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Job Design

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Submitted By omarsaeed
Words 1204
Pages 5
Department of the Army
Civilian

SUPERVISOR CHECKLIST - New Employee
NEW EMPLOYEE INFORMATION
Name:

Start date:

Position:

Rater:

Assigned
Sponsor:

Senior Rater:

WITHIN 3 DAYS OF FIRM ACCEPTANCE OF JOB
Obtain firm start date from CPAC _____________________________
Contact new employee to welcome him/her to the Army team; send a welcome letter and/or email; provide New Employee
Checklist and brochure and confirm start date. ________________________ (If different, notify CPAC)
Assign sponsor for new employee and explain sponsor responsibilities (e.g. checklist, welcome packet, timelines, etc.)

AT LEAST 1 WEEK BEFORE START DATE
Announce pending arrival of new employee to staff and senior leaders; send announcement email
Identify needed training / administrative tasks for new employee’s first 1-2 weeks
Review work area and confirm an assigned workstation, desk, work bench, chair, computer, network, telephone, office supplies or other required tools and equipment

FIRST DAY
Ensure sponsor meets and escorts new employee upon arrival. Pre-arrange alternate in case of sponsor’s absence
Arrange to have senior leader administer the Oath of Office, if possible
Meet with new employee to discuss first day activities
Provide Army Acculturation Handbook and/or website location
Ensure technical assistance is available to help new employee set up computer and access network resources

FIRST DAY – INTRODUCTIONS, TOURS, AND ADMINISTRATIVE PROCEDURES
Try to personalize experience with something unique for the new employee – welcome note, name plate, etc
Give introductions to department staff and key personnel (unless pre-arranged for sponsor to perform these introductions)
Tour Facility, including:
 Office / Desk / Work Station
 Copy Centers
 Printers
 Kitchen / Cafeteria / Break Areas








Fax Machines
Restrooms
Mail Rooms
Bulletin Boards
Authorized Work Areas
Security Office








Conference Rooms
Parking
Office Supplies
Tools / Equipment
Coffee / Water / Vending Machines
Emergency Exits and Procedures

Review general administrative procedures: 



Keys / Access Cards
Telephone Alert Roster
Picture ID Badges




Telephone Access Policy & Procedures
Building and/or Computer Access Cards

WITHIN FIRST WEEK – MEET WITH NEW EMPLOYEE ABOUT POSITION DUTIES
Initial performance counseling session: Review position description, work assignments, performance expectations, training
& education requirements (e.g. CES Level 1 / SDC) and Individual Development Plan (IDP). Date:___________________
Discuss work schedule, hours, payroll, time cards (if applicable), labor accounting & leave / absence policies and procedures 1

Continuation: WITHIN FIRST WEEK – MEET WITH NEW EMPLOYEE ABOUT POSITION DUTIES
Ensure that a senior leader (including rater and senior rater) welcomes new employee as soon as possible
Provide new employee with overview of Organization and its mission
Ensure new employee understands his/her role in support of the Organization and the Army missions
Introduce new employee to the Army Values – Loyalty, Duty, Respect, Selfless Service, Honor, Integrity, Personal Courage
Assist new employee to learn about military rank and insignia and titles of address for senior civilians
Provide meaningful work - either training or substantive task assignments related to the new job and career program

WITHIN FIRST WEEK – POLICIES AND ADMINISTRATIVE PROCEDURES
Ensure employee is issued DoD Common Access Card (CAC) as soon as SF50 is posted in DCPDS
Ensure employee completes DoD Information Assurance (IA) Awareness Training (https://ia.signal.army.mil/login.asp)
Ensure new employee’s name is added to local directories, relevant email distribution lists and SharePoint site permissions
Review key policies:






Time and Attendance Reporting
Family & Medical Leave Act (FMLA) /
Leaves of Absence
Vacation and Sick Leave
Overtime
Official Use of Govt. Property

Review computer use policies:


Establish Email

Review general administrative procedures: 


Business Cards
Purchase Requests








Diversity Awareness
Sexual Harassment /
Assault
Holidays
Performance Reviews
Appropriate Attire
Safety








