New Employee Orientation and Onboarding
Purpose
The purpose of this policy is to ensure that all new employees of Maryland Global Initiatives Corporation (MGIC) receive a structured, consistent, and timely orientation to the organizational culture, values, policies, procedures, and job-specific responsibilities of MGIC and the university engaging the employee. An effective orientation and onboarding program enables new employees to integrate smoothly into the Requesting Unit to which the MGIC employee is assigned and to understand and follow required policies and procedures.
Background
MGIC is an affiliated business entity of the University System of Maryland (USM), established to facilitate international academic affiliations and experiences and research activities of the University of Maryland, Baltimore (UMB). Among the services offered by MGIC is the ability to employ personnel outside the United States, on behalf of UMB and other USM constituent universities for which UMB provides MGIC services under the terms of a Memorandum of Understanding. (These constituent universities are hereafter referred to, for the purpose of MGIC policies only, as “Affiliate Entities”).
MGIC utilizes global Employer of Record (EOR) service providers to hire and employ individuals in foreign countries who are seconded, or assigned, to a Requesting Unit of UMB or an Affiliate Entity (UMB/Affiliate). Because MGIC personnel are hired on behalf of a UMB/Affiliate unit and function under that unit’s internal operating procedures and structures, it is essential that new employees understand their roles, performance expectations, workplace standards, and applicable policies early in their employment.
The International Operations (IO) division of UMB’s Administration and Finance department administers the MGIC mechanism and manages its human resources (HR) function.
Policy Statement
- Requesting Units are responsible for providing all new employees engaged through MGIC with a comprehensive Orientation to their respective School, department or unit. Orientation shall include organizational, departmental, and job-specific information. Orientation should aim to ensure employees understand their responsibilities, performance expectations, and applicable policies.
- The Orientation program delivered by Requesting Units shall be accompanied by an MGIC administrative Onboarding to ensure the employee understands the policies and procedures of MGIC and the EOR, as described in the MGIC HR Handbook and relevant EOR materials. Onboarding includes information related to the employment contract, applicable laws, payroll and taxation, and other compliance requirements. The IO division’s International HR Manager manages the Onboarding process in partnership with the EOR. (see MGIC policy on Recruitment and Hiring).
Scope
This policy applies to all newly hired employees of MGIC, supervisory and management personnel of the Requesting Units, and the IO division’s International Human Resources (HR) function.
Responsibilities
- IO International HR Manager: Develop and deliver MGIC administrative Onboarding program to new employees. Monitor Requesting Units’ provision of organizational orientation program and ensure coherence and integration between the two information sources. Maintain Global HR Handbook and Country Schedules to reflect current and accurate legal, administrative, and policy requirements.
- Requesting Units: Develop and deliver new employee orientation program customized for MGIC employees assigned to the unit. Collaborate with IO to align Requesting Unit’s orientation with MGIC onboarding content to ensure coherence. Understand and comply with MGIC procedures and requirements as communicated in the onboarding program and in corresponding MGIC materials, including Global HR Handbook and Country Schedules for each employee.
Procedures
See MGIC Standard Operating Procedures
Documentation Requirements
- As defined by the Requesting Unit and EOR
References
- MGIC Global HR Handbook
- MGIC Policy on Recruitment and Hiring