (NEO) Program is designed to prepare new employees to be able to be successful in their positions, to fully participate in their team’s and the Libraries’ work within as short a period of time as feasible, and to increase their knowledge and confidence as members of the University Libraries team-based organization.
Timeline and Responsibility for the UA Libraries’ Orientation Process for Regular Employees:
Before the Hire:
- The Selection Committee: Orientation to the Libraries and CCP and the position begins with the selection committee. The selection committee should provide interview candidates with a packet of introductory information,
Joining the University Libraries Information Packet (10/4/12 vs), and review the JTL packet with candidates using the "Talking Points" Outline (8/24/11). Selection committees may provide candidates with a brief building/office tour and introduce candidates to potential future colleagues.
- The Library Faculty Assembly (LFA): LFA provides updated information to the selection team for the interview of faculty candidates and participates in the interview process to explain to candidates the roles and responsibilities of Library Faculty members. LFA communicates mentorship opportunities to all newly hired Library Faculty. The LFA website describes important information for UA Library Faculty.
- The Library Operations Resource Management (LORM) Team: LORM updates the "Joining the University Libraries” packet which is provided to selection committees. LORM provides the team leader/supervisor with a copy of the Letter of Offer, New Hire Checklist, Team Leader/ Buddy Task List and the appropriate probation or introductory period guidelines. LORM creates the Letter of Offer, reviews the New Hire Checklist and provides the New Employee Orientation Notebook to new employees on their first day, along with a brief overview.
Before the Hire and During the First Six Months in Particular:
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The Team Leader: The team leader is responsible for developing a training plan in advance of the new employee's start date and ensuring the new employee has:
- A full and accurate position description
- A work space, computing support and supplies for their work
- Put out a call to Helpline so a computer work station can be prepared as soon as possible
- A review of expectations for the first six months after hire and training in all assigned duties.
The team leader shall follow the month-by-month checklist in the probationary guidelines for classified staff and guidelines for new continuing eligible librarians (see Probation webpage), if appropriate.
- New Employee (Probationary) Guidelines for Classified Staff (Draft Rev. 8/9/12)
- New Employee Guidelines for Continuing Eligible Academic Professionals (8/13/12)
- Review the Team Leader/Buddy Task List (9/10/12) and determine if the assignment of a ‘buddy’ or ‘workplace peer colleague’ from the team can help provide orientation to the team, Libraries and campus.
- Review of the contents of the New Employee Orientation Notebook.
- A review of the Libraries' and team's Work-Related Employment Policies and Procedures
- Orientation to the Libraries' Vision, Mission and Strategic Planning Process
- Orientation to the Libraries' and team’s Strategic Framework, Critical Processes and Quality Standards, and provide up-to-date documents related to the work of the functional and/or work team
- Assistance in developing clear learning and performance goals for the probation or introductory period, and the assignment of a peer developmental review group
- Frequent, scheduled meeting times to review progress as well as informal access to the team leader and/or supervisor for coaching assistance
- Support for completion of all New Employee Orientation programs
- A mid-probation and end of probation Performance Appraisal (classified staff only).
First Week or Two:
- Systems Control provides employee with and activates an Employee Identification Number (Emplid); then the new employee can make arrangements for his/her tax withholdings, automatic deposit and parking, and acquire a UA CatCard at the Student Union office.
- Employee should make an appointment to meet with a LORM accountant to answer any questions out about getting paid and registered with the Kronos system. All new hires need to provide accounting with a copy of their CatCard. After hire all payroll questions may be routed to the Libraries' accountants.
- The Staff Governance Association (SGA): SGA provides new classified hires with a special welcome letter which explains the purpose of the SGA, lists board members, and invites staff to participate in future meetings as well as to ask questions or make suggestions of SGA Board members.
- Employee attends central Human Resources' (HR) "New to the U and Benefits Orientation" session, as scheduled by LORM. Bi-monthly half-a-day sessions are offered either at the University Service Building or the Arizona Health Sciences building. Benefits options should be reviewed in advance online.
- A benefits packet is mailed to LORM for distribution to each new employee.
- New employee must make selections within the first 31 days.
- Benefits questions are best answered by central HR at phone number: 621-3662.
First Month (30 days):
- Employee should complete the following orientations within the first 30 days and provide documentation to LORM regarding that completion:
- Rules regarding Required Trainings for a full list explaining these required trainings.
Second Month (4-8 weeks):
- Members of LORM and Facilities Management meet with all new employees in a UAL New Employee Orientation to the University Libraries' Policies, Operations and Facilities (8/28/12) to review important employment policies, pay and ordering/ reimbursement information, and facilities/safety/security information. In addition to an information packet for the 3rd section of their newbie notebook and a funding source form, employees receive maps of the Libraries and a brochure of quick contact information.
- New Employee Quick Contact Guide (Provided at UAL's 2nd-Month Orientation) (12/11/12)
End of First Six Months:
- Team leader/supervisor conducts developmental review for all new employees (note: for classified staff it is referred to as a probationary review). See Probation webpage.
Ideally, between Three and Six Months (but required within the first year):
- NEO Foundation Sessions (11/10/09) should be completed by the employee (see webpage).
Guidelines and Support Materials for Best Practices:
- Joining the University Libraries Information Packet (10/4/12 vs)
- "Talking Points" Outline (8/24/11) for the Selection Committee Review of Joining the Libraries Packet
- New Employee (Probationary) Guidelines for Classified Staff (Draft Rev. 8/9/12)
- New Employee Guidelines for Continuing Eligible Academic Professionals (8/13/12)
- Orientation Process Overview (Webpage) for the New Employee
- Team Leader/Buddy Task List (9/10/12)
- UAL New Employee Orientation to the University Libraries' Policies, Operations and Facilities (8/28/12)
- New Employee Orientation Notebook is not available online.
- NEO Foundation Sessions (11/10/09)
Forms:
- Performance Evaluation Form (doublesided--print the side you need; 10/08)
Rules for Required Trainings (6/15/12)
UA Libraries’ Training Requirements for Student Employees
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