New Civilian Employee Onboarding Checklist

Be sure to download a copy of the New Civilian Employee Onboarding Checklist to take advantage of its interactive features.

Welcome Aboard!

We are pleased to welcome you to the Department of National Defence (DND). At DND, we believe that our people are our biggest strength. It’s important to us that we have skilled and experienced members within the Defence Team to help us deliver DND’s mission and support Canada’s Defence policy.

We are the largest federal government department made up of over 100,000 members, including 25,000 civilian employees, who bring their unique talents, skills and experiences to the department.

Use this checklist to get your orientation at DND started!

What is Onboarding?

Onboarding is the process of integrating new employees into the workplace. It begins with the acceptance of the initial job offer and continues throughout the first few months of employment. Throughout your onboarding experience, you will learn about departmental priorities and values, internal policies, work processes and established cultural norms such as diversity and inclusion, and official languages.

The New Employee Onboarding Checklist

The New Civilian Employee Onboarding Checklist has been developed to assist with your transition to DND.  In fact, it is several checklists that provide you with guidance across the onboarding lifecycle, starting on your first day and then at key milestones throughout your time with us. As you require them, you can access each one as follows:

Onboarding is essentially a team responsibility, and we recommend that you share this checklist with your colleagues and manager so that they can assist you as you navigate your way. To complete these tasks, note that you can move between steps depending on the information you find and use the dropdown arrow under 'Status' to update what is in progress and what has been completed. In addition, your work location may affect your onboarding experience as some of the tasks in this guide may not apply to you. Your manager can confirm which tasks may or may not apply.

Once again, we are pleased that you have chosen to join our organization. Best wishes with your career at DND!

If you have any questions or feedback regarding this checklist, please contact the National Civilian Welcome and Integration Team (NCWIT).

Pre-Onboarding: Getting Started

It is important that your onboarding experience a positive one! Before you start your employment at DND, please ensure that you take the time to review the information below so that you are prepared for your first day of work.

Objective Information Completed

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 your scheduled start date, contact the NCWIT as soon as possible.
 

Review DND’s Onboarding Tools for New Employees

  • Review the onboarding tools and resources which are located on:
  • 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 (depending if you are working onsite or remotely):
    • what you will need to bring/send;
    • who and where/how you will be meeting;
    • what time you will be meeting/start;
    • what you will need for your first day of work;
    • transportation and/or parking options (if you are working onsite); and
    • if you require any special accommodations (e.g., easy access to a cubicle, special IT equipment, easy access to exits and washrooms, etc.).
  • Ask about the dress code, language of work (including the designation of your work unit), and any 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 and Peer Partner, 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.
  • When it’s time to pick-up your I.T. equipment and building pass, be sure to bring a valid piece of government-issued photo ID (e.g., Driver’s Licence, Passport, etc.) in order to receive a temporary building pass, a copy of 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.
  • As an employee from another department you will most likely have an existing account on the Canada School of Public Service (CSPS) learning platform. You must update your organization and e- mail address in the account before completing any training. You can do so by signing in to the platform, then clicking on Settings and Account information. Note that the Current organization field must be set to Department of National Defence (DND) - Civilian/Employee.
 

Note: If you are a former 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.
  • For more information on your pay and benefits, please visit the Former CAF Members Pay and Benefits page.
  • As a former Military Member you will most likely have an existing account on the Canada School of Public Service (CSPS) learning platform. You must update your organization and e-mail address in the account before completing any training. You can do so by signing in to the platform, then clicking on Settings and Account information. Note that the Current organization field must be set to Department of National Defence (DND) - Civilian/Employee.”
 

