30/60/90-Day New Hire | Heritage Staff

# 30/60/90-Day New Hire
 
30/60/90-Day New Hire
Related policies:
Holiday Schedule Policy
 
## Step 1
 Post-Interview Assessments and Communications
If the applicant cannot be hired, send a rejection letter. If you choose to hire, follow the process below by sending a New Hire Job offer letter with New Hire Wage and position. Coordination with the Sr. Project Manager is necessary for final approvals.
 
## Step 2
 Fingerprints
Sign them up for Homebase first. This is where they will get the code instructions for fingerprints!!
Instruct New Hire to call to set up an appointment with: McKeen Security Group 69100 Bayberry Dr, St Clairsville, OH 43950. Phone: (740) 699-1301. THIS WILL BE EMAILED OUT IMMEDIATELY IN THE ONBOARDING SECTION WITH THE NEW HIRE PACKET. HAVE THEM LOOK OUT FOR IT.
Receipt turned in from New hire?
Receipt scanned into Homebase?
Receipt filed in their paper file?
 
## Step 3
 Instructions for New Hires: Creating Your Professional Dashboard on OCCRRA
This step will need to be completed after they have completed their background checks at McKeen Security Group
 
## Step 4
 Go to the OCCRRA Website
Visit occrra.org.
 
## Step 5
 Sign In
On the homepage, you won't see an option to create an account right away. Click the Sign In button to proceed.
 
## Step 6
 Create Your Profile
A new tab will open. Select Create Profile. Follow the steps to complete the profile creation process.
 
## Step 7
 Access the Child Care Professionals Tab
After signing in, locate the Child Care Professionals tab on the main screen of your account. Click this tab to complete your account setup.
 
## Step 8
 Request a Background Check
Once your profile is complete, go to the side menu and click on Account. Select Request Background Check.
 
## Step 9
 Start Your Background Check
A new tab will open. Click Start Request and complete the JFS-01-175 Background Check Request Form. This form requires information like your residential history and other relevant background details.
 
## Step 10
 Submit Background Check
Once you have filled out the form, click the Submit button. This will allow the background check to proceed and connect you to our center's license.
 
## Step 11
 Select Your Employment Center
When prompted to choose your employment center, type in the full name: Heritage Early Learning Center.
Click Search and select our site, which will display our license number and address:
821 East Main Street, Barnesville, Ohio.
 
## Step 12
 Complete Your Account Setup
After submitting your background check request, your account will be ready to use.
Send your OPIN number (found at the top of the page once you sign in) and the password you created for your OCCRRA account to the administrator.
Once these steps are completed, the administrator can add the necessary training to your profile.
 
## Step 13
 New Hire with Children: When applicable
• Refer them to DHS
• Submit DHS authorization or denial letter to Homebase.
• If approved, communicate with Enrollment Specialist to ensure there is a spot available for the class. Task out Enrollment Specialist to communicate with New Hire regarding when child may start based on availability.
• Once Enrollment Specialist has confirmed a spot available and begins enrollment process, communicate to Billing Specialist co-pay/child's schedule/weekly payment based on approval/non-approval of DHS.
 
## Step 14
 Add New Hire to Homebase
• Go to "Team"- "Add Team Member" Type in First/Last Name, Contact information, correct personal email (very important), Role, Wage, Classification click “employee packet”, Save & Finish.
• Ensure all Digital Hiring Documents that you sent out for the "Employee Packet" in Homebase is completed.
• Ensure their Education proof (diploma and college) is uploaded to Homebase under "Documents"
• Ensure their Driver's license or government ID and Social Security Card is uploaded to Homebase under "Documents"
• Verify I-9 in Homebase. Go to Team, Documents, then click on the team member's I-9 form. Click Verify I-9, click on the following: Document Title: "Driver's license issued by State/Authority", Issuing Authority: (The state the Driver's license is from), Document Number: (Driver's license number), Expiration: (Expiration of Driver's license) 2nd verification Put in Social Security Card info. Issuing authority: United States
• Add Resource Assessment to Homebase under Documents
 
