The document provides an overview of onboarding checklists for supervisors, human resources analysts, and new employees at the Virginia Department of Health to help assimilate new hires and ensure they receive consistent onboarding information in a timely manner, with the goal of improving employee retention, supervisor performance, and the new employee experience. It reviews the structure and components of the checklists, including tasks to complete before and after the start date, and encourages supervisors to use the checklists regularly to onboard new employees.

1. Onboarding Checklist Overview for Human Resources Analysts Office of Human Resources, Virginia Department of Health Onboarding Checklist Overview For Supervisors Office of Human ResourcesVirginia Department of Health

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3. Your Critical Role Research shows that your employees’ relationship with you is one of the most significant in their work life. Most employee turnover is ultimately caused by supervisors’ relationships with employees (or lack of it). The ability to assimilate new employees is a core competence of supervisors.

4. Learn More Take a look at the Office of Human Resources Webpage that further explains your role in employee onboarding and why it is so critical. http://vdhweb/qihr/managers/effective-onboarding.asp

5. 3 Checklists The Office of Human Resources has developed 3 checklists to assist you in onboarding new employees.

6. 1 2 3 HR Analyst Supervisor Employee 3 Checklists There’s a checklist for you, the supervisor, the human resource analyst and the employee.

7. Quality Assurance We want to ensure that each new employee gets the same information in a timely manner.

8. High Performance We hope that these tools will ensure that each supervisor meets the same level of performance.

9. Structure and Components Implementation Reminders Basic Structure Let’s review the basic structure of the checklist you would use if you had a new employee.

10. Note There is a note at the top of the checklist.

11. Supervisor Checklist for New Employees Note to Supervisor:Research shows that an employee’s relationship with his/her supervisor is one of the most significant in the employee’s work life. Most employee turnover is ultimately caused by that relationship (or lack of it), which makes the ability to assimilate new employees a core competence of supervisors. The Office of Human Resources designed this checklist to assist supervisors as they orient each new employee to the Virginia Department of Health and their work unit. It serves as a structure for communicating all relevant agency and work unit policies, administrative procedures, position responsibilities and expectations, and other essential information. Supervisor’s Note This note explains the important role that you play in employee retention and the purpose of the checklist.

12. Before the First Day Before the First Day After the note, there’s a section that lists tasks to complete before the employee’s first day.

13. Before the First Day NOTES Your Notes There’s a section for your notes below each section.

14. First Day ADMINISTRATIVE TASKS REVIEW WITH THE EMPLOYEE [See Points to Emphasize - XXXXXX] First Day The next section lists administrative tasks and information to review with the new employee on his/her first day.

15. First Day ADMINISTRATIVE TASKS REVIEW WITH THE EMPLOYEE [See Points to Emphasize - XXXXXX] Points to Emphasize Notice the “See Points to Emphasize” in blue italics beside certain items. These points are on the last few pages of the checklist.

16. First Day ADMINISTRATIVE TASKS REVIEW WITH THE EMPLOYEE [See Points to Emphasize - XXXXXX] Points to Emphasize It is critical to review these points with the new employee. You can even add your own. Just be sure to review all of the points provided.

17. First WEEK ADMINISTRATIVE TASKS REVIEW WITH THE EMPLOYEE [See Points to Emphasize - XXXXXX] First Week The next section lists activities to be completed during the first week.

18. Second Week First Month First 90 days 6th Month First year Additional Checkpoints There are also sections for activities to be completed in the 2nd week, 1st month, 1st 90 days, 6th month and 1st year.

19. Employee’s Checklist The employee’s checklist has a similar structure. New employee onboarding checklist

20. New employee onboarding checklist Instructions: Check the boxes to indicate that the appropriate person reviewed the items on the checklist with you. At the end of your first month of employment, you, your supervisor and your Human Resources Representative should sign this checklist and store it in your personnel file. Each work unit is organized differently. If there are any items on this checklist that are not your responsibility, please coordinate their completion for your new employee. Instructions It begins with instructions that explain what the everyone should do, in what time period and how the checklist should be stored.

21. On my First Day, my supervisor On my First Day, my Human Resource Representative Checkpoints It starts with the first day and lists what you and human resource representative did and reviewed.

22. On my First week, my supervisor On my First week, my Human Resource Representative Checkpoints It lists the same sections for the first week.

23. during my second week, my supervisor During my First month, my supervisor Checkpoints For the second week and first month, it lists items that you should have completed.

24. Signatures At the end, there are spaces for your signature, the employee’s signature and the human resources representative’s signature.

25. Structure and Components Implementation Reminders Next Steps Now that you know why we developed the checklist and explored the various components of each, let’s review the next steps.

26. I accept your offer! Checklist Review As soon as you know the employee’s start date, you and the human resource representative should review the checklist and complete “Before the First Day” tasks.

27. Regular Review Once the employee begins, you should review the checklist weekly to identify what you’ll need to do or review the following week or month.

28. Completion At the end of the employee’s first month, everyone signs the checklist. The human resource rep places the original in the employee’s file and give him/her a copy.

29. September 1 Implementation Date These checklists are not mandatory. However, we would like all work units to begin using them by September 1.

30. Did you have a new employee in the past 30 days? Did you use the checklist? How many supervisors had a new employee in the past 30 days? How many used the checklist? Did you find it helpful? Did your supervisors find it helpful? Surveys Approximately one month after you’ve used the checklists, we will survey each HR Rep so we can determine if the checklists were helpful and how we should move forward.

31. Structure and Components Implementation Reminders Don’t Forget Following are a few reminders...

32. The checklist includes basic information and tasks, nothing superfluous.

33. The checklist is a tool that was designed to help you be more successful and more effective supervisors.

34. Put yourself in your new employees’ shoes so you can see the value of the activities on the checklist.

35. Remember to review the checklist as soon as you know a new employee is joining your team.

36. Thank you for your attention! For More Information, Contact Michelle E. Johnson Agency Training Resources Coordinator michelle.johnson@vdh.virginia.gov