ONBOARDING TOOLKIT

Guide to Success

“Your Pathway to Excellence”Guide for New

Employees

Dear New Colleague,

Congratulations and welcome to KUMC! We are so excited to have you join this great organization and being a part of a unique team. Your role at KUMC is important for fulfilling our mission and vision.

This Onboarding Toolkit is designed to help you become a successful member of the KUMC Team. This kit will help you navigate through your new job on a pathway of excellence that we instill on all of our employees here at KUMC. I hope this toolkit will serve as a useful toolkit for a new and rewarding career at KUMC.

GOOD LUCK!

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ONBOARDING GUIDE

FOR NEW EMPOYEES

CONTENTS

What is Onboarding 4Why is Onboarding important and what does it involve?

Timeline for Month-by-Month Success 5Chart your success of your first year through the KUMC Onboarding Process

Checklist for New Employees 6The checklist outlines important information every new employee should receive on the first day of employment.

New Employee’s Onboarding Checklist 7This checklist helps you stay on task for a successful first year.

Sample New Employee Check-in Meeting Questions 9Meet regularly with your manager during the first months of employment, allowing time for questions, information and training.

New Employee Vision and Expectations 10Have a conversation with your manager about what success looks like so you can set goals, create a vision and develop expectations.

Recognition Profile 11The profile helps your manager gain information so that he or she can ensure that any recognition given is on-target and meaningful.

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ONBOARDING GUIDE

FOR NEW EMPLOYEES

What is Onboarding?

Onboarding is a term used to describe the steps of orientating, training and retaining employees during their first year of employment. Successful onboarding programs have demonstrated long-lasting positive effects on retention and engagement of new employees. KUMC Training and Development is here to provide employees with support and guidance to help themselves and departments grow to make it as efficient and effective as possible.

Schedule and TimelineWorking with New Employee Orientation – Meet and Greet and KUMC Onboarding program consists of job training and sessions on how to be a successful part of KU Medical Center.

MAIN ONBOARDING SESSIONSMain sessions are designed to give employees basic knowledge to help them in their jobs. These sessions start the first few months of employment, and continue throughout the first year.

*KUMC 101: Beginning a Successful Career?Takes place within the first few months of employment. Be part of a panel discussion to talk about your first few months at KUMC, what was successful and what areas can KUMC be more successful. What did you need during the first few weeks of work to be successful?

*Our Diverse Community: Diversity at KUMCTakes place within six months of employment. Focus is on diversity and equality in the workplace. What is the University’s policy and position on diversity, beliefs in diversity, and what resources are available? (COMING SOON)

*Leading the Jayhawk Way: “The Pathway to Excellence” How can you utilize the leader in you to be better in your job and position?

*Success and You! Personal and Professional Development OpportunitiesFinal series of the four sessions, at the end of the first year an employee has been with KU Medical Center. A small reception for all employees who have completed the full training series during first year of employment at KU Medical Center, as well as recognition for completion. Various leaders from departments will be on hand to visit.

JOB TRAININGSJob trainings are generalized sessions which offer new employees an opportunity for a better understanding of their job, resources available, and communication within a higher educational setting.

New employees are encouraged to participate in all areas:*Job-Specific Training provided HR and by your department and KUMC: Job trainings vary by an employee’s position and take place throughout the year on an as-needed basis.

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ONBOARDING GUIDE

FOR NEW EMPOYEES

Month by Month Timeline, Based on New Employee Start Date

KUMC New Employee Onboarding SuccessMonth

1Month

2Month

3Month

4Month

5Month

6Month

7Month

8Month

9Month

10Month

11Month

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Individual Training (KUMC Human Resources and Unit Level)First day orientation, "Meet and Greet" and Department OrientationWeekly Meetings for new employee with supervisorDepartment level orientation for a group of new employeesHR Business Partner Check-in with New Employee

6-month review for new employee

On-Line Trainings - Chalk Online

Human Resources Onboarding Sessions (KUMC Human Resources)

KUMC 101: Beginning a Successful Career

Our Diverse Community: Diversity at KUMC

Leading the Jayhawk Way: "Pathway to Excellence Success and You!KUMC Academy - Personal and Professional Development Opportunities

Job Trainings (KUMC Human Resources)

KUMC ACADEMY - Job Specific: Programs and Opportunities offered by HR and Depts.

