Onboarding and Orientation and Review Period

We understand that Harvard and FAS can be overwhelming for staff especially those coming from outside the University. There is a lot to learn, and numerous websites, guides, and resources that we wanted to compile in one place to make the onboarding experience easier for our new staff. Our goal is to make new hires feel included and in-the-know within their first 90 days.

The New Hire Handbook is a document created to welcome new hires in a more personal and detailed format--not just to Harvard/FAS, but to their department. This document is designed as a template, so that each department can add, edit, or remove information, to make the handbook specific to their department and division, as well as to the new hire's role. Every section in the new hire handbook is optional, as we understand that every position is different and some of the information may not be relevant for every individual. Please feel free to edit, delete and add any information you wish to include to make this document most helpful and effective for your new hire. We've also created a User Guide to help managers understand how to best use the template.

We encourage managers to share the New Hire Handbook with their new employee after they sign and accept the offer and before their start date.

The Handbook is not replacing the Onboarding checklist or any other onboarding resource. Managers and Department Administrators should still follow the onboarding toolkit and guidance referenced on the FAS HR website. 

• Contact your new employee to welcome them to your department and to confirm their start date and arrival time.
• Email your new employee the link to the Getting Started at FAS webpage.
• Ensure that your new employee will have the basics on their first day of work: including office space, phone, voicemail, computer, building access, systems, and email setup.
• Notify people in your department when your new employee will be starting. Provide an overview of your new employee’s experience, what they will be working on, and to whom they will report.
• Identify and schedule required training to take place during their first few weeks/months.

Since your new employee’s first day will leave a lasting impression on them, as their manager, you play an important role in helping to make the experience a positive one. Be sure to:

• Greet your new employee when they arrive.
• Introduce your new employee to their team and the people they will interact with most closely.
• Review their job responsibilities as well as the department’s goals and department and/or division’s website.
• Arrange for someone on your team to provide a tour of their work area, including exits, copy/fax machines, and restrooms.
• Confirm that your new employee has the equipment and resources that they need (phone system, voicemail, intranet, network access, software, hardware, printers, email, mail, business cards, IT support, access cards, building security, safety and emergency procedures, phone lists, office supplies, etc.).
• If possible, pair-up your new employee with a mentor inside or outside of the department as another resource.

The first 90 Days of an FAS staff member’s employment, the Orientation and Review (O & R) Period, is a crucial time for you to evaluate your new staff member, set performance expectations, and to agree on clear job goals. If it appears that the placement is not suitable for any reason, either party may terminate the relationship, without needing to use Harvard's dispute resolution process.

Your HR Coordinator will generate an  O & R form in PeopleSoft and will send an email notification to the manager and Department Administrator outlining the  O & R process.

For your employee, the O & R Period is about building relationships, learning processes/procedures, and beginning to make a contribution to FAS.

• Schedule weekly (or biweekly) one-on-one meetings to review progress and provide feedback and coaching to the employee.
• Help your new employee set up appointments with groups outside of the department in order to establish important cross-functional relationships.

If at any time you believe your new staff member is not meeting expectations, you should contact your HR consultant to discuss next steps.

• Complete the O & R form in Peoplesoft.
• Discuss with your new employee the steps they can take to increase their knowledge level and to shorten their learning curve.
• Review the FAS performance management process in order to set expectations for the remaining portion of the coming year. (Note: if the annual performance review date is within three months of the O & R period, this may be omitted.)
• Ask your new employee to draft individual goals for the remaining portion of the year and meet with them to finalize and agree on their goals.