Difference between revisions of "New Staff Member Orientation"

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(added note for signing to-be-policy)
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The following more or less applies to all staff members whether they be collective members, interns, or long term substitutes, even though parts refer to the staff collective specifically.
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= Orienting New Collective Members =
 +
 
 +
This information is specifically intended for new Staff Collective Members.
  
 
==Buddies==
 
==Buddies==
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A "buddy" is assigned by [[HR]] to newly hired collective members to guide them through their probationary period.
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A "buddy" is assigned by [[HR]] to newly hired collective members to guide them through their probationary period. The buddy and new hire should initial off on each step
  
 
==Checklist==
 
==Checklist==
−
When new staff is hired there are several steps that need to be performed. It's the buddy's job to make certain these steps are accomplished. Some of these things must be done by other people (e.g. an ASS) but it's the buddy's responsibility to make certain that it get's done.
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When new staff is hired there are several steps that need to be performed. It's the buddy's job to make certain these steps are accomplished. Some of these things must be done by other people (e.g. an ASS) but it's the buddy's responsibility to make certain that it gets done.
 +
 
  
 
=== HR paperwork and policy briefing ===
 
=== HR paperwork and policy briefing ===
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* Gather applicable tax information (HR is responsible for this, but right now it's being done by RFS.)
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* Gather applicable tax information
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** I-9 form   pdf form located on the [[Free Geek's internal application server|application server]] in fgstaff/forms directory
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** I-9 form (pdf form located on the [[Free Geek's internal application server|application server]] in fgstaff/forms directory)
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** W-4 form   pdf form located on [[Free Geek's internal application server|application server]] in fgstaff/forms directory
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** W-4 form (pdf form located on [[Free Geek's internal application server|application server]] in fgstaff/forms directory)
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** (If you don't want to print these forms off the server, there are also hard copies in the Admin drawer of the Monkeyhouse filing cabinet).
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** ''After the forms are complete file them in the employee's folder in the Admin drawer of the filing cabinet in the Monkeyhouse.''
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** (After the forms are complete file them in the employee's folder in the Admin drawer of the filing cabinet in the Monkeyhouse.)
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** Also see if they want to have [[Direct Deposit of paychecks]] started for them
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* Does he/she want [[Direct Deposit of paychecks]]?
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* Shown this page and the [[Staff Handbook]]
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** Explain vacation/sick/holiday policies (see [[Policies#Staffing and HR]] page for a list of relevant policies.)
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* Show him/her the [[Staff Handbook]]
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** Select committees & direct new hire to send email to <schedule AT freegeek DOT org> with these choices
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** Especially important are the vacation/sick/holiday policies
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* Signed up for health and dental (HR is responsible for this. Right now it's being done by Shawn.)
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*** explain about putting in a schedule request ''AND'' bullwinkle ticket for vacations
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* Incorporated into the work schedule (The scheduler does this.)
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** Brief them on what documents can be signed by whom (checks, contracts, invoices)
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* Record their first day of work in the [[HR Calendar]]
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** Also, record their projected last day (for paid interns and exploratory workers)
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* Select committees & direct new hire to send email to <schedule AT freegeek DOT org> with these choices
−
* Brief them on what documents can be signed by whom (checks, contracts, invoices)
+
** explain Staff Committee (why & when we meet)
 +
 
 +
* Sign up for health and dental ('''Richard & Laurel''' do this)
 +
 
 +
* Update [[HR Calendar]]
 +
** include: start date, 3 month goal-setting, and 6 month probationary review
 +
 
 +
* Set up Retirement Plan meeting
 +
 
  
 
=== Physical orientation ===
 
=== Physical orientation ===
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* Given [[Closing]] training and educated on the use of the '''locks''' list and [[After Hours Access Policy]].
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* [[Closing]] training
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*: ''if applicable given keys (Update [[Keyholders]] page)''
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 +
* LOCKS list signup & education ([[After Hours Access Policy]])
 +
 
 +
* Keys (talk to '''Matteo''')
 +
 
 
* Workspace/Office
 
* Workspace/Office
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** Workspace/Office should have a personal computer or terminal and space for admin work
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** Workspace/Office should have a computer & space for admin work
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** (Action committee's job to make sure there's a place if issues arise.)
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=== [[ASS]] & Other technical stuff ===
 
