OH 5-1

Hiring and Orienting New Employees

Human Resources Management and Supervision

5OH 5-1

OH 5-2

Hiring and Orientation

OH 5-3

Hiring and Orientation

1.Hiring involves making a job offer, following careful steps in processing the offer, conducting final background checks, and preparing the new staff member for employment.

2.Orientation is the process of introducing the new employee to the organization and the job.

3.In large operations, human resources staff assume a significant role in hiring procedures and in planning and delivering orientation programs. By contrast, these tasks are left to the supervisor or manager in smaller operations.

OH 5-4

Importance of Orientation

Provide information needed for a new employee to function effectively at work.

Make the employee feel welcome.

Demonstrate the hospitality that employees should practice.

Make available information needed to meet safety and legal obligations.

OH 5-5

General Screening and Hiring Activities(page 95 in the text book)

Making (negotiating) a job offer

Notifying unsuccessful applicants when the position is filled

Conducting final background checks

Managing “paperwork”

Providing orientation experiences

OH 5-6

Making a Job Offer

A formal invitation to become an employee on a certain date to perform specified duties for specific compensation

In large operations, the human resources department may extend the job offer; in small operations, this is typically done by the manager.

Some operations use an initial telephone job offer followed by an employment letter that provides job details and starting information.

Sample Employment Letter – text page 97

OH 5-7

Job Offer Information

Position information

Compensation information

Benefit information

Logistical information: starting date, name of contact person, work location,

hours, scheduled shifts, and need, if any, for equipment and uniforms that must be supplied by the employee

OH 5-8

Job Offer Information continued

Employment contingencies: transcripts, background checks, medical/drug tests, pass/fail -

condition of employment

Union information

At will statement: Notification to the employee that either the employee or the

employer can end the employment relationship at any time for any reason.

Two copies of the final letter should be sent to the new employee, and he/she should sign one copy and return it for the manager’s files.

OH 5-9

Notify Unsuccessful Job Candidates

•Begin notifying applicants only after the selected candidate has formally accepted the position

•All applicants should receive a notification

•Can be phone call or letter

•HR or Manager to send

•Positive – don’t burn any bridges

OH 5-10

Types of Background Checks (text page 100)

1. Comprehensive background checks are often done to prevent a claim of negligent hiring by assuring that the applicant is a safe and competent person for the position.

2. Some operations routinely conduct drug tests before a person begins work or as part of the hiring process. If used, drug testing must be done in the same manner for all persons. Managers must understand applicable laws about drug testing in their area, and they must also know about the unreliability of some systems and the expenses for administering the tests.

OH 5-11

Final Background Checks

Purposes To verify applicant information To learn more about the applicant’s character To uncover any information that was withheld

It may seem odd to do a background check after a job offer is made, but this is often done because managers do not want to lose candidates while they wait for background check results.

Most operations have policies that allow them to dismiss employees who have provided false information or have withheld relevant information.

OH 5-12

Types of Background Checks (text page 100)

Work experience

Education

Other background information

Criminal record

Driving record

Credit record

Physical ability

Drug use

OH 5-13

Health Records and Reasonable Accommodation

Managers must make reasonable accommodations for disabled persons if it does not create an “undue hardship” to do so.

Examples – text page 101 Making existing facilities readily accessible Restructuring jobs and modifying work assignments Modifying equipment Revising training materials and policies

Definition of “Undue hardship”

OH 5-14

Hiring-Related Documents

Necessary documents must be processed with sufficient time to

Include the employee on payroll before the first paycheck.

Ensure the employee receives any benefits due on the first day of employment.

Ensure that company policies are met.

Meet legal requirements.

