New Civilian Employee Onboarding Checklist (Working Onsite)

Read and complete all forms provided by your manager and/or Human Resources (HR)

• Ensure that you have signed and returned all of the necessary paperwork to your manager and/or HR.

Register for DND’s Orientation for New Civilian Employees course

• The National Civilian Welcome and Integration Team (NCWIT) will be sending you an email to your preferred email address (as identified in the Employee Questionnaire) with an invitation to participate in DND’s Orientation for New Civilian Employees course. If you do not receive an invitation within 5 days of signing your Letter of Offer (LOO), contact the NCWIT as soon as possible.

Review DND’s Onboarding Tools for New Civilian Employees

• Review the onboarding tools and resources which are located on:
  • DND’s Onboarding Program website (link accessible only on the National Defence network);
  • the Civilian Human Resources website; and
  • the HR GO RH App (which can be downloaded for free (on iOS and on Android) from your personal device).
• Take the time to read all of the onboarding and HR resources, they have been designed to help support you in your new role.

Familiarize yourself with your collective agreement

• Access the Government of Canada’s Collective Agreements to find information on rates of pay, working conditions, terms and conditions of employment, and leave provisions (if applicable).
  • Note: Employees are paid in accordance with the Terms and Conditions of Employment. Payday is every two weeks, falling on Wednesdays, so you can expect to get paid four weeks from the date your employment starts (as we are paid in arrears).

Send an email to your new manager

• If your manager hasn’t contacted you, contact them to confirm:
  • your start date;
  • your expected time of arrival;
  • your work location and address;
  • transportation and/or parking options;
  • what you will need for your first day of work;
  • if you require any special accommodations (e.g., easy access to a cubicle, special IT equipment, or easy access to exits and washrooms); and
  • who and where you will be meeting on your first day of work.
• Ask about the dress code, language of work (including the designation of your work unit), and other cultural expectations of the workplace.
• Ask if a peer partner has been identified to help you. A peer partner is a co-worker who will assist you with your integration into DND. If a peer partner has been identified, your manager will connect the both of you by email.
• Stay in regular contact with your manager, especially if there is a long period between the job offer and your start date.

Prepare for your first day of work

• Be prepared to talk to your manager about your role and expectations, hours of work and break times, any workplace accommodations that are needed, and compensation. Come prepared with any questions you might have, as your manager/supervisor will be setting some time aside to review your LOO and other HR documents with you.
• Bring a valid piece of government-issued photo ID (e.g., Driver’s Licence, Passport, etc.) in order to receive a temporary building pass, your signed LOO and any other any other information requested by your manager.

Note: If you are a transfer-in or term from another department in the Public Service

• You will need to do the following:
  • Submit a request with your previous manager to review and update your profile on the Public Service Performance Management Application (PSPM App - link accessible only on the National Defence network and/or via the TBS website) and to release you in the system; and
  • On your last day of work at your previous department, print and keep a copy of your leave balances in HRMS/PeopleSoft. This will help you track your leave balances, and will help ensure that your remaining leave balances transfer over correctly once the Pay Centre has processed your transfer to DND.
• If you were a term employee, you should also have your termination row updated in HRMS/PeopleSoft to reflect your new termination date on your DND letter of offer or have it removed completely if you have accepted an indeterminate position with DND. This will avoid any major issues with pay while you wait for your transfer to be processed by the Pay Centre. For any questions, please contact the Pay Centre.

Note: If your new employee is an Ex-Military Member

• Request a copy of your Member Personnel Record Resume (MPRR) with CMP_DPSP_RBA_CPM_DPPS_ABL@forces.gc.ca and submit it to your manager so that they can forward it to the Human Resources Services and Support (HRSS) system. Your prior service is recognized for vacation purposes. The ADM(HR-Civ) Compensation team will forward your request to the Pay Centre for processing where they will review your pay file and adjust your leave credits accordingly. Note: An account will need to be made by following the instructions on the HRSS page.

