WVUH Nursing Education

Tools for Onboarding New Employees
You play a vital role in the onboarding, orientation, development and retention process for our new employees. Our goal is to make your role of orienting and developing our employees simpler. To support you in that task, we have produced several tools and templates to help you orient employees to your department and our hospital.

Some of these tools are REQUIRED and some are OPTIONAL.  Required tools are designated as "REQUIRED."  Most are provided in Word as well as in PDFs. Feel free to customize the optional tools and templates by downloading the Word file to fit the distinctive needs of your department.

This set of checklists developed by the Center for Education & Organizational Development provides both you and your supervisor with a comprehensive, organized guide to your first weeks and months of employment. A departmental orientation is REQUIRED by The Joint Commission and these checklists have been developed to help your fulfill that requirement and help increase retention.  We suggest that you cover the items that are highlighted with every new employee.  IF USED AS THE DEPARTMENTAL ORIENTATION THE ORIGINAL, SIGNED COPY OF THE CHECKLIST MUST BE RETAINED, BY THE SUPERVISOR, IN THE EMPLOYEE'S DEPARTMENTAL PERSONNEL FILE.

CHECKLISTS:  Designed to help you keep track of the various onboarding/orientation tasks. 

• Form A-WVUH for Non-Management Employees - Tool for those who orient NON MANAGEMENT EMPLOYEES.   If used as the Departmental Orientation, completed form is to be initialed, signed, and dated by employee and maintained by the supervisor  in the employee's departmental personnel file .  
• Form B-WVUH for Managers & Directors -   New Manager/Director Orientation Checklist-Tool for those who orient or mentor new MANAGERS/DIRECTORS.  If used as the Departmental Orientation, completed form is to be initialed, signed, and dated by employee and maintained by the supervisor  in the employee's departmental personnel file .  
• Form C For Personal Use - OPTIONAL.  Tool for personal use by Managers/Directors to track their own progress. Contains valuable links to training and resources. No requirement for completion or retaining-entirely up to the individual.
• Form D-WVUH  (use with Form B) - Tool for those who orient and/or mentor new Managers/Directors.  If used as the Departmental Orientation, completed form is to be initialed, signed, and dated by employee and maintained by the supervisor  in the employee's departmental personnel file .  
• Form E USE BY MENTORS (use with Forms B&C) - OPTIONAL. Mentoring Checklist for Managers/Directors.  Tool for those who mentor new Managers/Directors. May be used in concert with Forms B , C & D. If used as the Mentoring Orientation, completed form is to be initialed, signed, and dated by employee and maintained by the supervisor  in the employee's departmental personnel file .  
• Form F for Housekeeping - New Housekeeping Assistant Checklist - Tool for those who orient new Housekeeping Assistants and will ALWAYS be completed with FORM A .  If used as the Departmental Orientation, completed forms (Form A and Form E) are to be initialed, signed, and dated by employee and maintained by the supervisor  in the employee's departmental personnel file .  
• Form G Timeline for New Hires - OPTIONAL.  New employees to keep track of their various personal orientation tasks.

We have provided Word documents for you to customize the above forms according to your departmental needs:

• Form A
• Form B
• Form C
• Form D
• Form E
• Form F
• Form G  

To assist in the perfomance review of employees:

• 45/90 Review-REQUIRED FOR EVERY NEW employee  at the 45 and 90 day employment mark and will be completed electronically through NetManager.
• Annual Review-REQUIRED FOR EVERY employee. Annual reviews are completed electronically through NetManager. Providing objective, timely feedback concerning an employees performance is important to their success.  Information about annual review may be found below in the tipsheet.
• Employee Follow Up Tool-Suggested FOR EVERY NEW employee.These questions should be part of your discussion with every new employee held at the 45 and 90 day employment mark. Statistics show that identifying areas where the new employee might be having difficulty transitioning AND addressing those areas improve employee engagement and retention. May be signed by the employee and filed in departmental employee personnel file.
•  Netmanager Tipsheets. Double-click on the tipsheet you want to review to open it. Click on the house icon in the upper left toolbar to return to the portfolio of tipsheets.

Tools for General Use

• Commonly Used Abbreviations. A list of abbreviations for locations, titles, professions, etc. commonly used in our hospital.
• Siemens Phones Manual. This manual will provide detailed information on how to use your personal/departmental phones.
• Netlearning Administrator. If you are designated as a Netlearning Administrator, these Tipsheets are available. Double-click on the tipsheet you want to review to open it. Click on the house icon in the upper left toolbar to return to the portfolio of tipsheets.

Training

1. Mentor Training: A  new program is being developed to help better prepare individuals for the role of mentor. Stay tuned to our website for more information. This new program is explain the broad role of an orientation mentor, mentor selection standards , mentor responsibilities and the rewards of being a mentor.  
2. Webnow Tutorial: Webnow is an online approval system for non-purchase order invoices and all capital invoices.   
    
3. Stratacap/Stratatrak: Stratacap is the software application used to enter capital budget requests. Capital requests must be entered before specified deadlines. Stratatrak is used to complete the requisition process to purchase capital budget items. Check the Accounting Department web site for details.

 Other useful tools/information for onboarding:

• The Importance of Department Orientation
• Orientation Binder Template OPTIONAL-An orientation binder is a practical reference tool for employees joining the department. This template contains basic information about policies and procedures, job descriptions, the department, and WVUH that may be modified to fit the express desires of the department.
• NEO/NEO Take 2 Schedule

Letter Templates - (all optional and custiomizable)

• Department Letter - OPTIONAL-This is a welcome letter template from the supervisor to the new employee and may be sent to the employee before the onboarding process.
• Mentor Letter -OPTIONAL- This is a letter template from the Vice President or supervisor to the designated mentor and may be be sent to the mentor prior to the start-date for the new employee.
• New Employee Announcement - OPTIONAL-This is a communication template from the supervisor to the department members announcing the hire of their new co-worker and may be sent prior to onboarding for the new employee.