Transcription
May 9, 2019
Onboarding and Brand Education Working GroupRecommendations: Improvement 1: Transform orientation from aone-day event to a six-month-long process Improvement 2: Revamp the in-person orientation eventthat employees attend on their first day Improvement 3: Provide brand educationopportunities for all employees
Surveyed new employees on their orientationexperience 75 responses 90% said they would use an onboarding portal andgave examples of information they would find helpful 86% said they would have liked receiving regularemail communications for new employees duringtheir first six months at NIU
Improvement 1: Transform orientation from aone-day event to a six-month-long processGoals:1. Foster better engagement and support of new employees.2. Make employee onboarding an extension of the hiringprocess.3. Empower departments to own part of the onboardingprocess by defining responsibilities and setting expectations.Actions:1. Create an employee onboarding website.2. Create content to be shared with new employees throughemail and online.
Fall 2018: College of Health and Human Sciencesand Intercollegiate Athletics As of 5/1/19, 228 new employees have used theportal to complete employment paperwork Average time to complete forms: under 10 minutes Feedback from campus stakeholders – ChiefDiversity Officer; Academic Diversity, Equity andInclusion; General Counsel; and others
Step-by-step completion ofemployment documents Personal Data FormMandated Reporter TrainingDeclaration of Status under the State UniversitiesRetirement SystemJob Not Covered By Social Security - SSA FORM1945Ethics TrainingForeign National Tax Assessment FormElection of Payment Options for Salaried EmployeesAffirmative Action / Title IX Training NotificationVoluntary Self-Identification of Veteran StatusVoluntary Self-Identification of Disability
Preview the website - niu.edu/employee-welcome
1Before You ArriveRequiredpaperwork, HRresources,NIU/DeKalbcommunity2345Your First DayOrientation andhow to get thereDay Two andBeyondResourcesTraining,compliance andassistanceManagerResourcesPreparing for theFirst Day, FirstDay, First Week.First Month,Future Actions
Stay Connected –O365, email, MyNIUStay Informed –Announcements,NIU Today,Communication/Brand StandardsStay Enriched –Health/wellness,professionaldevelopment, perksStay Engaged –Employee groups,calendar/events,social mediaStay Spirited –Huskie Pride, Applauda Colleague, Athletics
New employees will receive emails over their first six monthsof employment with helpful information that steers themback to website as a resource.Topics – Welcome from the presidentGetting settledMake your insurance pickTitle IX and CybersecurityEmployee PerksEthics and ComplianceEmployee AssistanceEmployee Self-Service PortalPresidential CommissionsGet involvedBranding rules and resources
L.E.T.S (Leading Employees to Success) ProgramAs new employees are shown to be more satisfied when theyhave been a part of a comprehensive Onboarding experiencethe goals of this service include: Increasing employee retention and reducing hiring costs. Assisting in making Onboarding more than a one dayevent. Spanning the probationary period and potentiallycontinuing to up to 12 months from the date of hire. Support Supervisors in the completion of their dutiesand responsibilities during Onboarding.
L.E.T.S (Leading Employees to Success) Services Enhance the online program by providing a directcontact person who is familiar with NIU and State ofIllinois services, benefits and other resources and isavailable for questions, concerns, and to request serviceswhen necessary. Meets new employees on their first day – at orientation. Provides at least weekly personal contact (email, paper,in-person) with civil service probationary employee andtheir supervisor. Provide tips, connections, resources and other NIU/newemployee related information.
L.E.T.S (Leading Employees to Success) Services Benefits enrollment reminderRequired new employee training reviewEAP and Training Center ServicesCommunication tipsAdvice on working with othersOther topics as requested/required
L.E.T.S (Leading Employees to Success) Services Communication and feedback guidance and supportbetween employee and supervisor, if requested. Referrals to EAP services/training, if necessary. Assistance with timely performance evaluation processes.L.E.T.S. was initiated in April, 2019 with new Civil Serviceemployees and will be expanded to include new Faculty andSPS employees within the next year.
Short-Term Counseling and Referral: We offerconfidential assessment of personal and professionalconcerns, and short-term and solution-focusedcounseling to NIU employees, retirees, and theirhousehold members. Crisis/Trauma Consultations/Debriefing: Werespond to campus and/or departmentalcrises through individual crisis intervention,individual or group debriefings.
The Training Center is a campus resource for accessto all HR campus-wide trainings available at NIU. Source for individualized trainings which can be tailoredto meet the needs of small and large work groups. Trainings offered include, but are not limited to: Career and EducationDevelopment Conflict Resolution Effective Communication Health and Wellness Leadership Training Positively NIUResponding to ChangeTeam BuildingUnderstanding Your Emotions
Coaching services are available for supervisors,administrators, department heads, Deans, and othercampus leaders to identify needs and developstrategies with employees and teams who areexperiencing personal and/or work-related problems.Available to all staff and faculty the new SupervisorTraining Program is a graduated training servicefocusing on the tenets of effective supervision. Theprogram employs a combination of group andindividual training, coaching and mentorship forsupervisors in their leadership roles.
Advisement services are offered to Faculty and Staff whoare seeking direction, support, coaching, and consultationas they explore career development and advancededucation opportunities.Wellness Events and Activities are provided throughoutthe year including brown bag luncheons, coffee hoursupport groups, and the annual Wellness Fair. Partnership with Campus Rec and Fit Program Grief and loss support groups New faculty open forum discussions
Launch onboarding website June 1 Build out pages for information specific todifferent employment classifications Revamp in-person orientation experiencenow that transactional information iscovered online
2. Make employee onboarding an extension of the hiring process. 3. Empower departments to own part of the onboarding process by defining responsibilities and setting expectations. Actions: 1. Create an employee onboarding website. 2. Create content to be shared with new employees through email and online.
