KLAIYA Onboarding Guidelines
Onboarding is the process of introducing newly hired into an organization. It is a
collaboration between the Human Resources and the Requisitioning Head.
What are the steps of onboarding?
1. Pre – Employment
2. Orientation
3. Endorsement to the Business Unit/Team
4. Evaluation
A. Pre – Employment
It is a process for reviewing applicants' qualifications to identify the best-suited ones for the
role, this includes the interviews, background checking, testing and processing of pre-
boarding requirements. This process is usually done by the HR Team.
What are the following documents that HR needs to prepare for the Pre-employment?
1. Job Offer
2. Non-Disclosure Agreement (NDA)
3. Pre-employment Requirements:
Non-negotiable Negotiable (Photocopy)
Copy of SSS E-1/E-4 Form/ Copy of SSS ID Transcript of Record
Copy of MDR - Member Data Record or
Philhealth ID Diploma
Copy of MDF - Member Data Form of Pag Ibig
ID or Pagibig ID PSA/Birth Certificate
Copy of TIN ID/No. (not for Fresh Grads) Marriage Contract ot Children (if applicable)
Baranggay Clearance (Original) Cerification of Training and Seminars
Certificate of Employment from Previous
NBI Clearance (Original) Employer
Medical Exam (Basic 5 + drug test) 2pcs of 2x2 photo and 2pcs of 1x1 photo
List of 3 characters reference
After the newly hired signed the JO and submitted the requirements, the following should be
prepared:
1. HR Officer should prepare/gather the following:
Employment Contract
Job Description (in collaboration with the requisitioning manager/head)
Collection of requirements
Creation of Email (HR/IT)
Set up of user Accounts
Identify peer or monitoring buddy
KPI preparation (care of the immediate superior)
Functional onboarding preparation (training outline)
2. HR Officer should prepare/gather the following:
Employment Contract
Job Description
Collection of requirements
Creation of Email (HR/IT)
Set up of user Accounts
Identify peer or monitoring buddy
KPI preparation (care of the immediate superior)
Functional onboarding preparation (training outline)
B. Orientation
It is a process of giving new employees important information about the company,
company’s code of conduct, people in the organization and company culture.
What are the things that HR needs to discuss during orientation?
Introducing of Company Profile
Set up Ding Talk and Lark
Organizational Structure
Corporate Vision and Mission
Company Values
Company Culture
Performance Evaluation
Online Systems
Company Code of Conduct
Time keeping, payroll and company benefits
Accomplish payroll online account
Welcome Ceremony/Assignment of Peer Buddy
Biometrics
Filing of leaves, change of schedule and Overtime
Employee Manual/handbook
Department Tour
C. Endorsement to the Team
The HR will endorse the new hire/s to their specific departments. The head of the
department or immediate superior shall provide the following:
Department Organizational Structure
Discuss the Job Description
Provide new hire with the business tools required for the position
Request Credentials for internal system
Discuss the functional training guideline
D. Evaluation
New Hires will be evaluated monthly for their performance. HR will closely monitor the
progress of the new hire, make sure if the training outline is followed. HR should check if the
following compliances are met:
Compliance: First Week
Received all the documents/equipment needed to perform the job
The training outline was discussed thoroughly by the superior
Familiarized with the system used in the organization
Clarification: First Month
Received Training on day-to-day job task
Conduct weekly check-ins with immediate superior to ask questions about job tasks
and receive progress report.
Participate in developing Key Performance Indicator (KPI) and discussed KPI with
immediate superior.
Culture: First six (6) months
Become accustomed to company norms and unwritten rules
Ask for further clarification (if needed) on job tasks, policies or other issues
Begin to build relationships with teammates and others inside the organization
Take on more freedom in job tasks or added responsibilities, as warranted
Make sure that KPIs are aligned to the current role and are met.
Connection: First year
Continue to build relationships with teammates and others inside the organization
Master all tasks and functions of job
Sample of New Hire Checklist
