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.

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.
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

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.
  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)

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.
 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

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.
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.