Meet with your manager
(using social distancing practices)

• Meet your manager (or peer partner) at an agreed upon location onsite for the initial sign-in and to obtain a temporary building pass.
• Together with your manager (or peer partner), meet with your organization’s Unit Security Supervisor (USS) and Information Systems Security Officer (ISSO) to complete the DND Identification and building pass form and to receive your security related briefings.
  • Reminder: If your building requires a building pass, it must be worn and visible at all times while on DND premises. It also the employee's responsibility to know when to renew their security clearance (6 months prior to the expiry date) and building pass (approx. a month prior to expiry date). Contact your Local Unit USS team or your manager for more information.
• Provide your manager with an Emergency Contact Name and Phone Number.

Review the essential HR documents, onboarding tools and training with your manager (using social distancing practices)

• Take the time to review your LOO, job description, key duties and initial job expectations.
• Sign the Oath or Solemn Affirmation Form (new hires external to the public service only - (link accessible only on the National Defence network) and return it to your Staffing Officer.
• Reconfirm your working hours, duties, breaks, leave reporting, language of work and the language designation of your unit.
• Discuss basic security and information management (safeguarding personal belongings, locking computer, using personal devices and software).
• Review the New Civilian Employee Onboarding Checklist (Working Onsite) together and confirm that you are aware of all of your onboarding responsibilities.
• Review the List of Training for New Civilian Employees and discuss any additional training that you should take.
• Follow up on any questions you have about HR or any of the programs and policies that you read about; your manager will be able to connect you to the appropriate contact.

Set up your workspace and take a tour of the office (using social distancing practices)

• Confirm that your workstation is working and that all accommodations have been met.
• Ensure that you have received any building and/or cabinet keys and/or safe combinations.
• Ask if there are any allergies/sensitivities within your unit that you should be aware of.
• Ask for a tour of the office. During the tour, ensure that you make a stop to the first aid area, as well as the supply room so that you can get the necessary office supplies.
• Discuss Health and Safety (link accessible only on the National Defence network) at DND with your manager and take the time to review general safety program policies, training and hazard prevention requirements at DND.

Request your computer account information

• DWAN Login and Password: Ask your manager (or peer partner) for your DWAN login information. With their help, ensure that you are able to log into the DWAN and are able to access the necessary shared drives, IM platforms, HRMS and any other relevant system software. Should there be any issues, submit a ticket through AssystNET (link accessible only on the National Defence network).
• Ensure that you are able to connect to your organization’s printer. Should there be any issues, submit a ticket through AssystNET (link accessible only on the National Defence network).
• Defence O365 Login Credentials: Your Defence O365 representative from your L1 organization will contact you directly by email with instructions and login credentials. These account login credentials are for your Microsoft Defence O365 account only. If you have not received this information, contact your manager (or peer partner). Alternatively, you can contact the Help Desk or submit a ticket through AssystNET (link accessible only on the National Defence network).

Familiarize yourself with DND’s reference and support materials

• Your manager (or peer partner) will provide you with the necessary reference materials (e.g., staff lists, organizational charts, etc.) to help you get started.
• To help set-up your future out of office messages (for email), refer to the bilingual out of office messages template.
• The Standard on Email Management requires that your signature block be in both official languages, regardless of where you work in Canada. Refer to the Appendix E: Email Signature Blocks or ask your manager for examples on the correct way to create your email signature block.

Set up your personal training and networking  accounts

• Create the following accounts:
  • GCcampus account at the Canada School of Public Service (CSPS): After you’ve created your account, it can take up to 48 hours to activate it.
  • Defence Learning Network (DLN) account: An account will automatically be created for you. It can take up to 2 weeks from your start date for your account to be created.  If you have not received an automated email containing login instructions after that time, please e-mail the DLN HelpDesk for assistance at DLN3.0-RAD3.0@forces.gc.ca with your name and Personal Record Identifier (PRI). Note: If you are transferring from another department, please refer to the DLN Access intranet page for instructions on how to request a manual account creation.
  • GCconnex account: This is the Government of Canada’s professional social networking platform. This account is created upon registration.
  • GCpedia account: This account is created upon registration.
  • GCDocs account: Your manager must request a GCDocs account for you through your organization’s Information Administrator (IA). Note: This only needs to be done if your unit uses GCDocs.

