Hiring Guide
FOR BJI HIRING MANAGERS
Hiring Guide
FOR BJI HIRING MANAGERS
BJI Operations Onboarding commences with CCI's hiring dates. This page delineates the process of hiring at the Brooklyn Justice Initiatives.
NEW HIRE ONBOARDING: START TO FINISH
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.
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)
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