DND's Student Passport

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 Students course

• The National Civilian Welcome and Integration Team (NCWIT) will be sending you an email with an invitation to participate in DND’s Orientation for New Students. If you do not receive an email within 5 days of your scheduled start date, contact the NCWIT as soon as possible.

Review DND’s Student Onboarding Tools

• Review the student 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 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 since your initial hire, contact them to confirm your start date and to confirm the following information for your first day (depending if you are working onsite or remotely):
  • what you will need to bring/send;
  • who and where you will be meeting;
  • what time you will be meeting;
  • where/how you will be meeing;
  • 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

• You and your manager will review your Letter of Offer (LOO) and other HR documents together before your first day. Come prepared with any questions you have for them.
• 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.

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.
  • 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. Note: Students are paid in accordance with the Terms and Conditions of Employment for Students. Payday is every two weeks, falling on Wednesdays. You can expect to get paid four weeks from the date your work experience starts (as we are paid in arrears).
  • 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.
  • Confirm 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 this document together and confirm that you are aware of your onboarding responsibilities.
  • Review the List of Training for Students 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:
  • Review the DND/CAF Security Guide for Teleworking during the COVID 19 Response.

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 (link accessible only on the National Defence network).
• Defence O365 Login Credentials: Your Defence O365 representative from your Level 1 (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 (accessible only on the National Defence network).
• 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 (on email), refer to the bilingual email out of office messages template. 

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. Should you have any issues self-registering, please contact csps.registrar-registraire.efpc@canada.ca.
  • 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 Help Desk 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 (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 Student 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.

Meet with your manager

• If you are working onsite:
  • 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.
  • Confirm that you have been completing all of the onboarding tasks that are outlined in DND’s Student Passport.
• 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:
  • If you haven’t already picked up your building pass, meet your manager (or Peer Partner, using social distancing practices) 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.
  • 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.
  • Confirm that you have been completing all of the onboarding tasks that are outlined in DND’s Student Passport.
  • 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).

Register for the Human Resources Services and Support

• The Human Resource Services and Support (HRSS) 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

• Review the following websites:
  • Defence Policy
  • Official Languages*
  • Employee Assistance Program* and LifeSpeak*
  • Harassment Prevention
  • Employment Equity, Diversity and Inclusion*
  • Mental Health and Well-Being*
  • Access to Information and Privacy
  • Health and Safety*
  • 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*
  • DND’s Student’s Corner*
  • Young Canadians
  • Federal Youth Network (FYN)
  • The Interdepartmental Student Committee (ISC)

 *Links accessible only on the National Defence network.

Review the favourites in Microsoft Edge

• 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 Students(link accessible only on the National Defence network) 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 GCCampus.  
• Look at the CSPS Learning Path for Students and determine if there is any additional training that is required or could be useful for your job.

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.

Review your first pay stub and 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.
• 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.

Log in to the Human Resources Management System (HRMS) portal

• 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). 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 List of Training for Students and suggest any additional training you may be interested in taking.
• 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 Students and any other additional training that your manager has identified. 

Complete the NCWIT Student First Impressions Survey

• Complete the NCWIT’s Student First Impressions Survey to provide the NCWIT team with feedback on your orientation and onboarding experience with the Defence Team. If you did not receive DND’s First Impression 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 you are an Indigenous student who is looking to network, collaborate and learn about new leadership opportunities for Indigenous students within the Federal Public Service, send an email to Alexandra Krilow, Teanna Winsor-Carruthers or Sydney Hamilton to be a part of the Western Indigenous Student Engagement Network (WISEN).

Meet with your manager

• Discuss and complete the DND Offboarding Checklist for Students and their Managers in order to prepare for your departure from DND.
  • Note: This checklist outlines the administrative tasks that you and your manager must complete within a two week timeframe.
• Send an email to your manager and/or direct supervisor to confirm your last day of work, provide them with any updates on any remaining files, documents or projects that you have been working on. If there is any remaining work, ask your manager who it should be transferred to.
• Ask your manager if it would be helpful to develop some Standard Operating Procedures (SOPs) that your replacement and/or your team could use after you leave.

Update your resume and your profile in DND Careers

• Update your resume by adding your accomplishments and any training you’ve completed during your time at DND. Ask a colleague review it and give you some feedback.
• If you are still a full-time student after your work term, register for DND Careers and update your profile with your new experience. Be sure to add in a graduation date.

Complete the TBS’ Student Exit Survey

• Complete the Treasury Board of Canada Secretariat’s (TBS) Student Exit Survey. You will receive an email with the survey link by mid-August from the National Civilian Welcome and Integration Team (NCWIT). If you do not receive the link prior to your departure, please contact the NCWIT.

Contact HR Connect RH for any remaining HR questions or issues

• If you have any remaining HR related questions, contact HR Connect RH (link accessible only on the National Defence network) at 1-833-RHR-MDND (1-833-747-6363).

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.)