NEW EMPLOYEE ORIENTATION CHECKLIST

READ! This checklist must be used by a Supervisor and Human Resources (HR) when a new Year-Round (Perm or LTE) and Fair Planning employee (hereafter ‘employee’) has been hired by your department (including those who previously worked for another department or in the past with WSFP, but not last year). This is not used for State Fair-Only hires; instead, use New Employee Orientation Checklist – Fair Only. This checklist provides an overview of topics that should be discussed and forms to be collected within the first few months of employment. Not all will apply to everyone as different internal departments may have more specific procedures and guidelines. Timeframes listed should be adhered to as much as possible but can vary for technical (email, computer) or other reasons. This form is a live, working document used online only (do NOT print until ready for signature) and updated by both Supervisor and HR. It must be stored in your department-specific folder within the Supervisor-Use Only Forms Shared Folder in the format: “LastNameFirstInitial Job Title Start Date” (ex: BurnsR HR Manager 5-19-14). NOTE: Links to various forms/folders are listed in blue.

Making a new hire feel comfortable and a part of the team from the beginning is key to making them a successful and productive member of SFP. This onboarding is critical to both employee and organizational development, establishing a foundation for future success. As a supervisor of a new employee, you play a key role in this onboarding by explaining SFP’s mission, vision and values; incorporating the employee into our culture and team; ensuring the employee is provided clear goals and job expectations and providing feedback on those goals and expectations.

Employee Name	First Working Day	Department	Supervisor

PRIOR TO START DATE: SUPERVISOR/HR COMPLETE THE FOLLOWING
Does Not Apply	Complete	Responsible Party: Action Item	Timeframe
This section does apply to all	Supervisor: Provide HR the following depending on employee type: LTE Hires (except Dually-Appointed): LTE Personnel Transaction Form Permanent and Dually-Appointed LTE Hires: Employee’s Resume that includes Name, Address, Phone Number, & Email Employee’s Start Date and whom to report to	At least 5 business days prior start date, the sooner the better!
Supervisor: Request New User Account from IT for Computer Logins, PTAWeb, G-Drive, Email Access, Applications, Shared Drives and Shared Email via the New User Account Form in the IT Forms Shared Folder (network-accessible only)
Does apply	Supervisor: Call or email employee with necessary info for first day: where to report, directions, dress code, items to bring (including work permit), etc.	Upon initial conversa-tion
Supervisor: If under 18 years old, remind of need for a work permit and to use the authorization sent by HR to obtain their work permit prior to starting work
Supervisor: Physical Computer and Equipment confirmed with IT	By start date
Supervisor: Obtain Phone and Phone Line
Supervisor: Obtain office keys/other keys employee needs. Complete Electronic Door Access Form for electronic key access to building(s)
Does apply	HR: Send Appointment Letter based on information provided by supervisor above with necessary paperwork, including Affordable Care Act information and Work Permit information, if applicable – by email or mail	ASAP after info rec’d
Supervisor: Make appointment w/ HR for employee to submit paperwork/docs	ASAP
Supervisor: Other department-specific pre-employment tasks (indicate below):

ON FIRST DAY: SUPERVISOR/HR COMPLETE THE FOLLOWING (reference Employee Handbook when needed)
Does Not Apply	Complete	Responsible Party: Action Item
Supervisor: Orient employee to office area and important resources, providing keys, etc.
Supervisor: Provide introductions to departmental staff
This section does apply to all	HR: Collect important paperwork and documents mailed by HR to employee and linked below. MANDATORY ITEMS: Appointment Letter signed by employee, if an LTE hire (make copies to distribute) WSFP Employment Application or Resume, depending on what was required to apply Employee Data Record Electronic Deposit Authorization or Payroll Card Enrollment Form (for those without personal banks). Reference Direct Deposit/Payroll Card info page W-4 Form – HR/Payroll cannot provide any guidance on employee’s tax situation Social Security Card – Make copy of only SS Card separate from any made for the I-9 Emergency Contact Form Employment Eligibility Verification Form I-9, noting: Employee must complete and sign form by their first day of employment Employer Portion of form must be completed by he/she who actually verified documents provided per List A or Lists B and C (below) Verify & make copies of Original Document from List A or Original Documents from Lists B and C of Form I-9 OPTIONAL /MAY NOT APPLY TO ALL: Veterans New Hire Form (only if indicated they are a Veteran on Employee Data Record) Work Permit issued from authorized issuing agency for employees under 18 years old – Minor employees cannot begin work for us without having this and must be sent home until such day they can obtain one Signed Position Description (PD) for all Permanent and Dual-Appointment LTEs
Does apply	Supervisor: Provide PD & use to discuss Duties & Responsibilities and Goals & Expectations
Supervisor: Discuss Organization’s Mission, Vision and Values and Organizational Chart
Supervisor: Explain and orient employee to Employee Info web portal (password: wsfpstaff)
Does apply	Supervisor: Provide overview of both WSFP & your department Policies & Procedures, Handbook and Work Rules found here and inform HR if printed version is needed (if employee does not have computer access). Have employee sign Handbook Acknowledgement Form
Does apply	Supervisor: Discuss Work Schedule, Meals and Breaks, Absences, Time Off, Paid Leaves (if applicable) and How to Record Time. Reference Employee Handbook, Time Recording Policy and Child Labor Guide (for meal, break and daily work hour provisions for minors)
Does apply	Supervisor: Discuss Pay Periods, Pay Dates, Pay Checks and Direct Deposit Options. Reference Employee Handbook, Payroll Calendars and Direct Deposit/Payroll Card info pages
HR: List Empl ID#: and Middle Initial: for use on IT’s New User Account Form *NOTE that this step may be completed ahead of or later than employee’s first day depending on whether HR has enough information from employee to generate the ID #
Supervisor: Other department-specific pre-employment tasks (indicate below):

