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New Employee On-Boarding for presentation
Transcript of New Employee On-Boarding for presentation
New Employee On-Boarding
Over the course of 5 Training Modules experts from the Human Resource Office will enable you to be more effective and efficient professionals by helping you better understand a number of important topics.
REVIEW DUTY STATEMENT AND SIGN-OFF
Review and clarify expectations by going over the following topics:
POLICY RECEIPT AND SIGN-OFF
Provide the employee with the following four policies on their first day on the job or shortly thereafter:
Module 3 –
Supervisor’s Role: Employee Management
Module 4 –
Module 5 –
Workplace Violence and Bullying Prevention
FIRST DAY ON THE JOB
Module 1 –
If you are considering denying an employee's MSA, contact the Classification and Pay Analyst assigned to your unit for assistance in preparing the required documentation for the employee.
Supervisors should be aware that the various Bargaining Agreements contain language specifying the time frames within which the employee must be noticed of the MSA denial.
Notice of MSA denial may be required as many as 10 working days prior to the effective denial date.
The MSA form indicating the denial of the MSA should be signed and dated by the supervisor prior to the effective date, and sent to the Division's headquarters office for transmittal to the HR Office, along with a copy of the denial memo provided to the employee.
DPA§599.684 provides that when a merit salary adjustment has not been granted, the MSA shall not normally be considered again in less than three months.
MERIT SALARY ADJUSTMENT
You should be aware that when you see an employee on probation you are seeing the employee at their best.
A rejection on probation should never come as a surprise to the employee.
If you have been providing feedback and communicating when there are problems, the employee will know about the deficiency.
You do not have to wait until the end of the probation period to reject an unsatisfactory employee. However, if the notice of rejection is
not served prior to the end of the probationary period
, the employee will be considered to have
Supervisors considering recommending a rejection on probation must contact their Personnel and Pay Analyst no later than the
month of a six-month probationary period, or by the
month of a twelve-month probationary period.
SUPERVISING THE PROBATIONARY EMPLOYEE
Communicate employee expectations, provide adequate training, recognize successes and positive performance
Document significant problems with employee performance or behavior
Supervisors should check the relevant sections of the MOU's regarding Supervisor's Files and personnel and evaluation materials.
WHAT SHOULD NOT BE IN THE FILE:
Materials irrelevant to the review and documentation of the employee's conduct, training performance, evaluation, and attendance.
WHO HAS ACCESS TO THE FILE
Notice of adverse action must be served
within three years
of the cause for discipline or incident upon which the adverse action will be based.
In other words, if you are keeping notes on an incident from 2011; that incident may not be used as a cause for discipline/adverse action in 2015.
The incident may, however, be used to show a continuing pattern of behavior.
WHAT'S IN THE FILE:
The supervisor's files must be maintained on-site in a confidential manner under the supervisor's control.
THANK YOU FOR JOINING US FOR MODULE 2
NEW EMPLOYEE ON-BOARDING
Although you may not institute a dress code, an informal discussion will provide notice that attire must be appropriate to the work setting and duties to be performed.
The Department's policy on grooming and attire states:
"Personal standards of grooming and attire are left to the good taste and discretion of each employee. Supervisors may and should intercede when an individual's grooming or attire appears to exceed the bounds of good taste."
Current copies of these policies are available on the DIR intranet, links provided in handouts.
1. Sexual Harassment Policy and Complaint Procedure
2. Employee Disability and Reasonable Accommodation Policy
3. Non-Discrimination/Complaint Policy
4. Electronic Information/Communication (EIC) Policy
(required upon computer access)
After review of the policies, the employee is to sign and date the "Policy Acknowledgment and Receipt Form”
Supervisors also sign and date the form
Send signed form through the attendance reporting officer (ARO) to the Human Resources (HR) Office
The "Supervisor's Report of Employee Orientation" checklist is a guideline for your first-day-on-the-job meeting with the employee, and subsequent discussions throughout the employee's probationary period.
Use the checklist as a reminder and retain in your "Supervisor's File" as substantiation of the topics covered during the orientation and probationary periods.