Familiarize yourself with your work environment and colleagues

• As an option, complete the New Employee Information Sheet ( Annex A ) to help you keep track of any new departmental contacts.

Familiarize yourself with the structure of your L1 unit within DND

• Read about the Defence Team and its Organizations (link accessible only on the National Defence network).
• Read about the Defence Team’s mandate and organizational priorities by visit the About Us page.
• Learn more about the Canadian Armed Forces (CAF) history, badges, ranks and insignia.
• If needed, ask your colleagues or peer partner about the organizational terminology, where your unit fits within the DND’s structure (e.g., the name of your Level 1 organization, Level 2 and/or Level 3) and read about your L1 organization.

Meet with your manager (using social distancing practices)

• Discuss the performance management [BROKEN LINK] (link accessible only on the National Defence network) process and probationary period. If not provided, ask your manager for a copy of your work objectives and job description (link accessible only on the National Defence network).
• Discuss security and information management at DND.
• Confirm that your workstation is properly set up, you are able to access your email and any other software programs you need.
• Confirm that your required accommodations have been met (if applicable).
• Confirm that you have all the necessary information, resources, office supplies and reference materials (organizational chart, contact lists, etc.) that are required to do your job. If anything is missing, determine the next steps to get the problem resolved.
• Discuss the Flexible Work Program and discuss what flexible work options you may require. The Flexible Work Agreement (FWA) mandatory form will be required if you have a flexible work arrangement.
• Confirm that you have been completing all of the onboarding tasks that are outlined in the New Civilian Employee Onboarding Checklist (Working Onsite).  
• Follow up on any questions you have about HR or any of the programs and policies that you read about; your manager will be able to connect you to the appropriate contact.

Confirm that a Public Key Infrastructure (PKI) card has been requested

• Confirm that your manager has requested a D-PKI card through AssystNET or your Local Registration Authority (LRA). The D-PKI card provides DND employees the ability to conduct secure electronic transactions. You will need a PKI card to send/receive encrypted emails and to access the Compensation Web Application (CWA).
  • Note: If you are a transfer in from another federal department, your manager will need to indicate in your AssystNET ticket that you are a transfer in employee from another department and that you aren’t in HRMS/Phoenix.

Register for the PSPM App

• The PSPM App (link accessible only on the National Defence networkand/or via the TBS website) allows managers/supervisors and employees to complete/update performance agreements. Your D-PKI card or myKey is required to access the PSPM App. For more information on the application, please see the User Guide for DND Employees.   
  • Note: If you are a transfer in from another federal department, ensure that your former manager has released you in the PSPM App.

Register for the Human Resources Services and Support

• The Human Resource Services and Support (HRSS) provides the capability to process and track your pay requests, such as submitting a pay action, reporting a pay issue, accessing time keepers and submitting other HR requests. Your D-PKI card is required to access the HRSS.

Review the various policies and programs within DND

• Review the following websites:
  • Defence Policy
  • Official Languages *
  • Employee Assistance Program [BROKEN LINK] * and LifeSpeak [BROKEN LINK]*
  • Harassment Prevention
  • Employment Equity and Diversity *
  • Mental health and Well-Being *
  • Access to Information and Privacy
  • Flexible Workplace Program *
  • Health and Safety *
  • Organization and Classification * and Knowing Your Position
  • New to the Public Service - Benefits [BROKEN LINK]
  • Compensation and Benefits *
  • Public Service Group Insurance Plans
  • Pension Plans
  • Union Information *
  • DND and CAF’s Code of Values and Ethics
  • Defence Team – COVID-19
  • DND Onboarding Program *

*Links accessible only on the National Defence network.

