New Staff Member Orientation

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.

Buddies

A "buddy" is assigned by HR to newly hired collective members to guide them through their probationary period.

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.

HR paperwork and policy briefing

• Gather applicable tax information (HR is responsible for this, but right now it's being done by RFS.)
  • 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
  • (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).
  • (After the forms are complete file them in the employee's folder in the Admin drawer of the filing cabinet in the Monkeyhouse.)
  • Also see if they want to have Direct Deposit of paychecks started for them
• Shown this page and the Staff Handbook
  • Explain vacation/sick/holiday policies (see Policies#Staffing and HR page for a list of relevant policies.)
  • Select committees & direct new hire to send email to <schedule AT freegeek DOT org> with these choices
• Signed up for health and dental (HR is responsible for this. Right now it's being done by Shawn.)
• Incorporated into the work schedule (The scheduler does this.)
• Record their first day of work in the HR Calendar
  • Also, record their projected last day (for paid interns and exploratory workers)
• Brief them on what documents can be signed by whom (checks, contracts, invoices)

Physical orientation

• Given Closing training and educated on the use of the locks list and After Hours Access Policy.

  if applicable given keys (Update Keyholders page)

• Workspace/Office
  • Workspace/Office should have a personal computer or terminal and space for admin work
  • (Action committee's job to make sure there's a place if issues arise.)

ASS & Other technical stuff

• Given Free Geek email address (ASS needed)
• Given account on the application server. (ASS needed)
  • If a collective member added to fgstaff group
  • If needed add to beancounters group as well
• Email lists. (a staff member with mailman admin privs can do this)
  • staff list (if in staff collective)
  • core list
  • locks list (if receiving a key)
  • paidworkers (if a intern, exploratory worker, or non collective workers)
• Given RT account and added to appropriate group (a staff member with rt admin privs can do this)
  • collective members should be added to fgstaff group
  • others should be added to fgcore group
• Check with phones coordinator (currently Shawn) to see if extension/voicemail is needed.
• Add to staffworksheet.gnumeric spreadsheet in /usr/local/beancounters/payroll for reporting payroll (beancounter needed)
• Add to contact-info in fgstaff directory on application server

Technical infrastructure orientation

• Give new person a workstation or terminal
  • Create a link to the fgstaff directory on the application server in their home directory (if collective member)
  • Create a link to the beancounters directory on the application server in their home directory (if needed)
• Email archives http://lists.freegeek.org/listinfo and the bottom of Help:Search for how to quickly search them.
• RT http://todo.freegeek.org/
• Wiki http://wiki.freegeek.org/
• Database http://data/ (only accessible from inside)
  • Where and how to record work hours http://noonien/sched/enterID.php

Cultural indoctrination

• Oriented to our meeting structure, including how to scribe and facilitate. Check out Consensus wiki page.
• Introduced around to core volunteers
• 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.

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. 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.

Current buddies

Jacob

MK is the buddy, Shawn is backup buddy

Mary Kate

Laurel is the buddy

Laurel

Richard is the buddy

Rob

Ali is the buddy

Interns

There may be a few things we need to expand on for particular internships

• Training Guide for Front Desk Internship