New Employee Onboarding - Revision 2

1. PURPOSE
   This directive provides instructions for onboarding personnel and supervisors involved in the onboarding process of new employees. Its purpose is to ensure that new hires are properly oriented to the agency and their role. FSIS is reissuing this directive in its entirety to provide instructions for onboarding personnel and to introduce the new FSIS Onboarding Manual.
2. CANCELLATION
   FSIS Directive 4200.2, New Employee Orientation- Revision 1, 7/12/07
3. BACKGROUND
   1. FSIS employee onboarding is a process of events, including training and orientation, that assists new hires in integrating into the agency. It starts with pre-appointment tasks, followed by first-day orientation, and then progresses to more job-specific training, providing a clear roadmap for the new hires.
   2. This directive provides onboarding personnel and supervisors with information on the key components of an effective employee onboarding program. Onboarding personnel are the hiring office's Human Resources representatives, administrative personnel, supervisors and the Office of Employee Experience and Development (OEED) who perform orientation and onboarding activities for new employees.
   3. The onboarding program provides employees an opportunity to develop to their potential and to perform at the level of proficiency expected.
   4. Onboarding personnel are to acquaint new employees with the workplace as quickly as possible and ensure they have all the information necessary to effectively fulfill their responsibilities.
   5. FSIS requires all new employees participate in New Employee Orientation during their first week of employment. The Office of Field Operations (OFO) is responsible for conducting orientation at the District Offices for its personnel and OEED conducts orientation for all other agency personnel.
4. PRE-APPOINTMENT RESPONSIBILITES FOR NEW EMPLOYEES
   1. New employees are to receive the FSIS Onboarding Manual in their final offer letter and other applicable materials in advance of reporting for duty while other materials are provided when the employee reports for duty.
   2. To reduce the time required to complete the required forms on the first day of employment, the Human Resource Operations Division (HROD) includes instructions in the tentative offer of employment letter for new employees to complete the USDA Security Awareness Training and pre-employment forms/tasks in the Online Onboarding System.
5. AGENCY ORIENTATION
   1. Onboarding personnel are to complete FSIS 4200-1, Agency Orientation Checklist, including administering the oath of office, completing appointment documents in the Online Onboarding System, and providing new employees with consistent Department and Agency information.
   2. Onboarding personnel are to present the following information:
      1. An overview of the USDA and in-depth information about FSIS including its mission, vision, organizational structure, program area functions, and key personnel.
      2. General information on employee benefits and other topics, such as:
         1. Leave;
         2. Pay;
         3. Group health and life insurance;
         4. Equal Employment Opportunity;
         5. Labor and Employee Relations; and
         6. Training and development.
   3. OFO is to notify the National Joint Council/Union of, and provide them the opportunity to attend, formal orientation sessions that involve bargaining unit employees.
      
      The Union will be afforded the opportunity to make up to a thirty (30) minute presentation to brief new employees(s) on the Union's role in the workplace and membership benefits the Union has to offer.
6. PROGRAM RESPONSIBILITIES
   1. The responsibility for implementing the New Employee Onboarding Program is shared among HROD, program areas or employing units, OEED, immediate supervisors, and the new employees.
   2. HROD is to provide new employees with the pre-appointment materials, the FSIS Onboarding Manual and manage the New Hire Surveys.
   3. OFO is responsible for ensuring that district offices:
      1. Offer regularly scheduled orientation sessions for new hires and
      2. Complete FSIS 4200-1, obtain signatures and send to Employee. EngagementandRecognition@usda.gov and the employee's supervisor.
   4. OEED is to:
      1. Offer regularly scheduled orientation sessions for OFO Headquarters and all other agency new hires;
      2. Complete FSIS 4200-1, obtain signatures and send the form the employee's supervisor.
      3. Provide the program areas or employing units and immediate supervisors with necessary documents or forms for completing their orientation responsibilities;
      4. Develop and maintain up to date new employee onboarding materials and distribute the material to all program areas or employing units;
      5. Coordinate the development and presentation of orientation for new employees; and
      6. Monitor and evaluate the New Employee Onboarding Program.
   5. Program Areas are to:
      1. Ensure new hires attend new employee orientation and
      2. Provide new employees with training and information specific to their program area or employing unit;
   6. During onboarding, the immediate supervisor plays a crucial role by providing ongoing guidance and support to new employees. They should familiarize the new employees with virtual meeting etiquette, introduce them to key supervisors and co-workers, and provide them with an understanding of their job responsibilities. For employees who do not work remotely, the supervisors should conduct a tour of the worksite. Supervisors should also provide specific job-related training to new employees immediately after the orientation. The immediate supervisor is to:
      1. Initiate and encourage a continuing and open dialogue with new employees;
      2. Discuss topics outlined in FSIS-Form 4200-1a, Job-Site Onboarding Checklist;
      3. Provide job specific orientation and on-the-job training needed for new employees to perform their job successfully;
      4. Perform Supervisory Follow-up, as a continuation of the Job Site Orientation and address any questions or concerns the new employee may have, and discuss topics such as the performance elements and standards, ratings, awards program; and
      5. Email the completed FSIS-Form 4200-1a within 30 days to Employee.EngagementandRecognition@usda.gov
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   8. New Employees are to:
      1. Complete and submit appropriate personnel forms;
      2. Actively participate in the new employee orientation and successfully complete required training; and
      3. Seek information to enhance the onboarding process.
7. QUESTIONS
   Refer questions to the Office of Employee Experience and Development at Employee.EngagementandRecognition@usda.gov