Set Up a New Employee
Supervisors and hiring managers play a big role in making employees feel welcome. When employees feel like a valued member of the team, they're more likely to be passionate about working here.
Create an outstanding welcome by drawing from your own experience starting a new role – what did you find helpful? Follow your ministry or department onboarding checklist, or use these guidelines.
Contact your new employee
Call or email them. This is one of the most important work relationships you'll have, so start early by reaching out to offer help and answer questions. Discuss their first day – tell them where they should arrive for work, what to bring, and what activities are scheduled. You could also ask them for a short bio that you can share with the rest of the team.
Enter their personal data. Submit their social insurance number and birth date along with the requisition number or a copy of your offer letter through your AskMyHR service request.
Submit requests for tools and equipment
Submit a facilities request for a desk, chair, or any other office furniture that's needed. Check to see if your ministry has a facilities coordinator to help with this.
Arrange for appropriate technology tools (e.g. an IDIR, computer, software, phone, printer key fob, or building pass) or systems access (e.g., LAN, SharePoint, etc.). Contact your ministry i-Store facilities representative (if applicable) or follow instructions in the OCIO My Service Centre Rates and Lead Times.
Request the following items for the employee (if applicable): Financial Authority, MasterCard, petty cash, business cards, or a digital signature. Follow-up with the person at your ministry responsible for each item – an admin support person may be able to help you find out who to contact.
Get the workplace ready
Announce your new hire to staff. Try to share a short bio to help people know a bit about them. Let reception know when they'll arrive.
Assign a "buddy" to meet the new employee when they arrive, walk them through orientation tasks and be available to answer questions.
Update communication materials (e.g., phone list, vacation calendar, org charts). Also, make sure your employee updates their GAL contact information using My Service Centre.
Prepare orientation material specific to your workplace or ministry. Schedule a safety orientation tour with your safety or deputy warden.
Prepare a schedule for the first day/week. Set up job shadowing or on-the-job training sessions with staff.
Create a guide with details about how your team functions or key processes the new employee will be involved in.
If your employee is transferring from another ministry, make sure their supervisor completes the Employee Exit Checklist and approves their data transfer before you complete their incoming transfer requests.
Complete data entry
View your new employee’s number in PeopleSoft. Go to the main menu, select Manager Self Service > Job & Personal Information > Manager Selection.
Request access to your employee. My Time & Pay > Forms > Access Request. On step two, enter your employee number since you're requesting to change your access. Access requests are only required for supervisors set-up to review per employee. Supervisors set up to review per department don't require this step.
Set-up your employee's schedule. My Time & Pay > Forms > Schedule Request. On step two, enter your new employee's employee number since you're requesting to set-up their schedule. This form can only be submitted on or after the employee's first day of work.
Note: If your new employee is returning or transferring from another department, check your ministry specific guidelines or contact AskMyHR by submitting a service request using the category Hiring Manager > Hiring Process > Set-up/Start a New Employee.
Meet with your new employee
Schedule time to meet together on their first day – at the start and end of their day is best. During your time together:
- Provide a detailed description of their position and role
- Define and clarify work assignments, roles and expectations – for the first month, focus on the top five tasks to complete
- Discuss the Standards of Conduct, payroll and benefits, work schedules and mandatory training
- Show them how to submit an AskMyHR service request
- Give plenty of opportunities for the employee to make comments, ask questions or discuss concerns
Give them the tools they need to do their job
Make sure that they have:
- A building pass and office keys
- A laptop or computer and a phone
- Access to software or systems
- A printer key fob
- Business cards
- Office supplies
Complete a building tour and safety orientation
Show them around the building so that they can find things like the bathroom, kitchen, parking or bike lockers.
Complete a mandatory health and safety orientation. Follow the steps outlined on the New Employee Health & Safety Orientation Checklist (PDF, 434 KB).
Introduce the team
Make introductions to the people that the new employee will be working with most frequently.
Make workplace resources and information available:
- Share info about office culture like casual Fridays, social clubs, regular meetings or workplace etiquette (including appropriate dress, use of scented products, etc.)
- Provide key contact information like who to contact for specific support (e.g. who to contact with a safety concern, who can order office supplies)
- Discuss team lingo and terminology
- Send invitations to regular meetings
- Show them how to use group chat tools
Let them set up their workstation
Give your new hire time to log in with their IDIR. On their second day of work in the public service, new employees also need to validate their IDIR. If there are any problems getting their IDIR to work, direct them to My Service Centre for support.
Share info about websites they should check out.
Help them map network printers or drives. If necessary, provide contact information for someone in your ministry who can help with this task.
Encourage them to get comfy and check ergonomics. They should complete an ergo self-assessment and report any issues to you. If necessary, arrange for detailed follow-up with an ergonomics specialist.
Finish essential paperwork
Provide a list of mandatory documents and tasks that need to be completed during their first week.
Show off our culture
Keep reinforcing BC Public Service culture and values, along with your ministry's mandate, vision, mission, and corporate plan.
Manage relationships with employees
Check in with new staff regularly to see how their transition is going. Try to identify issues or concerns as soon as possible.
- Access tools and resources to help you support a respectful workplace, even if it means having difficult conversations
- Manage relationships with employees by clearly communicating expectations and following up when they're not met
Complete the first performance review. As part of the performance review, create an environment to have open dialogue and provide honest feedback. Talk about career goals and values.
The probation period is a six-month period for new employees (or employees transferring to a position with different responsibilities) to adjust to their job and demonstrate their ability to perform the work. Probation is not a training period. It can't be extended.
The probation period is six months of full-time employment, which is equal to 913 hours paid at straight time (this includes auxiliary employees hired on "as-and-when-needed" basis). Part-time employees that would take longer than 12 months to work 913 hours have a probation period that is 12 months from their appointment date.
The following items do not count towards the completion of a probation period:
- Time spent on short-term illness and injury plan (STIIP) or weekly indemnity
- STIIP trial return to work
- Workers Compensation Board claim or a rehabilitation trial return to work
- Annual leave or other leaves (with or without pay)
- Statutory holidays
During probation, provide regular feedback to the employee on their progress. Discuss and resolve any concerns quickly. Schedule a three-month check-in meeting and a final review at the end of six months.
The new employee's supervisor or manager can submit an AskMyHR request for help confirming hours towards probation completion: My Team or Organization > Employee & Labour Relations > Managing Probation.
Submit a letter once a new employee's probation is complete through AskMyHR: Select My Team/Organization > Employee & Labour Relations > Employee Personnel File.