## Step 15
 Add New Hire to Slack
● Log Into Slack. Click on top left name of Center down arrow, click "invite people...", add email address.
● Introduce to Staff on General message
● Ensure they accept the invite, they have to put their full name and not email/slogan or nickname as their ID.
● Ensure they upload an appropriate picture of themselves
 
## Step 16
 Add New Hire to Brightwheel
● Introduce New Team member to parents via message. Ensure Sr. Project Manager is in the loop.
 
## Step 17
 Keyfobs
Ensure the “Key Fob Policy Agreement” form on Homebase was filled out with their correct keyfob number.
Put their Keyfob in the System: Go to Designated Key fob computer and SK-Net will automatically log in. Hit "OK". Click "Teacher"- "Users"- "+" fill in first name, last name, fill in card number which is the # written on the keyfob itself. Hit "OK"- "Backup" - Save.
Distribute their key fob
Refer to the Keyfob Management Spreadsheet for additional details: Spreadsheet Link
 
## Step 18
 Medical Form
ODJFS Form “Employee Medical Statement for Childcare” signed and returned. (This goes out in Homebase so they can print off themselves or you can give them a copy)
Scan the completed medical form to their Homebase
File the completed medical form in their paper file
 
## Step 19
 Welcome Gift Swag
Procure or take a professional headshot (attach to the related task)
Assign the HR to create their Name Badge: Ensure it includes full name, Position Title and the Headshot photo
Hand out the Swag Bag on the day they show up for ODJFS training:
Particular Gift package: Leads receive a Padfolio, Mug, Pen & shirt. Aides receive a small notepad, mug, pen. (Task out HR to restock when running low)
Distribute their badge
Record the t-shirt distribution on the dedicated Uniforms Sheet under 'staff shirt log'. Refer to the Uniform Sheet record Uniforms Sheets.
 