You are now ready to commence your First Day with the Defence Team. We have developed another checklist to guide you through your first day of work: The First Impression (Day 1)

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Onboarding: The First Impression

Arrival: First Day

The first day will mark the beginning of a significant period of adjustment for you. You will likely be nervous, which is not surprising given that you will be in an unfamiliar environment with people you do not yet know. Recognize that starting a new job is stressful for everyone and that you will adjust. Remember that you are joining a diverse group of people in the Defence Team; if you need any help, we encourage you to reach out to them during your integration process! When you are meeting with your manager or Peer Partner, please be sure to use physical distancing practices or approved virtual conferencing tools.

Objective Information Completed

Meet with your manager

If you are working onsite:

  • Meet your manager (or Peer Partner) at an agreed upon location onsite for the initial sign-in and to obtain a temporary building pass/keys/swipe care as necessary.
  • 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.

If you are working remotely:

  • Meet with your manager through an approved virtual conferencing tool.
  • Discuss with your manager the virtual collaboration tools that will be used during your work term.
  • Determine when, where and who you will be meeting to pick up any tools, resources, computer equipment and/or your building pass (if required). If you are meeting your manager (or Peer Partner) on your first day or at a later date, follow the above-noted “working onsite” points.
 

Review the essential HR documents, onboarding tools and training with your manager 

If you are working onsite and remotely:

  • 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 together and confirm that you are aware of all of your onboarding responsibilities.
  • Review the Common DND/CAF Mandatory Training List (available in the Defence Learning Catalogue) 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.

If you are working remotely:

 

 

Set up your workspace and take a tour of the office

If you are working onsite:

  • Confirm that your workstation is functional and that accommodations have been met.
  • Ensure that you have received any building and/or cabinet keys and/or safe combinations, if required.
  • 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 and the supply room so that you can get required office supplies.
  • Discuss Health and Safety (link accessible only on the National Defence network) with your manager and review the general safety program policies, training and hazard prevention requirements at DND.

If you are working remotely:

  • Once you have picked up your I.T. equipment, confirm that your workstation is functional and that accommodations have been met.
  • Confirm that you have all the tools, resources and computer equipment required to do your job.
 

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 and any other relevant system software. Should there be any issues, submit a ticket through your local I.T. Service Desk or AssystNET.
  • 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 your local I.T. Service Desk or AssystNET.
  • If you are working onsite, ensure that you are able to connect to your organization’s printer. Should there be any issues, submit a ticket through AssystNET (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:
    • All new employees are required to create a new account on the Canada School of Public Service (CSPS) learning platform
      New employees with an existing account on the Canada School of Public Service (CSPS) learning platform must update their organization and e-mail address in their account before completing any training. To update your information, follow these steps:
      • Sign in to your CSPS account 
      • Select “Settings” 
      • Select “Account information” 
      • Enter your new information 
      Note: The current organization field must be set to Department of National Defence (DND) - Civilian/Employee. 
    • 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 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 Create an Account intranet page for instructions on how to request a manual account creation (accessible only on the National Defence network).
  • 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 Level 1 (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 visiting the About Us page. 
  • Learn more about the Canadian Armed Forces (CAF) history, badges, ranks and insignia.
  • If needed, ask your colleagues, manager, 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.
 

DAY 1: COMPLETE. Great work! We have developed another checklist to help you navigate your way through your first week: Getting Oriented (First Week +)

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Onboarding: Getting Oriented

Your First Week and Onward

At this point, you should be settling into your new job but are likely still adjusting to the new routine and work environment. Although you will be starting to understand the basics of your position and workplace, you will still be getting to know people and the culture of the organization. Below you will find some information on the personnel, tools and resources that will help you during your first few weeks at DND.

Objective Information Completed

Meet with your manager

  • Discuss the performance management (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 Civilian 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.
  • 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 Designated Public Key Infrastructure (D-PKI) card has been requested

  • Confirm that your manager has requested a D-PKI card through AssystNET (accessible only on the National Defence network) or your Local Registration Authority (LRA). The D-PKI card provides DND employees the ability to work remotely, 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 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 network and/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) (link accessible only on the National Defence network) allows you to submit and track your pay requests, such as reporting a pay issue, accessing time keepers and submitting other HR requests. You will need your D-PKI card to access the HRSS.
 

