DOCTOR OF PHILOSOPHY DEGREE IN AGRICULTURAL ECONOMICS
BEFORE
THE EMPLOYEE’S START DATE
Outcomes: This is a welcoming work environment with informed colleagues and a
fully-equipped work space; new employees feel “settled in” on their first day.
Schedule and Job Duties
r
Submit the Hire transaction
r
Call employee:
o
Confirm start date, time, place, parking, dress
code, etc.
o
Identify computer needs and requirements.
o
Provide name of their onboarding buddy.
o
Remind employee to complete tasks on the New
Hire Activity page in Atlas.
r Add
regularly scheduled meetings (e.g. staff and department) to employee’s
calendar.
r Prepare
employee’s calendar for the first two weeks.
r Plan
the employee’s first assignment.
Socialization
r
Email department/team/functional area of the new
hire. Include start date, employee’s role, and bio. Copy the new employee, if
appropriate. (See Tools &
Resources)
r Set
up meetings with critical people for the employee’s first few weeks.
r Arrange
for lunch with the appropriate person(s) or buddy for the first day and during
first week.
r Select
the buddy. (See Buddy
Guidelines)
r Meet
with the buddy, and provide suggestions and tips. (See Buddy Guidelines)
r Arrange
for a campus tour.
Work Environment
r
Put together welcome packet from the department
and include: job description, welcome letter, contact names and phone lists,
campus map, parking and transportation information, mission and values of the
Institute, information on your unit/school, etc.
r Clean
the work area, and set up cube/office space with supplies.
r Order
office or work area keys.
r Order
business cards and name plate.
r Arrange
for parking, if needed.
r Add
employee to relevant email lists.
Technology Access and Related
r
Order technology equipment (computer, printer,
iPad) and software.
r Contact
local IT and/or IS&T to have the system set up in advance.
r Arrange
for access to common drives, and coordinate SAP roles authorizations.
r Arrange
for phone installation.
Training/Development
r Remind
employee to sign up for an in-person New Employee Orientation session.
r Arrange
pertinent trainings required for the job.
FIRST
DAY
Outcomes: The employee feels welcomed and prepared to start working; begins to
understand the position and performance expectations.
Schedule, Job Duties, and Expectations
r Clarify
the first week’s schedule, and confirm required and recommended training.
r Provide
an overview of the functional area – its purpose, organizational structure, and
goals.
r Review
job description, outline of duties, and expectations.
r Describe
how employee’s job fits in the department, and how the job and department
contribute to the unit/school/DLC and the Institute.
r Review
hours of work. Explain policies and procedures for overtime, use of vacation
and sick time, holidays, etc. Explain any flexible work policies or procedures.
Socialization
r Be
available to greet the employee on the first day.
r Introduce
employee to others in the workplace.
r Introduce
employee to his/her buddy.
r Take
employee out to lunch.
Work Environment
r Give
employee key(s) and building access card.
r Escort
employee to MIT Welcome Center to complete I-9 and obtain MIT ID.
r Remind
employee to complete tasks on New Hire Activity page in Atlas.
r Discuss
transportation and parking or escort employee to MIT Parking &
Transportation office to obtain parking sticker.
r Provide
department or building-specific safety and emergency information.
r Take
employee on a campus tour.
r Explain
how to get additional supplies.
Technology Access and Related
r Provide
information on setting up voicemail and computer.
FIRST
WEEK
Outcomes: New employee builds knowledge of internal processes and performance expectations;
feels settled into the new work environment.
Schedule, Job Duties, and Expectations
r Give
employee his/her initial assignment. (Make it something small and doable.)
r Debrief
with employee after he/she attends initial meetings, attends training, and
begins work on initial assignment. Also touch base quickly each day.
r Provide
additional contextual information about the department and organization to
increase understanding of the purpose, value add to MIT, goals, and
initiatives.
r Explain
the annual performance review and goal-setting process.
r Review
the process related to the probationary period.
Socialization
r Arrange
for a personal welcome from the unit leader.
Technology Access and Related
r Ensure
employee has fully functioning computer and systems access and understands how
to use them.
