Portland Community College | Portland, Oregon

Work Schedule and Job Duties

• Contact the employee and confirm the following (we recommend providing these in writing):
  • Your contact information
  • When and where to meet on the first day
  • Required documents to bring for I-9 employee verification
  • Parking and Transportation information (if you will be providing a temporary daily pass on the first day, be sure to communicate this)
  • Any dress expectations (i.e. safety gear etc.)
  • Include if you will be providing lunch on the employee’s first day
  • Procedure for requesting accommodations under the ADA (PSEC contact: Senior ADA & Accessibility Partner)
  • If the employee is relocating, discuss relocation support if applicable
  • Provide a link to the Preparing for Your First Day website
• Add the employee to relevant staff meetings (be sure to contact the event organizer if it’s not you i.e. All Managers Meetings) and any non-Banner generated Google Groups. View Banner-generated Google Groups.
• Schedule the first day and week’s activities. See sample first week schedule. View a blank first week schedule template.

Work Space

• If the new employee needs new equipment purchased (i.e. laptop, desktop, monitor), work with itbuy (email itbuy).
• If applicable, Access Control Badge (collect passport-style photo in .jpeg format)
• If no access badge is needed, Employee ID Card
• Brass Keys
• Provide the employee with their PCC Username (PCC email address prior to ‘@pcc.edu’) and Account Claim Instructions and Login Instructions for New Hires
• Request furniture
• Computer installation
• Phone installation
• Copier ID request form
• Workspace clean / paint touchup
• Garbage and recycling bin
• Nameplate / Office signage
• Update your department’s Org Chart with the new employee. If the college-wide Organizational Chart needs to be updated with a new manager, reach out to the web team.
• PCC Business Cards
• Order a welcome gift or other welcoming materials (i.e. PCC swag)
• Order necessary office supplies or equipment
• Purchase a temporary parking pass for the employee’s first day. You can do this one of several ways:
  • Submit a guest parking permit request
  • purchase scratch-off permits from a PCC bookstore
  • email Parking and Transportation services directly

Connecting and Culture

• Prepare your staff
  • Send an email out to the team introducing the new employee (include start date, what their job will be, and a brief employee bio).
    • If the new employee is a manager or executive, email the announcement to the college
      • Include all employee classification Google groups via bcc: ap@pcc.edu, classified@pcc.edu, confidential-staff@pcc.edu, ftfaculty@pcc.edu, managers@pcc.edu, ptfaculty@pcc.edu
      • Include “Do Not Reply All”
  • Ask the team for help welcoming the new employee (consider a Group Greeting or similar as a team welcome.
• If applicable, appoint an Onboarding Ambassador to help welcome the new employee
• Set up meetings with people whom the employee will work with regularly
• Set up intentional touch-point introduction meetings with other similar employee-types in your area or division (i.e. pair a coordinator to other coordinators, an admin to other admins etc.) so the employee has a chance to meet and connect with other employees in their role and build a network of support
• Stay in contact with the new employee. For example, if the employee is a new faculty member hired in June, develop a cadence of communication between their June hire date and their Fall term start date

Systems Access (to be completed by a manager)

• Submit requests needed for the new employee to access online tools if applicable (i.e. Banner, Argos, H Drive, etc.). Login to MyPCC, click on the employee tab, and click the ‘Visit the manager’s page’ link. Select the necessary authorization requests to submit the ticket to IT. Contact IT Service Desk for assistance at 971-722-4400 or servicedesk@pcc.edu.

In Workday

• Complete Onboarding Setup

Welcome Packet

• Assemble a welcome packet for the new employee that includes the following suggestions:
  • the New Employee’s schedule
  • The New Hire Checklist
  • Campus or Center map where the employee will be working, or where the department is located
  • The area’s updated Org Chart
  • The Office’s updated seating chart if applicable
  • A link to the department’s website if applicable, or department’s mission, core values and goals, and any FAQs
  • The employee’s job description (Employment link under Job Classifications and Descriptions and Casual Employee Guidelines)
  • The employee’s training plan
  • Where to locate the contract or handbook according to the new employee’s classification
  • The Performance Assessment Process for the new employee’s classification
  • The department’s specific protocols on requesting vacation/sick time, team meetings, inter-team communication protocols, calendaring, equity and DEI protocols, and customer service expectations
  • The Team or Department Contact Sheet
  • The Payroll Calendar per the new employee’s pay schedule (monthly or bi-weekly)
  • Time Entry Instructions in Workday per the employee’s classification
  • Absence Request Instructions in Workday

Work Space & I-9

• Greet the new employee at the agreed time and place
• Complete the Review Form I-9 task in Workday no later than the employee’s third day of employment.
• Give a tour of the campus / center/ building.