Review the favourites in Microsoft Explorer

• Review the pre-populated favourites in your browser as they often deal with information that is specific to DND and your organization.

Begin your mandatory training

• Complete the List of Training for New Civilian Employees and any other additional training that your manager has identified.
  • Note: The DLN’s mandatory COVID-19 Awareness training should be one of the first courses you complete. It can be completed on the DLN (or at this link if accessing the DLN from outside the National Defence Network).
  • Note: The CSPS’s mandatory Harassment and Violence Prevention for Employees (W101) should be completed within the first 3 months of your employment with DND. It can be completed on the CSPS.
• Complete the online registration form [BROKEN LINK] (link accessible only on the National Defence network) as soon as possible, and at most within 2 months of your appointment date to confirm eligibility for Required Training (link accessible only on the National Defence network).
• As you complete your training, don’t forget to update your learning plan and training coordinator on any training that has been scheduled or completed.

Set some time aside to meet your colleagues
(using social distancing practices)

• Set up a meeting with your fellow colleagues to better understand the key files and priorities that your team is working on.

Meet with your peer partner
(using social distancing practices)

• Meet with your peer partner to discuss your onboarding and work experiences to date.

Note: If your new employer is an Ex-Military Member

• If you haven’t already done so, don’t forget to submit a copy of your Member Personnel Record Resume (MPRR) to the HRSS system (link accessible only on the National Defence network). The ADM(HR-Civ) Compensation team will forward your requests to the Pay Centre for processing where they will review your pay file and adjust your leave credits accordingly.

Familiarize yourself with important Compensation and websites and services

• Confirm that you have been paid. Report any pay-related problems you are experiencing to your manager. If your manager is unable to resolve your pay issue, please report your pay problem by following the steps outlined on the Compensation and Benefits (under Report Your Pay Issue).
• If you have any pay-related questions, please contact HR Connect RH (link accessible only on the National Defence network) at 1-833-RHR-MDND (1-833-747-6363).

Register for myKey

• Once you have received your first pay, go to the Compensation Web Application (CWA) and login with your D-PKI card, alternatively you can register for a myKey using myKey Sign Up to login to the CWA. Your manager (or peer partner) will be able to help you register.
  • Note: Transfer-in employees will not be able to set up myKey until approximately 6 weeks after their transfer’s been complete.
• Once you have accessed the CWA, identify your section 34 manager in Phoenix. Your identified manager is responsible for reviewing and approving your pay-related requests that have been entered into the pay system. Note that you can also access information about compensation, benefits and services through the MyGCPay Portal.

Enroll in the Public Service Health Care Plan (PSHCP)

• If you are eligible to participate in the Public Service Health Care Plan (PSHCP), you can enroll in Phoenix Self Service using the following menu path: Phoenix > Self Service > Benefits > Self Service for PSHCP. The enrollment should be completed within 60 days of hire, otherwise a three month waiting period is invoked. You can also find more information on the PSHCP on the HR GO RH App under the Pay, Benefits & Leave section under the Resources Tab on the HR GO RH App.
  • Note: The Public Service Health Care Plan (PSHCP) provides partial coverage for the cost of prescription drugs, certain medical expenses, and most hospital expenses. The PSHCP is optional and provides health care coverage for employees and their eligible dependents.
• If you are an executive or unrepresented or excluded employee, you can enroll in the Public Service Management Insurance Plan.

Visit the Human Resources Management System (HRMS) portal

• Once you have access to HRMS, visit the HRMS self-service portal to learn how to apply for leave. Click here for HR help/training.
• Visit the HRMS self-service portal to complete the self-ID questionnaire (if you have not already done so). Please note that you can go back any time to update your self-ID information.

