Enhancing Onboarding Practices at the University of California
Inconsistent onboarding processes at the University of California have prompted a comprehensive research project to analyze current practices, benchmark against other institutions, and develop optimal onboarding procedures to ensure a seamless experience for new employees. The project scope includes pre-hire practices, compliance issues, logistical requirements, and fostering community connections. A detailed timeline outlines key milestones such as research, staff surveys, process crafting, and final report presentation.
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ANR | Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco SAMPLE MARCH WORKGROUP PRESENTATION Onboarding Workgroup Janna LeBlanc, UC Riverside Michael Luttrell, UC Santa Cruz Rejeana Mathis (chair), UC Los Angeles Rochelle Niccolls, UC Berkeley
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PROBLEM STATEMENT The onboarding process across the UC system is very inconsistent and each new employee hired has a varying experience in how they were hired and started working. 2
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PROJECT SCOPE Research onboarding practices at University of California, study benchmark comparable organizations (public universities and state institutions) and identify best practices. For purposes of this project, onboarding consists of pre-hire practices, compliance issues, logistics and resources required, and establishing the community connection. 3
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PROJECT TIMELINE Clarify scope and deliverables October Research onboarding best practices and procedures November Compile and assess current practices at UC January* Survey UC staff regarding their onboarding experiences February Research practices of other universities and public institutions February Craft an optimal UC onboarding process April Identify ways that Staff Assembly s potential role May Determine how best to distribute and market the recommended process May Draft final report and presentation for June deadline/meeting May/June* *Adjusted timeframe 4
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Onboarding Checklist CONNECTIONincludes helping employees become integrated into the University community and understand their contribution. COMPLIANCEincludes teaching employees basic legal and policy-related rules and regulations. LOGISTICS AND RESOURCES include ensuring employees have the information, tools and equipment required to navigate the University and do their jobs. 5
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Onboarding Checklist Connection Compliance Logistics and Resources Pre Arrival First Day First Week First Month Six Months After a Year 6
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Information Gathering INTERVIEW WITH CAMPUS CONTACT - We are exploring what campuses are currently doing to facilitate new employees onboarding experience. STAFF ASSEMBLY SURVEY We will issue a survey to Staff Assemblies in order to get some data regarding staff member s experience during their onboarding process. 7
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Information Gathering INTERVIEW WITH CAMPUS CONTACT Design and implementation of Program How the program was designed (if there is one) The role that central and managers HR play, and how buy-in was obtained How managers were made aware of the program Whether or not participation was mandatory 8
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Information Gathering INTERVIEW WITH CAMPUS CONTACT Design and implementation of Program Q2 research - what role does central HR/the manager play? New hire paperwork done centrally: UCB, UCLA, Riverside, UCSC, LBNL, UCOP Manager/Unit does new hire paperwork: UCD, UC Merced, UCSD, UCSB Logistics and Resources: UCOP has resource managers for this. All others, it is up to the individual units on all campuses Connections: up to the individual units on all campuses (though all do have a NEO) 9
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Information Gathering INTERVIEW WITH CAMPUS CONTACT Design and implementation of Program Q4 research - how are managers made aware of this program/checklist? Campus website - UCD, Merced, UCSB, UCSC Through manager/supervisory channels - UCD, UCLA, UCSD Not necessary - handled centrally: UCB, Riverside, LBNL, UCOP 10
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Information Gathering INTERVIEW WITH CAMPUS CONTACT Timeline, Measured Q7 research - how long is the onboarding process applicable to new hires? Within the month prior to hire: UCSB, UCD, UCR, UCSD, UCB SA IT At hire: UCLA, LBNL, UCOP, UCSC 6 months to a year after hire: UCLA, UCSD, UCR, UCD No official follow up after hire: UCSC, LBNL Follow up after first year: UCLA, UCD 11