Ethics / Joint Ethics Regulation
Standards of Conduct
Progressive Disciplinary Actions
Visitors / Security
Emergency Procedures
Confidentiality (specific procedures to safeguard confidential / sensitive material)






Intranet / SharePoint
Shared Drives
Databases
Internet Use






VPN / Mobile Phone
Outlook Address List Profile
Microsoft Office
Other Software / Applications







Vehicle Registration
Govt. Travel Card
Conference Rooms
Organizational Policies
Official Travel






Mail (incoming and outgoing)
Shipping (FedEx, DHL, and UPS)
Military Driver Requirement
Severe Weather Procedures

WITHIN FIRST 30 DAYS
Schedule Command / Organization Onboarding Session:
--Work Unit Orientation
--Army CPOL MyBiz
--Army Career Tracker (ACT)
--GoArmyEd
--Army Profession/Army Civilian Corps
Identify short / long term training requirements (CES, SDC, Career Program, AR 350-1 required training as well as organizational training, etc.)
Accept request in ACT as supervisor for new employee
Arrange for employee to meet the Career Program representative
DATE: ________________
Meet with new employee to review and finalize performance objectives, standards, and sign performance plan. Arrange for senior rater to meet with and counsel new employee
DATE: ________________
Set development goals for IDP with employee in ACT
DATE: ________________
Arrange for new employee to meet key partners from other departments
Provide feedback to new employee about work assignments, training and seek feedback about job satisfaction to date

WITHIN FIRST 90 DAYS
Discuss what it means to be a part of the Army Profession according to Army Doctrine Reference Publication (ADRP) 1
Provide training, as needed, to help new employee understand internal systems, general operating practices, and obtain other information or skills required in the performance of his/her job
Coach, counsel, and give performance feedback early and often to new employee (Recommend once a month)

WITHIN FIRST 180 DAYS
Continue to talk with new employee about expectations, culture, and the Army Profession
Ensure new employee is on track to complete Level-1 CES course and/or Supervisor Development Course (SDC)
Conduct mid-point performance counseling. Meet with new employee for formal performance feedback, review of IDP and career goals. Arrange for senior rater to meet with and counsel new employee.
DATE: _________________
Continue to provide and/or arrange coaching, counseling, and mentoring (Explore ACT for mentoring opportunities)
2

WITHIN FIRST YEAR
Encourage participation in training, webinar sessions, learning activities, and other outreach / developmental activities
Ensure employee completes onboarding requirements, including CES training requirements and SDC (if required)
Continue to meet regularly with new employee to review and revalidate performance and training plans and developmental goals. Discuss performance as an Army Professional and monitor progress in competence (knowledge, skills, abilities), character (ethical conduct and behavior) and commitment (to duty, mission accomplishment and Army Values)
Complete annual performance appraisal. Meet with employee. Arrange for senior rater to meet with and counsel employee DATE: ________________
Arrange recognition of onboarding completion and award certificate as an Army Professional (IAW ADRP 1)
Complete New Employee Supervisor Survey when received

HELPFUL LINKS AND INFORMATION
Forms and Resources:

Army Civilian Personnel Online (CPOL): http://cpol.army.mil/

Army Career Tracker (ACT): https://actnow.army.mil/

GoArmyEd: https://www.goarmyed.com/

ADRP 1: http://usarmy.vo.llnwd.net/e2/c/downloads/303970.pdf

Center for the Army Profession and Ethic (CAPE) Civilian Video: http://cape.army.mil/civilians.php

New Employee Checklist (webpage link TBD)

Army Civilian Acculturation Handbook (webpage link TBD)
Required Training:

Information Assurance Training: https://ia.signal.army.mil/login.asp

AR 350-1, Army Training and Leader Development: http://armypubs.army.mil/epubs/pdf/r350_1.pdf

AR 350-1 Mandatory Training with resource information/web links and other training information: http://www.civiliantraining.army.mil/Pages/MandatoryTraining.aspx 
Joint Ethics Regulation: http://www.dod.mil/dodgc/defense_ethics/ethics_regulation/

CES and SDC enrollment: https://www.atrrs.army.mil/channels/chrtas/student/logon.aspx

Any additional organizational requirements
**For additional resources refer to the Army Civilian Acculturation Handbook

Version 1; 21 April 2014
3

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