Review the various policies and programs within DND

*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 Common DND/CAF Mandatory Training List (available in the Defence Learning Catalogue) 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.
    • 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 CSPS Learning Platform.   
  • 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. 
 

Meet with your Peer Partner and your colleagues

  • Meet with your Peer Partner to discuss your onboarding and work experiences to date.
  • Set up a meeting with your fellow colleagues to better understand the key files and priorities that your team is working on.
 

Note: If you are a Former Military Member

  • If you haven’t already done so, don’t forget to submit a copy of your Member Personnel Record Resume (MPRR) to HRSS (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.
 

FIRST WEEK: COMPLETE. Fantastic work! You've just completed several tasks and have been given a lot of important information to know. We know it can be overwhelming and that you may not retain all of what you have learned. To highlight the pertinent information, we encourage you to take some time to test your knowledge using our Knowledge Check-In.

To skip ahead to the next checklist and begin your tasks to guide you through your first month and onwards, click here: Development (First month +)

DND’s Civilian Employee Onboarding Knowledge Check

Take some time to review what you’ve learned throughout your first week by testing your knowledge with this Onboarding Quiz. If you cannot find an answer, look back through your previous checklists.

Once you’ve completed the quiz, send an email to the NCWIT for the answer key to check your answers.

  1. What is the acronym of the onboarding team in HR civilian?
  2. A graphic representation of the structure of an organization showing the relationships of the positions within it. (Two words)
  3. The Common DND/CAF Mandatory Training List, as well as all other training offerings by CSPS, the LCC and the DLN, can be found here. (Three words)
  4. This card provides DND employees the ability to work remotely, to send/receive encrypted emails and to access the Compensation Web Application (CWA).
  5. Who can confirm which tasks may or may not apply to you?
  6. DND employees get free access to this mental health and wellness platform.
  7. A co-worker who will assist you with your integration into DND. (Two words)
  8. It must be worn and visible at all times while on DND premises. (Two words)
  9. An experienced and trusted advisor.
  10. What is the process of integrating new employees into the workplace?
  11. What is the name of the free DND Civilian HR mobile app? (Hint: Bilingual title)
  12. What must be renewed 6 months prior to its expiry date? (Two words)
  13. Name of the ticketing software used to contact the IT Help Desk (accessible only on the DND network).
  14. You can expect to get paid ____ weeks after your employment start date.
  15. Payday falls on this day.
  16. Acronym of DND’s Learning Management System.
  17. What is the acronym of DND’s internal electronic network?
  18. Acronym of the HR software providing the capability to process and track your pay requests, such as submitting a pay action, reporting a pay issue, accessing timekeepers and submitting other HR requests.
  19. This service provides quick and easy access to civilian HR information, services and programs and can be accessed online through the DWAN or by calling the toll-free number 1-833-747-6363. (Hint: Bilingual title)
  20. Text required to be in both official languages regardless of where you work in Canada. (Two words)

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Onboarding: Development

First Month and Onward

After one month, you will have settled into your new job but are likely still adjusting to the new routine and work environment. Although you will be starting to understand the basics of the position and the workplace, you will still be getting to know people and the culture of the organization.

Objective Information Completed

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 - link accessible only on the National Defence Network).
  • 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.
 

Subscribe to the Public Service Compensation Email Notification System

  • The Government of Canada wants to help you better understand your public service compensation. We encourage you to subscribe to the Public Service Compensation Email Notification System to receive the most up-to-date information on pay and the public service pension and benefits plans.
 

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 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 Civ Overview page (link accessible only on the National Defence network) to learn how to apply for leave. Click here for HR help/training.
  • Visit the HRMS self-service portal (link accessible only on the National Defence network) 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 

  • 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 Common DND/CAF Mandatory Training List (available in the Defence Learning Catalogue).
  • 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.
 

