Bringing your New Team Member Onboard
 Engaging New Staff
Creating a challenging and rewarding work environment is a key element in ensuring the retention of staff at Western, whether they are new recruits or long-service staff. Sound leadership practices, good communication, effectively-managed performance, and rewards are elements that contribute to staff retention. Individuals involved in staffing, whether from Human Resources or other departments, should regularly review these practices and initiate improvements where necessary. Hiring new staff is a significant investment of time and money.
Orientation
New staff require appropriate orientation to the University. Orientation is a shared responsibility between Human Resources and the hiring department.
Human Resources provides a general orientation to the University which includes information on employee pension and benefits, learning and development opportunities, and other information important for new staff.
The hiring department is responsible for orienting new staff to their department. Information about how the department operates, including working hours, relevant policies and procedures, working relationships, etc., should be reviewed with the new staff member. New staff require time to become familiar with their new position and are more successful after a proper orientation.
Orientation ensures new staff feel welcome to the University. It provides information that new staff members need in order to reduce the uncertainty felt in a new position. Orientation is valuable to the department as well because it provides leaders an opportunity to clarify expectations, resolve any concerns, talk about how the team works together, and generally familiarize the person with the culture of the team.
Preparation for the first day
It is important prior to the new employee's arrival, to have certain things prepared. This will provide a good first impression and help the new employee get off to a good start. Listed below are several items for you to prepare. However, you should also print off and refer to the Supervisor’s Checklist for Orienting New Employees for additional items of preparation.
- Have role profile ready.
- Determine probation date (will be indicated in offer letter).
- Prepare initial work responsibilities for first days.
- Gather any reading materials (policies, procedures, background material).
- Register the new employee in the next New Staff Orientation. Contact Staff Relations at extension 85094.
- Have campus map and tour ready to go.
- Have information ready for new employee.
- Parking Services.
- Staff Identification Card.
- Announcement to others.
- Prepare workstation, ensure that it is stocked with the basic supplies, own space, computer, telephone.
- Ensure telephone and computer network connectivity ordered through ITS.
On the first day
Meet with new staff along with other colleagues to review/discuss:
- Provide tour of department
- Show workspace, where to hang coat, restrooms
- Introduce to co-workers
- Department goals/mission
- How jobs fit in with University
- University goals/mission
- University Harassment / Discrimination Policies
- Review position profile
- Introduce performance management process
- Working with others, ie. tools, key contacts
- Review department procedures
- Working hours
- How to request time off
- Where supplies are
- Photocopier
- Fax
- Pens/Pencils/Paper
Within the first week
- Provide tour of building/University/Campus Recreation
- Ensure benefits appointment has been made with a Pension and Benefits Consultant
- Provide link to University's policies and procedures and discuss
- Pair employee with a buddy (if appropriate)
- Allow time for new employee to read new materials and settle in to work space
- Reconnect with employee for further clarifications regarding expectations and answer any questions
Other Considerations
- Review of the Unit's/Division's/Faculty's operating or Academic Plan and its relations to overall University goals and strategies
- Human Resources policies and practices at Western
- ITS services - how to access them - what departments pay for
- Learning & Development - how to access their services
- Governance Structure - decision-making bodies at Western
- Health & Safety, Rehabilitation Services, Work Accommodation
- Creating a Culture of Engagement - Western's communication process
 Main Recruitment page
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