POSITION CREATION

• Project Directors receive permission from CCIHR to begin recruiting

• Using the Center templates, Project Directors create, update, & approve the job description for the position in accordance with CCIHR.

• Jobs are posted and circulated on the Center website, LinkedIn, Indeed, & other hiring platforms.

INTERVIEWING & REFERENCE CHECKS

• Conduct phone screenings of initial candidates

  • Email candidates who will not progress to the interviews

• Conduct 1st, 2nd, & 3rd round interviews of candidates selected from the phone screenings

  • Email candidates who will not progress to the final round

• Inform final candidate(s) that you will be contacting their reference.

  • Check 3 references of top candidate(s) & compile in your departments hiring folder(s).

MAKING AN OFFER

• Submit candidate’s resume, job description, and salary request to CCIHR for approval in JazzHR.

• If a background check is required, make a conditional offer.

  • CCIHR facilitates background check

• CCIHR approves offer

• Make an offer to the candidate.

ONCE THE NEW HIRE ACCEPTS THE OFFER

• Submit the FCNY New Hire Seamless Document online, and upload:

  • The employee’s resume

  • The job description

  • If applicable, a copy of their diploma and license

• Complete the BJI New Hire Onboarding Request Form

  • This form contains the CCI New Hire Form.

  • This form contains the CCI Tech Setup Form.

    • • Select the option indicating that laptop is needed.

      • Please note that the tech team is only shipping out equipment once a week and requests two weeks notice.

      • If the staff member opts out of a CCI provided phone, they must use their personal cellphone and are entitled to $51.10 per month for their phone bill.

      • They must submit a reimbursement request on NetSuite.

      • Select Yes for requiring a Slack & Litmos account

      • Make sure you add your new hire to all the right email listservs:

        • • • CCIBJIStaff@nycourts.gov - EVERYONE

            • BJIARR_Releases@nycourts.gov - SRP Staff (for release emails)

            • CCI_SRP@nycourts.gov - SRP Staff

            • CCI_SRP_BK@nycourts.gov - SRP Staff

            • CCIBJISR_ArrestAlerts@nycourts.gov - All SRP Managers, SRP RC

            • CCISW@nycourts.gov - Social Workers

            • BJI_SRP_Clinic@nycourts.gov - All BJI SRP Clinicians

• Ensure the new hire has completed the BJI New Hire Onboarding Form.

• Ensure the new hire is familiar with the schedule provided in the New Hire Email.

• Ensure the new hire has received the devices requested in the CCI Tech Setup Form.

• Assist the new hire with logging into their requested devices and accounts.

• DEVICE ACCESS

  • • CCI-issued laptop

    • CCI-issued phone

      • For a phone case, the new hire should submit a request using the BJI Office Concerns & Requests Form.

      • CCI employee's are not required to use a CCI issued phone, and have the option to receive up to $51.19 per month in reimbursement for personal phone use for work.

      • If they choose not to use a CCI-issued phone, ensure that they’re taking necessary steps to protect their personal phone number to the public by using Google Voice.

      • Read more about it on Innovation Station.

• ACCOUNT ACCESS

  • • • Slack Messenger

      • Microsoft Outlook (nycourts.gov)

      • Gmail (courtinnovation.org)

      • Paycom Time & Pay

      • Paycom Manager (for managers)

      • UCMS

      • Litmos Training Institute

      • JCA (for non-ATI staff)

      • Salesforce (for non-SRP staff)

      • CCAT (for clinicians only)

      • Lyft Business (for RC's, CE, RESET, & OFM)

• Lyft Admin Guide

• Lyft Contract

• • If follow-up is needed, do so on the new hire’s “HRNH-Form” email thread with CCI Tech, who is responsible for these

• Supervision is a 1:1 meeting with your direct supervisor. This weekly meeting provides a designated time to professionally develop, celebrate achievements, assess performance, & realign job functions.

• Schedule the first supervision, a 1 hour touchpoint on the New Hire’s first day:

  • Introduce yourselves – share and learn some professional background information and personal notes about yourself and your New Hire

  • Schedule the recurring supervision time on Outlook.

  • Remind new hires to use their Outlook as their primary calendar. It is encouraged to include slots for lunch, audits, & other recurring events within your department.

  • Incorporate space in your first few supervisions to review the BJI New Hire Portal.

• Coordinate with SRP clinic managers, if applicable, for your new hire to observe SRP clinical appointments like IE, assessment, and remote & in-person meetings.

• Encourage your staff member to ask to join when they see appointments come in on Slack.

• Planner sends the New Hire Initial Email 1 week prior to the Start Date, CCing the Supervisor, Program Operations Manager, Assistant Operations Manager

• Planner creates Orientation Schedule, scheduling meetings & trainings on the CCI BJI Onboarding Outlook calendar.

• Planner uses this doc: Onboarding Trainings & Meetings List to schedule necessary orientation trainings & meetings on the CCI BJI Onboarding Calendar (must have access granted through Tech ticket)

  • Trainings, meetings, and scheduled self-study times are already on the calendar as recurring invitations.

• Planner adds the New Hires’ @nycourts.gov emails to the Calendar invitations, once they are generated by Tech.

• Planner uses the Print feature to save the Onboarding Outlook Calendar as a “detailed agenda” pdf AND as a plain calendar style and add both to the BJI Onboarding G-Drive Folder “Orientation Week Staff Schedules”

• Planner sends New Hire Announcement Email two business days before Start Date

  • Include New Hire’s provided bio

  • CC the new hires’ personal emails

• Planner follows up in the “Welcome to BJI, [NAME]!” email thread to the New Hire with the schedule, using the second template in the Email Templates for New Hires

• Planner adds New Hires from this cohort to #bji_newhires channel on Slack and confirms in the channel that Tech setup went smoothly, troubleshooting any issues.

• Planner double checks New Hires are on all Orientation Schedule calendar invites

• Planner adds New Hires to the Slack Messenger User Groups using the info in the Onboarding Form tab of Hiring & Onboarding Tracking

• Planner invites new hire to all staff meetings