Follow us on: HR Liaison Network
Welcome “Onboard” From Interviewee to Established Team Member
Jan Pfannstiel HR Liaison
University Libraries
03/04/2014
Human Resources | Page 2 HR Liaison Network – 03/04/2014
Choosing your Cruise
Human Resources | Page 3 HR Liaison Network – 03/04/2014
• Use standard interview matrix, interview questions and reference checks • Template matrix and interview question
guides given to each supervisor
• Avoid unnecessary “over” qualifications on matrix
• Include behavioral style questions to help select the best candidate
• Provide water/beverage during interview
• Validate parking
It starts with the interview
Human Resources | Page 4 HR Liaison Network – 03/04/2014
It starts with the interview
• HR Liaisons walk supervisors through every step of
the interview process
• Eliminate ineffective and illegal questions and
activities
• Monitor matrix for consistency in rating
• Liaison does the reference check to avoid bias
and leading questions
*Hiring Matrix, Interview Questions Guide,
Reference Request templates available at:
http://employees.tamu.edu/forms/
Human Resources | Page 5 HR Liaison Network – 03/04/2014
Booking the Cruise
Human Resources | Page 6 HR Liaison Network – 03/04/2014
The Job Offer
• Verbal offer and offer letter include
• Call from HR Liaison to offer position (and
negotiate salary if applicable)
• Criminal background check
• Credentialing
• Documentation required on first day
• Proof of ability to work in US
• Social security card
• Copy of position description
*Hiring Process Compliance Checklist and
other hiring forms available at:
http://employees.tamu.edu/forms/
Human Resources | Page 7 HR Liaison Network – 03/04/2014
Approved to Hire
• Welcome to the University Libraries
• Agree on start date
• Explain benefits eligibility and timing
• Describe first day work schedule • Start time
• Meet with Employee Resources • Paperwork processing
• Mandatory online training
• Meet with supervisor
• Lunch plans
Human Resources | Page 8 HR Liaison Network – 03/04/2014
Booking Cruise Activities and
Excursions
Human Resources | Page 9 HR Liaison Network – 03/04/2014
Hiring Checklist
• Prior to first day
• EPA
• Hiring Certificate
• Selective Service Registration
• Driver’s License and Social Security Card
• Net ID and Library log on, email setup and office setup
• Announcement
• Email to all Library employees introducing new employee
• Send supervisor • departmental orientation checklist
• New employee performance feedback form
• Send Supervisor departmental checklist
Human Resources | Page 10 HR Liaison Network – 03/04/2014
Cruise Ship Pre-Board
Human Resources | Page 11 HR Liaison Network – 03/04/2014
Hiring Checklist
• Packet of Forms Completed on First Day
• Sign application
• Employee personal data form
• W-4
• Direct Deposit
• Faculty /Staff ID Card
• Prior Library Experience
• Prior University Experience
• Race and Ethnicity Reporting
• Employee Personnel File
Acknowledgement
• Acknowledgement of Receipt of Notices
Human Resources | Page 12 HR Liaison Network – 03/04/2014
Boarding the Cruise Ship
Human Resources | Page 13 HR Liaison Network – 03/04/2014
Discuss with Employee
• NEES benefit information
• Drug & Alcohol Abuse and Rehab Program (4 docs)
• HIV/AIDs in the Workplace
• Ethics Policy
• Hazard Communication Act
• Texas Deferred Compensation Program
• Extended Pay Plan
• New Employee Information Sheet
Human Resources | Page 14 HR Liaison Network – 03/04/2014
Discuss with Employee
• TAMUNEW – New Employee
Welcome
• Explain parking registration
• Log on to SSO
• Walk through benefits
• Complete Mandatory online
training
Human Resources | Page 15 HR Liaison Network – 03/04/2014
Employee Take-aways
• Libraries Quick Reference – URLs and web links
• Access to personnel file
• Job-related skill enhancement pay
• Higher ed scholarship opportunities
• Employee funded educational opportunities
• EOD
• Conferences
• Seminars
• Educational Release Time
• Paid Leave and Holiday schedule
Human Resources | Page 16 HR Liaison Network – 03/04/2014
Employee Take-aways
• Equal Employment Opportunity
Brochure
• Sexual Violence Response
Protocol (student counseling)
• University Libraries brochure
• Campus map
• Emergency phone numbers
• Code Maroon
• Ergonomic assessment
Human Resources | Page 17 HR Liaison Network – 03/04/2014
University Libraries Vision Statement
The University Libraries will be the indispensable hub
of discovery, learning and creativity at Texas A&M.
