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a personal experience.
a rewarding education.
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ENGAGING NEW EMPLOYEES
THROUGH ORIENTATION
Edison Community College Team Members:
Cris Valdez, Mona Walters, Maura Felts,
Natalie Rindler, Steve Whiteman and Lin Roberts
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Our Story
• Chartered in 1973
• Campuses located in Piqua
and Greenville
• We currently offer more than
30 technical fields, a broad range
of baccalaureate transfer programs,
developmental course work, and
continuing education offerings.
• Student enrollment averaging
3,400 annually, just under 5,000
unduplicated headcount.
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History with CQIN • 2001- ENHANCING THE WORKPLACE
ENVIRONMENT
– Implement breakfast and social hour opportunities
for all staff and faculty to meet together for sharing
opportunities Development of working core values
for all staff and faculty.
• 2002–THE EXPERIENCE, ECONOMY, AND
CUSTOMER SERVICE
– Develop and implement off-campus retreats for all
faculty and staff on the topic of "The Engineered
Experience."
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History with CQIN
• 2003–INNOVATION
– Develop and implement faculty professional
development training for those teaching
online or web-enhanced courses.
• 2004–PREPARING FOR OUR FUTURE–
DEVELOPING A STUDENT-CENTERED
LEARNING SYSTEM
– Develop a college-wide learning system
model.
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History with CQIN
• 2005–BUILDING ORGANIZATIONAL LEARNING
SYSTEMS; ACCOMPLISHING OUR MISSION
THROUGH INTERNAL PARTNERSHIP AND
COLLABORATION
– Design, deploy, and monitor a multi-faceted web
site that would promote a better understanding of
campus initiatives and activities through a
broadened communication network.
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History with CQIN • 2006–BREAKTHROUGH LEARNING–CREATING
DRAMATIC IMPROVEMENTS THROUGH INNOVATION
– Review PSEO enrollment and communication.
• 2007–ORGANIZATIONAL SUSTAINABILITY
– To develop partnerships with community agencies that will support service programs for Edison's students and staff and for community stakeholders, individually and
through area agencies and organizations.
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History with CQIN • 2008–ORGANIZATIONAL SUSTAINABILITY
– To design and implement learning modules
for leadership development throughout all
employee categories.
• 2009–ORGANIZATIONAL SUSTAINABILITY
– To design and implement a centralized
data collection and storage point for
reporting materials including AQIP,
Dashboard, HEI, IPEDS, and the USO.
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History with CQIN • 2010–ACCOUNTABILITY, INTEGRATION AND ALIGNMENT
– Institutional Assessment Plan, the culminating plan for
all C.A.R.E. Strategic Plans that aligns the goals to AQIP
Categories, tracks progress, and captures measurements and
evidence of progress.
• 2011- STRENGTHENING AND SUSTAINING LEADERSHIP
EXCELLENCE AND ORGANIZATIONAL CREATIVITY
– PROJECT: Creating Edison's Culture—One "Link" at a Time
– "True Colors" Presentation
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Employee Orientation Modules
• Module 1: Human Resources
• Module 2: Getting Started
• Module 3: Campus Tour
• Module 4: ITS
• Module 5: Student Development
• Module 6: President’s Strategic Initiatives
• Module 7: Training
• Module: 8: Supervisor
7/30/2012 Engaging Employees Through Orientation 10
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EMPLOYEE CHECK LIST
Module 1: Human Resources
W-4 Form
IT-4 Form
I-9 Form
New Hire Form (State of Ohio)
STRS/PERS/ARP Forms
Direct Deposit Authorization Form
Social Security (Medicare Contribution)
SSA Form
Health/Dental Insurance/American Group
Life Insurance
Employee Contract/Salary Notification
ESEA (Edison State Education Association)
Cobra Tuition Waiver Form/Tuition
Reimbursement
7/30/2012 Engaging Employees Through Orientation 11
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NEW EMPLOYEE CHECK LIST • Module 1: Human Resources
Fitness Benefit
Credit Union
Tax Sheltered Annuities
Sick Leave
Vacation
Parking Permit
Time Sheets (Part-Time Employees)
Explanation of electronic account set up
DMA form (Homeland Security)
Policy Manual
Introduction to President
Emergency Notification sign up/Employee Resources link
Drug Free Campus/Workplace policy
7/30/2012 Engaging Employees Through Orientation 12
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Module 1: Human Resources
Human Resources module under the direction of
the HR Specialist.
All employment forms and paperwork:
• Federal, State & College
• Completed to establish your employee file
• Enter this data into the payroll process.
• All of the benefits offered to employees
7/30/2012 Engaging Employees Through Orientation 13
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Module 1: Human Resources Continued
• Supervisor will:
• Staff member to meet with HR for
completion of all paperwork.
• Completed ASAP after employment
decision is made.
