PURPOSE This SOP standardizes the employee onboarding process to ensure every new hire receives consistent orientation, has the tools and access they need on Day 1, and is set up for success in their first 90 days. Without a defined process, onboarding is inconsistent, delays productivity, and creates compliance risk. SCOPE Applies to all full-time and part-time employees hired into any department. Does not cover contractor or vendor onboarding (see separate SOP-HR-002). ROLES AND RESPONSIBILITIES Role | Responsibility | Authority Level HR Coordinator | Paperwork, system setup requests, Day 1 logistics | Can approve standard access; escalates non-standard to HRBP Hiring Manager | Role orientation, buddy assignment, 30/90-day check-ins | Final authority on role-specific onboarding content IT Department | Equipment provisioning, system access setup | Must action requests within 3 business days of receipt Onboarding Buddy | Informal culture integration, first-week questions | Advisory only PREREQUISITES - Signed offer letter on file in BambooHR - Start date confirmed and communicated to IT and hiring manager at least 5 business days in advance - Equipment order submitted to IT STEP-BY-STEP INSTRUCTIONS 1. Pre-Arrival (5+ business days before start date) 1.1 HR Coordinator sends welcome email with start date, first-day logistics, and required documents 1.2 HR submits IT ticket for equipment and system access 1.3 Hiring Manager assigns onboarding buddy and notifies them IF equipment is unavailable on Day 1: THEN IT must provide loaner device and escalate to IT Manager. WARNING: Do not allow new hire to begin work without a functioning device. 2. Day 1 2.1 HR Coordinator completes office tour, badge setup, and HR paperwork 2.2 IT confirms equipment and access are functional 2.3 Hiring Manager conducts role overview and introduces onboarding buddy WARNING: I-9 verification must be completed by end of Day 3. Missing this deadline creates legal liability. 3. Week 1 3.1 New hire completes tool walkthroughs (BambooHR, Slack, Notion, Google Workspace) 3.2 Hiring Manager schedules 1:1s with key stakeholders 3.3 Onboarding buddy conducts informal check-in 4. Day 30 Check-In 4.1 Hiring Manager meets with new hire for formal 30-day review 4.2 Any open access or tool issues escalated to HR 5. Day 90 Check-In 5.1 Hiring Manager conducts performance check-in using standard template 5.2 HR archives onboarding record in BambooHR COMMON ERRORS AND FIXES 1. Equipment not ready on Day 1 — Cause: IT ticket submitted late. Fix: Submit IT ticket minimum 5 business days before start date. Set calendar reminder at offer acceptance. 2. I-9 not completed by Day 3 — Cause: HR Coordinator overwhelmed or forgets. Fix: Create automated BambooHR task on Day 1 with Day 3 due date. 3. New hire has no system access — Cause: Non-standard software not included in IT ticket. Fix: Hiring manager reviews access checklist with HR before submitting IT ticket. KEY PERFORMANCE INDICATORS - % of new hires with full system access on Day 1 (target: 95%+) - % of I-9s completed by Day 3 deadline (target: 100%) - 30-day new hire satisfaction score (target: 4.0/5+) REVIEW AND UPDATE SCHEDULE Owner: HR Coordinator. Reviewed: Annually in January, or after any compliance issue. Changes approved by: HRBP. Version history maintained in Notion HR wiki.