Onboarding and Integration Tool

Supervisor User Guide

uOttawa.ca/human-resources

Human Resources 613-562-5832 | hrinfo@uOttawa.ca

Disclaimer notice This document is provided strictly for information purposes, and its content may change without notice. It does not replace the provisions of collective agreements, the University’s policies and practices, or its official interpretations of these documents, which prevail at all times. If this information does not fully meet your accessibility needs, please contact Human Resources.

For more information Human Resources 550 Cumberland St. Room 019 K1N 6N5 Tel.: 613-562-5832 Fax: 613-562-5206 hrinfo@uOttawa.ca

© Human Resources, University of Ottawa

Table of contents DISCLAIMER NOTICE 2

For more information 2

TABLE OF CONTENTS 3

ACCESSING THE ONBOARDING AND INTEGRATION TOOL 4

Human Resources website 4

Automated emails 4

HOW THE ONBOARDING AND INTEGRATION PROCESS WORKS 4

Process diagrams 4

Employees for whom this tool is designed 4

SUPERVISOR DASHBOARD 5

Supervisor activities 5

Options 6

Adding or removing a supervisor or delegate 6

Enabling or disabling the process 8

Changing the onboarding process start date 9

Enabling or disabling email notifications 11

Onboarding and integration activities 12

Completing the activities to onboard and integrate the employee 12

Viewing the employee’s activities 14

APPENDIX A 15

APPENDIX B 16

uOttawa.ca | Onboarding and Integration Tool – Supervisor User Guide 4

Accessing the Onboarding and Integration Tool

Human Resources website 1. Copy this address into your browser’s address bar: https://www.uottawa.ca/ressources-humaines/

2. Click the Management tab and select Onboarding and Integration from the drop-down menu.

Automated emails You will receive automated emails sent at predetermined times (see Enabling or disabling email notifications). These emails will contain a link to the onboarding and integration tool.

How the onboarding and integration process works The onboarding and integration process is triggered as soon as a support staff employee accepts a job offer from the University of Ottawa, regardless of whether the position is regular or contract. The tool is linked to the system that generates job offer letters (GLO).

Process diagrams Appendix A: Onboarding and Integration Process (Support Staff – Returning Employees)

Appendix B: Onboarding and Integration Process (Support Staff – New Employees)

Employees for whom this tool is designed Only support staff members and their supervisors must complete these onboarding and integration activities. Professors and teaching staff should not use this onboarding and integration tool unless they are supervising support staff members.

Support staff members who are starting in a position for the first time, and those who are switching positions within the University, will need to use the tool, which can also be used by employees who need a refresher on onboarding and integration activities.

Information on support staff members who are hired or transferred through GLO will automatically be sent to the onboarding and integration tool. This includes information on any employees belonging to the following groups:

1K – Academic Research Associates

1F – Pos Doc

2B – Admin Sup SSUO (reg) 1820

2C – Admin Sup SSUO (reg) 2080

2D – Admin Sup SSUO (reg) 1885

2E – Admin Sup PIPS (reg) 1820

2F – Admin Sup Non Union (reg) 1820

2G – Admin Sup Non Union (reg) 2080

2H – Admin Sup SSUO (term) 1820

2I – Admin Sup SSUO (term) 2080

2J – Admin Sup SSUO (term) 1885

2K – Admin Sup PIPS (term) 1820

2L – Admin Sup Non Union (term) 1820

2M – Admin Sup Non Union (term) 2080

2N – Power Plant (772A) (Reg)

2O – Trades (772B) (Reg)

uOttawa.ca/human-resources | Onboarding and Integration Tool – Supervisor User Guide 5

Supervisor dashboard The supervisor dashboard shows the onboarding and integration tool status of employees, namely whether they are active, inactive, or have completed their onboarding and integration activities. Supervisors can only view the status of support staff members for whom they are responsible for ensuring onboarding and integration and whose processes are active, inactive or completed.

To view the activities required to onboard and integrate an employee, click Supervisor activities.

