Onboarding Procedure Reviewed: June 2017 Page 1 of 3
Document Reference: Onboarding Procedure_TBA_Rev 01
1. Purpose
To outline the process for all Managers and Employees to following when a new Employee
commences work with NECA.
2. Scope
This procedure applies to all Employees (excluding apprentices) of the National Electrical and
Communications Association (herein referred to as NECA).
3. Definitions
Induction Coordinator: The designated coordinator who is responsible for facilitating the first
day induction process. The Induction Coordinator can be the Responsible Manager, another
employee appointed by the Responsible Manager, or a member of the HR team.
Onboarding Buddy: the Employee who is assigned to assist and mentor the new Employee
during the onboarding period. The Onboarding Buddy may be required to teach the new
Employee about NECA, offer advice, help with job instructions and generally provide support
to the new Employee.
Onboarding Period: the 3 month period commencing on an Employee’s first day of
employment.
Responsible Manager: the Manager to which the new Employee reports to, and is
responsible for overseeing the onboarding process.
4. Procedure
The Onboarding process for a new employee is broken down into three major stages as follows:
Pre-Arrival First Day Onboarding Period
4.1 Pre-Arrival
The steps below outline the process to be followed prior to an Employee’s first day of
employment.
Organise New New Employee Assign Onboarding Create Onboarding
Employee Set Up Announcement Buddy Plan
New Employee Set
Onboarding Plan
Up Form
4.1.1 Organise New Employee Set Up
The Responsible Manager is required to complete the New Employee Set Up Form.
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Document Reference: Onboarding Procedure_TBA_Rev 01
The Responsible Manager should refer to the Management Delegated Authority
Matrix to determine which position has authority to approve the purchasing/assigning
of new equipment for the Employee
4.1.2 New Employee Announcement
The Responsible Manager will send an email to all employees announcing the
appointment of the new Employee. The announcement should contain information
such as the new employee’s start date, position and a brief professional history.
4.1.3 Assign an Onboarding Buddy
The Responsible Manager will nominate an existing Employee to support and assist
the new Employee during his or her first three (3) months of employment. The
Responsible Manager should ensure an Onboarding Buddy:
Demonstrates strong performance in his or her own role
Has a broad knowledge of the new Employee’s job role
Is a peer of the new Employee
Is patient and possesses good communication and interpersonal skills
Wants to be an Onboarding Buddy
Understands the culture of NECA
Is well regarded and trusted by current Employees
Has time to be available and accessible to the new Employee
4.1.4 Create Onboarding Plan
The Responsible Manager, with the assistance of the HR team, will create an
Onboarding Plan for the first three (3) months of the Employee’s employment.
The Onboarding Plan is designed to be a working document and may be modified as
the Onboarding period progresses to cater for the needs of the individual employee.
For more information on how to complete the Plan, please refer to the guidelines in
the Onboarding Plan Template.
4.2 First Day Induction
The Induction Coordinator will greet the Employee on his or her first day of employment and
present the Employee with an induction pack containing the First Day Induction Checklist and a
copy of the Induction presentations.
The following topics will be covered on the Employee’s first day induction:
Company overview
Human Resources overview
Introduction to Client & Member Services
OSH Overview and tour of premises
Introduction to the office and office equipment
At the conclusion of each induction presentation, the presenter will mark as complete on the
First Day Induction Checklist all the relevant topics which have been discussed during the
presentation.
The Responsible Manager will complete the remainder of the First Day Induction Checklist with
the Employee. When all topics have been completed, the Employee and Responsible Manager
will sign the First Day Induction Checklist and scan and email to the HR Team for filing on the
Employee’s personnel file.
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Document Reference: Onboarding Procedure_TBA_Rev 01
Once the First Day Induction Checklist is complete the Responsible Manager will introduce the
new Employee to his or her Onboarding Buddy.
4.3 Onboarding Period
In the first week of employment, the Responsible Manager will meet with the Employee to
discuss the Onboarding Plan.
The Onboarding Plan is a working document that the Employee will use to monitor his or her
progress and check off the training that has been completed during the Onboarding Period.
The Responsible Manager and Employee will meet regularly to review the Employee’s progress
towards completing the Onboarding Plan.
Generally, the Onboarding period will run for three (3) months from the Employee’s
commencement date. However, depending on the needs of the Employee and how quickly he or
she is able to integrate into the position, the onboarding period may be completed prior to this.
The completed and signed Onboarding Plan is scanned and emailed to the HR Team for filing
on the Employee’s personnel file.
5. Reference Documents
First Day Induction Checklist
New Employee Set Up Form
Onboarding Plan Template
