Getting Ready for Your Employees First Day

Contents

  • Pre-Boarding
    • Timelines
    • Pre-Boarding Process
      • For Employees New to the College
      • For Rehires
      • For Transfers
  • Welcoming Your New Employee

Reference Guide – Getting Ready for Your New Hire for Leaders

Pre-Boarding

New employees to the College or those transferring to a new department require your guidance for a smooth transition. As their Leader, you play a crucial role in providing an effective onboarding experience.

Efficiency is key, which means providing the right information in an easily digestible format at the right time. Consistent communication is essential to align expectations and support.

Timelines

HR must receive the signed appointment letter and new hire paperwork from the employee at least one week before the employee’s start date. Some reasons for this include:

  • HR/IT/Payroll needs this time to ensure employees are set up and have all required access before they start.
  • New employees must provide their SIN to HR before or within 3 business days after their start date (by law, per federal Employment Insurance Regulations). HR must ensure employees are authorized to work in Canada (as appropriate).

Pre-boarding Process

For Employees New to the College

Before onboarding, a pre-boarding process ensures essential services are ready for the employee’s first day.

Manager’s Role: When HR receives the signed appointment letter and new hire paperwork from the employee, you, the hiring manager, will receive an email from HR with a pre-boarding form to complete. Once you complete and re-submit the form to HR (HR@flemingcollege.ca), the following services will be set up based on your responses):

  • Accounts (Computer Login/Email & Evolve)
  • Office set up (furniture, computer, door signage)
  • Phone extension and mobile device
  • Access card, door keys

Please note that service providers, like ITS and Facilities Services & Support, may contact you for clarification before implementing services. IT will send you login credentials once the employee’s account has been created.

Refer to the Process Flow for details on the pre-boarding steps. To review a sample pre-boarding form, click here.

REMINDER:  Action is only required once you receive an email from HR.

For Rehires

No pre-boarding form is needed for employees returning to the same or similar position (e.g., part-time contract faculty becoming part-time contract support). HR will request account reactivation from IT, and login credentials will be sent to you.

For Transfers

Employees transferring from part-time to full-time or between full-time positions will undergo a pre-boarding process initiated by HR. Part-time contract positions do not require the pre-boarding form.

Welcoming Your New Employee

Manager’s Role: When the employee first starts in the position, you have an important role in introducing new employees to our organization. In addition to ensuring the employee participates in and completes various policy and learning objectives, you are responsible for providing positive experiences that welcome them to their job, the people they work with, and the College. An effective tool to utilize during this time is the Leader Guide, which provides an outline to help achieve this outcome. It will ensure your new employee has access to the information and resources they need to quickly become an effective team member and feel like a valued College community member.

Employee orientation is a collaborative process, and new employees, whether new to the college or department, need extra time and support when starting. The Hiring Manager will provide the foundation for this journey; however, a Buddy can play an essential role in their onboarding. In this role, they will help provide day-to-day information and answer questions as they arise. The key to success in this role is the development of a strong rapport with the new team member. Buddies should be approachable and open-minded and offer the employee the correct information at the right time and in the right way. The Buddy Checklist provides an outline to help the Buddy with this process.

Mandatory Training

Mandatory training must be completed by new employees upon hire to ensure compliance with industry best practice.  Our training modules are available on the Fleming Learn platform.  This single sign-on platform is set up with an employee’s Fleming credentials, so they must be able to log into their Fleming account before they’ll be able to access the platform.

Manager’s Role: Ensure your new employee completes their assigned mandatory training within their first week.

For questions or clarification on any of the above, please get in touch with HR@flemingcollege.ca.