OH 5-15

Employment and Payroll Documents

W-4 Form (Employees’ Withholding Allowance Certificate)

State and local tax forms

I-9 Form (Employment Eligibility Verification)

Other documents applicable to the position

ServSafe Certificate, drivers license, proof of insurance, ServSafe Alcoholic Beverage Certificate, tip allocation agreement

Job eligibility documents (if employee hired under a governmental program)

Permission documents

Employee references, drug testing

OH 5-16

Benefit Enrollment Documents

Paperwork for benefits, such as health or life insurance, is completed on or soon after the employee’s first day on the job.

Many orientation programs provide information about benefit choices.

Some operations send benefit information to new employees before they begin work.

OH 5-17

Job and Company Policy Documents

Employees should receive a current job description and employee handbook.

Orientation schedule, information about any probation period, and other legal documents should also be provided.

Employee handbook Let’s review the sample on page 105 of the text

OH 5-18

Orientation Program Details

Time frame Programs can last several hours or several months

The program’s content and structure determine its length.

Location On or off site

OH 5-19

Orientation Information About the Operation

Review of operation’s mission, vision, and history

Identification of key managers and organizational structure

Explanation of benefits

Completion of “paperwork”

Distribution of employee handbook and explanation of policies and procedures

OH 5-20

Orientation Information About the Position

Review of job description

Explanation of performance expectations

Probationary period: evaluation & possible pay change

Career ladder information or organizational chart

Review of work schedules

Provision of contacts’ phone numbers (employee and employer)

Introduction to employees and work area tour

Distribution of equipment or materials

OH 5-21

Other Orientation Concerns

An orientation kit is often developed to provide all hiring-related documents to new staff members. kit may include job descriptions, organization charts,

work schedules, copies of menus, promotional materials, and contact information.

A trainer’s outline/checklist can help to prepare for an orientation session.

Trainers should be chosen for their expertise or position in the operation.

Assign a employee mentor (peer) to each new employee for the orientation period

OH 5-22

Orientation Sessions

A well-planned orientation session can look simple, but it requires much planning to be effectively delivered.

OH 5-23

Managing the Hiring and Orientation Process

Retain important information about employees in a personnel file stored in a safe and private place protected from damage or theft.

Review information on page 110 of the text

OH 5-24

Using Checklists

New hire checklist – text page 111 Focuses on getting the employee and operation

ready for the employee’s first day on the job

Orientation checklist – text page 112 Records what should and did happen on the first

day of employment and during follow up meetings

OH 5-25

Evaluation of Orientation Programs

Methods to evaluate

Talk to new employees frequently.

Request that a formal evaluation form be completed – sample page 114 text

Request feedback from those who develop and conduct the orientation program.

OH 5-26

Key Term Review

Employee handbook - manual or document that contains the policies and procedures for the operation

Employment contract —legally binding agreement that includes terms of employment and may, depending upon its specific content, modify the otherwise “employment at will” relationship between the employer and the employee

Employment letter —letter conveying job details and starting information to the potential employee

Job offer —formal invitation to join an organization as an employee on a certain date to perform a described range of duties for a specific salary or hourly rate and benefits package

OH 5-27

Key Term Review

Employee handbook —manual or document that contains the policies and procedures for the operation

Employment contract —legally binding agreement that includes terms of employment and may, depending upon its specific content, modify the otherwise “employment at will” relationship between the employer and the employee

Employment letter —letter conveying job details and starting information to the potential employee

Job offer —formal invitation to join an organization as an employee on a certain date to perform a described range of duties for a specific salary or hourly rate and benefits package

OH 5-28

Key Term Review continued

Orientation buddies —persons who serve as mentors or guides to new employees during orientation

Orientation checklist —record of what happens on the first day of employment and during follow up meetings

Orientation kit —collection of documents needed during orientation that is given to new hires before or during orientation

Personnel file —confidential file that contains documents related to hiring, training, evaluating, promoting, and, if necessary, disciplining an employee

OH 5-29

Key Term Review continued

Summary plan documents (SPDs) —documents that explain planned benefits and participants’ rights and responsibilities under a benefit plan

Union shop —operation where all employees are required to join the union and pay union dues as a condition of employment