SECTION 7.10 EMPLOYEE INFORMATION AND CHECKLIST

Last Update: 5/08

Introduction to Employee Orientation Checklist

The following information is presented as an overview to give supervisors guidance about important areas that should be covered during New Employee Orientation. Since departments deliver a diverse array of services to the citizens of Iowa, there are instances of specialized information which need only be presented to employees who work for you. Some items included on the New Employee Orientation Checklist may not be applicable and other items specific to your situation may need to be added. As such, you should feel free to personalize the New Employee Orientation Checklist to fit your specific orientation needs. You may wish to place notations such as “N/A” or “included in Departmental/Institutional orientation process” in the notes section if these would be appropriate.

Any number of people (supervisor, personnel assistant, trainer, mentor or partner) may best present each of the following sections to new employees. As employees are presented information, both trainer and employee need to date (MM/DD/YY) Column (1) and initial Column (2) of the checklist. This will create a permanent record of your orientation progress and contacts for questions that may arise.

Should a question ever arise as to the appropriateness of any further information that may be presented during the New Employee Orientation process, contact your personnel officer.

The following New Employee Checklist was developed originally by the Department of Human Services to assist supervisors in ensuring that new employees are given information about benefits, pay, statewide/departmental/institutional policies, and how their positions and duties relate to the departmental goals and mission. The Iowa Department of Administrative Services wishes to thank the Department of Human Services for allowing us to build upon their product and assist us in presenting this information to all supervisors.

SECTION 7.10 EMPLOYEE INFORMATION AND CHECKLIST

Checklist for New Employee Orientation

Employee

Position

Hire Date

Note: (1) and (2) below should be completed by new employee; (3) and (4) should be completed by the trainer, supervisor, or other person who provides the information to the new employee.

(1) Date Completed	(2) Employee Initials	(3) Date Completed	(4) Trainer Initials	TOPICS	NOTES:
				Prior to Starting Work
–	–			Send Letter of Job Offer
–	–			Receive Confirmation of Job Acceptance
–	–			Perform Criminal/Background Check
				Complete Security Access Forms
				Complete the following, if applicable:
				Confidential Personal Data Sheet
				Federal and State Withholding Forms (W-4)
				I-9 Verification Form
				Other:
				Welcome
–	–			Greet Upon Arrival
				Welcome Package
				Introductions to Team
				Supervisor’s Office
				Appointing Authority’s Office
				Other:
				Tour of Work Area
				Personnel Assistant’s Office
				Computer Support Staff
				Coat Closet
				Desk/Work Area
				Restrooms
				Vending/Break Room
				Cafeteria and/or Local Restaurants
				Water Cooler/Fountain
				Supply Area
				Work Area
				Time Clock/Sign Out Board
				Telephones
				Emergency Routes (Tornado/Fire)
				Fire Extinguisher
				Parking
				Other:

(1) Date Completed	(2) Employee Initials	(3) Date Completed	(4) Trainer Initials	TOPICS	NOTES:
				Policies and Procedures
				State of Iowa Employee Handbook and Acknowledgement
				Departmental Employee Handbook and Acknowledgement
				Institutional Employee Handbook and Acknowledgement
				Use of State Property
				Dress Code
				ID Card
				Telecommuting/Flexible Schedule Policy
				Affirmative Action/Equal Employment Opportunity policy
				Department-specific Code of Iowa Sections
				Americans with Disabilities Act
				Family and Medical Leave Act
				Discriminatory Harassment Policy
				Substance Abuse Policy and Acknowledgement Form
				Violence-Free Workplace Policy and Acknowledgement Form
				Reporting Incidents of Real or Threatened Aggression
				Catastrophic Leave Policies (Employee and Family)
				Confidentiality
				Cellular Telephone Users Policy
				Email User Policy
				Internet User Policy
				OSHA Requirements
				Worker Right to Know (hazardous chemicals)
				Safety/Security-Physical, Personal, Computer, etc.
				Gift Law
				State Car Usage
				Application For Parking and/or After Hours Building Pass
				Acknowledgement of Drivers License Requirements Form
				Notification of Conviction for Violation of Motor Vehicle Law
				Other License Requirements (CDL, law, nursing, etc.)
				Other:
				Hours of Work and Pay Information
				Work Hours/Scheduling
				Collective Bargaining-which one and who to contact
				Time Cards/HRIS
				Breaks
				Leave Application and Usage (vacation, sick time, etc.)
				Holiday Pay
				Overtime
				Salary/Pay Dates/Increases
				Direct Deposit Options
				Other:

(1) Date Completed	(2) Employee Initials	(3) Date Completed	(4) Trainer Initials	TOPICS	NOTES:
				Benefits
				Benefit Guide Book
				Health and Dental Insurance Info., Form, and Applications
				Pre-Tax Premium Conversion Program Form
				Life/LTD Insurance
				Dependent Care
				Health Flexible Spending Accounts
				IPERS Information and Forms
				Deferred Compensation Plan
				Savings Bond/One Gift
				Employee Assistance Program (EAP)
				Credit Union
				Workers’ Compensation
				American Express Corporate Card
				Other:
				Organizational Overview
				Customer Service
				Iowa State Government Table of Organization
				Department and/or Institution Mission/Vision
				History of Department/Institution
				Table of Organization
				Department/Institutional Areas and Their Services
				Local Organization
				Introductions to Key Staff
				Departmental/Institution Acronyms
				Iowa Department of Administrative Services
				Other:
				Performance and Goals
				Position Description/Duties/Essential Functions
				Strategic Plan Relationship to Position
				Position Description Questionnaire
				Performance Evaluation System (Individual Performance Plan)
				Probationary Period
				Promotion Process
				At-Will Employment Status
				Merit/Non-Merit Status
				Other:
				Training & Development
				What Training Will Be Offered and When (Training/Development Plan)
				Minimum Yearly Training Requirements
				Who Will Be Trainer/Mentor/Partner
				Who to See With Questions
				Iowa Dept. of Administrative Services – Human Resources
				Enterprise PDS Catalog
				Other:

Your signature below indicates you have received the above information. Questions regarding this material should be directed towards your supervisor or the person who provided the information to you. Please note, failure to sign your information forms or enroll via IowaBenefits within thirty (30) days of your employment date will prohibit you from enrolling for health insurance coverage until the next annual health insurance enrollment and change period unless you experience a qualified life event and the benefit change is consistent with the event. YOU WILL NOT BE ELIGIBLE FOR DELTA DENTAL INSURANCE IF YOU DO NOT ENROLL WITHIN THIRTY (30) DAYS OF YOUR EMPLOYMENT DATE.

Employee’s Signature

Date

Management Representative Signature

Date