Resources for Receiving Departments

Employees transitioning to new roles within the University should be welcomed with the same enthusiasm as a new employee (even when there is no change to the department or supervisor). This is a new opportunity and experience with different job duties and responsibilities that should be celebrated and implemented strategically.

Use the below resources to guide you and your employee through the best start possible. You may need to make adjustments based on departmental processes and business operations.

Let’s Get Ready!: 9 Steps to Successful Preparation for Your New Employee

Notify the appropriate departmental or college/division personnel of the Transfer/Promotion with the necessary information to complete the HR System action. This communication should begin as soon as the recruitment process is finalized to help ensure the hire action can be finalized prior to the employee’s start date.

JAR Process Information

Prior to the employee starting in the new role, notify the department of the start date, work location, and role in the department. The announcement can be provided via email or during a staff meeting.

Sample New Employee Email Announcement

Designate someone from the department (other than the supervisor) as a “Buddy” for the new employee. A Buddy serves as a single point of contact for basic questions and guidance for getting oriented in the department.

Buddy Guidelines

Buddy Checklist

Order or assign a telephone to the new employee’s work station and submit any applicable activation or password reset requests to OIT’s Business Applications & Communications Services.

Communications Phone Services

Have fun with welcoming your new employee! A few items to include in the Welcome Packet include:

  • Current Position Description
  • Department Employee Guide (if you have one)
  • Contact Names for the Department
  • Schedule for the First Week (Sample New Employee Schedule)
  • Department/Unit Organization Chart updated with the new employee’s information
  • Mission/Vision of the Unit
  • List of useful Department and Campus listservs/communication groups the employee needs to join
  • HIPPA and FERPA Information (if applicable)
  • A new Performance Management Plan should be prepared by the supervisor of the position being filled in advance of the employee starting work. The Plan will then be presented to and discussed with the employee within 30 days from their start date. There are guidelines regarding the Performance Management Plans for SHRA, EHRA-NF and Faculty available through Employee Relations.

    If you hired an SHRA employee, the current supervisor completes an off-cycle review and forwards it to you, along with all current performance management documents. As the new supervisor, you can factor in the employee’s progress during the performance cycle into the final overall rating.

    Performance Management Guidelines

    Part of the Performance Management Plan is to develop a schedule for required and preferred trainings that will help equip the employee with knowledge and skills to best perform the assigned job duties.

    Trainings of interest by the employee can be discussed and incorporated into the Training Plan once the employee starts and should be part of the Performance Management discussion in the first 30 days.

    Training Resources can be reviewed in the Supervisor Toolkit under Developing Self and Others.

    Identify any initial supplies to get started (e.g. pens, pencils, highlighters, stapler, paper clips, sticky notes, notepads).

    Confirm with the employee how they would like their name to appear on their Name Plate and/or Business Cards.

    Name Plates are requested through your Building Liaison

    Business Cards are requested through WolfXpress to be in compliance with University brand requirements.

    Initiate any reasonable accommodations requested by the employee under the Americans with Disabilities Act (ADA). Requests are submitted through the Office of Institutional Equity and Diversity (OIED).

    NOTE: Accommodations should only be provided if requested by the employee.

    ADA Accommodations for Employees

    Contact the employee a few days before their start date. Employee’s often have last minute questions before their first day. Notify the employee of when and where to report, the best building entrance location, and who to expect to greet them. Ensure the employee knows where to park and how they will obtain a temporary or permanent parking permit, if applicable. Remind the employee about proper work attire for the job (e.g. required uniform, safety boots, business casual, etc.).

    They’re Here!: 7 Steps to Making Your New Employee’s 1st Day Great!

    Make the employee’s arrival personal and memorable.

    The employee’s impression of the department on the first day will make a lasting impact and set the tone for the work environment and department culture. Below are a few suggestions to facilitate a positive experience:

    *Ensure someone (preferably the supervisor) is designated to greet the employee when they arrive.

    *Post a ‘Welcome’ sign in the employee’s work space.

    *Provide snacks as a welcoming gesture.
    NOTE: In advance, find out any preferences or dietary restrictions to make a more positive impact (e.g. their favorite soda and/or snack, gluten free or diabetic needs).

    Introduce the employee to colleagues and other key staff in the department. Be sure to include team members who will serve as key contacts for them as a new employee (e.g. their Buddy, the department HR representative, building liaison, etc.).

    Creative Welcome:
    Have various team members write a brief welcome on the inside of a blank notecard. On the front of the each notecard, put a letter that when put together spells out ‘WELCOME’ or something relevant and fun specific to your unit. As the employee is being introduced, they will receive the notecards and can then display them as a reminder for how excited everyone is to have them as a member of the team.

    Provide a tour of the facility and any pertinent locations regularly utilized by the employee. Make sure to include restrooms, break rooms, points of entrance/exit, smoking areas, bulletin boards, recycling, mail room, elevators/stairs, vending machines, copy rooms, supply rooms, etc. Encourage sensitivity and respect for colleagues and office etiquette (e.g. noise, radios, conversations, use of speaker phones, and perfumes/colognes). Be proactive!

