TABLE OF CONTENTS

ABOUT INDUCTION/ORIENTATION …………………………………

TCS COMPANY PROFILE……………………………………………….

POSITION OF ASE (TRAINEE)………………………………………….

TCS NEW EMPLOYEE (ASE) ORIENTATION PROGRAM

o Objectives

o PART 1 Pre Induction Preparation……………………………..

o PART 2 First Day Introduction and formalities……….............

o PART 3 Post Introduction……………………………………….

o PART 4 Evaluation & Follow up………………………………..

 OBJECTIVES
The objectives of the TCS ASE(Assistant Systems Engineer) Orientation Program are:
 To have an effective orientation program that is consistent throughout TCS
 To comply with the TCS human resource mission of establishing and maintaining
an effective, diverse, and motivated workforce to ensure sustained employee
efficiency.

In TCS, all ASSISTANT SYSTEMS ENGINEERS will be subjected to 1 week

Induction program, the design of which is discussed to some details in the following
section.

Part I
Before they arrive.

 Decide who will be involved with each part of the Induction – you, other
managers/supervisors, other staff in the section/unit.
 If possible identify a “buddy” – someone who will look out for the new starter for the
first few days/week and act as their friend and guide. Pick someone with the habits and
behaviours you want to see developing in the new starter.
 Make sure all staff involved are clear what their responsibilities will be.
 If appropriate make sure that a work place is available – do they need IT access?
Organise email accounts, passwords, etc.
 Decide what local Induction materials need to be added to the Personal Development
Pack – work areas, building layouts, procedures, policies, etc.
 Go through the check list. Have a plan for what needs to be covered, when and by whom.
 Insert any standard “welcome letter” from the Head of Office/Director.

Part II
First Day

Welcome
It is suggested that the TCS centre head, Divisional Director, Location Coordinator, Research
Leader,etc. welcome new employees. An overview of the TCS mission and vision should be
presented.

Video
Various videos of TCS history, laurels, products, work area, company culture etc. will provide
new employees with information on some of that is done by the TCS, and an understanding of
the importance of their position to the compamy.

Processing-In
The processing-in personnel will go over the forms listed on the “Processing-In Checklist” and
answer any questions.
To give the new employee a break from completing the forms, you could stop and discuss
other topics such as: annual and sick leave, LWOP, etc. You could then go back to
reviewing the last of the forms on the list.
Video: The Office of Personnel Management has two videos on benefits:
1) “Benefits...Get Serious” and
2) “Let’s Talk Benefits - An Introduction to Federal Benefits and the Decisions
You Need to Make as New Employee”.
Cost: “Benefits Get Serious” - $25 and “Let’s Talk Benefits” - $39.

 REMINDER: Please be sure new employees are provided a copy of “Standards of

Ethical Conduct for Employees of the Executive Branch” when they are processed-in.

After the forms have been reviewed, the new employee should sign and date the “Processing-In
Checklist.” A copy should then be forwarded to the servicing branch of the Human Resources
Division where a copy will be filed in the employee’s Official Personnel Folder.

Meet with Supervisor

The enclosed “Supervisor’s Checklist” is a suggested checklist for supervisor’s use. This is an
opportunity for the supervisor to explain policies to the new employee. The supervisor may not
need to cover all items on the checklist–depends on the employee’s position. Additional
information on many of the topics will be discussed in Part II.

The supervisor should “x” the items discussed with the new employee. The employee and
supervisor should sign and date the “Supervisor’s Checklist.” The supervisor should file the
checklist in the supervisor’s work file. A copy of the Supervisor’s Checklist may be given to the
Location Administrative Officer or employee conducting Part II of the company orientation to
cover topics in more detail.

SUMMARY OF PART I - First Day

Presenter Approx. Time

Welcome CENTRE HEAD 10-15 minutes

Video— Processing-In Personnel 15 minutes

“Technology in Your Shopping Cart”

Processing-In 2 hours
Forms
Benefits review
Meet with Supervisor 1hours
Meet with Admin, HR, Information security heads 1 hour
 Processing-In Checklist (Paperwork to be done by the employee)
Employee’s Name: ___________________________________________________
Title/Series/Grade: ___________________________________________________
EOD: ___________________________________________________
Type of Appointment:
_____ Career Conditional
_____ Career
_____ Temporary
_____ Term
Benefits for Which _____ FEHB _____ CSRS (offset) _____ FICA _____ FEGLI
Appointee Is Eligible: CSRS _____ FERS _____ TSP _____ Leave Earning

_____ Selective Service Statement (required for all males born after 12/31/59)
_____ *I-9 Employment Eligibility Verification
_____ *SF-61 Appointment Affidavit
_____ *SF-181 Race & National Origin Identification
_____ *SF-256 Self-Identification of Handicap
_____ *AD-349 Employee Address
_____ State Tax Withholding (if required)

*All employees must receive these forms.

Other forms are based on employee’s appointment.

**********Break from form filling process, so that induction program does not go monotonous********

Cover the following topics and/or show orientation video

Annual, Sick, LWOP
Family Medical Leave
Leave Transfer Program
Federal Holidays
Health Benefits
Life Insurance
Retirement Benefits
Thrift Savings Program
Public Transportation Benefit Program
**********************
Continue covering forms below
_____ SF-2809 Health Benefits Registration Form
_____ Filing nominantion, gratuity forms etc.
_____ *Standards of Ethical Conduct
_____ *Responsibilities and Conduct
_____ *Identification Card
_____ Agreement, Student Career Experience Program
_____ Statement of Understanding, Student Temporary Employment Program

*All employees must receive these forms.

Other forms are based on employee’s appointment.
I have been provided all the forms indicated above.
_________________________________________________ _________________
Employee Signature Date
 PART III

After the initial briefing, the next days of the week are devoted to acquaint employee
about the following aspects relevant to his position(ASE), and company overall.

