ONBOARDING POLICY
Introduction: How to Use This Template
A new hire’s first days of employment determine their first impression of the
organization. A well-organized onboarding process helps ensure this impression is a
positive one, driving retention and engagement.
This document provides a structured approach to developing an onboarding policy
and includes the procedures for the following elements:
New hire welcome package
First day agenda
Buddy program
Evaluation
This policy also contains a sample onboarding checklist
Use this template to craft a policy that fits your needs.
Policy Title Onboarding Policy
Policy Owner Human Resources
Policy
Vice President of Human Resources
Approver(s)
Name other related enterprise policies both within or external to
Related Policies
this policy.
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starting point to customize their own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of
its online templates or tools. Always consult your legal counsel and management before implementing any new policies or
procedures.
Related Name other related enterprise procedures both within or
Procedures external to this policy.
Storage Location Describe physical or digital location of copies of this policy.
Effective Date List the date that this policy went into effect.
Next Review Date List the date that this policy must undergo review and update.
Purpose
This policy governs the onboarding and orientation processes and sets out roles and
responsibilities to ensure all new employees feel welcome at [organization name].
Scope
This policy applies to all [full-time, part-time; insert other groups if necessary]
employees.
Definitions
Onboarding: The process of integrating a new employee at an organization to
facilitate the acquisition of skills, knowledge, and behaviors necessary to be
successful in the position through formal processes and informal means.
Procedures and Responsibilities
Welcome Package
HR [or specify job title] will assemble a welcome package to be handed out on the
employee’s first day. The standard [organization name] welcome package will
contain the following:
Welcome letter
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starting point to customize their own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of
its online templates or tools. Always consult your legal counsel and management before implementing any new policies or
procedures.
Job description
Employee handbook
Payroll and employee file forms
[Insert item]
The new employee’s manager will hand out the package to the new employee on
their first day. Additionally, within the new employee’s first week, HR will meet with
them to collect payroll and personal information forms, as well as answer any
questions the employee may have at that point.
First Day Agenda
The new employee’s manager will be responsible for setting an agenda for the
employee’s first day. Typical items for the agenda include:
Greeting the employee
Introduction to the team
Tour of the work areas
lunch
Overview of the position
Overview of the employee’s first week
Job shadowing
Buddy Program
To facilitate the new employee’s integration, [organization name] has introduced a
buddy program, which pairs up new employees with more experienced peers. The
purpose of the program is to facilitate the new employee’s integration in a more
informal manner. Typically, this includes inviting the employee to join them for a
workday social outing, such as lunch or break, with their peers.
Individuals wishing to be buddies for new employees are encouraged to apply to
[Human Resources/their direct supervisor]. When a new employee starts, [Human
Resources/their supervisor] will assign them to a buddy based on their position.
Ideally, new employees will be paired up with peers in their team or department. In
THIS TOOL AND HUNDREDS MORE AVAILABLE IN THE HR TOOLBOX AT http://hrinsider.ca/.
Templates and tools from HR Insider are provided for members of our service. Members may use this document as is or as a
starting point to customize their own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of
its online templates or tools. Always consult your legal counsel and management before implementing any new policies or
procedures.
situations where there are no suitable volunteers, the new employee’s supervisor
may ask a member of their team to act as their buddy.
Employee Declaration
I, , hereby acknowledge that I have read and
understand [organization name]’s Onboarding Policy. I agree to abide by the terms
and conditions of this policy and ensure that persons working under my supervision
abide by the terms and conditions of this policy. I understand that if I violate or fail to
comply with this policy, I may face disciplinary action according to applicable laws or
[organization name] policies.
_____________________________________
_____________________________________
Employee Signature Date
______________________________________ ________________________________
Manager Signature Date
Revision History
Version Change Author Date of Change
THIS TOOL AND HUNDREDS MORE AVAILABLE IN THE HR TOOLBOX AT http://hrinsider.ca/.
Templates and tools from HR Insider are provided for members of our service. Members may use this document as is or as a
starting point to customize their own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of
its online templates or tools. Always consult your legal counsel and management before implementing any new policies or
procedures.
