VA Form 4092 – Fill Out and Use This PDF

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GUIDE FOR ORIENTATION OF NEW EMPLOYEES

INSTRUCTIONS

This form is for use in orienting new VA employees. It covers the first

or appropriate to your type of station need not to be used. Space is

two phases of the orientation process, viz: (I) at the employee is

provided for inserting other necessary or desirable items. Check off the

inducted, and (II) at the time of report to the work site. Phase III

topics discussed with the employee. Before the employee reports for

(Group Orientation) ordinarily should not be given sooner than 3 or

duty, the personnel office should fill in on both parts of the form the

even 6 weeks after appointment. These checklists are not intended to

employee's name, title, etc., and send the Phase II portion to the

be all-inclusive, but to serve as a convenient reminder of the important

supervisor as an advance notification. Stations having a standard

matters that should be covered. Those items not applicable

checklist for Phase I may use it in place of this sheet:

NAME, TITLE, AND GRADE OF EMPLOYEE

EOD DATE

ORGANIZATION (SERVICE, DIVISION, ETC.)

CHECK

PHASE I - IN THE PERSONNEL OFFICE

1. PREPARE PROPER ACCOMMODATIONS FOR THE

8. EXPLAIN AVAILABLE BENEFITS AND SERVICES.

INTERVIEW.

Medical, educational, training, recreational, housing, transportation,

A quiet place, private if possible.

etc.

Neat and orderly surroundings.

Federal Employees' Group Life Insurance, Health Benefits Plans,

2. WELCOME EMPLOYEE AND PUT HIM OR HER AT EASE.

etc.

Use a friendly approach. Offer a comfortable chair.

9. HAND OUT "EMPLOYMENT FOLDER".

Explain its purpose.

Show a genuine interest.

Show and briefly introduce enclosed material.

3. INDICATE THE PURPOSE OF THE INTERVIEW.

Suggest reading the material before attending group orientation

session.

To explain orientation program, of which this is a part.

10. SCHEDULE EMPLOYEE FOR STATION

To discuss immediate needs and problems.

SAFETY TRAINING.

4. GIVE INFORMATION ABOUT GROUP ORIENTATION

11. OTHER (Add items as appropriate).

MEETING.

Time and place.

A handout of subjects to be covered, if available.

Relationship to first two phases of the orientation process.

5. DESCRIBE THE WORK ASSIGNMENT.

Name and location of the organizational unit.

Position title and grade.

Brief rundown of duties typical of the position.

Name and title of immediate supervisor.

12. ENCOURAGE EMPLOYEE TO ASK QUESTIONS.

6. EXPLAIN MISSION OF VA AND OF STATION.

Answer them as fully as you can.

Importance of services rendered.

13. INTRODUCE EMPLOYEE TO STATION OFFICIALS.

Opportunity to contribute to accomplishment of these missions.

Station director and assistant director, if feasible.

Other appropriate top officials in the organization.

7. GENERAL INFORMATION ABOUT CONDITIONS OF

EMPLOYMENT.

14. ESCORT EMPLOYEE TO SUPERVISOR.

Nature of appointment.

Introduce employee.

Salary, including "pay lag", pay plan, withholding, retirement,

Ask supervisor to follow through on orientation, using Phase II

other deductions, etc.

checklist.

VA FORM

4092

Page 1

MAR 2003 (R)

AdobeFormsDesigner

GUIDE FOR ORIENTATION OF NEW EMPLOYEES

INSTRUCTIONS

This checklist is for use by the supervisor(s) in orienting a new

chief; others may be more suitable for discussion by the immediate

employee reporting for duty at the work unit. The list is intended not to

supervisor. Check off the items covered in the interview(s). The form

be all-inclusive, but to serve as a convenient reminder of the important

should be signed and returned to the personnel office within 15 days

matters that should be covered. Those items not applicable or

after the employee's entrance on duty. (Note: Both sheets may then be

appropriate to your type of situation need not be used. Space is provided

destroyed. If preferred, they may be held for a locally determined time

for inserting other necessary or desirable items. Some topics may best

for such purposes as review by the Training Development Committee

be discussed with the employee by the division or service

and then destroyed.)

NAME, TITLE, AND GRADE OF EMPLOYEE

EOD DATE

ORGANIZATION (SERVICE, DIVISION, ETC.)

CHECK

PHASE II - AT THE WORK SITE

1. GET READY TO ORIENT THE NEW EMPLOYEE.

6. (Continued)

Review experience, education, training.

Use of telephone.

Have current job description or list of duties and responsibilities

Other practices and procedures, e.g., uniforms, smoking, etc.

available for discussion.

Have work place, equipment, and supplies ready.

7. INSTRUCT EMPLOYEE IN DUTIES, OR ASSIGN TO A

Prepare a quiet, private place for the interview, if possible.

QUALIFIED INSTRUCTOR.

Discuss duties and responsibilities of job.

2. WELCOME EMPLOYEE AND PUT HIM/HER AT EASE.

Explain quality and quantity requirements.

Use a friendly approach. Offer a comfortable chair.

Assign employee to work place.

Give step-by-step instruction (JIT four-step method, if appropriate).

Indicate your work relationship to the employee.

Inquire about housing, transportation, and parking situation.

Indicate availability of help when needed.

Provide learning aids, i.e., samples of work, forms, manuals,

Discuss background and interests.

procedures, etc.

3. EXPLAIN THE WORK OF THE UNIT.

Explain use and care of whatever tools, equipment, and supplies, are

Its organization and functions.

required.

Indicate employee's position in the unit.

Stress security or confidential aspects of job, if any.

Explain relation of employee's work to that of others.

8. SAFETY ORIENTATION.

Explain to whom employee reports and who, if any, reports to

Stress importance of working safely.

employee

Potential hazards and safety procedures.

4. SHOW EMPLOYEE THE LAYOUT AND AVAILABLE

Personal protective equipment and its use.

FACILITIES.

Location of: emergency phone numbers, fire alarm boxes, and

Explain layout of office or work area.

extinguishers.

Show elevators, rest room, water fountain, and similar facilities.

Appropriate actions to be taken if you are injured or if someone is

hurt.

Discuss station and other eating facilities.

Disaster instructions and evacuation plans and procedures.

5. INTRODUCE EMPLOYEE TO OTHER UNIT SUPERVISORS

9. OTHER (Add items as appropriate. Continue on page 3 if needed).

AND CO-WORKERS.

Discussed position specific competencies and had employee sign

Indicate to each the new employee's position.

competency form.

Mention briefly the duties of each person introduced.

Ensure your service provides and documents HIPPA/Privacy

Identify time clerk and personnel clerk.

training within 30 days of employment.

Arrange for a co-worker to lunch with employee the first day

(or, better still, go yourself).

6. EXPLAIN UNIT RULES AND REGULATIONS.

10. FOLLOW-UP.

Hours of work, punctuality, good attendance.

Check progress often during first few days.

Lunch and rest periods, if any.

Encourage questions and answer them fully.

Leave, including when and to whom requests should be made.

Make corrections tactfully, as necessary. Give encouragement.

VA FORM

4092

Page 2

MAR 2003 (R)

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VA FORM

4092

MAR 2003 (R)