1. SAMPLE MARCH WORKGROUP PRESENTATION
ANR | Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
SAMPLE MARCH WORKGROUP PRESENTATION
Onboarding Workgroup
Janna LeBlanc, UC Riverside Michael Luttrell, UC Santa Cruz Rejeana Mathis (chair), UC Los Angeles Rochelle Niccolls, UC Berkeley
Lina

2. Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PROBLEM STATEMENT
The onboarding process across the UC system is very inconsistent and each new employee hired has a varying experience in how they were hired and started working.
Lina

3. Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PROJECT SCOPE
Research onboarding practices at University of California, study benchmark comparable organizations (public universities and state institutions) and identify best practices. For purposes of this project, onboarding consists of pre-hire practices, compliance issues, logistics and resources required, and establishing the community connection.
Lina

4. PROJECT TIMELINE Compile and assess current practices at UC January*
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PROJECT TIMELINE
Clarify scope and deliverables
October
Research onboarding best practices and procedures
November
Compile and assess current practices at UC
January*
Survey UC staff regarding their onboarding experiences
February
Research practices of other universities and public institutions
Craft an optimal UC onboarding process
April
Identify ways that Staff Assembly’s potential role
May
Determine how best to distribute and market the recommended process
Draft final report and presentation for June deadline/meeting
*Adjusted timeframe
May/June*
Lina

5. PRELIMINARY FINDINGS: Onboarding Checklist
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Onboarding Checklist
CONNECTION includes helping employees become integrated into the University community and understand their contribution.
COMPLIANCE includes teaching employees basic legal and policy-related rules and regulations.
LOGISTICS AND RESOURCES include ensuring employees have the information, tools and equipment required to navigate the University and do their jobs.
Lina

6. PRELIMINARY FINDINGS: Onboarding Checklist
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Onboarding Checklist
Connection
Compliance
Logistics and Resources
Pre Arrival
First Day
First Week
First Month
Six Months
After a Year
Lina

7. PRELIMINARY FINDINGS: Information Gathering
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Information Gathering
INTERVIEW WITH CAMPUS CONTACT - We are exploring what campuses are currently doing to facilitate new employees’ onboarding experience. STAFF ASSEMBLY SURVEY – We will issue a survey to Staff Assemblies in order to get some data regarding staff member’s experience during their onboarding process.
Lina

8. PRELIMINARY FINDINGS: Information Gathering
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Information Gathering
INTERVIEW WITH CAMPUS CONTACT
Design and implementation of Program
How the program was designed (if there is one)
The role that central and managers HR play, and how buy-in was obtained
How managers were made aware of the program
Whether or not participation was mandatory
Lina

9. PRELIMINARY FINDINGS: Information Gathering
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Information Gathering
INTERVIEW WITH CAMPUS CONTACT
Design and implementation of Program
Q2 research - what role does central HR/the manager play?
New hire paperwork done centrally: UCB, UCLA, Riverside, UCSC, LBNL, UCOP
Manager/Unit does new hire paperwork: UCD, UC Merced, UCSD, UCSB
Logistics and Resources: UCOP has resource managers for this. All others, it is up to the individual units on all campuses
Connections: up to the individual units on all campuses (though all do have a NEO)
Lina

10. PRELIMINARY FINDINGS: Information Gathering
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Information Gathering
INTERVIEW WITH CAMPUS CONTACT
Design and implementation of Program
Q4 research - how are managers made aware of this program/checklist?
Campus website - UCD, Merced, UCSB, UCSC
Through manager/supervisory channels - UCD, UCLA, UCSD
Not necessary - handled centrally: UCB, Riverside, LBNL, UCOP
Lina

11. PRELIMINARY FINDINGS: Information Gathering
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Information Gathering
INTERVIEW WITH CAMPUS CONTACT
Timeline, Measured
Q7 research - how long is the onboarding process applicable to new hires?
Within the month prior to hire: UCSB, UCD, UCR, UCSD, UCB SA IT
At hire: UCLA, LBNL, UCOP, UCSC
6 months to a year after hire: UCLA, UCSD, UCR, UCD
No official follow up after hire: UCSC, LBNL
Follow up after first year: UCLA, UCD
Lina

12. PRELIMINARY FINDINGS: Information Gathering
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Information Gathering
INTERVIEW WITH CAMPUS CONTACT
Timeline, Measured
Q8 research – Is there a structured timeline or plan for the onboarding process, such as key milestones?
Follow a timeline: UCLA, UCR, UCOP, UCSD, UCB
Uses a checklist: UCLA, UCR, UCD, UCSD, UCB SA IT
No formal structure: UCSC, LBNL HR, UCM
Lina

