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Cooperative Extension Service Departments
Supervisor Checklist for New Hires
Things To Do Before the New Employee Begins Work:
- Complete all appropriate hiring forms (see
http://intranet.uaex.edu/policy/personnel/HiringPolicies
/hiring_policies.asp ) for appropriate checklist with a list
of forms.
- Respond to the email from Information Technology regarding accounts &
services needed, org & fund numbers, secretarial assignment (LRSO only), eprint
access and GroupWise email lists.
- Ask the staff to welcome the new employee and encourage their support.
- Prepare office with appropriate furniture computer, phone,
mailbox, a place to lock their valuables and supplies.
- Instruct new employee where they may park.
- Assign a co-worker (if not yourself) to help acclimate and orient the new
employee.
Things To Do When the New Employee Begins Work:
(This may take several days or weeks to accomplish.)
- Complete Form I-9, Employment Eligibility Verification within the first three
working days.
- Order office and building keys or access cards. In the State Office, office &
building keys have to be signed for. Usual turnaround time is one day. Key cards
can usually be obtained the same day they start.
- Order a name plate and name tag for the new employee.
- Send an e-mail to the staff introducing the new employee.
- Order business cards.
- Give a warm welcome and discuss the plan for the first day.
- Be there! The supervisor should be the one to introduce a new employee to
co-workers and managers within (and outside) the department. Introduce the
employee to any non-Extension contact that may be necessary for them to function
effectively. This may include public officials, key stakeholders, various
committee members and media representatives.
- Show the employee her/his desk (or office), where to store personal
belongings, and introduce her/him to any individual that may be involved in on
the job training.
- Be sure the new employee has a copy of her/his job description.
- Provide an overview of the unit’s function using an organizational chart.
Include the relationship of the unit to other units within the organization.
- Discuss relationships between the variety of Extension employees (agents,
specialists, support staff, etc.)
- Provide a tour of the facility. The location of restrooms, water fountain,
vending machines, parking areas and entrances, fire exits, bulletin boards,
supplies, copier, fax machine, and cafeteria/break areas should be noted.
- Discuss office hours including break and meal periods, office smoking policy,
work schedule location, pay dates and procedures, overtime and other forms of
compensation,, leave (sick and vacation), office closings, holidays, etc.
Human Resources will send this to your office a few days before or after the new
employee starts.
- Discuss professionalism (dress and etiquette) and attendance expectations.
- Explain telephone usage and voice mail.
- Introduce employee to GroupWise (office and remote log-on) and internet
policy.
- Explain regular mail system (interoffice, postage, packages).
- Review fire and other emergency procedures.
- Discuss employee probationary period.
- Describe expectations of first work assignments.
- Arrange a schedule to review employee’s progress throughout the first six
months.
- Review the Extension Policy Guide access and index with the employee. Include
a review of civil rights policies and
Policy CESP 2-7 on Sexual Harassment.
Give the employee a copy of the
Sexual Harassment Prevention pamphlet
for their personal file.
- Discuss personal and building security. Explain after hours access to the
building.
- Identify persons to go to for help and supervisor
availability when needed by employee.
- Discuss procedures for obtaining or purchasing work supplies and equipment.
- Provide a listing of fund and org numbers (if appropriate).
- Introduce employee to the Extension web site for travel, reimbursement,
subject matter, personnel and policy information.
- Discuss passwords needed and how to get them.
- Discuss required plans and reports including AIMS.
- Describe in-service training opportunities (both internal and external) and
new employee orientation.
- Discuss promotion opportunities by obtaining advanced degrees, if applicable.
- Discuss membership in professional associations.
- Describe regularly scheduled staff or faculty meetings.
- Discuss customer service philosophy of the organization.
- Discuss confidentiality and ethics issues in Extension.
- Review legal aspects of their role in Extension including Freedom of
Information policy.
- Arrange to meet the new employee at the end of the day to answer any
questions.
Things To Do If The New Employee Is a Supervisor:
- Review the conduct and disciplinary guidelines and supervisor
responsibilities.
- Review the sexual harassment policy and supervisor responsibilities.
- Review Extension and department’s performance appraisal system.
- Review the personnel interviewing guidelines.
- Review the pertinent sections in the Extension Policy Guide.
- See
Supervisor Resources link
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