Onboarding New Staff & Administrative Employees
All new hires at Saint Joseph's University go through some amount of onboarding, referring to both the logistical paperwork and processes that need to be completed for an employee to start as well as the introductions to the University community and job training. The Office of Human Resources is committed to partnering with both stakeholders across the University who participate in this process as well as providing support, guidance, and resources to hiring managers as they begin working with new employees.
Orientation is an event; onboarding is a process.
Quality onboarding can reduce employee turnover, prevent burnout, and build team engagement, fostering a sense of belonging. Onboarding begins prior to an employee's first day and truly only ends when the employee no longer feels like "the new person" - when they have a sense of ownership over their position, a familiarity with their colleagues and the University, and when they become trusted members of your team.
The Human Resources orientation sessions are meant to set a positive, welcoming tone for your new team members, but it is critical that hiring managers and departments are also full participants in this process to ensure its success.
See below for more information about what the Human Resources onboarding and orientation processes entail as well as expectations & ideas for departments and hiring managers. If your department is interested in learning more or developing a stronger or more formal onboarding program, please reach out to the Human Resources team.
Human Resources Onboarding & Orientation
Onboarding Paperwork
Onboarding paperwork required for all new hires has moved into Workday. As soon as new hires are processed by the Office of Human Resources and have activated their SJU credentials, they are able to log into Workday to view all paperwork and tasks required to get started. These tasks include, but are not limited to, required background checks, payment & tax election information, updating contact and emergency contact information, and other critical items. These items must be completed prior to the new employee's start date. Incomplete items could delay their start date or delay their first paycheck, depending on the item, the employee's position, and other factors. Team members from the Office of Human Resources will review the Onboarding Status Summary report in advance of orientation to remind hew employees to complete their onboarding paperwork in advance of orientation. Supervisors can also review the employee's progress with their paperwork and are free to coordinate communication with the HR team.
Orientation Sessions
Hiring Dates & Orientation Schedule
All new staff and administrators will begin on one of the designated hiring dates that correspond with a Human Resources New Hire Orientation session. Orientations will generally be held in Saint Mary's Hall (Hawk Hill campus). Lancaster employees and fully remote employees are welcome to join virtually. This timely and centralized orientation session allows the University to streamline multiple processes as well as ensure all required paperwork and items are completed prior to the employee beginning their position. It is important that new employees attend orientation as close to their hire date as possible.
If you are unsure of your employee's orientation date, you may find this in their offer letter. To do so in Workday, search for "cand: [first name last name]" and select their candidate profile. You will know it is their candidate profile because the identifying number will begin with the letter "C." Once in the candidate profile, select Offer from the left sidebar, click the Offer Attachments tab, and then click the PDF.
Note: Full-time Faculty will be scheduled for an orientation from the Office of the Provost.
Conclusion of Orientation
At the end of the orientation session, hiring managers should meet their new team member at the Technology Service Center (Science Center, 129)
- If your team member is receiving a laptop, they will do so at this time - please meet them there at 12:45 to bring them back to your office (or to lunch)
- If your team member is not receiving a laptop, please meet them at 12:15 to bring them back to your office (or to lunch)
- If you and/or your team member will be solely or primarily located on the University City campus, they can be escorted to the shuttle after receiving their laptop. Please inform the new hire and let the Human Resources facilitator know prior to the employee's start if this is needed
- Lancaster new hires who attend virtually will not receive a laptop from the University. Technology needs should be discussed with the employee prior to their start in coordination with the Office of Information Technology.
Department Responsibilities & Best Practices
Hiring managers and departments are responsible for a number of other items and planning that will create a robust and positive experience for new employees. As of December 2024, supervisors of new staff and administrative employees will receive an auto-generated onboarding checklist to their Workday Inbox, called "Manager Onboarding for New Staff." The list below is an abbreviated version of what will be sent via Workday.
Specific responsibilities (including but not limited to):
- Review the article "New Employee Technology Onboarding" to ensure the Office of Information Technology (link in "Related Articles" on the sidebar) - make sure to Request a computer if your new team member will need it.
- Review the SJU Brand & email signature guidelines
- Office/department and other stakeholder introductions & meetings
- Specific job training
- Explanation of how to submit their hours or clock in/clock out (for non-exempt employees) and how to submit paid time off
- Review 90-day goals and expectations
Required Bridge Compliance Modules
All new hires are assigned a compliance program in Bridge on their first day, which must be completed within 2 weeks of their start date. Employees who do not complete these required modules will be alerted, and lack of completion will be escalated to supervisors for intervention and assistance. Please work with your new employee to ensure they have the time and understand Bridge enough to complete these modules.
Modules can be completed in any order, and all progress is auto-saved, so employees can stop and start whenever they need to and pick up where they left off.
Any questions or issues with Bridge can be submitted here.