1. 1 Onboarding Basics for Pathways Programs

2. Onboarding Onboarding is an on-going process which starts before an employee ever comes on board and lasts up to one year from their start date Designed to anticipate the needs and concerns of new hires as well as provide vital information to directly accelerate employees’ productivity 2

3. Onboarding (cont’d) Involves a series of developmental and acculturating activities that are planned in advance of the employee coming on-board and then delivered at stages matching employees’ information and skills gaps. 3

4. Onboarding  Objectives: – Make your new hires comfortable and help them with the acculturation process – Create an environment that supports career planning and professional development 4

5. Onboarding Objectives (cont’d) – Provide your new hires with tools, resources, and knowledge to be successful and productive – Set the stage for a positive work experience 5

6. Characteristics of Effective Onboarding Programs  Immediate  Interactive  Effective, fun, engaging  Senior level executive and supervisor’s involvement  May extend up to a year 6

7. Phase 1- Before the First Day  Goal: Connect new hires with the organization’s vision and mission  Help your new hire understand: – How they can contribute to the agency’s mission, objectives and goals – How to navigate the organizational structure and communicate effectively – Value of diversity and inclusion 7

8. Phase 1 - Before the First Day (cont’d)  Examples: Send an email or letter congratulating the intern – Confirm position, grade, pay, and entrance-on-duty (EOD) date – Provide initial paperwork Send link to “welcoming video” from a top senior executive 8

9. Phase 1 - Before the First Day (cont’d) Explain what to expect as they begin their internship – Provide “welcome package” or direct them to the agency’s website if the information is available online – Include the contact information of supervisor, assigned sponsor, and Pathways Program Officer or onboarding representative – Send email to coordinate intern’s arrival 9

10. Phase 2 – First Day/Week  Goal: Facilitate integration Assign a sponsor to greet interns – Walk them through security and your check-in process Introduce peers and provide a contact list Explain office operations and ensure access to required technology (e.g., email, distribution lists, telephone) Take employee on agency tour Inform new hire of recurring meetings and/or office events they are expected to attend 10

11. Pathways Programs Training and Career Development Requirements Internship Program – Requires a written Participant Agreement Sign participant agreement - First week – Includes development component Individual Development Plan (IDP) -- except for Interns not-to-exceed (NTE) Approve IDPs – first month Assigning mentors is recommended for all interns 11

12. Pathways Programs Training and Career Development Requirements Recent Graduates Program – Requires a written Participant Agreement Sign participant agreement - First week – Includes development component Approve IDP – must be signed within 45 days of appointment Mentor – must be assigned within 90 days of appointment Provide at least 40 hours of formal interactive training per year 12

13. Pathways Programs Training and Career Development Requirements Presidential Management Fellows Program Approve IDP – must be signed within 45 days of appointment. IDP must be developed in consultation with the Agency PMF Coordinator and his/her supervisor Mentor – must be assigned within 90 days of appointment Provide at least 80 hours of formal interactive training per year At least one rotational assignment of 4-6 months duration 13

14. Phase 3 – First Month  Explain Performance Clearly and Early Assign meaningful work Communicate performance standards and goals Develop and sign IDP for your interns o Not required for not-to-exceed(NTE) interns 14

15. Phase 4 - Ongoing  Open Communication Establish open-door policy Provide regular feedback on performance Encourage innovation and creativity 15

16. Pathways Program Officer (PPO) Roles  Program administration Ensure mentors are assigned Serve as liaison with OPM Collect metrics measuring the effectiveness of the onboarding program Also may include, not required  Coordinate recruitment  Establish onboarding process  Ensure IDPs are completed on-time 16

17. Mentor’s Role  Provide feedback and encouragement to new hires  Help them with goal setting  Support new hire’s professional development and growth  Inspire employees to apply best practices  Help to build their confidence 17

18. Measuring Success of Onboarding  Recommended metrics: Percentage increase in retention rates of Pathways Programs participants Percent of employees reporting satisfaction with onboarding process 18

19. Summary  An effective onboarding program Decreases new hire’s learning curve Reduces anxiety Increases morale Increases job satisfaction Encourages organization commitment  Results: reduction in attrition rates and recruitment costs 19