Casual Employee Onboarding Checklist

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.

Review DND's Onboarding Tools for New Employees

• Review the onboarding tools and resources which are located on::
  • DND's Onboarding Program website (link accessible only on the National Defence network);
  • Civilian Human Resources website. 
• Take the time to read all of the student onboarding and HR resources, they have been designed to help support you in your new role. 

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 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 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. 

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.

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 Casual 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 with your Manager which training they would like you to complete. The DND Orientation for New Civilian Employees (300053) listed in the Defence Learning Catalogue (DLC) is not offered to casual employees as the majority of the content does not apply to your employment type, and no exception can be granted.
  • Note: As a casual employee, you are not required to complete all of the mandatory training, however, you are required to complete the following training:
    • If you suffer an injury while teleworking, report it immediately to your manager.

If you are working remotely:

• If you suffer an injury while teleworking, report it immediately to your manager.

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.

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
    Subscribe to the School's weekly e-updates to get the latest news on learning within the Government of Canada.”
  • 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 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 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

• 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 what flexible work options you may require 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 Human Resources Services and Support 

• The HRSS (link accessible only on the National Defence network) 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
  • Common Hybrid Work Model
  • Official Languages *
  • Employee Assistance Program * and LifeSpeak*
  • Harassment Prevention
  • Employment Equity and Diversity *
  • Mental health and Well-Being *
  • Access to Information and Privacy
  • Flexible Workplace Program *
  • Organization and Classification * and Knowing Your Position
  • Compensation and Benefits *
  • 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

Ensure that you have had a discussion with your manager about which training to complete as a casual employee.

• Complete the Common DND/CAF Mandatory Training List (available in the Defence Learning Catalogue) and any other additional training that your manager has identified. The DND Orientation for New Civilian Employees (300053) listed in the Defence Learning Catalogue (DLC) is not offered to casual employees as the majority of the content does not apply to your employment type, and no exception can be granted.
  • 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 GCCampus.   
• 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.

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). 
• If you need to submit a Leave Without Pay Request you will need to fill out a Leave Application and Absence Report Form (GC-178) and submit it to your authorized supervisor.

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.

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.