Phase One of the onboarding process includes the period of time after the New Hire has received her/his final offer and accepted the job, and before the first day of employment. During this time, the Human Resources Office (HRO) will be working with them regarding paperwork and important logistical information. As Supervisor, you should use this time to prepare for the New Hire's arrival.

Key Activities for Phase One

• Plan & Set Up Work Area – Before your new hire arrives, ensure that they have an acceptable work space ready for them. This area should meet all the immediate requirements of the New Hire’s duties and provide them a comfortable working environment to the maximum extent possible.
• Plan & Set Up Technology – Follow your organizations internal procedures for providing technological resources (computer, mobile device, etc) and establishing required accounts. Contact your command’s Information Services Provider (ISC) for support as appropriate.
• Assign a Sponsor – The Sponsor's job is to facilitate the New Hire’s integration into the organization and help them understand the organizational culture, as well as assist them in meeting various technical requirements encounterred during the Onboarding process. The Sponsor should be a peer, with whom the New Hire will work regularly. (To view information that is provided to the New Hire regarding the Sponsor’s Role, please see Your Onboarding Sponsor's Responsibilities.)
• Compile Useful Information for New Hire – Prepare a resource for the New Hire that will briefly introduce them to your organization, their work, and anything else that might be valuable for them to learn. Regardless of the format you select (binder, electronic material, etc); this information should be easily-accessible throughout their transition.
• Contact & Welcome New Hire – You should reach out directly to the New Hire to welcome them and discuss logistics of their first day. If they are going to need parking or transportation assistance, make sure you provide them resources appropriate to your command’s guidelines.
• Reasonable Accommodation – When you are communicating with the New Hire prior to their arrival, you are required to ask them about reasonable accommodation and to make appropriate arrangements. For more information, please visit the HQMC EEO website at EEO Reasonable Accommodation Requirements.
• Set Up Meeting with Leadership – Shortly after the New Hire’s arrival (within their first week) you should take them to meet with a member of their senior leadership. This meeting will allow them to receive informal guidance, gain early visibility, and become comfortable with their chain-of-command. Since the schedules of senior leaders are often busy, the sooner you begin working to schedule this short meeting, the better.

 

The Onboarding Guide provides a checklist to accompany each phase of the onboarding process to assist the New Hire. Please ensure that they have access to their Phase 1 checklist and be aware of what it requires of them.

View the New Hire Phase 1 Checklist
View Phase 1 of the New Hire’s Onboarding Guide
Download the Supervisors' Checklist, Phase 1
Civilian Onboarding Requirements Processing System
Go to the Next Phase