The pillars of this vision are a distinguished collection of
information resources, unbounded by place and preserved
for future generations; a suite of innovative, robust
services and dedicated staff exceeding customer
expectations; an inspirational built environment that
delights and invites exploration; an organizational culture
celebrated for its trust, openness to risk, and strengthened
by its collaboration and diversity.
Human Resources | Page 18 HR Liaison Network – 03/04/2014
University Libraries Common Purpose
We enrich minds and inspire learning by
providing quality information, services, and
resources to the Texas A&M University Libraries
global community.
Human Resources | Page 19 HR Liaison Network – 03/04/2014
Service Standards
Safety
Protecting people, places and ideas
Respect
Welcoming and valuing everyone
Relationships
Building connections with each other and our customers
Excellence
Surpassing service expectations, delivering distinguished content
Human Resources | Page 20 HR Liaison Network – 03/04/2014
Welcome Aboard
• Library Pen to sign documents
• Travel Mug (employee holiday
gift last year)
• Disney book Be Our Guest
• Arbinger books
• Leadership and Self-
Deception
• The Anatomy of Peace
• Library logo tote bag
• Name tag
Human Resources | Page 21 HR Liaison Network – 03/04/2014
Welcome Aboard
3/24/2014
Library Employee Resources
Is always available
To help!
Call
Stop By
IM
Human Resources | Page 22 HR Liaison Network – 03/04/2014
Cruise Ship Underway
Human Resources | Page 23 HR Liaison Network – 03/04/2014
• New employee is scheduled to meet with the Dean
• New employee is introduced at our monthly all staff meeting
• New employee is encouraged to sign up for NEW Employee
Welcome Orientation Session and Benefits Orientation Session
• Introduce employee to trainer and co-workers
• Unit and Library Organizational Chart
• Where to get help and information
• Lunch and breaks with a co-worker “buddy”
• Tour the building – washroom, supplies, lounge, meeting areas
Meeting with the Captain and Crew
Human Resources | Page 24 HR Liaison Network – 03/04/2014
Cruise Activities
Human Resources | Page 25 HR Liaison Network – 03/04/2014
Unit Orientation Checklist
• Supervisor has ready when
employee arrives
• Desk area, chair and
computer setup
• Supplies stocked
• Keys available
• Email groups setup
Human Resources | Page 26 HR Liaison Network – 03/04/2014
Unit Orientation Checklist
First Day of Employment
• Attendance and punctuality -- work week job schedule, reporting absences and late arrivals
• Time sheet and leave reporting policies and procedures
• Break/lunch schedule
• Microwave policy
• Food and drink
• Library web site and intranet
• Staff directory and emergency call tree
Human Resources | Page 27 HR Liaison Network – 03/04/2014
Unit Orientation Checklist
First Day of Employment
• Library unscheduled closing and hours line
• Emergency/safety procedures
• Location of all entrances and exits, emergency exits and fire extinguishers
• Evacuation plan for building
• Overtime authorization/holiday/
compensatory time
• Departmental flextime
• Reporting injuries and workers’ compensation
• Key/access cards
Human Resources | Page 28 HR Liaison Network – 03/04/2014
Unit Orientation Checklist
First Week of Employment
• Explain career ladder/tenure
process
• Ergonomic assessment – contact
unit rep
• Required Meetings – unit and
library
• Business Cards
• Order supplies
Human Resources | Page 29 HR Liaison Network – 03/04/2014
First Week of Employment
• Review position description and responsibilities
• Review unit, Library and individual goals for the yea
• Provide benchmarks, performance expectations and standards
• Review initial job assignments and training plans
• Discuss workshops/seminars required by unit
• Mandatory training completed?
• Explain workshops and training for new supervisors • Show Supervisors Toolbox
http://eodinfo.tamu.edu/supervisors/
Unit Orientation Checklist
Human Resources | Page 30 HR Liaison Network – 03/04/2014
• Show login/out of computer and proper daily shutdown
• Explain Library IT and Facilities help desks and
procedures for computer and facilities problems
• Explain rules outlining incidental use of University
equipment/resources for personal use
• Explain LeaveTraq, TimeTraq, TrainTraq, HRConnect
• Enter leave in a timely manner
• Update personal information and contacts
• Dress Code
Unit Orientation
Human Resources | Page 31 HR Liaison Network – 03/04/2014
Final Thoughts
1. You can’t inform too many times – new
employees are overwhelmed!
2. Use checklists so you don’t forget
3. Educate supervisors on the importance of
employee orientation and use of checklist
Human Resources | Page 32 HR Liaison Network – 03/04/2014
Questions?