SAMPLE EMPLOYEE ONBOARDING CHECKLIST
First Name: ID Number
Last Name:
Employee ID
Department Position Title:
Supervisors
Name
First Day
HR/Manager Pre-arrival Checklist
Yes N/A
Ensure offer letter and employment contract signed and returned prior to
employee first day
Print-out onboarding checklist and customize
Manager call to employee prior to first day to welcome employee
Create an onboarding schedule customized to the employee and department
THIS TOOL AND HUNDREDS MORE AVAILABLE IN THE HR TOOLBOX AT http://hrinsider.ca/.
Templates and tools from HR Insider are provided for members of our service. Members may use this document as is or as a
starting point to customize their own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of
its online templates or tools. Always consult your legal counsel and management before implementing any new policies or
procedures.
Identify and confirm employee ‘buddy’ availability and schedule
Send new employee welcome letter that includes information on parking, a one
day parking permit and directions on where to park or nearest bus stops, and
directions on where to report the first day.
Inform security of new employees arrival. If employee will require a key or
security entry card or badge set up a time with security on day one to obtain
these.
Inform IT services of new employees arrival date (schedule a time for the new
employee to meet with IT to set up computer accounts on day one if relevant).
Send an announcement of the new employees arrival to relevant employees
including department co-workers
Arrange for any equipment required to be delivered, setup for day one
(computer, phone, office supplies, desk and so on).
HR or Supervisor Signature Date
Arrival – Employee Onboarding Items Week One
(one copy each completed by employee and HR
Yes N/A
New employee meeting with Manager
Tour of workspace
New Employee Meeting with HR (provide organization chart, employee
complete contact information and other personal information, provide
employee with full policy information
Completion of HR required paperwork (Benefits and more)
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its online templates or tools. Always consult your legal counsel and management before implementing any new policies or
procedures.
Meeting with IT services, completion of related paperwork if required and
obtain IT and phone access
Security items (Key, employee ID, Badge) provided to employee
Introduction to co-workers and ‘employee Buddy’
Setup work station
Discuss first day and week schedule
Create 6 month monthly meeting schedule between employee and manager
Review Job Expectations and Departmental Procedures and Policies
Obtain employee initials on each policy that is a requirement under legislation
(i.e. health and safety policy)
Provide training on relevant technology as required
Signature Date
Buddy Program Evaluation Survey
Thank you for participating in our buddy program for new employees. Please take a few minutes to
complete this survey so we can better deliver this program in the future.
The contents of the questionnaire are confidential, and are not used for any other purpose.
Please return this questionnaire to _____________________ by________________(date)
Please indicate which of the following apply, by circling the relevant number:
1 = Strongly disagree; 2 = Disagree; 3 = Neither agree not disagree; 4 = Agree; 5 = Strongly agree
The explanation regarding my role in the buddy program was thorough and informative.
1 2 3 4 5
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Templates and tools from HR Insider are provided for members of our service. Members may use this document as is or as a
starting point to customize their own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of
its online templates or tools. Always consult your legal counsel and management before implementing any new policies or
procedures.
I was satisfied with the support provided by my Buddy.
1 2 3 4 5
The frequency of interactions was adequate.
1 2 3 4 5
The length of the program was adequate.
1 2 3 4 5
Please indicate how many weeks you believe would be appropriate for the Buddy Program to have me
your needs? ___________________
The content of our discussions was relevant and informative
1 2 3 4 5
The buddy program meet my needs as a new employee.
1 2 3 4 5
I would recommend the Buddy Program to a new employee.
1 2 3 4 5
Changes I would recommend to the Buddy Program include:
___________________________________________________________________________
THIS TOOL AND HUNDREDS MORE AVAILABLE IN THE HR TOOLBOX AT http://hrinsider.ca/.
Templates and tools from HR Insider are provided for members of our service. Members may use this document as is or as a
starting point to customize their own documents. HR Insider assumes no responsibility for the effectiveness or legality of any of
its online templates or tools. Always consult your legal counsel and management before implementing any new policies or
procedures.