=== [[ASS]] & Other technical stuff ===
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* Given Free Geek email address (ASS needed)
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* Free Geek email address
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* Given account on the application server.  (ASS needed)
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** If a collective member added to ''fgstaff'' group
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* Application Server account
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** If needed add to ''beancounters'' group as well
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** add to applicable groups (e.g. ''fgstaff'' and ''beancounters'')
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* Email lists. (a staff member with mailman admin privs can do this)
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−
** staff list (if in staff collective)
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* Email Lists
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** core list
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** staff
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** locks list (if receiving a key)
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** core  
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** paidworkers (if a intern, exploratory worker, or non collective workers)
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** council
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* Given RT account and added to appropriate group (a staff member with rt admin privs can do this)
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** committees
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** collective members should be added to fgstaff group
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** minutes
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** others should be added to fgcore group
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* Check with phones coordinator (currently Shawn) to see if extension/voicemail is needed.
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* Phone
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* Add to staffworksheet.gnumeric spreadsheet in /usr/local/beancounters/payroll for reporting payroll (beancounter needed)
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** '''Darryl''' can coordinate setting up a phone and creating an extension/voicemail
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* Add to contact-info in fgstaff directory on application server
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 +
* Add to staffworksheet.gnumeric spreadsheet (Ask a '''beancounter''')
 +
 
 +
* Add to <contact-info> in fgstaff directory on application server
 +
 
 +
* Create database account
 +
 
 +
* create RT account
 +
 
 +
* create wiki account
 +
 
  
 
=== Technical infrastructure orientation ===
 
=== Technical infrastructure orientation ===
 
* Give new person a workstation or terminal
 
* Give new person a workstation or terminal
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** Create a link to the fgstaff directory on the [[Free Geek's internal application server|application server]] in their home directory (if collective member)
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** Create a link to appropriate directories (e.g. fgstaff & beancounters)
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** Create a link to the beancounters directory on the [[Free Geek's internal application server|application server]] in their home directory (if needed)
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* Email archives http://lists.freegeek.org/listinfo and the bottom of [[Help:Search]] for how to quickly search them.
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* Email archives http://lists.freegeek.org/listinfo and the bottom of [[Help:Search]] for how to quickly search them
 +
 
 
* RT http://todo.freegeek.org/
 
* RT http://todo.freegeek.org/
 +
 
* Wiki http://wiki.freegeek.org/
 
* Wiki http://wiki.freegeek.org/
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* Database http://data/  (only accessible from inside)
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 +
* Database http://data/  (only accessible from inside FG)
 
** Where and how to record work hours http://noonien/sched/enterID.php
 
** Where and how to record work hours http://noonien/sched/enterID.php
 +
  
 
=== Cultural indoctrination ===
 
=== Cultural indoctrination ===
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* Oriented to our meeting structure, including how to scribe and facilitate. Check out [[Consensus]] wiki page.
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* Oriented to our meeting structure
 +
** [[Scribe|Scribing]]
 +
** [[Meeting Tips|Facilitating]]
 +
** [[Consensus]]  
 +
 
 
* Introduced around to core volunteers
 
* Introduced around to core volunteers
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* Get photo and bio for staff page(if intern or collective member)
+
 
−
* Don't tell them they are required to bring donuts to the first staff meeting.
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* Get photo and bio for staff page
 +
 
 +
* [[Job Descriptions]] for other staff members
 +
** also, explain what each staff person is in charge of, see [[Staff Responsibilities|this page]]
 +
 
 +
* Don't tell them they are required to bring donuts to the first staff meeting
 +
 
 +
* Explain what to expect the first few weeks
 +
** what to expect during probationary period
 +
** how to tell you're doing well = arriving on time, taking floor shifts seriously, moving your position forward, following through with commitments
 +
 
 +
* Explain Superbox/Laptop benefits
 +
 
 +
* Education
 +
:* Wiki editing
 +
:: [[Help:Basic Navigation]]
 +
:: [[Wiki Tutorial]]
 +
:: [[Wiki markup]]
 +
:* RT rundown
 +
:* Command Line Navigation
 +
:* [[Free Geek FAQ]]
 +
:* [[Netiquette at Free Geek]]
 +
:* Documentation (why it's important, where to document what)
 +
 
