OH 5-1 Hiring and Orienting New Employees Human Resources Management and Supervision 5 OH 5-1

OH 5-2 Chapter Learning Objectives Explain the importance of hiring and orientation activities. List information included in a job offer. Describe methods for conducting background checks. Recognize new employee documents to be processed. Identify procedures to plan, implement, and evaluate orientation programs. Describe procedures to manage a personnel file and develop a checklist to manage hiring and orientation documents.

OH 5-3 Hiring and Orientation

OH 5-4 Importance of Orientation Provide information needed for a new employee to function effectively at work. Make the employee feel welcome. Demonstrate the hospitality that employees should practice. Make available information needed to meet safety and legal obligations.

OH 5-5 General Screening and Hiring Activities Making (negotiating) a job offer Notifying unsuccessful applicants when the position is filled Conducting final background checks Managing “paperwork” Providing orientation experiences

OH 5-6 Making a Job Offer A formal invitation to become an employee on a certain date to perform specified duties for specific compensation

OH 5-7 Job Offer Information Position information Compensation information Benefit information Logistical information

OH 5-8 Job Offer Information continued Employment contingencies Union information At will statement

OH 5-9 Notify Unsuccessful Job Candidates

OH 5-10 Final Background Checks Purposes To verify applicant information To learn more about the applicant’s character To uncover any information that was withheld

OH 5-11 Types of Background Checks Work experience Education Other background information Criminal record Driving record Credit record Physical ability Drug use

OH 5-12 Health Records and Reasonable Accommodation Managers must make reasonable accommodations for disabled persons if it does not create an “undue hardship” to do so. Examples Making existing facilities readily accessible Restructuring jobs and modifying work assignments Modifying equipment Revising training materials and policies

OH 5-13 Hiring-Related Documents Necessary documents must be processed with sufficient time to Include the employee on payroll before the first paycheck. Ensure the employee receives any benefits due on the first day of employment. Ensure that company policies are met. Meet legal requirements.

OH 5-14 Employment and Payroll Documents W-4 Form (Employees’ Withholding Allowance Certificate) State and local tax forms I-9 Form (Employment Eligibility Verification) Other documents applicable to the position Job eligibility documents (if applicable) Permission documents

OH 5-15 Benefit Enrollment Documents Paperwork for benefits, such as health or life insurance, is completed on or soon after the employee’s first day on the job. Many orientation programs provide information about benefit choices. Some operations send benefit information to new employees before they begin work.

OH 5-16 Job and Company Policy Documents Employees should receive a current job description and employee handbook. Orientation schedule, information about any probation period, and other legal documents should also be provided.

OH 5-17 How Would You Answer the Following Questions? 1. Final background checks are typically made ( before/after ) the job offer is made. 2. What document conveys job details and starting information to a potential employee? 3. The most critical employment documents are those that_______ and _______. 4. The _______ form is used by an employee to prove his/her legal right to work in the United States.

OH 5-18 Orientation Program Details Time frame Programs can last several hours or several months. The program’s content and structure determine its length.

OH 5-19 Orientation Information About the Operation Review of operation’s mission, vision, and history Identification of key managers and organizational structure Explanation of benefits Completion of “paperwork” Distribution of employee handbook and explanation of policies and procedures

OH 5-20 Orientation Information About the Position Review of job description Explanation of performance expectations Review of work schedules Provision of contacts’ phone numbers Introduction to employees and work area tour Distribution of equipment or materials

OH 5-21 Other Orientation Concerns An orientation kit is often developed to provide all hiring-related documents to new staff members. A trainer’s guide can help to prepare for an orientation session. Trainers should be chosen for their expertise or position in the operation.

OH 5-22 Orientation Sessions A well-planned orientation session can look simple, but it requires much planning to be effectively delivered.

OH 5-23 Managing the Hiring and Orientation Process Retain important information about employees in a personnel file stored in a safe and private place protected from damage or theft.

OH 5-24 Using Checklists New hire checklist Focuses on getting the employee and operation ready for the employee’s first day on the job Orientation checklist Records what should and did happen on the first day of employment and during follow up meetings

OH 5-25 Evaluation of Orientation Programs Methods to evaluate Talk to new employees frequently. Request that a formal evaluation form be completed. Request feedback from those who develop and conduct the orientation program.

OH 5-26 How Would You Answer the Following Questions? 1. In large operations, much of the planning responsibility for orientation programs rests with _______. 2. What two general types of information are provided in orientation programs? 3. All employee records should be kept in personnel files. ( True/False ) 4. The new hire checklist and orientation checklist basically consider the same information. ( True/False )

OH 5-27 Key Term Review Employee handbook Employment contract Employment letter Job offer Negligent hiring New hire checklist Orientation

OH 5-28 Key Term Review continued Orientation buddies Orientation checklist Orientation kit Personnel file Summary plan documents (SPDs) Union shop

OH 5-29 Chapter Learning Objectives— What Did You Learn? Explain the importance of hiring and orientation activities. List information included in a job offer. Describe methods for conducting background checks. Recognize new employee documents to be processed. Identify procedures to plan, implement, and evaluate orientation programs. Describe procedures to manage a personnel file and develop a checklist to manage hiring and orientation documents.