Page 40 - eBOOK VERSION 8 BOOK 2 of 2 JUL 2022

STANDARD OPERATING PROCEDURE Research Administration SOP No: A003
5.2
SOP Title: Onboarding (New Employees and New Assignments)
b. Select a date and time for the meeting 1 or 2 weeks prior to the new team member’s start date.
c. Use scheduling assistant to confirm the attendees’ availability.
d. Sendtheoutlookinvitationtoallrequiredattendees.
2. Prepareameetingagenda:
a. Obtainthenecessaryinformationaboutthenewemployee’sterms of employment.
b. Discuss the logistics of the team member’s assignments:
i. Where will they work?
ii. What percentage of time is dedicated to each PI and study?
iii. Is their desk and starting supplies set-up?
iv. What is the onboarding plan and training schedule?
v. When will the accesses and “Things to be Assigned” request been initiated (see T:\CCS_RESEARCH\2021 Onboarding\Onboarding Documents)?
vi. What assignments are in their portfolio?
Ensuring Access
Following the preparatory meeting for the arrival of a new employee, the team lead is responsible for tracking the onboarding check-off and ensuring with the responsible parties that all necessary accesses have been granted.
a. Confirmtheonboardingcheck-offatthepreparatorymeetingpriorto the new members start date.
b. Track the progress on the onboarding check-off sheet ensuring all accesses and “Things to Be Assigned” for onboarding are completed. Please, refer to the Table 5.2.1 through 5.2.3 below for reference of the onboarding check-off.
Table 5.2.1: Administrative Coordinator
Assign the following:
Facilitate distribution of computer equipment
Phone
Desk
Employee photo and information entry into RA website
Adding departmental appointments to calendar
(team meeting, huddles, etc.)
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