New Staff Onboarding Policy

New Staff Onboarding Policy #

Purpose #

This policy establishes the requirements for onboarding new OASIS Open employees and contractors. Effective onboarding protects the organization by ensuring that new staff understand their obligations before they begin work, that systems access is granted consistently and appropriately, and that required legal and compliance steps are completed on time.

For step-by-step onboarding procedures, see the New Employee Onboarding Process.

Scope #

This policy applies to all new full-time and part-time employees and contractors joining OASIS. It applies to HR, IT, hiring managers, and any staff responsible for onboarding activities.

Principles #

Preparation before arrival — New staff should not begin work without the systems, access, and information they need to be effective. IT provisioning, hardware preparation, and logistics must be initiated before the start date, not on it.

Compliance before access — Required policy acknowledgements and legal forms must be completed before or on Day 1, not deferred. System access is contingent on completion of required acknowledgements.

Consistency — Every new staff member, regardless of role or seniority, goes through the same core onboarding steps. Role-dependent items are completed in addition to, not instead of, core requirements.

Required Steps and Timeframes #

Before Day 1 — HR and IT #

HR must collect all required pre-employment documents before the start date, including the signed offer letter, background screening results, Nondisclosure and Non-Solicitation Agreement, and Information Security Policy acknowledgement.

IT must initiate provisioning of all Core Platform accounts (email, 1Password, Slack, Zoom, Shared Drive) and prepare and enroll the company device in JumpCloud MDM before the employee’s first day.

The hiring manager must prepare a first-day schedule, onboarding calendar for Week 1, and welcome communications before the start date.

Day 1 — IT and Compliance #

On the first day:

  • IT conducts a 30-minute onboarding walkthrough covering systems, credentials, and security expectations
  • The employee receives their company device and completes initial setup with IT
  • The employee signs the Monitoring, MDM and Acceptable Use Policy before receiving system access
  • The employee completes OASIS internal forms and begins Insperity onboarding

The I-9 Employment Eligibility Verification is a federal legal requirement and must be completed within 3 business days of the start date. HR is responsible for ensuring this deadline is met.

Week 1 — Access and Orientation #

During the first week, IT confirms that all Core Platform accounts are operational and initiates provisioning of role-specific systems with approval from the relevant system owners. The employee is introduced to the organizational chart, team structure, OASIS’s mission, and key active projects. The hiring manager conducts a check-in at the end of Week 1.

Within 30 Days — Benefits #

Benefits and FSA enrollment through Insperity must be completed within 30 days of the start date. HR is responsible for communicating this deadline to new employees and confirming enrollment is completed on time. Missed enrollment windows may result in delayed or lost benefits coverage.

Required Acknowledgements #

Every new employee must sign and return the following before or on Day 1:

  • Information Security Policy
  • Monitoring, MDM and Acceptable Use Policy (US staff: Appendix C; EU/Germany staff: Appendix D)
  • Nondisclosure, Non-Solicitation and Developments Agreement

No staff member may be granted access to OASIS systems before these acknowledgements are received.

System Access #

System access is granted on a role-based model. Access to systems beyond the Core Platform requires approval from the relevant system owner. IT administers all provisioning and maintains administrative oversight across all organizational systems. Staff must not grant system access to others or request access beyond their role without manager approval.

Confidentiality #

New staff must understand from Day 1 that member data, financial information, personnel records, and internal communications are confidential. The Information Security Policy and Data Security User Responsibilities Policy apply from the first day of employment.

Records #

HR retains all onboarding documentation, including signed policy acknowledgements, I-9 forms, and Insperity enrollment confirmations, consistent with the Document Retention and Destruction Policy.

Policy Review #

This policy is reviewed annually by the (Interim) ED and updated as needed.