DURING FIRST WEEK: SUPERVISOR/HR COMPLETE THE FOLLOWING (reference EE Handbook when needed)
Does Not Apply	Complete	Responsible Party: Action Item
HR: Provide employee with information, as it applies, on the following: Policies, Handbook & Work Rules Time Tracking Tools, for LTEs in T&L Payroll Calendars Leave Tracking Tool, for permanent employees only STAR ESS, incl. Time & Attendance, if applicable;
Supervisor: Ensure Golf Cart Driver Permit Form and/or Vehicle Use Agreement form complete and forward to Grounds
Does apply	Supervisor: Obtain Credentials/Employee ID for employee
Supervisor: Explain location of supplies, where to get more of x, y & z for use on the job
Supervisor: Explain safety procedures of work space, building, Park and general housekeeping
Supervisor: Provide tour of Fairgrounds
Supervisor or HR: Collect and forward to HR the Employee Handbook Acknowledgement
Supervisor: Ensure Computer Access has been obtained and employee signs IT’s Policy Receipt
Supervisor: Ensure Telephone and Voicemail is set up
Supervisor: Ensure any other equipment needed for full function of duties has been explained
Supervisor: Order Name Plate for Office/Work Area
Supervisor: Obtain parking pass, if necessary, and discuss employee parking areas
Supervisor: Provide brief overview of STAR Time & Attendance time submission in accordance with Time Recording Policy. See the STAR Project page for Time & Attendance Job Aid
Supervisor: Provide Lucy with employee’s Empl # (listed by HR above), STAR User (IAM) ID (provided by IT), Dept Code and STARFin access needed: Travel, Purchasing and/or P-Card
Supervisor: For LTEs without direct-entry access to time in STAR Time & Attendance, if Employee ID not received from HR, retrieve from STAR System for use on timesheets
Supervisor: For LTEs, explain self-tracking of hours worked and the LTE Appt Hours Tracking tool for tracking on the Employee Forms & Resources web portal page
Supervisor: If PERMANENT employee, explain your department’s process for receiving and approving paid leave time off. Reference Fringe Benefits Summary leave section if needed
HR: Provide Fringe Benefits Orientation (WRS-Eligible Only), including paid leave if applicable
Supervisor: If a newly hired Supervisor (permanent or LTE): Ensure familiarity with Supervisor Forms & Resources web portal page and particularly, the Supervisor How-To’s page for important HR supervisory functions of their position Schedule for State’s Management Development Training for completion within one year
Supervisor: Other department-specific pre-employment tasks (indicate below):

Upon completion of all sections above, employee and supervisor shall sign below attesting that all applicable areas have been covered within first week. Employee understands that any questions during onboarding should be asked of supervisor or Human Resources. Supervisor shall forward this to HR within one week of completion and continue below.

Employee Signature	Supervisor Signature	Rec’d in HR (Initial) on	Date

**PLEASE PRINT DOUBLE-SIDED TO SAVE RESOURCES**

AFTER FIRST WEEK AND THROUGH FIRST YEAR: SUPERVISOR/HR COMPLETE THE FOLLOWING
Does Not Apply	Complete	Responsible Party: Action Item	Timeframe
Supervisor: Conduct Performance Evaluation as listed below (for Permanent & Dual-LTE Employees Only) and forward to HR. Indicate below: 1-month informal evaluation completed on: 3-month formal evaluation completed on: 6-month formal evaluation completed on: For supervisory positions only: 9-month formal evaluation completed on: 12-month formal evaluation completed on: **If at any point during the employee’s probation there is a question about performance and probation may need to be extended or employment terminated, must contact Human Resources well before probationary period	At least 1 week before 1st, 3rd & 6th month ends At least 1 week before 9th & 12th month ends
HR: Collect Insurance Forms (WRS-Eligible Employees Only): Health Insurance – received from employee on: Life Insurance – received from employee on: Income Continuation Insurance – received from employee on:	Perm	LTE
2mo 6mo 6mo	6mo 6mo 6mo
Supervisor: Ensure new Supervisory Employee (Permanent Only) has completed the following OSER Management Development Training programs and forward Certificates of Completion to HR for employee’s personnel file: New Supervisor: Human Resources completed on: New Supervisor: Leadership completed on: Advanced Employment Relations completed on:	Within 1 year of start date
Does Apply	Supervisor: Ensure new employee is becoming acclimated to their new role, your department and the Fair Park in general and thoroughly understands and grasps their role and what is expected of them. In doing so, you will need to provide feedback and guidance along the way to assure they are a happy and productive employee of the Fair Park, addressing any issues as they may arise	Constantly throughout first year or employee’s seasonal tenure
Does Apply	HR: Verify this checklist is complete and file in employee’s personnel file	Upon completion

Upon completion of the section above, employee and supervisor shall sign below attesting that all applicable areas have been covered within timeframes listed. Employee understands that any questions during onboarding should be asked of supervisor or Human Resources. Supervisor shall forward this to HR within one week of completion.

Employee Signature	Supervisor Signature	Rec’d in HR (Initial) on	Date