Access

• Review logging in to their PCC-issued computer (this can only be done after the employee has set up a PCC account). For assistance, call IT Service Desk at x4400.
• Review MyPCC, Workday, Gmail, and Google Calendar
  • offer to assist the employee in setting up their email signature
  • ensure they employee accepts any outstanding calendars and meeting invitations
• Review how to submit a request for a parking permit or a Trimet pass, as this should be done as soon as possible.
• Review voicemail. Provide IT’s link on physical phones and voicemail site

Job Duties and Expectations

• Review work expectations with the new employee:
  • The new employee’s work schedule
  • The department overview and organization chart, highlighting the department’s mission, core values, and goals
  • The employee’s position description, highlighting key duties and relationships
  • Process for team meetings, inter-team communication protocols, calendaring, equity and DEI protocols, and customer service expectations
  • College systems, procedures, and resources (Workday, MyPCC, Intranet, etc.)
  • Any trainings assigned to them
  • The Strategic Plan
  • How your department supports college initiatives
• If the employee is benefits-eligible, explain that they will need to enroll in their selected benefits (PSEC contact: Benefits team)
• Review the Payroll Calendar. If applicable, review Time Entry.
• Review the Academic Calendar and Observed Holidays.
• Inform the employee who their People Partner is, and what sort of services the PSEC division provides. Inform them about AskPSEC@pcc.edu for people operations related questions.
• Review the performance assessment process/cycle. Confirm the employee understands the probationary period that applies to their classification.
• Review the process for requesting an Absence if applicable.
• Assign the employee a project or assignment or training/shadowing that pertains to their role and job duties
• If the employee will be doing remote work:
  • If employee is Classified, Management, Confidential, or Casual, have them complete the Telecommuting Agreement Form
  • If employee is Faculty or Academic Professional, have them complete the Remote Work Agreement Form
  • If employee will need to access PCC systems, have them complete the Remote Access Request and Confidentiality Agreement

Connecting and Culture

• Connect the new employee to the Onboarding Ambassador if applicable
• Facilitate a meet-and-greet with the team. Use this time to share some details about the team to integrate the new employee further into the team culture, such as who’s been there the longest and who’s the most recent hire etc.
• Arrange for socializing / relationship-building time with the team
• Take the new employee out for lunch or coffee
• Communicate any upcoming college events (i.e. In-Service, Retreats, Commencement, etc.)
• Set up a check-in at the end of Week 1 to review how the first week went and listen to any questions

Training and Development

• Determine the new employee’s training needs and generate a training plan
• Assign or request department or role-specific training (i.e. Driver Safety training, department-based training; resources on Workday Learning)
• If still needed, assign or request systems/access specific training if applicable in the Manager Portal of the Employee tab in MyPCC. Login to MyPCC, click on the employee tab, and click the ‘Visit the manager’s page’ link. Select the necessary authorization requests to submit the ticket to IT. Contact IT Service Desk for assistance at 971-722-4400 or servicedesk@pcc.edu
• Review and complete the New Employee Safety Training checklist with the new employee. Ensure the employee understands their safety responsibilities. Assign any required safety trainings to the employee. For assistance, contact the department of Environmental Health and Safety

Training and Development

• Schedule regular, recurring check-ins with the new employee to provide continuous support and address any concerns.
• Monitor the employee’s completion of the New Employee Compliance Training
• Lay out specific training or developmental courses that align with the job description and future growth within the organization.
• Provide Diversity, Equity and Inclusion training to foster an inclusive workplace. Check out our Diversity, Equity , and Inclusion LinkedIn Learning menu.
• Ensure the employee is completing required training as scheduled.

Performance Assessment

• Walk the employee through the performance assessment process and cycle in detail. (PSEC contact: your People Partner).
• Ask the employee about their professional goals, both long-term and short-term, their workstyle, what motivates them, how they prefer to be recognized etc.
• Guide the employee through the goal setting process

Connecting and Culture

• Encourage and support the employee in participating in college events to further their integration into PCC culture (i.e. events, meetings (EAC/Board etc.)
• Cultivate connections and relationships. Incorporate team building activities / exercises with the team.
• Get to know the employee. Share relevant details about yourself including your managerial style and communication style.

Training and Development, Data Collection

• Conduct a 90-day progress check-in to:
  • gather their feedback on the onboarding process
  • Guide them through any encountered barriers
• Encourage professional development (i.e. conference grants, PCC LinkedIn Learning menus etc.).

Connecting and Culture

• Celebrate the employee’s one-year milestone

Training and Development

• Re-evaluate the employee’s professional goals and projections
• Discuss development and growth opportunities

Data Collection

• Ask the new employee for their feedback on their onboarding experience over their first year with the team. Ask them how their experience could be improved. Please feel free to share any information or suggestions with the Onboarding Programs Manager.
• Ask them if they’d like to get involved in welcoming future colleagues (i.e. serving as an Onboarding Ambassador)