Supervisor activities The page is divided into four sections. The top quadrant (1) lists the employee’s name and start date. The left-hand quadrant (2) presents the tool and how it is used. The right-hand quadrant (3), titled Options, allows the user to change certain user options. Finally, the lower quadrant (4) lists all the activities necessary to onboard and integrate the employee, divided by period.

uOttawa.ca/human-resources | Onboarding and Integration Tool – Supervisor User Guide 6

Options

By clicking Options, supervisors can perform the following user options:

• Adding or removing a supervisor or delegate

• Enabling or disabling the process

• Changing the onboarding process start date

• Enabling or disabling email notifications

Adding or removing a supervisor or delegate

To add a supervisor or delegate:

a. Click Options.

b. Enter the email address. Searching by name is not allowed.

c. Click Add.

uOttawa.ca/human-resources | Onboarding and Integration Tool – Supervisor User Guide 7

d. The supervisor or delegate has been added.

Note: You can add as many supervisors or delegates as you want, but each support staff member must have at least one supervisor or delegate on file.

To remove a supervisor or delegate:

a. Click Options.

b. Click the X next to the name you want removed from the list.

c. A dialogue box will open asking you to confirm that you want to remove the supervisor or delegate from the list. Click Remove.

d. The supervisor or delegate has been removed.

uOttawa.ca/human-resources | Onboarding and Integration Tool – Supervisor User Guide 8

Enabling or disabling the process

The onboarding and integration process is enabled as soon as the new employee signs the job offer. In certain cases, the supervisor may want to disable the process. For example:

• The employee has completed the onboarding activities.

• The employee is on leave for an indeterminate period.

• The employee has resigned.

• The employee has been relieved of duties.

• The onboarding and integration process has been enabled by mistake.

To disable the process:

a. Click Options.

b. Click Disable process.

uOttawa.ca/human-resources | Onboarding and Integration Tool – Supervisor User Guide 9

c. The process has been disabled for both supervisor and employee. The tool will not send email notifications to the supervisor(s), delegate(s) or employee.

To enable the process:

a. Click Options.

b. Click Enable process.

c. The process is enabled for the supervisor and the employee. The tool will send email notifications.

Changing the onboarding process start date

The initial process start date is the employee’s employment start date, but it can be changed if the employee’s start date is delayed.

a. Click the date field.

uOttawa.ca/human-resources | Onboarding and Integration Tool – Supervisor User Guide 10

b. Select the date in the calendar or enter the new date using your keyboard.

c. Click Update date.

d. The onboarding process start date is changed.

uOttawa.ca/human-resources | Onboarding and Integration Tool – Supervisor User Guide 11

Note: When you change the process start date, all the dates at the bottom of the page, along with the email notification dates, change as a result.

Enabling or disabling email notifications

By default, the system sends email notifications to the supervisor(s), delegate(s), and employee as soon as the employee signs the University’s job offer. The employee and the supervisor will receive other email notifications after one week, one month, three months and six months.

Unlike the employee, the supervisor can disable email notifications. However, the supervisor will be the only person affected: the tool will continue to send notifications to other supervisors and delegates, if applicable, and to the employee.

To disable email notifications:

a. Click Options.

b. Click Disable notifications.

uOttawa.ca/human-resources | Onboarding and Integration Tool – Supervisor User Guide 12

c. Email notification is disabled.

To enable email notifications:

a. Click Options.

b. Click Enable notifications.

c. Email notifications are enabled.

Onboarding and integration activities

Completing the activities to onboard and integrate the employee

a. Click on one of the time periods, e.g. “Pre-start”.

uOttawa.ca/human-resources | Onboarding and Integration Tool – Supervisor User Guide 13

b. Once you’ve completed the activity, click the box.

Note: The tool automatically saves all changes.

If you feel that an activity is not applicable, click Not applicable.

c. This activity can no longer be checked off

d. You can restore an activity at any time by clicking Restore.

uOttawa.ca/human-resources | Onboarding and Integration Tool – Supervisor User Guide 14

Viewing the employee’s activities

To see the activities your employee must complete in order to help them do so, click Employee activities.

Note: You cannot check off the employee’s activities. Although you can see the employee’s activities, the employee cannot see yours.

uOttawa.ca/human-resources | Onboarding and Integration Tool – Supervisor User Guide 15

Appendix A

uOttawa.ca/human-resources | Onboarding and Integration Tool – Supervisor User Guide 16

Appendix B