Class Agenda

1
Class Agenda

• Article Reviews - Finding Recruiting New
  Employees and Screening Potential Employees
• Chapter 5 Hiring Orienting New Employees
• Next week

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Hiring and Orienting New Employees
5

• Human Resources Management and Supervision

OH 5-2
3
Chapter Learning Objectives

• Explain the importance of hiring and orientation
  activities.
• List information included in a job offer.
• Describe methods for conducting background
  checks.
• Recognize new employee documents to be processed.
• Identify procedures to plan, implement, and
  evaluate orientation programs.
• Describe procedures to manage a personnel file
  and develop a checklist to manage hiring and
  orientation documents.

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Hiring and Orientation
5
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.

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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

7
Making a Job Offer

• A formal invitation to become an employee on a
  certain date to perform specified duties for
  specific compensation
• Sample Employment Letter text page 97

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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

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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 managers files.

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Activity

• Break into groups of 4-6
• Page 99 in text
• As a group, do the Activity Making a Job Offer
• Take 20 minutes
• Share with the group

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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 dont burn any bridges

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Final Background Checks

• Purposes
• To verify applicant information
• To learn more about the applicants character
• To uncover any information that was withheld

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Types of Background Checks (text page 100)

• Work experience
• Education
• Other background information
• Criminal record

• Driving record
• Credit record
• Physical ability
• Drug use

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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

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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.

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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

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Benefit Enrollment Documents

• Paperwork for benefits, such as health or life
  insurance, is completed on or soon after the
  employees 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.

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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
• Lets review the sample on page 105 of the text

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How Would You Answer the Following Questions?

• Final background checks are typically made
  (before/after) the job offer is made.
• What document conveys job details and starting
  information to a potential employee?
• The most critical employment documents are those
  that_______ and _______.
• The _______ form is used by an employee to prove
  his/her legal right to work in the United States.

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Orientation Program Details

• Time frame
• Programs can last several hours or several months
• The programs content and structure determine its
  length.
• Location
• On or off site

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Orientation Information About the Operation

• Review of operations 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

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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

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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 trainers 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

24
Orientation Sessions

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

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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

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Using Checklists

• New hire checklist text page 111
• Focuses on getting the employee and operation
  ready for the employees 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
• Can be one document

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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.

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How Would You Answer the Following Questions?

• In large operations, much of the planning
  responsibility for orientation programs rests
  with _______.
• What two general types of information are
  provided in orientation programs?
• All employee records should be kept in personnel
  files. (True/False)
• The new hire checklist and orientation checklist
  basically consider the same information.
  (True/False)

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Key Term Review

• Employee handbook
• Employment contract
• Employment letter
• Job offer

• Negligent hiring
• New hire checklist
• Orientation

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Key Term Review continued

• Orientation buddies
• Orientation checklist
• Orientation kit
• Personnel file

• Summary plan documents (SPDs)
• Union shop

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Chapter Learning ObjectivesWhat Did You Learn?

• Explain the importance of hiring and orientation
  activities.
• List information included in a job offer.
• Describe methods for conducting background
  checks.
• Recognize new employee documents to be processed.
• Identify procedures to plan, implement, and
  evaluate orientation programs.
• Describe procedures to manage a personnel file
  and develop a checklist to manage hiring and
  orientation documents.

32
Next Week

• Read Chapters Six Supervising Motivating New
  Employees, and Chapter Seven Developing
  Employees
• Due
• Chapter Report and Article Review on Chapter
  Five Hiring Orienting New Employees
• Orientation Plan Due Create an orientation
  checklist for your new employee of your company.
  It should include
• Processing Hiring-Related Documents
• Benefit Enrollment
• Job Company Information