FS Employee Onboarding

1

Notify Human
Resources that position
needs to be filled.

Submit Hire Request/Position Control Request (refer to Recruitment Task List for details)

2

Interview/Candidate Selection

Create interview questions.

Review resumes, select and interview candidates.

Select successful candidate. (refer to Recruitment Task List for details)

3  

4

Welcome e-mail to new employee

Once accepted, prior to reporting to work, new employee is contacted by FS Human Resources to:

• Serve as main point-of-contact for information, issues, or concerns
• Information regarding site location including directions, uniform (if applicable), and accommodations
• Instructions about what to expect for first day and department's orientation

Human Resources

5

New employee training

Complete orientation schedule and identify needed outside and/or departmental trainings for new employee.

Examples:

• Maximo
• Bear Buy
• Blu Card/Event Card
• Any job or Unit specific training

6

Notify functional groups of new hire

Work with AVC's assistant to send an announcement of new hire to all relevant internal groups and campus partners.

Sample e-mail: Dear Colleagues, It is my pleasure to welcome (name) to (program/unit) as (working title). (name) joins us following (indicate relevant previous experience). Please join me in welcoming (name) to the Berkeley community. He/she can be reached at (e-mail) and (phone number). Sincerely, Manager

7

Peer mentor/buddy selection

If requested by employee, select a peer mentor from functional team. A peer mentor is usually someone on the same team as the new hire, or at least within the same function. A mentor must be a strong performer, a good communicator, and someone who demonstrates the unit’s values.

8

Parking and transportation

If needed, provide information to new employee regarding parking and transit options.

• Provide information on parking, biking public transportation, campus shuttle, campus map, etc.
  • pt.berkeley.edu
• Demonstrate Wage Works

9

Computer setup and software

Coordinate with FSIT (fsithelp@berkeley.edu) for new employee to have appropriate computer setup, hardware, software and network.

10

Workspace preparation and supplies

Ensure new employee is well prepared on their first day by preparing their workspace:

• Workspace is clean and supplies are stocked
• Name badges and name plates (if applicable)
• Uniforms (if applicable)
• Department mailbox

11

Building access

Coordinate with Access Control to arrange for appropriate building/office access for new employee.

• Keys
• Keypad codes
• Building access code

12

Employment paperwork and orientation

Work with department HR to schedule new employee for employment paperwork and orientation.

• Contact new employee to schedule appointment for employment paperwork and orientation

1

Departmental mission, vision, values and organization charts

• Review department mission, vision, values, current departmental goals
• Review relevant organization charts

2

Office culture

Review office culture with new employee:

• Personal conduct, code of Conduct, confidentiality
• Phone etiquette
• Unit practices, etc.
• Staff meetings

3

4

Job-specific duties

Review job description and Physical, Environmental, and Mental Demands (PEM) form:

• Have employee sign job description and PEM, and send original to FSHR.

5

Work procedures

Describe relevant work procedures to new employee:

• Work hours and schedule
• Procedure for notification for time off
• Steps to resolving problems and conflicts

6

Performance expectations and evaluation methods and the probationary period

Along with a clear job description and PEM, provide the employee with clear performance expectations and objectives so the employee understands what is expected and how he/she will be measured. Discuss the probationary period.

7

ID card issued & CalNet token obtained

After the hiring notification e-mail is received by the supervisor, the new employee must visit  https://cal1card.berkeley.edu/ to obtain a Cal ID.

8

Office supplies and machines

Review use of phones, tablets, fax machines, copiers, and other relevant work tools.

9

Tour

Provide new employee with tour of workspace and relevant sites on campus.

10

List serv

Request to add employee to applicable internal list servs and shared drives with HR and FS:

• Contact AVC's assistant to add employee to FS listserv
• Explain listserv to employee

11

Assist new employee in selecting and ordering business cards (if applicable).

12

Assist employee to register for UC Berkeley New Employee Reception & Orientation (https://hr.berkeley.edu/development/learning/new-employee-orientation).

13

Have the new employee sign up at the WarnMe (warnme.berkeley.edu) web site. WarnMe is UC Berkeley’s alerting and warning service for students, staff, and faculty. It is activated to contact you when there is an immediate threat to safety or health affecting the campus community

14

Review safety and emergency preparedness:

• Review building evacuation plan (provide copy if applicable)
• Describe role in business resumption (if applicable)
• Review Injury and Illness Prevention Plan (IPP) (provide copy)
• Review appropriate safety information

15

Add staff meetings to bCal or provide new staff member with a meeting calendar

16

Arrange for access and training to relevant tools and systems. Examples: (server folders, Maximo, bCal, UCPath, BearBuy, CalTime, etc.)

17

Review the following information with the new employee:

• Facilities Services Mission
• Principles of Community 
• Statement of Ethics 

18

Review important department and campus policies and procedures and web sites. Examples:

• Facilities Services Code of Conduct
• Driving/vehicle policies
• Sexual Harassment policy
• Policy/Bargaining Agreement website (if applicable)
• Drug and Alcohol policy

19

Explain relevant access needs and new employee tasks:

• Explain Calnet ID
• Explain Cal 1 Card (schedule appointment to get card)
• Explain bCal
• Explain bMail 
• Explain CalTime & Time Clocks

20

Review relevant classification and performance with new employee:

• Provide blank performance evaluation or link to Achieve Together

Probationary period end date: _______________

Direct new employee to relevant training and employee services:

• UCB Learning Center
• Sexual Harassment Prevention training (supervisors)
• Ethics training
• Career Center
• ombuds office 
• People and Culture Employee and Labor Relations
• CARE Services
• Whistleblowers
• Maximo
• Safety Training

Provide information on campus amenities:

• Access to libraries, museums, performances, etc.
• Recreational Sports Facility
• Wellness programs

Review and refer employee to FS's support services and resources. Help employee with the following:

• Set up Calnet ID (if applicable)
• Set up bMail
• Set up bCal
• Business System Accounts (if applicable)
• Computer Security training (if applicable)
• FS Employee Resources Webpage

Review and refer employee to the Ergonomics Program

• Business Ergonomic Evaluators conduct evaluation

1

Schedule three-month
performance review

Evaluate the employee’s performance in accordance with applicable policies, procedures, and contracts. this should be done in writing using the appropriate form.

Manager and Employee

2

Schedule six month
performance review

3

Create professional
development plan

4

Post orientation check in