The first several months of employment can greatly influence how new staff members feel about the College, how successful they may become, and whether they will remain employed with F&M. It is important to make a new staff member feel welcome; help them understand the importance of their role within the department and the College; and help them gain the skills and knowledge to perform effectively in their new position. Each new staff member should be treated as a "V.I.P." and given sufficient information, training, coaching, and feedback to help them succeed.
Department Orientation and Training
A newly hired staff member's immediate manager has primary responsibility for orienting, training, and helping the individual assimilate. Below are suggestions for orienting new members of the College. The orientation process should be ongoing and can be completed over the course of several months.
Help the new staff member feel welcome:
Prior to the individual’s first day on campus—
• Provide an organized office or workspace with all the necessary office equipment and supplies. An organized office area with necessary supplies on the first day of work is a sign that you have given time and thought to welcome them.
•Ensure that computers/laptops or other devices have all necessary software and applications. Contact Information Technology Services for assistance.
• Ensure that all necessary office and building keys and fobs are ordered. Contact Facilities and Operations with questions.
• Arrange for a College credit card (Pcard), if applicable, by contacting the Business Office.
• If purchase order or budget statement access will be necessary, contact the Business Office.
• Business cards can be ordered through Inside F&M.
• If access to academic information is needed, contact the Registrar's Office.
• Contact the Finance Office if the new staff member should receive a cell phone stipend for regular use of their personal cell phone.
• Update any departmental web pages, forms, or office publications to include the new staff member. The directory is automatically updated through Banner.
• Schedule introductory meetings with colleagues with whom the new staff member will work closely.
• A phone call prior to the new staff member's first day confirming arrival time, where to park, and schedule will help put them at ease.
• Require that the new staff member attend New Employee Orientation provided by Human Resources.
During the individual’s first several days on campus—
• Send an FPS email to campus or submit an article for the Bell & Tower introducing the new staff member to the F&M community.
• Provide a departmental organization chart or a list of all staff members, job title, and phone number for the new staff member.
• Ensure that the new staff member can operate the copier, printers, fax machine, and any other office equipment.
• Ensure the new staff member knows the physical address and layout of the building, the location of restrooms and emergency exits, and the plan for emergency evacuation.
• Coordinate any safety training that may be required with the Department of Environmental Health & Safety.
• Help the new staff member feel welcome by taking them to lunch and/or giving a small welcome gift such as a Franklin & Marshall T-shirt, hat, or mug.
Familiarize the new staff member with the routines and traditions of the department:
• Explain basic office routines and procedures (purchase orders, Pcard reconciliations, supply orders, disbursement requests, etc.).
• Review standard working hours and procedures for requesting time off, calling in sick, holidays off, school closings, etc. Also ensure they can record such instances on a timesheet if applicable.
• Describe the standard of dress in the office.
• Describe any departmental traditions in which the new staff member may wish to participate (i.e.: birthday celebrations, lunch out on Fridays, etc.).
Provide sufficient on the job training making sure the new staff member has the knowledge and tools needed to be successful:
• Provide a clear explanation of specific tasks and responsibilities for which the staff member will be held accountable.
• Ensure they have access to information and resources needed to do their job effectively.
• Initially, meet frequently to discuss any issues or problems they may encounter or additional training that may be needed.
• Provide regular coaching and feedback to help assure the new staff member gets off to a productive start.