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Onboarding Checklist

EnvironmentEconomic Development Team Employee Onboarding Topics

Initial Onboarding

  • General Housekeeping
  • Employee Manual / HR Policy
  • Time off requests and other forms/appropriate timelines to request (location of forms onin M-Drive:ADM M:\1. Administration\Staff Forms)folder)
  • Establishing regular work hours and expectations (clarity, consistency, good communication, review flow chart)
  • Work from home conditions and expectations (max 2 days/week, booked the week prior – subject to changechange) pending COVID-19 pandemic)
  • WeeklyWork updatesfrom toHome Agreement & picture of work space
Regular communication with supervisor expectations Laptop/equipment – choose laptop case Malahat Staff list and who to contact for what
    Organizational chart

    Employee Information to Submit

    • Provide onboarding paperwork to your Manager/Director
    • Provide driver’s license and driving record from ICBC (if applicable)
    Provide any boat certifications and years of experience as crew/captain to your Manager and Dwayne Ensure that copies of all relevant certifications are saved Next Cloud and updated in the 'Training and Certificates Spreadsheet'. See Employee Certificates and Training Provide cell number for contact and emergency contact info to your Manager Provide any important safety info if you are comfortable disclosing (ie. medical conditions, life-threatening allergies etc.) to Manager/co-workers Sizing for uniform items (if applicable) Introduction to community in Malahat News JoinShare theOutlook Environmentcalendar with Ec Dev team email group and share calendar

    Info to Review - Especially if Non-Malahat Member

    Health and Safety orientationOrientation

    • Where is the first aid kit / who is a FA attendant?
    • Emergency plan - eg. Earthquake, fire, accident
    • Where is the nearest hospital?
    • Emergency exits, door locks/alarms
    • Muster station
    • Check-in procedures/working alone procedures
    Boating safety review, boat training checklist, and vessel use policy (M:\Environment\Boat Safety and Emergency Response\2021 Boat Safety and Training updated docs) WHIMIS Training - If not certified, sign-up for WHIMIS training through Malahat Nation account Office walkthrough

    Uniforms

    • Expected to wear a branded shirt or jacket when on the boat, community event, or field work
    • List of uniform equipment to be given (depending on inventory) hat, vest, Tee x 2 etc.

    Office Orientation

    • How to print, general office supply locations, storage areas etc.
    • Locations of bathrooms, water, coffee, fridge, lunch room etc.
    • Lock-up procedures and keys
    Program management and how  this works for program leads

    Accounting 

    • List of profit centers and accounts
    • How to code an invoice
    • Spending approval processes and thresholds (with numbers)
    • Financial Administrative Law training – review and sign (basics of FAL training video can be viewed here https://www.youtube.com/watch?v=hwdxqV0kDEg)
    • How to fill out travel expense claim form (should be handed in by the first week of the following month for the travel)
    • When a tax form is required/how to fill out
    • Requesting a GL report printout for program reporting
    • Other notes:
    • Do not CC finance in claim/payment emails unless it’s the final signed copy ready for processing
    • For Cheque reqs – separate out the GST from the total, put that total in the line with description and GST in the line for GST. It will calculate the final total (what was paid) for you at the bottom
    • For Visa authorizations – put the total of the bill (what was paid for the bill) in the total line and the GST in the GST line.
    • Make sure you do a separate cheque requisition for each receipt
    • Purchasing flow chart
    • Use a separate leave form for each pay period (1st - 15th and 16th - last day of each month)

    Data management

    Data agreement templateharddrive General considerations when handling Malahat data privacy and Traditional Knowledge OCAP principles - https://fnigc.ca/ocap-training/
      Interview best practices, protocol and consent form 

      DepartmentMalahat Vehicle useUse

      • ScheduleEc forDev 2department does not have any vehicles, but we can use Lands/Environment Vehicles as needed
      How to book Lands/Environment trucks on Monday.com Book in advance/check the schedule before taking the vehicle Designated vehicle orientation/test-drive Truck safety trainingMonday

      Notes on the Environment Department vehicle use policy:

      • Fill out the Driver Log whenever driving an ENV truck
      • Fill out the Maintenance Log if you notice an issue with a truck AND when that issue is resolved,
      • Fill out the fuel Log whenever you fuel up a Truck with gas (should only fill up at a Co-Op using a gas card, not credit card)
      If a Co-Op Gas card is lost (eg. Vehicle break in), notify Lauren so that she can cancel the card immediately.

      Review Map of Malahat lands/water

      • Note locations of Health Building, Community Kitchen, Kwunew Kwasun, New Office, Boat Shed, spill response can etc., with trails and roads clearly marked.
      Water and lands tour / boat and truck orientations

      Essential programs to familiarize with

      • Outlook.com (how to organize emails, view other peoples calendars, book meetings)
      • Monday.com (project management and tasks)
      • Slack (join relevant channels and use for team communication)
      • Teams / Zoom (calls and virtual meetings)
      • Excel / Google Sheets
      • Malahat Cloud
      Malahat Docs (bookstack) Sharepoint

      Training

      • Identify additional training required for the position and make a list


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