Collective Member Orientation
This form should be printed out, completed, and placed in the new Collective member's file.
Checklist
When a new collective member is hired there are several steps that need to be performed. It's the buddy's job to make certain these steps are accomplished. Many of these things must be done by other people but it's the buddy's responsibility to make certain that it gets done and that a complete hard copy of this document exists in the new hire's file.
The buddy needs to determine an orientation schedule, and will need to arrange appointments with other collective members who are responsible for parts of the orientation. Some of these tasks need to be done before the new hire's first day so that as many logistical and technical issues are solved before the new worker starts.
Begin by printing out this form: New-hire-checklist.gnumeric.
Fill it out as much as possible. We need to gather the basic information that will be used to make ready user accounts, and such. Walk the form around to the DPP and scheduler to make sure as much information as possible is available. Select a desk and phone extension. Then have a technocrat set up email and other accounts with dummy passwords. On the worker's first day he or she will update the passwords, fill out the HR paperwork, and get situated at a new desk. This is all to make certain that the worker's first day runs smoothly.
New Hire's Name: __________________________________
Buddy's Name: _____________________________________
Date Processing Started: _____________________________________
| Before first day (Completed by buddy) | Date | Buddy Initials |
|---|---|---|
| Make sure contact in database has been made | ||
| Send email to new hire containing a link to the Useful orientation links | ||
| Call new hire to ask them to bring a voided check and a passport or social security card and a state ID | ||
| Contact Alex to schedule a retirement plan meeting | ||
| Select and prepare a work space/office for new hire | ||
| Get a laptop ready for new hire | ||
| Update HR Calendar with date of hire, 3-month probationary goal setting, 6-month probationary review | ||
| Create Personnel "File" (RT Ticket) | ||
| Add to Contact Info list on the staff wiki | ||
| Add to basic Email Lists (staff, paidworkers, locks) | ||
| Add to Staff Collective Members page | ||
| Phone | ||
| Add to Determining Seniority Policy page |
| HR paperwork and policy briefing | Date | New Hire Initials | Staff Initials |
|---|---|---|---|
| I-9 form | |||
| W-4 form | |||
| Direct Deposit of paychecks | |||
| Health Insurance explanation/meeting | |||
| Check-in about previously planned vacations | |||
| Review Staff Handbook | |||
| Explain how to request a Change in Schedule (like a vacation) | |||
| Explain that this position is at-will employment and that he/she is subject to reviews | |||
| Sign the Conflict of Interest Form, place in personnel folder (Conflict of Interest Policy) | |||
| Check to make sure emergency contact information is correct in the database | |||
| Add to staffworksheet.gnumeric spreadsheet |
| Physical orientation | Date | New Hire Initials | Staff Initials |
|---|---|---|---|
| Closing training | |||
| Safety training | |||
| Get keys, add to Keyholders and provide education (After Hours Access Policy) | |||
| Workspace/Office orientation |
| Technical set-up | Date | New Hire Initials | Staff Initials |
|---|---|---|---|
| Password for Free Geek email address | |||
| Password for Staff Wiki account | |||
| Password for database account | |||
| Password for RT account | |||
| Password for wiki account | |||
| Password for Application Server account |
| Technical infrastructure orientation | Date | New Hire Initials | Staff Initials |
|---|---|---|---|
| Email archives http://lists.freegeek.org/listinfo and search | |||
| RT http://todo.freegeek.org/ | |||
| Wiki http://wiki.freegeek.org/ | |||
| Database http://data/ (only accessible from inside FG) | |||
| Where and how to record work hours http://data/worked_shifts | |||
| Orient to Staff wiki | |||
| Provide laptop and education on how to use it | |||
| Set up Thunderbird on laptop |
| Cultural orientation | Date | New Hire Initials | Staff Initials |
|---|---|---|---|
| Orientation to our meeting structure (Facilitating, Scribing, Consensus) | |||
| Introduced around to core volunteers | |||
| Get photo and bio for staff page(http://www.freegeek.org/staff) | |||
| Job Descriptions for other staff members | |||
| 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 (on time, floor shifts, moving position forward, commitments) | |||
| Free Geek FAQ | |||
| Standing Staff Committees What the committees do and where to send what emails | |||
| Netiquette at Free Geek | |||
| Documentation (why it's important, where to document what) | |||
| Where to park your car | |||
| Full policy list (see Policy category) |