Continue to complete your mandatory training

  • Continue to complete the Common DND/CAF Mandatory Training List (available in the Defence Learning Catalogue) 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 and/or the Defence Team Young Professionals Network (link accessible only on the National Defence network).
  • All new employees are expected to have a mentor to help them integrate into their new role, to feel part of the Defence Team community, and to guide them through their ongoing career development. Consider signing 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, or discuss other options with your manager.
 

FIRST MONTH: COMPLETE. Superior work! Now you have all of the tools and resources to carry you through the next few months. The fun is not over yet. We still have three more checklists (small, we promise) for you to complete at the 3 month, 6 month, and 12 month marks of your first year with the Defence Team. We encourage you to set a reminder for yourself in your Outlook Calendar to begin your next checklist: Networking (3 months +)

In the meantime, if you have any questions or feedback regarding the Onboarding Checklists, please contact the National Civilian Welcome and Integration Team.

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Onboarding: Networking

Three Months and Onward

At this point, you should feel more comfortable with your role, responsibilities, colleagues and work environment. Taking the time to meet with your manager/supervisor, peer partner, colleagues and other Government of Canada employees will allow you to build a strong and supportive network of connections and valuable resources.

Objective Information Completed

Meet with your manager

  • Discuss your performance management agreement (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 Common DND/CAF Mandatory Training List (available in the Defence Learning Catalogue) and any other additional training that your manager has identified. 
  • 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. 
 

Great work! Two more checklists to go. We encourage you to set a reminder for yourself in your Outlook Calendar to begin your next checklist: Engagement (6 months +)

In the meantime, if you have any questions or feedback regarding the Onboarding Checklists, please contact the National Civilian Welcome and Integration Team.

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Onboarding: Engagement

Six Months and Onward

At this point, you should feel more engaged in your job and connected with your colleagues and work environment. As you work towards your one-year mark with DND, continue to take the time to meet with your manager/supervisor and Peer Partner to discuss your work and learning objectives. Continue to build a strong and supportive network of connections and resources by meeting and talking with your fellow colleagues and other Government of Canada employees.

Objective Information Completed

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. 
 

6 MONTHS: COMPLETE. How do you feel? We have one more checklist for you to complete at your one year mark with the Defence Team. We encourage you to set a reminder for yourself in your Outlook Calendar to begin your next checklist: Integration (Year 1)

In the meantime, if you have any questions or feedback regarding the Onboarding Checklists, please contact the National Civilian Welcome and Integration Team.

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Onboarding: Integration

Year 1 (End of probationary period for most employees)

Congratulations on completing your first year with DND! For most employees, this marks the end of the probationary period. At this point you should be an experienced member of the team.

Objective Information Completed

Meet with your manager

  • Discuss your end of probationary period in the PSPM App (link accessible only on the National Defence network and/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 Common DND/CAF Mandatory Training List (available in the Defence Learning Catalogue) 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.
 

Congratulations on completing all of your tasks! We hope that you are gaining valuable experience that will contribute to a fulfilling career. Thank you for your contributions to supporting DND’s mission and Canada’s Defence Policy.

If you have any questions or feedback regarding the Civilian Employee Onboarding Checklist, please contact the National Civilian Welcome and Integration Team.

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Annex A: New Employee Contact Sheet

During your first few days and weeks with DND, you’ll have a lot of new information to retain. This New Employee Contact Sheet was created to help you record and organize some of that information. Your manager/supervisor can help you find the information that you need to complete the form.

MY KEY CONTACTS  
My L1 is:  
My L2 is:  
My L3 is:  
   
Manager’s Name:  
Manager’s Phone Number:  
Manager’s Email:  
 
Supervisor’s Name:  
Supervisor’s Phone Number:  
Supervisor’s Email:  
 
Peer Partner’s Name:  
Peer Partner’s Phone Number:  
Peer Partner’s Email:  
 

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.)

   
   
   
   
   
   

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