Who

Date Complete

Communicate Information

1. Send Welcome Packet to new employee including:

• Welcome Letter—confirming position, title, salary, supervisor, when & where to report (see sample)
• Duke Staff Handbook
• Union contract (if appropriate)

1. Call new employee to confirm start date, place, etc.
2. Send internal memo to the department announcing new employee’s arrival date and duties (see sample)
3. Contact payroll and benefits administration—submit PCN (transfer or Employment Notice (new employee)

Prepare the work area

1. Insure cleanliness and order of work area
2. Order supplies, name plate, business cards, procurement care, office keys
3. Order/install telephone and assign number or complete change order)
4. Arrange for computer and software installation

Assemble a new employee packet including:

1. Welcome Letter
2. Copy of job description
3. Statement of department goals/mission/vision
4. Department member biographies (see sample)
5. Department phone list ("Whom to Call for What" list)
6. Department organization chart
7. Department map
8. List of all current department projects
9. Duke/Durham/RTP Maps
10. Office supply order procedure
11. Severe weather plan
12. Personnel policies
13. Normal work hours/time report and procedures
14. Meal break/work break policies
15. Duke publications: newsletters, newspapers, brochures
16. Workplace attire information
17. Conflict of interest and solicitation policies
18. Attendance policies
19. Safe and healthy work environment policies
20. Parking procedures
21. Emergency procedures
22. Building access procedures
23. Telephone/email policies
24. Jargon and acronyms list (see sample)
25. Duke momentos (Duke mug, keychain, notebook)
26. Computer program manuals
27. Duke and Durham phone book

Other Pre-arrival Tasks

1. Schedule computer training
2. Select a "buddy" (see "Buddy" Selection Criteria)
3. Coordinate a meaningful first work assignment arrange for lunch with the appropriate person for the first day
4. Schedule Medical Center or Campus Orientation
5. Establish training/education record

"Buddy" Selection Criteria:

1. Demonstrates high performance
2. Is given time to be accessible to the new employee
3. Is skilled in the new employee’s job
4. Is proud of the organization
5. Is a peer of the new employee Has patience and good communication and interpersonal skills
6. Wants to be a "buddy"
7. Is a positive role model (well regarded and accepted by current employees)
8. Has been selected in advance and trained in "buddy" responsibilities

"Buddy" Responsibilities

1. Be an informational resource for the new employee on policies, procedures, work rules, norms, etc.
2. Help socialize the new employee
3. Assist in training the new employee
4. Be a tour guide
5. Identify resources
6. Provide introductions

• During the first day

1. Greet the employee and introduce the employee to co-workers and work areas
2. Review the information provided in the new employee orientation packet
3. Review job description
4. Review assignments awaiting the employee
5. Describe the relationship between the department and the institution
6. Review the first-week schedule of activities
7. Assign first project and schedule specific feedback session
8. Introduce to "buddy"
9. Coordinate/take the employee to lunch
10. Obtain parking pass and Duke ID

• During the first week

1. Review mission, vision, guiding principles
2. Insure the new employee understands the relationship between their job, the department and the institution

• During the first month

1. Meet regularly with the new employee to answer questions and insure that the new employee is becoming acclimated to the department and position responsibilities
2. Discuss the guiding principles and how the new employee has seen them "in action" within the department
3. Insure that employee has signed up for benefits
4. Encourage the employee to visit special Duke locations (Duke Chapel, Duke Gardens, Duke University Art Museum, Primate Center, Duke Libraries, etc.)
5. Discuss/support community initiatives

• During the first 90 days

1. Establish performance goals with the new employee
2. Regularly review progress of new employee
3. Encourage feedback from the employee on the orientation process

• After 90 days

1. Celebrate the completion of the 90-day probationary period
2. Regularly review progress of the employe