Company Overview: Remember that the new employee will have a great deal of information to
take in and too much too soon will overload them. It is more effective to pace information, check
it has been understood, repeat important details and be flexible enough to revisit areas of concern
to the new employee. A new employee will not know about the organization, what they need to
know - you need to guide them. This makes clear to them their position, role, and authority in the
organization. Hence following information about the company is a must.

 Structure
 Values and organizational culture
 Strategic Plans

Headquarter/Area Offices and Useful locations. : Employees need to be made aware of

different departments within the centre. This would help him gel into organization and also take
numerous advantages that the organization offers. For eg; Library, gymnasium etc.

 Administrator’s Office
 Administrative and Financial Management
 Information Staff
 Office of Technology Transfer
 TCS Area Offices/Locations
 Centre Library
 Canteen culture
 Accomodation

Other Topics As a manager, supervisor or team leader you have the responsibilities of an
employer to provide a safe working environment. Thus provide and demonstrate the use of all
OH & S equipment. If the working environment is office based ensure that all ergonomic aspects
are considered. This is an ongoing process and required close attention in the first three months
so that mastery is achieved in all aspects of new functions. Thus following aspects need to be
included in the induction design.

 Time and attendance policies

 Travel policies (including foreign)
 Ethical standards
 Safety (office and lab)
 Office of Worker’s Compensation Program (OWCP)
 Career development (IDP, etc.)
 Websites
 Headquarters/Area/Location tour
 Retirement
 Unions
 Policies and procedures
  Employee Assistance Program
 Cooperative Resolution Program
 Mandatory training (workplace violence, sexual harassment, ethics, diversity, etc.)

Work Group: The socialization of a new employee is a critical part of the induction and can
reflect in the employee’s satisfaction in their new working environment.

 Introductions to colleagues
 Establishment of ‘buddy’
 Social codes and practices
 Layout and resources

The Position (ASE): Employees who have been placed from within the organization will also
require induction into their new position and work environment. This includes providing clear
information to them about:

 Position description / responsibilities / outcomes

 Resources and equipment
 Workplace and personal space
 Safety procedures
 Tasks and duties - specific procedures
 Performance assessment
 Training and development
 PART IV
Evaluation & Follow up of TCS New Employee Orientation Program

The Human Resources Division would appreciate each new employee and their supervisor
completing the enclosed evaluation forms. Your responses will help the Human Resources
Division evaluate the:
1) effectiveness and achievement of orientation objectives;
2) timing and completeness of information in the program; and,
3) information offered to the new employee.

The enclosed “Post-Orientation Evaluation by New Employee” and “Post-Orientation Evaluation

by Supervisor” should be completed 4 weeks after the new employee begins work.
Completed forms should be mailed to Human Resources Division, TCS.

EVALUATION
NEW EMPLOYEE
It has been 4 weeks since you attended your initial orientation. A great deal of information was offered
and presented concerning ARS policies, procedures, and benefits. Your perspective on the information
you were given is important. Please answer these questions to help complete Part I and Part II of your
orientation and to assist us in improving our orientation program.
Use the rating scale below to indicate your opinion of how well the new-employee process accomplished
the following objectives. Rate the following parts of the program according to this scale:
5 = very definitely/very clear
4 = yes/mostly clear
3 = somewhat/OK
2 = not sure/need more information
1 = no/insufficient

How I Feel Now:

_____ 1. I am eager to begin work.
_____ 2. I feel welcome here.
_____ 3. I anticipate a positive working relationship with my supervisor.
_____ 4. I anticipate a positive working relationship with peers in my department.

Orientation objectives:
_____ 5. I received essential information.
_____ 6. I received information in a timely manner.
_____ 7. I know what is expected of me by my supervisor.
_____ 8. I know what is expected of me by my coworkers.
_____ 9. I understand my job responsibilities.
_____ 10. I have essential supplies and equipment to do my job or know where to find them.

11. What were the most helpful items covered during orientation?
12. What items were not helpful, not needed, or could have waited until later to be addressed?
13. What items were not covered during the initial meetings that you want to know about?
14. What questions do you have about information presented that did not occur to you at the time?

Overall rating of the orientation program’s value to me: __________

 EVALUATION
SUPERVISOR and/or LOCATION/OFFICE REPRESENTATIVE

It has been 4 weeks since your new employee (name) ______________________________ attended Part
I and Part II of the orientation program. A great deal of information was offered and presented concerning
our policies, procedures, and benefits. Your perspective on the information that was given is important.

Please answer these questions to help complete Part I and Part II of your new employee orientation and to
assist us in improving the orientation program.
Use the rating scale below to indicate your opinion of how well the new-employee process accomplished
the following objectives. Rate the following parts of the program according to this scale:

5 = very definitely/very clear

4 = yes/mostly clear
3 = somewhat/OK
2 = not sure/need more information
1 = no/insufficient

_____ 1. The new employee received essential information.

_____ 2. The new employee received information in a timely manner.
_____ 3. The new employee was informed about his or her supervisor’s expectations.
_____ 4. The new employee was informed about the expectations that his or her coworkers have of
him or her.
_____ 5. The new employee’s job responsibilities were explained to him or her.
_____ 6. The new employee has essential supplies and equipment to do his or her job or has been
told where to find them.

7. What information has the employee asked about that could have been included in the initial meeting?
8. What items at the orientation were not helpful, not needed, or could have waited until later to be
addressed?
9. What further information does the employee need now?
10. What skill training does the employee need now?

Follow Up: Check in on the new member regularly to answer any questions and discuss their
progress (daily at first). Relate whether the induction helped and motivated the newly placed
employee at work.

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