FIRST
MONTH
Outcomes: Employee
is cognizant of his/her performance relative to the position and expectations;
continues to develop, learn about the organization, and build relationships.
Schedule, Job Duties, and Expectations
r Schedule
and conduct regularly occurring one-on-one meetings.
r Continue
to provide timely, on-going, meaningful “everyday feedback.”
r Elicit
feedback from the employee and be available to answer questions.
r Explain
the performance management process and compensation system.
r Discuss
performance and professional development goals. Give employee an additional
assignment.
Socialization
r Continue
introducing employee to key people and bring him/her to relevant events.
r Meet
with employee and buddy to review first weeks and answer questions.
r Arrange
for employee to take MIT tour (if not already completed).
Training and Development
r Ensure
employee has attended Human Resources New Employee Orientation.
r Ensure
employee is signed up for necessary training.
FIRST THREE MONTHS
Outcomes: Employee
is becoming fully aware of his/her role and responsibilities, beginning to work
independently and produce meaningful work. He/she continues to feel acclimated
to the environment, both functionally and socially.
Schedule, Job Duties, and Expectations
r Continue
having regularly occurring one-on-one meetings.
r Meet
for informal three-month performance check-in.
r Continue
giving employee assignments that are challenging yet doable.
r Create
written performance goals and professional development goals.
r Discuss
appropriate flexible work options.
Socialization
r Have
employee “shadow” you at meetings to get exposure to others and learn more
about the department and organization.
r Have
a check-in with the employee and buddy.
r Take
employee out to lunch, and have informal conversation about how things are
going.
Training and Development
r Ensure
employee attended a New Employee Orientation session. Request the employee
provide feedback on the sessions and share as appropriate.
r Ask
if needed training is completed.
r Provide
information about continued learning opportunities including tuition
assistance, the MIT Learning Center, programs offered by Human
Resources, and lynda.com.
FIRST
SIX MONTHS
Outcomes: Employee
has gained momentum in producing deliverables, has begun to take the lead on
some initiatives, and has built some relationships with peers as go-to
partners. Employee feels confident and is engaged in new role while continuing
to learn.
Schedule, Job Duties, and Expectations
r Conduct
six-month performance review.
r Review
progress on performance goals and professional development goals.
Socialization
r Create
an opportunity for employee to attend or be involved in an activity outside of
his/her work area.
r Invite
employee to MIT events (such as the MLK breakfast, commencement or the MIT Excellence
Awards celebration), and introduce him/her to others.
r Arrange
for employee to meet with appropriate DLC head either one-on-one or in a small
group setting with other new employees.
r Meet
with employee and buddy at the end of their structured buddy-relationship.
Discuss how things went and what else would be helpful for the employee.
FIRST
YEAR [BETWEEN SIX AND TWELVE MONTHS]
Outcomes: Employee
is fully engaged in new role – applies skills and knowledge, makes sound
decisions, contributes to team goals, understands how his/her assignments
affect others in the organization, and develops effective working
relationships. He/she has a strong understanding of MIT’s mission and culture.
Employee continues to be engaged in his/her role and has gained greater
confidence in position; begins to take on additional assignments and works with
some level of autonomy.
Schedule, Job Duties, and Expectations
r Celebrate
successes and recognition of employee’s contributions.
r Continue
providing regular informal feedback; provide formal feedback during the annual
review process.
r Have
a conversation with employee about his/her experience at MIT to date:
o
Extent to which employee’s expectations of role
and MIT align with reality.
o
Extent employee’s skills and knowledge are being
utilized and ways to better utilize them; what’s working, what they need more
of, etc.
o
Begin discussing the year ahead.
Socialization
r Support
and encourage employee participating on either a DLC or Institute committee or
cross-functional team.
r Solicit
employee’s feedback and suggestions on ways to improve the onboarding
experience. Do this one-on-one or with a small group of new employees.
Training and Development
r Discuss
employee’s professional development goals and identify relevant learning
opportunities.
List of required documents
- KCSE/O-level certificate
- Certified copies of undergraduate degree certificate and transcripts
- KNEC C plain applicants to attach certified copy of diploma from KNEC in addition to i and ii.
- Certified copies of masters degree certificate and transcripts