    Under the Fair Labor Standards Act (FLSA), time records are required for employees that are FLSA Non-Exempt. This is federal law and is applicable for both temporary and permanent employees (SHRA, EHRA and Post Doc).

    Review time keeping procedures and deadlines with your employee. Also, introduce the employee to the departmental Timekeeper and discuss how to contact them for missed punches, etc. Include any specific requirements for effort reporting or projects.

    Discuss preferences for requesting time off and entering leave actions in the WebLeave System (currently WolfTime).

    WolfTime Resources

    If your new employee is transferring from another NC State University department, you will need to coordinate with the previous department to have the employee transferred to your department in WolfTime.

    NOTE: If the department has a different holiday schedule from the University’s, make sure the employee is aware of the differences and how that time is handled.

    Ensure employees know what time lunch and breaks can be scheduled, and how long is designated for each. Provide information about options and locations of convenient places to eat lunch and where breaks can be spent (e.g. break area, campus dining locations, local restaurants, department policy of spending breaks and/or lunches at their desk).

    Cover the department rules and guidelines for office refrigerators, water/coffee funds, shared snacks, etc.

    Schedule time with the employee to meet with either you or the designated personnel for departmental safety review and complete the Safety Orientation Checklist based on the new role and responsibilities. Completion of the Safety Orientation Checklist is required even if the employee stays in the same department with the same supervisor based on OSHA regulations.

    Safety information should be reviewed prior to the commencement of any work functions that may be hazardous and/or have exposure risks. However, any new position should have the Safety Orientation Checklist completed within the first 30 days regardless of evident risks. Please keep in mind that the Safety Orientation Checklist includes general office safety, emergency evacuation procedures, and information about applicable hazards across campus regardless of the job or location.

    The Safety Orientation Checklist can be completed online through the University’s Online Training Module (REPORTER), or through a process vetted with the University Environmental Health and Safety Office for your department.

    Safety Orientation – Manager’s Safety Checklist

    Environmental Health and Safety University Office

    The Asset Tracking form should be used to document the assets and system access rights that are assigned to an employee for authorized business use. This includes a computer with appropriate applications and access requests submitted prior to the employee start date. The form will be a guide for setting up key and card access, radio, P-Card, personal protective equipment, specimens, chemicals, and other potential requirements to ensure the employee is equipped for their position.

    The form is maintained in the employee’s home-department personnel file. The home-department should review the form with the employee at the beginning of employment and regularly update the information as items are added/removed.

    This list can be used as a guide to ensure the employee has all the equipment and access needed to successfully perform the assigned duties. Make sure the employee is trained on the proper use and maintenance of any tools/equipment/devices.

    Note: For transfer employees, the receiving department should submit a SAR request to update access needs. The receiving department may need to contact the departing department to confirm any access removal needs. If both departments enter SAR requests, one will likely override the other.

    Asset Tracking Form

    Personal Protective Equipment

    Review departmental rules and expectations in regards to the use of personal electronics (e.g. smartphones, tablets, and headphones).

    This is also a good time to review the guidelines for the use of social media at work. This includes both logging in on University devices and postings pertaining to work.

    Discuss the Home use of Equipment Regulation and departmental procedures for the use of University equipment at home.

    Keep them Motivated!: 6 Steps to Navigating Your New Employee’s first 30 days!

    Cover the performance expectations and appraisal schedule.

    Provide written standards pertaining to the quantity and quality of the employee’s work and how it will be evaluated. Discuss the performance review rating cycle and Work Plan.

    Employee Relations – Performance Management

    Determine initial and ongoing training opportunities.

    Provide details on mandatory training, on-the-job training, safety training, and other available employee development opportunities through discussion with the employee based on mutual goals and interests for the job (e.g. conferences, certifications, tuition reimbursement) Discuss the time period expected to complete necessary trainings.

    Sample New Employee Training Schedule

    Discuss the levels of supervision above and below the employee’s position, their manager, etc. Share protocol for communicating with staff within and outside of the chain of command.

    Exchange Emergency Contact information and review the departmental expectations for calling in sick, University delays/closings, etc.

    Find out who to contact if the employee is involved in an emergency situation.

    Provide an overview of travel requirements and procedures.

    Discuss the use of the University’s vehicles and travel policies. Ensure the employee has appropriate licensure for operating vehicles and equipment (if applicable).

    The Travel Center (requires Unity ID login and password)

    Let the employee know about staff meetings, safety meetings, or other meetings held regularly and how often. Make sure they know where and when to report for the meetings and that they are added to any group calendar events.

    Schedule a few “check-in” meetings periodically over the next few weeks, 3 months, and 6 months to provide and receive feedback on how the transition is going for both the employee and the department. This is a great time to revisit any training needs and opportunities identified after the employee begins the work.