Business Office

Explain Purdue’s mission, culture, objectives, and strategies
Describe the department’s culture and work environment
Describe the work of your department
Explain the prospective job’s duties and responsibilities
Describe opportunities for growth and development
Briefly explain benefits and distribute benefit overview pamphlet

Send out welcome packet: confirmation letter (include I-9 documentation requirement, parking permit fee information, classification and wage, and whom, where, and when to report on first day), BeneFlex packet, first day/week’s agenda, temporary parking permit, and campus map (with directions and/or applicable parking facilities highlighted). Additional information on the community should be distributed to out-of-town employees (e.g., housing information, local school information, and Relocation Specialist in Human Relations and Chamber of Commerce contact information).
 
Prepare the employee’s office space (e.g., meet special needs, ensure adequate equipment is available, etc.)
 
Order office supplies for the employee (e.g., business cards, name plate/name tag, paper, pens, calendar, current telephone directory, etc.)
 
Notify Departmental Computing Coordinator to request SSTA Workstation Technology a) to create LAN account; b) request Email account; c) request additional applications that need to be installed on workstation; and d) schedule new staff computer orientation
 
Ask Business Office to complete and submit Request for Services form
Arrange for building and office keys for employee*
Call Telephone Office to activate new user for phone messaging and a MERS number*
Schedule new employee’s first week activities and prepare agenda, including names, titles, and departments/areas of key contacts that they will meet
Update organizational chart, route slip(s), Email distribution lists, phone list, etc.
Make required payroll changes
Notify mailroom of new employee
Announce employee’s arrival date to existing staff
Schedule meeting for new employee’s first day with departmental representative to explain benefits, complete paperwork, etc.
Schedule meetings with others the employee will work with closely
Schedule blocks of time to meet with the employee to review progress (at least once per week for the first two weeks)
Schedule health examination*
Schedule necessary training (e.g., computer, Business Services, facilitator training, etc.)*
Ask another department member to be the employee’s "buddy"

Department telephone list
Organization chart
Written references outlining department policies
Employee handbook
Copy of the job description
Information for new staff on Human Resource Services web site
General information about the community
Address and phone number of the Chamber of Commerce
Name and number of the Relocation Specialist in Human Relations
Campus map
Department mission, goals, etc.

Welcome – Introduce Self
Introduce to immediate work group
Complete INS Form I-9
Review employee’s agenda for the day
Complete WH-4 and W-4 Tax Forms
Escort or direct employee to benefits orientation with departmental representative
Escort or direct employee to Visitor’s Information Center to obtain parking permit
Escort employee to lunch or designate a "buddy" to do so
Demonstrate how to log on to the computer network and retrieve, send, and print an E-Mail message*
Explain Department/Section facts, mission, how they fit in the "big picture," department/school/area structure, history, and key staff and their areas of responsibility
Review overall duties of the employee’s job, expectations for the employee, and provide a copy of job description
Outline office hours and work hours, including overtime (if applicable)
Explain and show how to fill out time cards*
Explain dress code
Explain departmental policy concerning breaks and lunch and provide a written reference
Tour departmental and building facilities (parking, restrooms, break rooms, designated smoking areas, bulletin boards, conference rooms, mailroom, etc.)
Tour work area (show equipment used, layout of local work area, location of supplies/where to obtain more, where to store personal belongings, etc.)
Explain telephone procedures and operation
Review HIPAA training materials at the following web site: http://www.purdue.edu/hipaa/primary_menu/stafftraining/index.shtml, and sign a Confidentiality Statement provided by the head of the department.
Designate a person the employee can go to for help (other than the supervisor)
Spend last one-half hour with employee to review Day One, answer questions, gather feedback, and introduce Day Two’s agenda;

Review performance management/evaluation process and opportunities for advancement and wage increases
Explain and give copies of department goals (short-term, intermediate, and long-term)
Explain and give copies of department rules, policies, and procedures (e.g., time off such as vacation, sick time, unexpected absences, tardiness, doctor appointments, etc.)
Schedule a time for employee to read handbook
Review expectations and guidelines for using the LAN, and acknowledge acceptance of the guidelines.
Review data classification levels and data handling requirements.
Send completed BeneFlex enrollment form to Compensation and Benefits, FREH
Review the procedures for sending and receiving mail*
Demonstrate how to use office equipment (e.g., fax, copier, etc.)*

Review and discuss the employee’s first week. Go over agenda for the following week
Determine computer training needs and register for classes
Schedule supervisor training (as needed)

Discuss job, training, and miscellaneous matter
Introduce employee to key leaders

Conduct performance management/evaluation (brief discussion if no formal system)
Discuss miscellaneous matters
Determine additional computer training needs and reserve computer-based training software