March 09, 2008
The Orientation policy is designed to welcome each new employee and make them part of the team from the first day. It seeks to do everything to make the new employee’s adjustment to the job and to the work environment as rapid and pleasant as possible. After hiring, there are two phases of orientation: Phase I—Human Resources Department and Phase II—Supervisors. Phase 1 includes a checklist to be sure all administrative/HR tasks have been completed. Phase 2 includes a checklist to ensure that all necessary supplies, tools, information, and safety equipment have been given to your new employee.
Example of: Standard Policy
At XYZ Corporation, we believe that each new employee is to be welcomed as a part of the team from the first day. We seek to do everything to make the new employee’s adjustment to the job and to the work environment as rapid and pleasant as possible. For these reasons, we:
1. Let each person who is hired know that we are happy to have him or her as an employee and colleague.
2. Provide all new employees with all the information they need.
3. Keep all employees fully informed on all matters of company policy and company action that might involve or affect them in any way.
4. Maintain open communication so employees can obtain information, get answers, and discuss concerns openly with supervisors, Human Resources associates, and officers of the company.
Orientation is the final step in hiring.
The orientation program for all new employees consists of two phases:
1. Phase I — Human Resources Department
2. Phase II — Supervisors
It is important that each phase be completed. (See attached checklists.) If you do not receive the information listed or proper forms, call the Human Resources Department.
Human Resources Orientation Checklist
The following items are to be discussed with the new employee.
|1. Equal Opportunity Employer/Harassment|
|2. W-4 Form|
|3. Safety training|
|4. I-9 Form|
|5. Group insurance program|
|6. Orientation period|
|7. Workers’ compensation/reporting injuries|
|8. Bulletin boards|
|9. Job postings|
|10. 401(k) plan|
|11. Holidays — eligibility|
|12. Vacations — eligibility|
|13. Sick days — eligibility|
|14. Proper reporting/recording hours worked|
|15. Telephone calls—emergency or other|
|16. Changes in personnel status|
|17. Cafeteria facilities|
|18. Parking facilities|
|19. Service award program|
|20. Scholarship program|
|21. Tuition reimbursement program|
|22. Credit union membership|
|23. Savings Bonds|
|24. Working hours|
|25. Pay procedures|
|26. Performance review|
|27. Employment at Will|
|28. Group insurance booklet|
|29. Rules of Conduct|
|30. Safety rules|
|31. ERISA form|
|32. Receipt for handouts|
HR Representative Signature:
I understand all information covered and have been issued copies of the benefit booklets, Rules of Conduct, and general safety rules and have completed the listed forms. Any questions I had have been answered to my satisfaction.
Placed in employee’s permanent file (date):
Phase II – Department Supervisor Orientation Checklist
This checklist ensures that all necessary supplies, tools, information, and safety equipment have been given to your new employee. Welcome new employee and put him/her at ease.
|Provide Employee With:|
|1. Key for locker or desk, where applicable|
|2. Required equipment/tools|
|3. Required safety equipment|
|4. Employee’s job classification (title)|
|5. Initial assignment and necessary training|
|6. Goals/training of the first 3 months|
|7. Type of on-the-job/classroom training|
|8. Possible promotional opportunities|
|9. Pay procedures (when, where, how)|
|10. Bulletin boards/postings|
|11. Hours of work/rest periods|
|12. Lunch provisions/cafeteria facilities|
|13. Department/company rules and regulations|
|14. How to get equipment, tools, and supplies|
|15. Company safety policies:|
|a. Review department safety rules and record|
|b. Inquire about employee’s past safety record|
|c. Explain procedures to follow in case of on-the-job injury.
Mention nurse on duty 7 a.m. to 3:30 p.m.
|16. Overtime policy|
|17. Importance of good housekeeping|
|18. Attendance policy/calling in|
|19. Tour of facility/location of restrooms|
|20. Observe duties of new job|
|21. Explain each step as performed|
|22. Introduce employee to department lead|
|23. Introduce employee to training instructor|
|24. Explain systems, e.g., paging, voice mail, e-mail, etc.|
|25. Completely answer any remaining questions|
|26. Introduce employee to department head|
Signature of department supervisor:
I understand all information covered and all my questions have been answered.
Signature of employee:
Return completed and signed form to the Personnel Department.