O
UNIVERSITY OF OREGON
HUMAN RESOURCES

Departmental Classified Orientation

Departmental orientation is recommended in addition to the New Employee Orientation offered by Human Resources. A good orientation reinforces the supervisor's appropriate role as trainer, guide, planner, information and resource gatherer. The orientation process will ensure the new employee becomes aware of his/her job responsibilities, work procedures, and where he/she fits in the organization. The following topics are recommended for departmental orientation programs.

Checklist

  1. Organization - Explain the relationship of the department to the University as a whole. Provide documents, brochures and/or other materials which explain departmental mission or other relevant information. Review any applicable Federal or State laws or University policies.
  2. Organizational Chart of the Department - Discuss the organizational structure. Explain where the new employee's job fits within the organization. Introduce the new employee to other staff.
  3. Supervision - Make sure the employee understands who the immediate supervisor is. Explain the line of administrative authority and to what extent the employee coordinates or leads the work of others.
  4. Position Description and Job Requirements - Review the position description and explain duties, responsibilities, and authority of the position into which the employee has been hired. The employee and supervisor must sign and date the position description. Copies should be retained by the supervisor and employee and a copy sent to Human Resources with the hire documents.
  5. Trial Service - Explain that the trial service period is an extension of the recruitment process. Explain the performance standard the employee must achieve in order to transition from trial service to regular status. Let the employee know when and where training is available. Plan in-service training when appropriate; Human Resources, Continuing Education and the Employee Benefit Fund are training resources.
  6. Performance Appraisal - A performance review for new employees is recommended midway through the trial service period. Human Resources will send a reminder. Let the employee know his/her performance strengths and weak points. Reinforce strengths and provide a plan for improving weak performance. Once the employee achieves regular status his/her performance should be appraised at least once per year.
  7. Pay Matters - At the University, employees are paid on the last working day of each month. Having one monthly payroll is an unusual pay practice and should be articulated so the employee is not surprised. Explain how to complete the time entry documents for your department, when to turn them in, and to whom.
  8. Compensation - PAY should be negotiated at the time of the job offer, and restated during the orientation. Map the steps in the salary range, eligibility for annual merit based pay increases, and periodic cost-of-living adjustments. LEAVES are a form of compensation. Discuss sick leave, holidays, vacation, compensatory time and personal leave. BENEFITS are a form of compensation. Have the employee contact Human Resources to enroll in a Benefits Orientation Session. Topics include insurances, retirement, University services and programs.
  9. Working Hours - Explain working hours, days, lunch and break times. Explain the call-in procedure, and the responsibility for obtaining prior approval from the supervisor for overtime and non-emergency absences from work.
  10. Department Culture - Review your departmental culture; including parties, celebrations, social activities, holiday activities, office refreshments (coffee, tea, etc.). With each change in staff the office chemistry changes. Departmental customs should be re-evaluated to determine whether activities are appropriate.
  11. Facilities, Equipment and Supplies - Show the employee the location of restrooms, water fountains, office storage, equipment, and supplies.
  12. Security System - Explain and demonstrate. Obtain keys and access as needed. This applies not only to office space, and buildings, but to computer systems as well.
  13. Safety - Explain the safety procedures for operating equipment. Review applicable safety manuals and procedures. Provide the Material Safety Data Sheets. Explain what to do in the unfortunate case of an accident.
    Review fire and other emergency procedures including location of fire extinguishers, alarms and emergency exits.
  14. UO ID - The university will issue a generated identification number to new employees. This number will be used as the employee identifier throughout the university and for access to DUCKWEB, keys, parking and building access, Campus Cash, PARS, Blackboard, LTD, and the Libraries.
  15. Campus Technology - The university has an integrated information system (Banner) which includes a financial (FIS), payroll (HRIS) and student information (SIS) modules. Access to the Banner system is granted by the Computing Center and permissions to each module are set up by a security officer.
  16. DUCKWEB - Duckweb is an interactive web application that provides access to the data contained in the Banner information systems. Access to DUCKWEB is made available by having a UO ID and a personal access code (PAC). Through DUCKWEB employees are able to self service such personal data as home address, emergency contacts and password changes. In addition employees may view benefits, earnings statements and leave balances.
  17. Employee Assistance - Provide the Drug Free Workplace and Employee Assistance Information.
  18. Equal Opportunity and Non-Discrimination - Explain that illegal discrimination (including sexual harassment) will not be tolerated by the University. Human Resources (6-3159) and Affirmative Action and Equal Opportunity (6-3123) are resources for any questions in this area.
  19. List any questions which you were not able to answer during the orientation. Make a commitment to the employee that you will work to discover the correct answer, and get back to the employee as soon as possible.
  20. Review the original orientation with the employee after two weeks to reinforce their learning and make sure he/she understood. Answer any new questions and clarify if needed.