## Step 20
 New Hire Orientation and Training Class Online
○ Send the below link.○ JotForm Orientation Link○ Send this link for them to sign off to indicate that they have read both the Parent and Team member handbooks: Handbook Sign-Off Link○ This is an important LEGAL step in proving they had the team member handbook, they reviewed it, and are signing off that it is done.○ Send this link for them to sign off that they finished the online orientation and training: Training Sign-Off Link
21  ODJFS Required Training completed
○ Set up date/time for Online ODJFS orientation
○ Completed: ODJFS Child Abuse One-Hour Overview AT132714 -- ST10129408
○ Completed: Child Care Center Orientation Training AT123905 -- ST10108109
○ Completed: Ohio's Approach to Quality AT114613 -- ST10108098
○ Completed: Ohio's Overview of Child Development AT114616 -- ST10108099
○ Once you find the training, you must click on the training. This will open a second window.
○ From here, you have to add the training to your cart. The cart can be found on the right-hand side, up top.
○ You must check out the cart in order for the training to show up on their occrra
○ Download all training certificates if any & upload to Homebase under "Certificates": (This is key for LEGAL reasons to document additional training.)
22  Hands on Orientation Training
Schedule Hands-on New Hire Orientation Checklist training
Ensure completion of the Hands-on Orientation by providing and collecting signatures on the printed form. This step is expected to go digital in the future for more efficient tracking.
Send this Jotform link to have them sign off confirming the completion of the Hands-on orientation: Jotform Link
Review and sign off on the completed Hands-on Orientation Checklist & Answer Key Master Copy
Upload the signed "Hands-on Orientation Checklist" to Homebase
File the document in the employee's physical file
Day 14: Admin check-in at the 2-week mark - Assess their progress and address any needs, questions, or concerns they may have. Offer support and encouragement.
23  Is this a 30, 60, or 90 Day?
Answers
30 Go to step 24
60 Go to step 25
90 Go to step 26
24  30-Day Review
1. Move New Hire from "Onboarding" to "30 Days".
2. Do the attached review with the New Hire: ➡️ 30 Day Evaluation
REVIEW INFO:
Get Feedback (how is it working for us, what needs improvement)
Score on both culture and performance: Must meet a minimum of 31 to stay employed
Gut check: Is this employee trainable and potential? If not let go. If so, make goals for 60-day review.
3. Upload Review to Homebase files
4. Set a reminder for yourself for 15 days from today to do informal check-in follow up.
45 Days:
Day 45: Do Follow up
Informal and Intentional Admin Check-in
Seeing improvement? If not, pull into office and review goals again.
Get Feedback if you can do anything to help them succeed.
NEXT STEP 27: OFFBOARDING (MENTION OF CLICKUP REPLACED WITH HUBTASKS/WORKLENZ)
25  60-Day Review
1. Move New Hire from "30 Days" to "60 Days"
2. Do the attached review with the New Hire: 60 Day Evaluation
REVIEW INFO:
Get Feedback (how is it working for us, what needs improvement)
Score on both culture and performance: Must meet a minimum of 35 to stay employed
Gut check: Is this employee trainable and potential? If not, let go. If so, make goals for a 90-day review.
3. Upload Review to Homebase files
4. Set a reminder for 30 days from today to do a 90 Day Review
NEXT STEP 27: OFFBOARDING (MENTION OF CLICKUP REPLACED WITH HUBTASKS/WORKLENZ)
26  90-Day Review
1. Move New Hire from "60 Days" to "90 Days"
2. Do the attached review with New Hire: 90 Day Evaluation
REVIEW INFO:
Get Feedback (how is it working for us, what needs improvement)
Score on both culture and performance: Must meet a minimum of 40 to stay employed
Gut check: Is this employee trainable and a potential? If not let go. If so, and they scored between 41-49 consider keeping them in training for a few weeks (keep training lanyard)
If they score higher than 50 - Celebrate.
Celebrate (at staff meeting give official badge, acknowledging them as part of the company and completing training. Congratulate them)
Reset clear expectations if needed (go over job descriptions if needed)
3. Upload Review to Homebase files
4. LEADS if applicable: If staff will remain with HCC, get them registered and signed up for the next CDA class.
5. Set a Reminder to do a Bi-Annually Review
6. Active: Move New Hire from "90 Days" to "Active"
Active: Do BI-ANNUALLY 1:1 Reviews for the remainder of their employment
⇨ Quarterly Review for the remainder of their employment, this team member will get Bi-Annually reviews. (June/Jan). Set reminder dates on this for them to remember to do them.
LEADS: Set up Team Member to get CDA if you haven't already.
As Team Members get in Trainings, CPR, upload them to the "certificate" section in Homebase.
27  Offboarding (mention of ClickUp replaced with Hubtasks/Worklenz)
Upload written resignation letter to Homebase
Remove Access from Software
Remove Access to camera system
Remove Access from Slack
Remove Access from Keyfob system
Remove Access from Homebase
Put Termination Date in Homebase: Click "Terminate" in Homebase
Staff with Children
Communicate with Enrollment Specialist the student(s) last day so that automatic billing will cease. Remove from schedule.
Key fobbed/T-shirts turned in
T-shirts that are destroyed, torn, or battered must be turned in to be replaced. Take note on the t-shirt Google Drive form when they are replaced. Uniforms Sheet
Keyfobs/T-shirts Not returned Hubtasks/Worklenz Christi to Bill $10 per keyfob and $15 per t-shirt
If not turned in, Hubtasks/Worklenz Christi to bill $10 per keyfob not returned.
Send out via email the below Exit Survey on your own OR if you need help, task out HR to do this Here-➝Exit Survey Link
Move Status to "Complete", once fully offboarded.
 
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