Annual performance appraisals
Training and work directives
Records of training received (both formal and informal training
Merit Salary Adjustment (MSA) reviews
Copies of letters of commendation or complaint
Notes on meetings with the employee
Notes and documentation on employee conduct, training, performance, evaluation, and attendance
To document the performance of your new employee, the Form 636, "Report of Performance for Probationary Employee,” is available on the DIR intranet under "Standard Forms.”
Supervisors should maintain a record of both formal and informal training provided to the new employee.
Remedial training may be necessary to allow the employee to achieve satisfactory performance on the job.
If the employee refuses to sign the probation report, note on the signature line "Employee Refused to Sign" and the date.
The rater or supervisor and the reviewing officer
sign the probation report.
Either one every two months (six month probation period)
Or one every four months
(12 month probation period.)
Probation Reports require:
Interim reports can be filed as often as necessary.
Make sure you write "Interim Report" at the top of the form.
Interim probation reports are filed in the same manner as standard probation reports.
If an employee's work performance is less than satisfactory, you should develop a plan to provide further training.
If the problem centers on poor work habits, e.g. absenteeism or tardiness, advise the employee of the department's Employee Assistance Program (EAP).
Interim Probationary Report
Training and Work Plan
It is possible to reject a probationer after the first probation report if strong and persuasive documentation is available.
Employees who have not reached the maximum salary for their classifications are eligible for an annual Merit Salary Adjustment (MSA).
MSA approval is based on satisfactory work performance during the prior year.
Approximately three weeks prior to the MSA effective date, supervisors should receive the "Supervisor Certification of Salary Adjustment" form PSD 609 for review.
If the employee has not performed satisfactorily over the last 12 months indicate with a check mark that the employee
meet the level of quality and quantity expected.
The supervisor will need to provide a memo to the employee detailing the instances of poor performance or work habits that lead to the MSA denial.
The memo indicating the reasons for denial will need to be provided to the employee according to the time frames in the Bargaining Agreement (MOU).
Share this statement with the new employee. After review, the employee should sign and date the duty statement.
Link to form provided in handouts.
Probation Report forms are available on the DIR intranet, link provided in handouts.
If the employee has performed satisfactorily over the last 12 months indicate with a check mark that the employee meets the level of quality and quantity expected at this stage of the employee's experience in the position.
Sign the form.
The signed and completed MSA form should then be sent to the Division's headquarters office prior to the MSA effective date for transmittal to the Human Resources Office.
Once approval has been granted, advise the employee that their MSA has been approved!
You will receive an email from the HR Office advising when probation reports are due. Calendar this information! Failure to complete timely probation reports will reflect negatively on the
Employees receive three probationary reports.
the signature of the employee
the signature of the immediate supervisor
the signature of the reviewing officer
The report should then be forwarded to the division headquarters office for transmittal to the Human Resources Office.
Next up, Module 3, Supervisor’s Role: Employee Management
Level of Supervision
Hours of work, lunch and other breaks
Sick leave call-in procedures and the process for vacation requests
Explain office equipment, computer usage, and phone usage (office and cell phone)
Go over general office procedures
Provide information on the location of the lunch room, cafeteria, supply cabinet, etc.
You Are Here
Review of Duty Statement
Policy Receipt and Sign-Off
Be careful not to set performance standards or production quotas
Discuss expectations regarding the following topics:
Retain a copy of the signed duty statement in your Supervisor's File and provide a copy to the employee.
Ask your HR liaison for a copy of the duty statement used to post the position.
What's in the file?
Who has access to the file?
What should NOT be in the file?
No retention time frame for materials
Employee and the employee's authorized representative may review contents
Upon request, employee must be provided
of the material in supervisory file.
Form provided in handouts.
Supervising the Probationary Employee
Rejection on Probation
NOTICE OF PERSONNEL ACTION
Sample form provided in handouts.
All personnel actions generate a Notice of Personnel Action (NOPA) from the Personnel Specialist in HR.
The NOPA confirms the employee’s classification, appointment status, and the salary and probation periods if applicable.
The NOPA requires the employee’s signature confirming their understanding and must be returned to HR
within 10 working days
An employee who is paid the minimum step of the salary range may receive a SISA to the second step following
You can only get a SISA once, and after receiving it the employee will need to wait 12 months of qualifying pay periods to receive an MSA.
SPECIAL IN-GRADE SALARY ADJUSTMENT