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8 Weeks Before

7 Weeks Before

6 Weeks Before

5 Weeks Before

4 Weeks Before

3 Weeks Before

2 Weeks Before

1 Week Before

Week 1

ONBOARDING

TIMELINE

Employee's First Day

Hiring Manager

Human

Resources

Hiring Manager

Employee

Week 8

Week 7

Week 4

Week 2

Week 6

Week 5

Week 3

Hiring Manager

Human Resources

Hiring Manager

Human Resources

Hiring Manager

Employee

Hiring Manager

Human Resources

Hiring Manager makes verbal offer.

Position is posted.

At least 8 weeks before the employee will start, the Hiring Manager will:

  • Determine the need for the position
  • Create Position Description

Hiring Manager reviews candidate selection, references, salary grade, and sets potential start date.

Hiring Manager receives and reviews applications via ADP Workforce Now.

Search committee begins interview process.

  • Org charts are updated.

  • Staffing Pattern Change Form

  • Position Description (new Employee Checklist-if applicable) is sent to Hiring Manager

HR receives pre-approved requisition from Hiring Manager

  • Meet and greet the employee.
  • Identify their supervisor and give contact information.
  • Introduce others and explain their duties.
  • Guide the employee to their workspace.
  • Review agenda for the day
  • Escort employee to orientation
  • Hiring Manager explains that offer is contingent upon background check (when applicable).
  • Check with HR for salary range and comparables prior to making offer to the candidate.

ADP Workforce Now Instructions:

http://goo.gl/sc3X59

Position Description Template:

https://drive.google.com/file/d/0B88rEQZOhOLmeEgzSjRkLS11S0E/view

Human Resources

Hiring Manager

Human Resources

Hiring Manager

Employee

Human Resources

Employee

Human Resources

Hiring Manager

At the History Center, print the Key Card Application Form and instructions

Offer of employment is accepted by candidate.

Hiring Manager contacts/meets with HR staff to establish hiring plan and recruitment plan:

Hiring Manager accepts or rejects candidates within ADP Workforce Now.

Hiring Manager coordinates orientation with HR.

Offer is reviewed with HR staff.

Application & review processes are established.

Hiring Manager discusses position description with and gets approval from their supervisor.

Certain paperwork must be completed on the employee's first day of employment. HR will bring this paperwork to orientation to be completed.

If, due to extenuating circumstances, the employee will not start on the 1st or 16th of the month, contact HR.

Form:

https://drive.google.com/file/d/0B88rEQZOhOLmUkF2YWhZV2lrbnVMcTJZT0R1MG1JZnNlTndZ/view

Start date, Benefits Orientation and New Hire Orientation dates are determined.

  • Orientation takes place on the 1st and the 16th of each month.
  • Internal/External posting
  • Posting dates and length of posting
  • Standard advertising and additional recruitment resources
  • Costs
  • Review of salary range

ADP Workforce Now Instructions:

http://goo.gl/sc3X59

Instructions:

https://drive.google.com/file/d/0B88rEQZOhOLmN1U3R2dHVkJ5TEE/view

New Hire Paperwork:

https://sites.google.com/a/mnhs.org/human-resources/new-hire-orientation/new-hire-paperwork

Human Resources

Hiring Manager

Employee

Hiring Manager

A background check MUST be completed before any employee can begin work.

Arrange for Workspace

Employee

Arrange for a co-worker to have lunch with the new employee on their first day.

  • Background check request is emailed/mailed to candidate by HR.

Hiring Manager creates interview questions.

  • Employee enters information for background check.

Hiring Manager checks candidate references.

Hiring Manager completes requisition form and gets approval to hire from supervisor.

If the position is completely new, arrange for space as soon as it is approved by HR.

This includes lockers, shared workstations, furniture, offices and cubicles.

  • Offer letter(s)/background check(s) are generated by HR.

Explain the Work:

  • Describe the division, department and program responsibilities.
  • Relate departmental work to institution's work. Discuss MNHS Strategic Pririties.
  • Identify employee's position with the department, review position description.
  • Outline work procedures and rules.
  • Inform of any regularly scheduled meetings.
  • Explain use and care of tools and equipment.
  • If background check is not completed, HR contacts Hiring Manager to discuss options

At the History Center, where space is particularly limited, use Facilities Footprints to request new workspace as early as possible:

Form:

https://drive.google.com/file/d/1ZHQiuBIEBsldWYt7-L9znNCqrpR3g_eV/view

  • Email verifying background check sent to employee by HR

http://bmc.mnhs.org/MRcgi/MRlogin.pl?PROJECTID=3

Hiring Manager

Human Resources

Hiring Manager

Arrange for Computer

Employee

HR mails offer letter, confirms offer of employment.

Human Resources staff review the submitted Position Description and requisition form.

HR reviews interview questions before interviews.

If the position is completely new, arrange for a new computer as soon as the position is approved by HR.

Present Staffing Pattern Form, Position Description, and New Employee Checklist for signatures.

  • Offer letter is also emailed to applicant with the position description; Hiring Manager is copied on the email

  • Offer letter also provides instructions on orientation, if applicable

IT Help Desk

https://k1000.mnhs.org/

Hiring Manager

Human Resources

Hiring Manager contacts interviewed but not hired candidate(s)

Hiring Manager

  • Hiring Manager gives HR a list of rejection calls made to interviewed (not hired) candidates.

Employee

  • HR verifies that rejection notice has been sent to all remaining candidates.
  • ALL application materials are sent to HR, including materials of hired candidate
  • Explain performance management and performance review schedule.

  • Discuss working conditions:

  • Hours of work, Breaks, Overtime
  • Holidays, Vacation procedures, Sick Time
  • Paycheck delivery, Personal calls, Smoking policy

Hiring Manager

Hiring Manager prepares for new employee:

Hiring Manager

Order name tags using Marketing Google site

Complete IT New User request via IT Helpdesk

Creates an announcement(s), if applicable

Name Badge Request Form:

IT Helpdesk:

https://docs.google.com/a/mnhs.org/forms/d/e/1FAIpQLScw9Mf_oK4kJtbb8dFrhpj0KlgYJMLv4A2b0c2b8kM5UPOtzQ/viewform

https://k1000.mnhs.org/

Hiring Manager

Arrange for an office name plate, necessary keys, and phone or phone number

Order business cards using Marketing Google site

Facilities Google Site:

Business Card Request Form:

https://sites.google.com/a/mnhs.org/history-center-facilities/

https://docs.google.com/forms/d/1NYEeeKie3C68_AM3eXu5De9VgxUP9gltrBqzbZ8x3Tk/viewform?edit_requested=true

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