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Information Gathering INTERVIEW WITH CAMPUS CONTACT Timeline, Measured Q8 research Is there a structured timeline or plan for the onboarding process, such as key milestones? Follow a timeline: UCLA, UCR, UCOP, UCSD, UCB Uses a checklist: UCLA, UCR, UCD, UCSD, UCB SA IT No formal structure: UCSC, LBNL HR, UCM 12
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Information Gathering INTERVIEW WITH CAMPUS CONTACT Timeline, Measured Q9 research - how is progress tracked or measured? Electronic tools/system in place: UCB, UCLA, UCR At department level: UCSD, UCD No tracking: UCSC, LBNL Sends out a survey: LBNL Monthly meetings between HR & Service Provider to track progress: UCOP 13
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Information Gathering INTERVIEW WITH CAMPUS CONTACT Resources, Challenges The necessary staff, equipment and funds needed to maintain programs Circumstances that might impede the success or ongoing existence of the program Anecdotal and measurable impact of onboarding programs 14
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Information Gathering INTERVIEW WITH CAMPUS CONTACT Resources, Challenges Q10 research What resources do you need to maintain this program? Designated onboarding person(s): Berkeley, UCLA Health Systems: Davis, UCLA Health, Riverside (?), UCOP HR rep, part of other functions: UCLA, Santa Cruz, LBNL, UCOP Budget for small expenses: UCLA Health, UCB 15
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Information Gathering INTERVIEW WITH CAMPUS CONTACT Resources, Challenges Q11 research What challenges, if any, are there with maintaining this program? None: UCLA-Health, UCSD, UCSC Better systems, requiring less manual work: UCB No dedicated system administrator: UCD Getting some to adapt best practices of others: LBNL Managers completing initial paperwork: UCOP Ensuring confidentiality of paperwork: UCR 16
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Information Gathering INTERVIEW WITH CAMPUS CONTACT Resources, Challenges Q12 What has been the result of implementing this program? Reduced time to fill and get to work: UCB, UCLA-Health, UCOP Reduced department time on paperwork: UCR Improved paperwork compliance: UCB Positive feedback from new employees: UCSD Increased common knowledge of environment and policy: LBNL Just-in-time tool: UCD Not sure: UCSC 17
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Information Gathering INTERVIEW WITH CAMPUS CONTACT Engaging community and Staff Assembly Across the system it seems like people are very open to having the Staff Assemblies help with the Onboarding process and it seems like this is something the SAs can take over and should since it does not seem like a priority for HR or even the departments as everyone is stressed for time to get their own work done. 18
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Information Gathering INTERVIEW WITH CAMPUS CONTACT Engaging community and Staff Assembly Davis: Spans the full first Year and includes the key area of making campus connections UCLA Health: Revamped NEO to be more engaging. Managers are instructed to schedule welcome lunch, introduce hire to Associate Mentor, and conduct touch base meetings. 19
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Information Gathering INTERVIEW WITH CAMPUS CONTACT Engaging community and Staff Assembly Riverside: It would be a great idea for staff assembly to support campus connections with new hires, in the form of a welcome committee or monthly reception for new hires, so that they are aware of how to engage in the campus community. It would also be of value to participate on recruitment committees. San Diego/UCSC/Berkely/OP: Combine efforts with NH/NE Orientations and institute at buddy Program 20
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco PRELIMINARY FINDINGS: Information Gathering STAFF ASSEMBLY SURVEY Prior to your first scheduled day on the job, did you feel that you had all the information that you required? (Score 3.4) How satisfied were you with the explanation of UC benefits? (Score 3.3) I had a thorough understanding of the University s and or/department s mission and vision statements, structure, and core values early in my employment. (score 2.9) How satisfied were you with the welcome you received from your department? (Score 3.7) Do you feel that you were adequately informed on university policies and procedures? (score 3.2) Do you feel you had adequate training in order to perform your assigned duties? (Score 3.4) 21
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco EARLY CONCLUSIONS Recommend general onboarding best practices and clarify local Staff Assembly s role in the process. 22
Berkeley | Berkeley Lab | Davis | Irvine | Los Angeles | Merced | Office of the President | Riverside | Santa Barbara | Santa Cruz | San Diego | San Francisco QUESTIONS Are there any specific items you want us to address that we have not touched on? 23
