Onboarding & Orientation: Prior to a NewHire’s First Day
What’s Required? Things a Supervisor needs to do.
MTV Health System Orientation Sessions (Agenda) – provides an 1.5 day overview of new employment with the University of Michigan Health System; offered on Monday & Tuesdays weekly. Supervisors should schedule "Regular" new hires in advance (by Noon on the preceding Wednesday) through their HR Contact. "Temporary" new hires should be registered with Human Resources by contacting HR-Employment-Services. New temporary staff members will need to complete online course HUMA-10000 in MLearning in order to satisfy the JCAHO requirement for mandatory competencies. Departments should also arrange for their temporary staff to obtain their UM Photo ID from the Key/ID Office located at C-158 Med Inn Building. Should a temporary staff member have a need to purchase a parking permit, they will need to present a letter of verification from their department ( includes name, job title, department name, UMID #, and the expected duration of employment) to Parking Services located at 523 South Division Street. Office hours are 7:30 am to 4:30 pm, Monday through Friday, with one exception - each Tuesday the office is closed between 11:30 am and 1:00 pm.
Orientation Checklist – a complete list of all
information necessary to ensure that an employee is trained according
to the required Joint Commission standards. The Supervisor will want to
pull up this Checklist (PDF) /
(Word) and begin getting ready for their new hire. The hospital uses the following information from HR.01.02.05, Elements of Performance 1-5 to make decisions about staff job responsibilities:
Required licensure, certification, or registration verification.
Required credentials verification.
Education and experience verification.
Criminal background check.
Applicable health screenings.
Orientation Checklist for Transfers - a complete list of all information necessary to ensure that an internally transferred employee is trained according to the required Joint Commission standards. The Supervisor will want to pull up this checklist (word/pdf) and begin getting ready for their new hire.
Workplace Safety Scavenger Hunt - please complete the scavenger hunt in your work area by locating or identifying the items listed on the sheet (word/pdf) to become familiar with workplace safety in your department. This form is to be filed with the Orientation Checklist.
Employee Health Service – after the new hire (regular or temp status) has accepted the offer, the supervisor sends along a routing form to Employee Health Service to let them know of the hire.
Contact employee and welcome to the organization, which may include:
Letter of welcome
Brief job description with title
Information about MTV – New Hire Orientation
Directions to work site and where to report following Orientation
Campus map to locate relevant buildings and parking lots
Define the dress code. Review appropriate attire for the workplace or lab.
What’s Recommended? Things a Supervisor should do to get ready for their new hire.
Communicate - something as simple as a two-minute phone call can go a long way toward making an new hire feel valued and welcome.
On the day your candidate accepts the job offer, call him or her and express your excitement.
Make sure communication continues to be a priority. Schedule time on your calendar now to meet with your new employee on his or her first day in the office.
Schedule time at the end of the first week to check in with the new employee, prepare him or her for the upcoming week, and find out how things are going (feedback).
Announce the arrival to other employees in the department. Set up a meeting for everyone to get acquainted or designate time on the next staff meeting agenda for introductions.
Contact the department’s management team, such as the department heads, managers or directors, to make sure that they know the person is starting.
Work Area - you’re responsible for making sure your new employee’s work area is set up before his or her first day on the job. Begin these steps as soon as your new employee is a confirmed employee to ensure that everything is in order on his or her first day.
Decide where new employee will sit, if they have a desk job.
Clean desk area and organize desk supplies. Verify that necessary office furniture & equipment are available
Make sure computer has the proper systems/programs and proper access/user ID’s.
Add new employee to necessary department distribution lists.
Get organizational charts and phone lists for new employee.
Order business cards
Involve Others - reach out to the rest of the organization to help acclimate your new employee by taking the following steps:
Schedule meetings with key business partners
Schedule any necessary training for employee
Arrange for time for you (supervisor) or co-workers to conduct orientation
Assign a “welcome coordinator” who new employees can call before starting the job
Mail employee their new business cards to their home before they start in order to reinforce their decision to join the company
Send a small gift, fruit basket, flowers or simply a personal note to the employees’ home to make them feel part of the team and to build support for the new organization. Ensure that welcome gifts are consistently sent to all new employees.
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