 +
* Where to park your car
 +
 
 +
* Staff Contact Info (print it out, if desired)
 +
 
 +
* Full policy list [[http://wiki.freegeek.org/index.php/Category:Policy|here]]
  
 
==Other duties==
 
==Other duties==
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* be the "go to" person for questions,  
 
* be the "go to" person for questions,  
 
* be proactive about questions and issues, and
 
* be proactive about questions and issues, and
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* be sure to check in on how the new member is doing on completing goals. These goals could have been from the staff or from the new member themselves. The buddy can even help the new collective member distill action plans from items in their job description.
+
* be sure to check in on how the new member is doing on completing goals set at 3 month mark. The buddy can even help the new collective member distill action plans from items in their job description.
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−
==Current buddies==
 
−
 
 
−
; Jacob
 
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: MK is the buddy, Shawn is backup buddy
 
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; Mary Kate
 
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: Laurel is the buddy
 
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; Laurel
 
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: Richard is the buddy
 
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; Rob
 
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: Ali is the buddy
 
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==Interns==
 
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There may be a few things we need to expand on for particular internships
 
  
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*[[Training Guide for Front Desk Internship]]
 
  
 
[[Category:HR]]
 
[[Category:HR]]
 
[[Category:Hiring]]
 
[[Category:Hiring]]
 
[[Category:Howto]]
 
[[Category:Howto]]

Revision as of 13:24, 21 May 2008

Orienting New Collective Members

This information is specifically intended for new Staff Collective Members.

Buddies

A "buddy" is assigned by HR to newly hired collective members to guide them through their probationary period. The buddy and new hire should initial off on each step

Checklist

When new staff is hired there are several steps that need to be performed. It's the buddy's job to make certain these steps are accomplished. Some of these things must be done by other people (e.g. an ASS) but it's the buddy's responsibility to make certain that it gets done.


HR paperwork and policy briefing

  • Gather applicable tax information
    • I-9 form (pdf form located on the application server in fgstaff/forms directory)
    • W-4 form (pdf form located on application server in fgstaff/forms directory)
    • After the forms are complete file them in the employee's folder in the Admin drawer of the filing cabinet in the Monkeyhouse.
  • Show him/her the Staff Handbook
    • Especially important are the vacation/sick/holiday policies
      • explain about putting in a schedule request AND bullwinkle ticket for vacations
    • Brief them on what documents can be signed by whom (checks, contracts, invoices)
  • Select committees & direct new hire to send email to <schedule AT freegeek DOT org> with these choices
    • explain Staff Committee (why & when we meet)
  • Sign up for health and dental (Richard & Laurel do this)
  • Update HR Calendar
    • include: start date, 3 month goal-setting, and 6 month probationary review
  • Set up Retirement Plan meeting


Physical orientation

  • Keys (talk to Matteo)
  • Workspace/Office
    • Workspace/Office should have a computer & space for admin work


ASS & Other technical stuff

  • Free Geek email address
  • Application Server account
    • add to applicable groups (e.g. fgstaff and beancounters)
  • Email Lists
    • staff
    • core
    • council
    • committees
    • minutes
  • Phone
    • Darryl can coordinate setting up a phone and creating an extension/voicemail
  • Add to staffworksheet.gnumeric spreadsheet (Ask a beancounter)
  • Add to <contact-info> in fgstaff directory on application server
  • Create database account
  • create RT account
  • create wiki account


Technical infrastructure orientation

  • Give new person a workstation or terminal
    • Create a link to appropriate directories (e.g. fgstaff & beancounters)


Cultural indoctrination

  • Introduced around to core volunteers
  • Get photo and bio for staff page
  • Don't tell them they are required to bring donuts to the first staff meeting
  • Explain what to expect the first few weeks
    • what to expect during probationary period
    • how to tell you're doing well = arriving on time, taking floor shifts seriously, moving your position forward, following through with commitments
  • Explain Superbox/Laptop benefits
  • Education
  • Wiki editing
Help:Basic Navigation
Wiki Tutorial
Wiki markup
  • Where to park your car
  • Staff Contact Info (print it out, if desired)
  • Full policy list [[1]]

Other duties

The buddy should also:

  • check-in once a week,
  • be the "go to" person for questions,
  • be proactive about questions and issues, and
  • be sure to check in on how the new member is doing on completing goals set at 3 month mark. The buddy can even help the new collective member distill action plans from items in their job description.
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