7/30/2012 Engaging Employees Through Orientation 14
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NEW EMPLOYEE CHECK LIST • Module 2: Getting Started
Job Duties
Your Role within the College
Basic Overview of Policies
Room Access/Keys
Office Supplies
Office Computer/Printers/Copiers
Introduction to Departmental Staff
Datatel Login (supervisor must request)
Purchasing/Travel Reimbursement
Liaison/Mentor Assigned
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Module 2: Getting Started
• Under direction new employee’s supervisor or his/her
designee.
• Intent is to ensure new employee has:
– Sufficient information, tools, access to begin his/her job
duties.
• Responsibility of supervisor to assign a liaison to provide:
– Information and support related to day-to-day work
responsibilities.
7/30/2012 Engaging Employees Through Orientation 16
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Module 2: Getting Started Continued
Supervisor will:
• Define, clarify job responsibilities and
expectations.
• Arrange receipt of keys and access cards, and
work station assignment.
• Assign liaison to work with new employee and
forward liaison name to HR.
• Particulars dependent upon specific work
assignment and completed ASAP after initial
employment.
7/30/2012 Engaging Employees Through Orientation 17
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NEW EMPLOYEE CHECK LIST • Module 3: Tour
Introduction to College Faculty and Staff
Learning Center
Library
Fitness Center
Bookstore
Copier/Mail Center
Food Service
Security
Business and Industry
7/30/2012 Engaging Employees Through Orientation 18
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NEW EMPLOYEE CHECK LIST • Module 3: Tour
Development/Foundation Office
Institutional Research
Faculty Support/Staff Rooms
Maintenance
Student Affairs Suite (brief overview)
Business Office/ Cashier
Campus Nurse
Darke County
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Module 3: Tour
• Under direction of HR or area supervisor.
• Familiarize new employees with staff and
facilities of Piqua and Darke County
campuses.
• Become acquainted with basic functions of
departments during guided tour of facilities.
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Module 3: Tour Continued
Supervisor will:
• Conduct tour or designate a liaison.
• Should be completed within the first 2 days of
employment.
• A month is permitted to complete tour of
campus that is not an individual’s home
campus.
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NEW EMPLOYEE CHECK LIST
Module 4: ITS
Explanation of Department Structure
Public Folders
How-to Manuals
Phone
Website- Main and Employee
Email/Outlook
Webadvisor
**Blackboard
**NAS 6000/Z Drive/Share Folders
7/30/2012 Engaging Employees Through Orientation 22
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NEW EMPLOYEE CHECK LIST
• Module 4: ITS features available as deemed necessary by
supervisor
Ohio/E link
Smart Classrooms
Testing Center
Polycom
Reserving A/V equipment
Terminal Services
Computer Labs- Usage
PDA
Datatel Training
Reserving Rooms
7/30/2012 Engaging Employees Through Orientation 23
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Module 4: ITS
• Ensure that new employees have sufficient IT
tools and training to do their jobs.
• New employees should:
call 711 to arrange for specific requests.
e-mail ITS (with a subject line of
“orientation”)
• Ensure that new employees have
sufficient IT tools and training to do their
jobs.
7/30/2012 Engaging Employees Through Orientation 24
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Module 4: ITS Continued
Supervisor will:
• Identification and coordination of those
ITS module needs.
• Variable, dependent upon work
assignment.
• Working with ITS and or Ellucian support
required.
• Done at supervisor’s discretion.
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NEW EMPLOYEE CHECK LIST
Module 5: Student Development
Admissions
Advising Resource Center
Athletics
Career Development
Disabilities
Enrollment Services
Financial Aid
Marketing
Recruiting
Student Activities
7/30/2012 Engaging Employees Through Orientation 26
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NEW EMPLOYEE CHECK LIST
Module 5: Student Development
Admissions
Advising Resource Center
Athletics
Career Development
Disabilities
Enrollment Services
Financial Aid
Marketing
Recruiting
Student Activities
7/30/2012 Engaging Employees Through Orientation 27
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Module 5: Student Development
• Familiarize the participant with services offered.
• Provide overview of college's marketing goals and
procedures.
• Participants meet with individual coordinators/directors.
• Gain an overview of departments within the area
collaborates with each other and other parts of the college
to provide students with holistic experience at Edison.
7/30/2012 Engaging Employees Through Orientation 28
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Module 5: Student Development Continued
• Supervisor will:
• Verify intended participation after notification
from HR.
• Dates made available to supervisors prior to
the beginning of semester and to affected
staff early in semester.
• Scheduled mid-semester, but at time based
upon workload expectations within Student
Development Offices.
7/30/2012 Engaging Employees Through Orientation 29
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NEW EMPLOYEE CHECK LIST
Module 6: Introduction to the President’s Strategic Initiatives
College Mission and Goals
Organizational Structure
Working by Values
7/30/2012 Engaging Employees Through Orientation 30
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Module 6: Introduction to the
President’s Strategic Initiatives
• President will explain how driven and permeated by
the Strategic Guide.
