Transcription
Salt Lake County Onboarding Packet - Intern
Welcome New Intern!I am delighted to welcome you to Salt Lake County. Our organization is unique in that ourefforts, through the wide diversity of services, have touched each and every person in SaltLake County. I hope you will find your new job in challenging, meaningful and rewarding.Your work here will play an integral part in supporting a thriving community and deliveringexceptional services to our residents and visitors.Our greatest asset is our workforce. We strive to promote and support employee growthand achievement, and I anticipate your success. Together, we can continue to build abrighter future and advance the quality of our already outstanding services to new levelsof excellence.Best of luck at your new post and welcome to the team.Salt Lake County Onboarding PacketUpdated 7/14/16
3INTRODUCTIONpage 4Welcome New InternSECTION 1page 5Preparing for New Intern’s Arrival / Before First Day of WorkSECTION 2page 6-7Welcoming Your New Intern / Their First Day on the JobSECTION 3page 8The First Week / Getting off to a Good StartSECTION 4page 8Third Week / Review Intern ProgressSECTION 5page 9One Month Check In / Keeping on TrackSalt Lake County Onboarding PacketUpdated 7/14/16
4INTRODUCTION: WELCOME NEW INTERNBasic InformationDates to RememberIntern Name Agency Orientation Employee ID (EID) Team Meetings Your Office Contact InformationOffice Phone # Temporary Voicemail Password Division-wide Meetings Helpful Phone NumbersSupervisor Name Cell Phone # Supervisor Phone # Long Distance Code Back-up Supervisor Name Office Fax Number Backup Supervisor Phone # Interoffice Courier Address IS Service Desk # Your Computer InformationPayroll Coordinator. Name Network Login Payroll Coordinator Phone # Temporary Computer Password HR Coordinator Name (if applicable) Email Address HR Coordinator Phone # Work urdayWe are excited to have you on board. Please don’thesitate to contact me if you need anything.Sincerely,Your Supervisor Salt Lake County Onboarding PacketUpdated 7/14/16
5SECTION 1: PREPARING FOR INTERN’S ARRIVAL / BEFORE FIRST DAY OF WORKSupervisor may not be responsible for every task listed here, but they are responsible to ensure all tasks are completed.PreparationsMiscellaneousPrepare Packet to include the following:Add name to mail room slot Welcome Letter from AgencyUpdate and print phone list Welcome Letter from Department Director Welcome Letter from MayorPrepare Employee Controlled Assets/Inventory for signatureReview and complete Internship Agreement and forward toHR with workflowUpdate agency email distribution listConfirm acceptance of the job offerWork with agency new hire authorizer to ensure ISonboarding process has been initiatedNotify payroll coordinator of new employee name, startdate and rate of paySend confirmation of acceptance letter (instructemployee to visit HR prior to or on start date to completee-Verification, and any other pre-start tasks)Email other staff to announce the new employee and theirstarting dateMap out the employee’s first day and schedule yourself tobe available at the beginning and throughout the first dayLogistic ArrangementsOrder uniforms (if applicable)Computer and computing access (if applicable)HardwareSoftware Agency-Specific Position-Specific Networks and shared foldersDistribution listsOnline time reporting systemSet up email accountAny special access Telecommunications:SpaceTelephone services, if necessary long distance codeFurnitureSupplies and EquipmentContact I.S. to ensure that new employee’s name appears onthe telephone displayBuilding and office access: keys, keypad, name badge,ID cardReset voicemail and get temporary passwordSalt Lake County Onboarding PacketUpdated 7/14/16
6SECTION 2: WELCOMING YOUR NEW INTERN / THEIR FIRST DAY ON THE JOBWages and HoursHours of operation, work schedules, rest periods,workplace flexibilityTimecard reporting, if necessary mileage reporting (proofof current auto insurance), to include project codes andcombo codes if necessaryExplain the following: Pay periodsNearby ServicesFood Gas Parks Public Transit Day Care Other Pay days How to access your pay stub in PeopleSoft How to sign up for direct deposit in PeopleSoft Process for reporting an absence (sickness or lateness) Reveiw ACA monthly hour limitationsGeneralWork EnvironmentAssigned work areaRestroomsBreak room & cleanup, and office practices regarding