Onboarding Checklist

Economic 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 in ADM folder)
• Establishing regular work hours and expectations (clarity, consistency, good communication, review flow chart)
• Work from home conditions and expectations (max 2 days/week, subject to change) 
• Work from Home Agreement & picture of work space
• Regular communication with supervisor expectations
• Laptop/equipment – choose laptop case
• Malahat Staff list and 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 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
• Introduction to community in Malahat News
• Share Outlook calendar with Ec Dev team

Info to Review - Especially if Non-Malahat Member

• General expectations about cultural respect, ongoing learning, and openness
• Discussion about Malahat History
• Accessibility of communication to community members
• Saltwater people pdf
• Malahat website - https://malahatnation.com/
• Malahat Facebook pages
• Intro to Hul'qumi'num words - https://sqwal.hwulmuhwqun.ca/learn/learning-the-sounds/alphabet/
• Malahat Laws and policies https://malahatnation.com/r/governance/laws/
• Intro to treaty negotiations, Douglas treaties, treaty association- https://temexw.org/
• Rights of Indigenous Peoples – UNDRIP - https://www.justice.gc.ca/eng/declaration/index.html ; https://www2.gov.bc.ca/gov/content/governments/indigenous-people/new-relationship/united-nations-declaration-on-the-rights-of-indigenous-peoples
  
• Workplace Bullying and Harassment Training, Trauma Awareness, Suicide Prevention

Health and Safety Orientation

• 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
• 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
  

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

• Overview of Sharepoint & ensure access to relevant folders
  
• Overview of OneDrive
• Importance of not saving files to harddrive
• General considerations when handling Malahat data privacy and Traditional Knowledge
• OCAP principles - https://fnigc.ca/ocap-training/
  

Malahat Vehicle Use

• Ec Dev department does not have any vehicles, but we can use Lands/EnvironmentEc Dev Vehicles as needed
  
• How to book Lands/EnvironmentEc Dev trucks on Monday

Notes on the Environment Department vehicle use policy:

• Fill out the Driver Log whenever driving an ENVEc Dev 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

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.
  

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 Docs (bookstack)
• Sharepoint

Training

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