Jayhawk Jump (KUMC Human Resources)

Brown Baggin' It (more information to come)

Breakfast Club (more information to come)

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New Employee Checklist

New Hire Forms - http://www.kumc.edu/human-resources/new-employee-orientation.html I-9 Form – make sure you bring correct documentation for employment eligibility verification

(must be completed in the HR Employment Service Center no later than the first day of employment)Employee Invention Assignment FormPersonnel Information Data FormFederal W-4 FormKansas K-4 and/or Missouri W-4Direct Deposit Form (bring voided check)

-All Completed forms should be delivered to the Employment Office at 1044 Delp, (913)588-5086, 8a-4:30pNew Employee Orientation “Meet and Greet” – For questions, Contact Michael Cole (913)588-5050 *Students, Temporaries and Part-Time less than 50% not required to attend.

Attend Benefits Orientation and submit all forms – Need to be completed within 30 days of employment Benefits Office – 1044 Delp (913)588-5087 a. Optional Group Life b. Health Insurance c. Flexible Spending AccountObtain Photo ID Badge – Employment Service Center - 1044 DelpConfirm work schedule and dress code with supervisorBe assigned a “Mentor” to assist with general questions

Log-in to HR/Payroll database following email from payroll to set-up your profile. https://hr.ku.edu/ Access to computer with email address, and able to log-in to myKUMCOnline HR Orientation – http://www.kumc.edu/human-resources/new-employee-orientation-x11859.html Review Policies and Procedures - http://www.kumc.edu/policies-and-procedures.html Make appointment with Occupational Health Clinic – G110 Delp (913)588-6512Parking Permit – if needed: Parking Support Services, 2600 W. 36th Ave. (913)588-5175Review job duties and expectations and standards with supervisor

Compliance Training Modules: https://my.kumc.edu Select the “Training” Link, then “Chalk Online Training” on the myKUMC portal. The following modules are listed under REQUIRED annual training. The last two are under additional training required. Computer Security Awareness Training Environment, Health and Safety Tutorial Respect in the Classroom and Workplace: Preventing Prohibited Harassment Workplace Violence Training

Under ADDITIONAL Training HIPAA KUMC Policies for New Employees

DEADLINE: Complete within 30 days of employment

First Day

First Week

First Month

ONBOARDING GUIDE

FOR NEW EMPLOYEES

Use this checklist as a reminder of activities to be accomplished and documents to be submitted within the deadlines listed. When each item is completed, place a checkmark in the box. Keep for your records.

NEW EMPLOYEE ON-BOARDING CHECKLISTKnowing where to start may seem overwhelming, so we have included some suggestions of things you can do during your first year that can help you feel more comfortable here at KUMC. You are a huge asset to the University. With your help, we can continue to achieve success towards our goals, vision and mission.

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FIRST WEEK

What should I ask or look for?

Attend New Employee Orientation “Meet Hiring manager should have signed you up forand Greet” New Employee Orientation “Meet and Greet” where

you will meet leaders of KUMC and learn about benefits.

Meet various co-workers During meetings, lunch and breaks meet various individuals in your department.

Discuss with you manager job description and expectations

Tour different areas of your department and Obtain a campus map to help you navigatethe university to get a feel of the place you now work. Where are the bathrooms and break room

Go over New Employee Checklist with manager Check off when you complete tasks. Then at the end, both you and your manager sign and placed in personnel file.

Ask to see organizational charts of department to understand how it is organized

Ask if you will be assigned a “Mentor” Help with specific jobs and questions

ONBOARDING GUIDE

FOR NEW EMPLOYEES

Try to have lunch with your new co-workers on day one.

