The Training Team is charged with preparing new hires for their newly appointed jobs. Use SharePoint TPD to maintain and update training materials. The Recruiting Team assists with with preparing new employees for their training classes by placing orders for safety supplies, processing new hire paperwork, and ensuring the employees are given information on training hours.
Booklets
Training Booklets are prepared by Training Admin in anticipation of the next hiring date and should be completed either the week prior or before the training class on Monday mornings. Booklet information is stored in the TPD > Training > NE_FORMS > Booklet folder. After printing out entire booklet double-sided, section covers must be printed out in (any) color and placed between sections. Page 1 Orientation Cover, Page 26 Safety Cover, Page 81 OS1 Boot Camp Cover (subject to change).
Books will need a front cover and a back cover. Back cover remains blank. Use the following file to print front cover on Ivory Card stock:
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When organized, use the binding machine to punch holes on the left side of the booklet. Use the instruction manual located inside of the filing cabinet for specific operating instructions. (At this point there is no need to turn on the rubber binding wheel)
Once you have finished hole punching, grab a coil and use the sharp end to wind the first top holes. Turn on the rubber binding wheel switch (top right) and set the booklet and coil advancing leftward.
New Hire Folders
New Hire Folders include a number of documents that are needed to be processed as a full-time employee. Folders are reusable and will be turned in to the Custodial Admin once training has been completed. The Admin then uses the completed New Hire Checklist to update UTLearn.
A list of current documents and other components are listed in the TPD > Training > NE_FORMS > New Hire Folder. In addition to the folder, employees are given a business card that is printed with their Building Services Supervisor information. If they anticipate tardiness or absence, they are instructed to contact their BSS directly by phone to report their attendance.
New Hire Folder Checklist
- New Employee Checklist (color)
- Custodial Gifts, Food, and University Property Policy (double-sided)
- Personal Identification Code (PIC) Memo and Confidential Envelope (PIC Memo is returned in envelope)
- Unauthorized Leave Without Pay Memo
- Safety Shoes Required for Employees Memo (double-sided)
- Alarm Control Station Procedure
- Alarm Control Station Procedure Schematic (color)
- SDS Review Quiz (color)
- CW 101
- CW 121 (double-sided)
- CW 123 (double-sided)
- CW 170 (2 pages, double-sided)
- Name Plate (color) printed on white card stock
- Parking Permit Map (color)
- Lynda.com Brochure (color)
- Electronic Time Report (ETR) Procedure (color)
Classroom - FC9
The classroom is divided into two areas: 1.105 (Large Training Room) and 1.108A (Small Training Room). When completing service requests to refresh linens, include the room number. Classrooms are kept tidy and will normally need to be cleaned after each class.
Classroom Checklist
- To schedule a cleaning/linen swap make a Service Request on FAMIS (try to not involve the call center, this is an extra step that should be avoided)
- Process Service Request and communicate to crews involved in cleaning
- Ensure that the Service Request due date is before the New Hire class (may be completed before 4:30 PM day of)
- Ensure computers in FC9 1.108A have all been cleaned and are completely shut down after use
- Keep copy room tidy by removing all extra documents from large table
Training Credit (New Employee Checklist)
After successfully completing training, employee new hire folders are submitted to Custodial Services for additional processing. See Adding Credit on UTLearn for additional instructions.
Training Credit Checklist
- Ensure that all materials have been returned with signatures and communicate to trainers when there are missing documents. Return documents that require a signature or initials.
- Ensure that you are adding users to the correct date
- Scan all training documents (double-sided) and add to the Common > Training > Electronic Employee Files > Electronic Employee Training Files > Active Employees > (New Folder: EID - Last Name, First Name) > Document nomenclature (Last Name, First Name NEC date of hire 00.00.00)
Attendance & Labor Entry
Employees who attend training classes must have entry labor hours entered in FAMIS. See FAMIS Labor Entry for information on how to add hours. Account for hours worked and missed for the first week of training. Ensure that hours are input based on attendance record and trainer testimony.
If an employee is late or absent, ensure that a Daily Attendance Report entry is added into SharePoint. Training Admin must use the employees current craft information and approve the DAR.
New Hire Gear
Custodial Admin is charged with ordering and keeping inventory of safety goggles, ID holders, and issuing shoe vouchers for all new employees. Employees are required to attend a mandatory uniform fitting the week after they complete training. Bio-updates sent by Admin Associate or Senior Admin Associate will contain information on that date and will add the date to the BSS SharePoint Training Calendar.