• These diagrams illustrate interrelationships and
complementary nature of Edison’s quality initiatives,
CQI, CQIN, and AQIP.
• President discuss initiatives that are embraced by
Employee Working Core Values, by Servant
Leadership, and by Policy Governance.
7/30/2012 Engaging Employees Through Orientation 31
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Module 6: Introduction to the
President’s Strategic Initiatives
• Supervisor will:
• Verify intended participation after notification
received from HR.
• Dates made available to supervisors before
each semester and to affected staff early
semester.
• Scheduled when possible, considering
President’s personal schedule.
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NEW EMPLOYEE CHECK LIST
Module 7: Training
Engineered Experience
Behavioral Intervention Training (BIT)
Sexual Harassment Awareness Training
Active Shooter Awareness Training
Advising & ELP Training (if applicable)
7/30/2012 Engaging Employees Through Orientation 33
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Module 7: Training
• Ensure employees receive training on campus-
wide awareness issues and concerns.
• Dean of Institutional Planning and Effectiveness
will introduce:
• Discussion of Strategic Plan
• Tying together all quality initiatives
• The ‘engineered experience’
• Edison’s mission and vision
7/30/2012 Engaging Employees Through Orientation 34
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Module 7: Training Continued
• Human Resources will discuss
behavior expectations related sexual
harassment of colleagues and/or
students.
• Participants will view various scenarios
construed as harassment and discuss
alternative behaviors to reduce or
eliminate interpersonal concerns.
7/30/2012 Engaging Employees Through Orientation 35
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Module 7: Training Continued
• Video and employee professional development
sessions
• Behavioral Intervention
• Active Shooter Awareness training sessions.
• BIT training, participants have opportunity to attend
planned workshops held beginning of the semester
for all college personnel
• OR
7/30/2012 Engaging Employees Through Orientation 36
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Module 7: Training Continued
• View taped version, which will be available in HR.
• Active Shooter Awareness training, employees have
opportunity to attend training sessions conducted
before or early in semesters.
7/30/2012 Engaging Employees Through Orientation 37
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Module 7: Training Continued
• Director of Advising will lead training
session concerning:
– Advising, e-Advising, and the
Educational Learning Plan (ELP).
• Training will explain and enable participants
effectively to assist their assigned advisees.
• Several sessions are provided by Director of
Advising to meet needs of faculty and staff.
7/30/2012 Engaging Employees Through Orientation 38
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Module 7: Training Continued
• Supervisor will:
• Verify intended participation after
notification is received from HR.
• Dates are made available to
supervisors and to affected staff
early in semester, fall and spring.
7/30/2012 Engaging Employees Through Orientation 39
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• NEW EMPLOYEE CHECK LIST
• Module 8: Supervisor
Goals
Professional Development
Evaluation Procedures
Performance Appraisals
Other
Specialized Departmental Needs
7/30/2012 Engaging Employees Through Orientation 40
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Module 8: Supervisor
• Identify specific needs unique to specific job or
department.
• Immediate supervisor responsible for identifying
training, information or resources required.
• Examples might be:
• Training on specialized software or
equipment.
• Procedure used to open/close your
department.
7/30/2012 Engaging Employees Through Orientation 41
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Module 8: Supervisor Continued
• Steps required to request a textbook
change; or how to make a cash deposit.
• Supervisor or the supervisor’s designee for
the specific area will review:
• Goals
• Performance
• Evaluation procedures for employee and
department.
7/30/2012 Engaging Employees Through Orientation 42
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Module 8: Supervisor Continued
• Professional development plans
• Other pertinent information for employee’s
specific position should be on regular basis:
• Outlined
• Discussed
• Reviewed
7/30/2012 Engaging Employees Through Orientation 43
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Module 8: Supervisor Continued
Supervisor will:
• Identification and training for skill development unique
to individual assignments.
• Variable, dependent upon departmental need.
• Done at supervisor’s discretion.
7/30/2012 Engaging Employees Through Orientation 44
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Module Completion:
• Upon completion module presenter will notify
HR Office.
• Modules scheduled before each semester so
supervisors and employees can work together
for adequate job coverage and/or
compensation.
• Expected all modules will be completed within
the first year of employment.
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How We Keep it Current
• Timeline
• Results
• Evaluation
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7/30/2012 Engaging Employees Through Orientation 47
Contact Information
http://www.edisonohio.edu/index.php?page=process-manual
Mona Walters [email protected]
Natalie Rindler [email protected]
Maura Felts [email protected] Steve Whiteman [email protected]
Lin Roberts [email protected]
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QUESTIONS
?????
7/30/2012 Engaging Employees Through Orientation 48
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THANK YOU!
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7/30/2012 Engaging Employees Through Orientation 50