Get acquainted with KUMC websites Check email Log-in to HR/payroll databasePaychecksVacation/Sick Leave Reporting

Finish MyKUMC Chalk Online Training ModulesComputer Security Awareness TrainingEnvironment, Health and Safety TutorialRespect in the Classroom and Workplace: Preventing Prohibited HarassmentWorkplace Violence TrainingHIPAAKUMC Policies for New Employees**Complete within 30 days of Employment

Clock in/out What time am I required to be here and what are my hours? Am I required to clock-in/out?

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Work Space

Work area Where is my desk?Where is the copier/fax machine and how to use?How do I use the phone/ voicemail/ computer?What are the safety procedures/policies?Other

Office supplies Where are office supplies located and/or how do I order them?

Key or access Hours building is open and when I have access to specific areas. How do I lock/unlock office space?

Verify working computer

How do I order business cards, name plate, etc.

Training and Development

Enrolled in New Employee Orientation “Meet and Greet”

Allowed time to work on Chalk Online Computer Security Awareness TrainingTraining Modules Environment, Health and Safety Tutorial

Respect in the Classroom and Workplace: Preventing Prohibited HarassmentWorkplace Violence TrainingHIPAAKUMC Policies for New Employees**Complete within 30 days of Employment

Upcoming pertinent trainings required for the job

3 MONTHS – 1 YEAR

Training Inquire about any training needs

Performance Review Review employee vision and expectationsCheck in with manager for feedback on your progress.

Determine Performance Goals Make short term and long term goals

Check in with questions

FIRST MONTH – 90 DAYS

Weekly Meetings with manager and ask Talk with manager about goals and expectations.about a 1:1 meeting. Make sure to ask questions and review job

description.

Go over Goals/Vision/Expectations (p. 10)

Trainings Inquire about any upcoming training opportunities

Sample Questions You May Be Asked By Supervisor

1. How is your job going?

2. Is it what you expected when you were hired?

3. Any surprises? If yes, what were they?

4. Has training been helpful?

5. What training would you add?

6. Has your mentor been helpful?

7. Do you have all the tools/equipment you need?

8. Do you know where you stand in terms of your progress since you started working?

9. How are your relationships with your co-workers?

10. Was the New Employee Orientation helpful?

11. Do you have suggestions on how to improve New Employee Orientation?

12. Was the Benefits presentation helpful?

13. Do you have any suggestions on how we could improve our work across the department?

14. Are there any questions you still have or is anything still unclear?

15. Is there something we should be providing new employees that we have missed?

16. Do you feel out of the loop about anything?

17. Do you have any general suggestions?

18. Is there anything you would like to tell me that I have not asked you?

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ONBOARDING GUIDE

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ON-BOARDING GUIDE

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Team Member: Date:

Leader:

Top 3 Expectations Of Team Member:

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Vision and Expectations

Top 3 Expectations Of The Leader

Expected Outcomes

Leader Signature: TM Signature:

Next Steps

Revised 1/13

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2

4

3

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KUMC - Vision and Expectations

Recognition Profile

Complete this form so we can learn a little more about you. Share only what you want.Check out KUMC’s Rewards and Recognition webpage to encourage, recognize and reward employees.

http://www.kumc.edu/human-resources/rewards-and-recognition.html

Name _____________________________ Position ____________________________

Today’s Date ______________ Start Date _________________ Birthday (month/day)___________

Family (optional)

Hero or someone I admire

Pet(s)?

Hobbies/Interests

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ON-BOARDING GUIDE

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FAVORITESBeverage

Book/Author

Color

Food

Hobby/Sport/Interest

Movie

Restaurant

Snacks

Sports Team

Type of Music

What are your personal goals?

What types of recognition or praise do you like best (public, private, written, verbal, formal or informal)?

What form of recognition motivates you most (gift card, time off, candy/chocolate, coffee/tea, meaningful note, more flexibility/opportunity)

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ON-FOR