Check-in with your manager
(using social distancing practices)

• Ask your manager for preliminary feedback and clarify performance expectations. If you feel that you have difficulty doing some of the tasks or may need workplace accommodations, this would be a good time to discuss the situation.
• Provide an update on any training you’ve completed from the List of Training for New Civilian Employees.
• Double-check that you have been included on all relevant contact and
  distribution lists.
• Discuss your onboarding experience to date and send any onboarding feedback to the NCWIT.
• Follow up on any questions you have about HR or any of the programs and policies that you read about; your manager will be able to connect you to the appropriate contact.

Continue to complete your mandatory training

• Continue to complete the List of Training for New Civilian Employees and any other additional training that your manager has identified.
• As you complete your training, don’t forget to update your learning plan and training coordinator on any training that has been scheduled or completed.

Discuss travel procedures
(if applicable)

• If you are required to travel as part of your job, visit the HRG Shared Travel Services Portal (link accessible only on the National Defence network) and ClaimsX (link accessible only on the National Defence network) to create your profile, and ask your manager about additional travel procedures specific to your organization.

Complete the NCWIT Onboarding Survey

• Complete the NCWIT’s Onboarding Survey to provide the team with feedback on your orientation and onboarding experience with the Defence Team. If you did not receive DND’s Onboarding Survey, please send an e-mail to the NCWIT.

Engage in DND and Government of Canada networking opportunities

• Participate in one of DND’s Defence Advisory Groups (link accessible only on the National Defence network).
• Visit the CSPS Events and register to participate in virtual interactive seminars, workshops and forums.
• If applicable, sign up for the Defence Team Managers Network (link accessible only on the National Defence network).
• Sign up for the Defence Team Mentoring Program (link accessible only on the National Defence network) in order to further develop key leadership, core and functional competencies as a mentor or mentee. Please note that all new employees are expected to register for mentoring to take advantage of the many benefits it offers to help integrate into a new role and to feel part of the Defence Team community.

Meet with your manager
(using social distancing practices)

• Discuss your performance management agreement [BROKEN LINK] (link accessible only on the National Defence network) with your manager to talk about learning and development or any issues that might be affecting your performance.
• Discuss your onboarding experience to date and send any onboarding feedback to the NCWIT.
• Provide an update on any training you’ve completed from the List of Training for New Civilian Employees.
• Follow up on any questions you have about HR or any of the programs and policies that you read about; your manager will be able to connect you to the appropriate contact.

Meet with your manager

• Meet with your manager to discuss your mid-year review as part of your performance management agreement (link accessible only on the National Defence network).
  • Note: As the performance cycle follows the fiscal calendar, employees who started much after 1 April should receive a mid-year review mid-way between their start date and 31 March.
• Discuss any issues that might be affecting your performance. If you feel that you have difficulty doing some of the tasks or may need workplace accommodations/arrangements, this is a good time to discuss the situation with your manager.
• Review your learning and development plan, update your manager on your training progress, and if needed, update your learning and development plan and training coordinator. At this point, you should be finished and/or registered for all of your mandatory training.
• Follow up on any questions you have about HR or any of the programs and policies that you read about; your manager will be able to connect you to the appropriate contact.

Meet with your manager
(using social distancing practices)

• Discuss your end of probationary period in the PSPM App (link accessible only on the National Defence networkand/or via the TBS website).
  • Note: the probationary period for most employees is 12 months, but it can be extended up to 24 or 36 months depending on their position and/or collective agreement (if applicable).
• Confirm that you have completed all of the courses identified in the List of Training for New Civilian Employees and follow up on any suggested learning activities for next year.
• Ask about your overall work experience to date.
• Establish a new Flexible Work Agreement (FWA) with your manager, as it must be renewed each fiscal year.

Contact the NCWIT

• If you have any feedback regarding your onboarding experience at DND, please send an e-mail to the NCWIT.

OTHER CONTACTS
Below is space for you to record other important contact information for colleagues or administrative contacts specific to your work location (for example: parking, security, conference room reservations, etc.)