Onboarding Policy

1. Purpose

This policy establishes the principles, standards, and governance of onboarding within the organization. It ensures every new hire transitions smoothly from candidate to employee and integrates into the company’s culture, tools, and workflows.

The onboarding policy is not just about paperwork or Day 1 logistics; it is about:

• Engagement: Making new hires feel welcomed, valued, and aligned with EVP pillars (Growth, Impact, Culture, Rewards, Balance).
• Compliance: Ensuring all statutory, security, and contractual requirements are met.
• Consistency: Applying the same high-quality onboarding experience across roles, functions, and geographies.
• Productivity: Enabling employees to contribute meaningfully within their first 90 days.
• Retention: Creating a positive first impression that strengthens long-term employee loyalty.

Outcome Expected:

Every new hire’s onboarding journey is professional, engaging, fair, and compliant, resulting in faster integration and higher retention.

2. Scope

This policy applies to:

• All new hires: full-time, part-time, interns, and contractual staff.
• All departments and geographies where the organization operates.
• All levels: from entry-level associates to senior leadership hires.

It covers:

• Pre-onboarding activities (document collection, background verification, access provisioning).
• Day 1 orientation and induction.
• Functional and departmental integration.
• 30-60-90 performance and culture integration milestones.
• Probation evaluation and confirmation.

Exclusions:

• Freelancers, consultants, and vendor staff (covered under Vendor & Contractor Policy).
• Employees rehired within 6 months (only re-orientation applies).

3. Definitions & Key Terms

• Onboarding: The process from offer acceptance to successful completion of probation.
• Pre-Onboarding: Activities before Day 1 (documents, IT assets, background checks).
• Day 1 Orientation: Formal sessions introducing culture, policies, tools, and managers.
• Induction: Department-specific introduction to tools, workflows, and team structures.
• Buddy/Mentor: Assigned peer to help integrate the new hire socially and informally.
• 30-60-90 Plan: Structured performance and culture integration plan.
• Probation: Initial period of employment where performance and fit are evaluated.

4. Guiding Principles

Onboarding at our organization is guided by the following principles:

1. Consistency & Fairness
   • Every employee, regardless of role or level, receives a structured onboarding journey.
   • No ad-hoc or “manager-dependent” onboarding — minimum standards are enforced across departments.
2. Compliance & Security
   • Background verification and statutory documentation are non-negotiable.
   • System and facility access follow a least-privilege principle until clearance.
3. Culture & EVP Alignment
   • Orientation must reinforce EVP pillars (Growth, Impact, Culture, Rewards, Balance).
   • Managers and buddies are expected to model and communicate values.
4. Preparedness & Professionalism
   • All access, assets, and agendas must be ready before Day 1.
   • Day 1 is never for “waiting around” — it is for connecting, learning, and feeling welcomed.
5. Integration & Productivity
   • By Day 30, employees should understand their role and team workflows.
   • By Day 60, they should own deliverables.
   • By Day 90, they should demonstrate consistent performance.
6. Feedback & Continuous Improvement
   • Employees provide onboarding feedback at Week 1 and Day 30.
   • HR reviews and improves the onboarding program quarterly.

5. Roles & Responsibilities

• HR (Talent Acquisition & HR Ops):
  • Owns the onboarding process end-to-end.
  • Sends welcome communication, initiates BGV, and prepares Day 1 agenda.
  • Tracks onboarding checklists, 30-60-90 integration, and probation evaluations.
• Hiring Manager:
  • Provides Week 1 and 30-60-90 plans.
  • Introduces team, clarifies role expectations, and assigns initial projects.
  • Evaluates probation performance and cultural alignment.
• Buddy/Mentor:
  • Acts as go-to support during the first 30–60 days.
  • Helps the joiner integrate socially and culturally.
• IT & Admin:
  • Provision devices, accounts, and access before Day 1.
  • Induct joiners into security, systems, and facility use.
• Department Head:
  • Ensures functional induction is consistent and effective.
  • Monitors managers’ compliance with onboarding standards.
• New Hire:
  • Completes required documentation.
  • Engages in orientation and induction sessions.
  • Provides feedback and takes ownership of 30-60-90 outcomes.

8. Monitoring, KPIs & Escalations

KPIs:

• Day-1 readiness rate (% of new hires with IT + agenda prepared).
• Onboarding NPS (Week 1 and Day 30 surveys).
• % of 30-60-90 reviews completed on time.
• % of probation decisions made before Day 90.

Escalations:

• IT/Access not ready → escalates to IT Head.
• Missing documents/BGV delays → escalates to HR Head.
• Probation review not submitted → escalates to Department Head → CHRO.

9,. Review & Updates

• HR reviews this policy annually or upon changes in labor law, systems, or EVP.
• Updates are version-controlled and stored in MIC.
• Refresher training is provided to HR, managers, and buddies after major updates.