13. PRELIMINARY FINDINGS: Information Gathering
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Information Gathering
INTERVIEW WITH CAMPUS CONTACT
Timeline, Measured
Q9 research - how is progress tracked or measured?
Electronic tools/system in place: UCB, UCLA, UCR
At department level: UCSD, UCD
No tracking: UCSC, LBNL
Sends out a survey: LBNL
Monthly meetings between HR & Service Provider to track progress: UCOP
Lina

14. PRELIMINARY FINDINGS: Information Gathering
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Information Gathering
INTERVIEW WITH CAMPUS CONTACT
Resources, Challenges
The necessary staff, equipment and funds needed to maintain programs
Circumstances that might impede the success or ongoing existence of the program
Anecdotal and measurable impact of onboarding programs
Lina

15. PRELIMINARY FINDINGS: Information Gathering
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Information Gathering
INTERVIEW WITH CAMPUS CONTACT
Resources, Challenges
Q10 research – What resources do you need to maintain this program?
Designated onboarding person(s): Berkeley, UCLA Health
Systems: Davis, UCLA Health, Riverside (?), UCOP
HR rep, part of other functions: UCLA, Santa Cruz, LBNL, UCOP
Budget for small expenses: UCLA Health, UCB
Lina

16. PRELIMINARY FINDINGS: Information Gathering
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Information Gathering
INTERVIEW WITH CAMPUS CONTACT
Resources, Challenges
Q11 research – What challenges, if any, are there with maintaining this program?
None: UCLA-Health, UCSD, UCSC
Better systems, requiring less manual work: UCB
No dedicated system administrator: UCD
Getting some to adapt best practices of others: LBNL
Managers completing initial paperwork: UCOP
Ensuring confidentiality of paperwork: UCR
Lina

17. PRELIMINARY FINDINGS: Information Gathering
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Information Gathering
INTERVIEW WITH CAMPUS CONTACT
Resources, Challenges
Q12 What has been the result of implementing this program?
Reduced time to fill and get to work: UCB, UCLA-Health, UCOP
Reduced department time on paperwork: UCR
Improved paperwork compliance: UCB
Positive feedback from new employees: UCSD
Increased common knowledge of environment and policy: LBNL
Just-in-time tool: UCD
Not sure: UCSC
Lina

18. PRELIMINARY FINDINGS: Information Gathering
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Information Gathering
INTERVIEW WITH CAMPUS CONTACT
Engaging community and Staff Assembly
Across the system it seems like people are very open to having the Staff Assemblies help with the Onboarding process and it seems like this is something the SAs can take over and should since it does not seem like a priority for HR or even the departments as everyone is stressed for time to get their own work done.
Lina

19. PRELIMINARY FINDINGS: Information Gathering
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Information Gathering
INTERVIEW WITH CAMPUS CONTACT
Engaging community and Staff Assembly
Davis: Spans the full first Year and includes the key area of making campus connections
UCLA Health: Revamped NEO to be more engaging. Managers are instructed to schedule welcome lunch, introduce hire to Associate Mentor, and conduct touch base meetings.
Lina

20. PRELIMINARY FINDINGS: Information Gathering
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Information Gathering
INTERVIEW WITH CAMPUS CONTACT
Engaging community and Staff Assembly
Riverside: It would be a great idea for staff assembly to support campus connections with new hires, in the form of a welcome committee or monthly reception for new hires, so that they are aware of how to engage in the campus community. It would also be of value to participate on recruitment committees.
San Diego/UCSC/Berkely/OP: Combine efforts with NH/NE Orientations and institute at “buddy Program”
Lina

21. PRELIMINARY FINDINGS: Information Gathering
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
PRELIMINARY FINDINGS: Information Gathering
STAFF ASSEMBLY SURVEY
Prior to your first scheduled day on the job, did you feel that you had all the information that you required? (Score 3.4)
How satisfied were you with the explanation of UC benefits? (Score 3.3)
I had a thorough understanding of the University’s and or/department’s mission and vision statements, structure, and core values early in my employment. (score 2.9)
How satisfied were you with the welcome you received from your department? (Score 3.7)
Do you feel that you were adequately informed on university policies and procedures? (score 3.2)
Do you feel you had adequate training in order to perform your assigned duties? (Score 3.4)
Lina

22. Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
EARLY CONCLUSIONS
Recommend general onboarding best practices and clarify local Staff Assembly’s role in the process.
Lina

23. Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco
QUESTIONS
Are there any specific items you want us to address that we have not touched on?
Lina