use ofbreak roomProvide the employee with an office tour and make agencyand department introductionsStorage of resource materials, office supplies and orderprocessAcquaint your new employee with your agency and SaltLake CountyRecycling BinsSchedule of staff meetings or other standing activitiesAgency’s website, intranet, and e-ConnectTransit Passes & Van PoolsOffice equipmentMail/Courier room - delivery and pickup, proper addressingBuilding access and security measuresDress Code Standards/UniformIssuance of keys (building, office, desk, files, vehicle) oraccess cardGovernment Center Amenities (and tour if applicable)Approved Parking Areas Cafeteria location & hours Review vehicle use practices (private and fleet) Caring for Kids - Day Care Credit Union Health Clinic Employee Fitness CenterSalt Lake County Onboarding PacketUpdated 7/14/16
7SECTION 2: WELCOMING YOUR NEW INTERN / THEIR FIRST DAY ON THE JOBDocuments and FormsRequired Training(to be completed within the first two weeks of employment)(to be completed within two to four weeks of employment)Job Description – supervisor provides the most currentcopy to new employeeEmployee was provided ample time to review County-wideand HR policiesConflict of Interest Form signed and returned to supervisorand forwarded to Department Head or Elected officialNew Employee Online OrientationDepartment and division organizational chartsOrganization mission & vision statementsAgency-Specific Policies and SOPsOnline Sexual Harassment Prevention & Ethics TrainingDefensive Driving Training (required for anyone driving acounty vehicle or for recipients of mileage reimbursement– proof of current auto insurance must be provided)Special note of County’s core values statementAgency-Specific or Position-Specific Training or OrientationShow how to access county-wide policies and HR policiesonline Special note of Countywide Policy 1400-1: IT SecurityAcceptable UseSpecial note of HR Policy 3-300 Standards of ConductAgency-Specific or Position-Specific Forms or DocumentsAgency-Specific or Position-Specific Training or Orientation Agency-Specific or Position-Specific Training or Orientation Agency-Specific or Position-Specific Forms or Documents Agency-Specific or Position-Specific Forms or Documents Salt Lake County Onboarding PacketUpdated 7/14/16
SECTION 3: THE FIRST WEEK / GETTING OFF TO A GOOD START8Safety PlansDisaster Plans: evacuation and lockdown procedures,employee kitsReporting a work-related injury or illnessReview workplace safety policiesReview Calling Tree ExerciseOffice Safety Coordinator SECTION 4: THIRD WEEK / LIST DATES COMPLETED BELOWRequired Training Date CompletedNew Employee Online Orientation Online Sexual Harassment Prevention & Ethics Training Defensive Driving Training (anyone driving a county vehicle or for recipients of mileage reimbursement) Proof of current auto insurance Agency-Specific or Job-Specific Training (please specify) Agency-Specific or Job-Specific Training (please specify) Agency-Specific or Job-Specific Training (please specify) 15MARCHSalt Lake County Onboarding PacketUpdated 7/14/16
9SECTION 5: ONE MONTH CHECK-IN / KEEPING ON TRACKReview work related expectationsAssist employee with training or other needsDiscuss any areas of concernComments: SECTION 6: COMPLETE CHECKLISTElectronically signed checklist to filed in on agency online networkEMPLOYEE ACKNOWLEDGMENTI acknowledge that I have been directed to read and understand HR policies. I understand that it is my responsibility to read andcomply with all policies and any revisions made to them and that I should consult my supervisor regarding any questions notanswered in my review of the policies.Since the information, policies, and benefits are necessarily subject to change, I acknowledge that revisions may occur. All suchchanges will be communicated, and I understand that revised information will supersede, modify, or eliminate existing policies. Employee Name (print) Date Employee Signature Supervisor Name (print) Date Supervisor SignatureSalt Lake County Onboarding PacketUpdated 7/14/16
Salt Lake County Onboarding Packet Updated 7/14/16 Welcome New Intern! I am delighted to welcome you to Salt Lake County. Our organization is unique in that our efforts, through the wide diversity of services, have touched each and every person in Salt Lake County. I hope you will find your new job in challenging, meaningful and rewarding.
