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Supervisor
Action
- Choose
the Print command from the File Menu to create a
printed copy of this checklist for your reference.
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| 2.
Notify appropriate IP staff of New Employee Arrival |
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Supervisor
Action
- Notify
unit staff of new employee's arrival first
- Make an announcement at the general IP staff meeting that a new employee will be joining the office, explaining the new employee's background and roles/responsibilities in the office
- Send
an email to Operations, Outreach, Director's Assistant, Database consultant and METI liaison, and copy this link, www.fs.fed.us/global/employee_resources/neo/prereporting.htm#staff,
in the body of the message to remind
them of their tasks in preparing for the employee
- Submit technical approval form to request computer hardware/software for the employee. http://fsweb.wo.fs.fed.us/irm/
IP
Staff Member Action(s):
 Director's Assistant
- Configure and set up new computer for new employee based on start date, status: METI, new FS, or Transfer FS)
- Notify FS/IRM to create a computer account for the new employee (this must be done at least Three weeks in advance of arrival)
- Customer Help Desk- create a SERVICE ticket request for ID Administration, Creation of a Profile
- Create a new Forest Service profile and Lotus access for new computer users.
- Provide employee with a Forest Service login (this will come via Fed Ex from EUSC after service ticket has been created
- Add new employee to IP’s pdl distribution list(s), both staff and unit
- Create a personal folder at k:\ip\ipstaff\new employee name
- Set up access rights to the K:\network folders: IP, Unit Folder and Personal Folder
create an Customer Help Desk ticket request
- for example: Please give full access *(read, write, create, delete) to Jane Smith for the following folders:
- K:\ip\
- K:\ip\IPStaff\Jane_Smith
- K:\ip\Cooperation
- K:\ip\Cooperation\Africa
- Prepare computer working station for new employee. If employee is transferring from another FS region- transfer preexisting data to laptop (including Lotus Archive). If new employee, configure Lotus.
 Database Consultant
- Provide an FS-IP Tools login and add any necessary roles in the All_Security Security Group
- Provide a login to SQL Server, as necessary
- Add as user of btsbti.net, as necessary
- Pre-load support programs such ASPMail and Reg Setting, as necessary
Operations
- Confirm
location of employee workspace
- Locate
keys to cubicle filing cabinets, drawers, etc.
- Set
up a working phone and provide a phone number and voice
mailbox access
- Prepare
USDA ID forms
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Prepare Kastle Key
- Order
a travel credit card for new FS employees
- Prepare calling card for new employee.
- Add employee record to People database, including COOP calling tree
Outreach
- Update
the IP phone lists
- Update
the web staff directory
- Order
a nameplate
- Provide
a First
Day Survival Kit to the new employee's supervisor
- Email new staff member file with business card
template
- Set up a snail mailbox
- Enter the new employee into the Contacts database
- Add employee record to the Contacts database
METI Liaison
- Confirm that METI sends
a New Employee orientation package and offer letter
to the new employee
- Contact METI to inform them
of the new employee's Forest Service phone number
and contact information
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| 3.
Welcome new employee to International Programs |
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Although
FS Human Resources or METI will contact the new employee,
the supervisor must also contact the new employee prior
to his/her arrival at IP. Welcoming a new employee to
the office will be the first real opportunity for the
newcomer to gain a first impression of IP and exposure
to the IP corporate culture.
Supervisor
Action
- Invite
the new employee to attend an IP staff meeting in
advance of his/her first official day
- Send
a welcome letter and package to the new employee,
including job description (if available)
Welcome letter templates are provided in the Resources section of the website. Click here for the Forest Service welcome template and here for the METI welcome template.
Supervisor
Action
- For
FS Employees: Place a follow-up
phone call to the new employee to make sure he/she
received the IP letter and welcome package and offer
to answer any questions. Inquire if they received
a letter from FS/HR. Reiterate directions to Franklin
Court, security procedures, etc.
- For METI Employees:
Place a follow-up phone call to make sure he/she
received the welcome letter, welcome packages from
IP and METI, and offer to answer any questions.
Make sure they understand the Forest Service--METI
relationship and your role as the IP supervisor.
In addition, explain that there is no difference
in the way FS and METI employees are treated. However,
there is a difference in the benefits package and
other processes (travel, time sheets, etc). Make
sure he or she understands the roles of the METI liaisons.
This is a great opportunity to tell the person what
our office atmosphere/culture is like. Also, this is
a chance for the supervisor to ask the new employee
his/her familiarity with the computer and various software
(for ex. Does he/she need training in Office XP?).
The
supervisor also needs to explain to the new employee--especially
if this is his or her first government job and the appointment
was competitive--that there will be a 1-year probationary
period. For more information on this, click
here. |
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| 4.
Prepare employee's workspace |
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Make
sure the employee's workspace is ready before he/she
arrives. This creates an impression that IP is a welcoming
environment. Tips for getting the cubicle ready include
the following.
Supervisor
Action
- Remove former occupant's personal items if necessary
- Clean and organize workspace (cabinets, drawers,
under the desk)
- Provide some initial supplies (e.g., pens, pencils,
stapler, paper clips, scissors, tape, post it notes,
white out)
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| 5.
Review employee's background and work experience |
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Supervisor
Action
- Review the employee's background and work experience
You are responsible for introducing the new employee
at the IP staff meeting. Familiarize yourself with the
new employee's skills, knowledge and talents (Does he
play the guitar? Is she a rock climber?) |
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| 6.
Draft work assignments for the first 30 days |
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Supervisor
Action
- Prepare achievable work assignment(s) for the
employee's first month, including definite completion
date(s)
The work plan might be a phased approach (first day,
first week, first month), or it could reflect a list
of activities to be completed over the entire month
period. Although the new employee will spend the first
month basically getting to know the office, provide
some substantive work assignments.
Supervisor
Action
- Assign some type of task or assignment that involves
the new employee in a team effort in order to foster
working relationships and to provide insights into
office operations
- Set up a schedule to meet often with the employee
during the first month
Create an environment where questions are welcomed and
addressed promptly. This initial planning process is
vital for the new employee and will help you utilize
the employee's skills effectively, identify training
and challenges, and help you integrate the new person
into IP. |
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| 7.
Complete site feedback |
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Supervisor
Action
- What
was your experience with the Pre-Reporting checklist?
What was helpful or effective? What was missing
or could be improved? Email the
NEO Team and let us know! Thanks!
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Congratulations!
You should be ready to welcome a new employee to IP.
Now that you have finished the Pre-Reporting checklist,
you are ready to go to the Day One checklist. |
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