Start planning early
Begin planning the onboarding process as soon as the new employee signs their contract.?
NHM follows UiO's onboarding procedures. Make sure you are familiar with these.
To assist you, NHM has developed specific guidelines for onboarding that are tailored to the various departments of the museum, as well as for new employees from abroad and new leaders. Additionally, we have a checklist that you can use to ensure you remember all necessary steps.
You may want to create a folder that only you have access to, where you store the checklist and other documents related to the onboarding.
- Checklist for Managers (restricted access)
Identify a buddy and key people who can help you
Involving others enhances the onboarding process. Identify colleagues who can provide additional support both in the planning and execution of the onboarding process and select an appropriate buddy for the new employee.
Prepare a programme to share with the new employee before start-up
Having an onboarding programme is very helpful for the new employee. Create a programme that you share with the new employee a couple of weeks before they start, along with the link to our welcome page for new employees.?
You can use NHM's template and customise it as needed. On the first page, outline an overarching long-term plan for the first year, and on the second page, provide a detailed programme for the first weeks.
Template for the onboarding programme
- Download NHM's template for onboarding programme?(restricted access)
The programme should be flexible and adaptable to any changes in needs and desires that may arise during the first year of employment.
Onboarding dialogues
As an immediate manager, you must conduct onboarding dialogues with the new employee throughout the first year. You should schedule approximately five dialogues during this time.
These conversations are beneficial as they allow the manager and the new employee to get to know each other and clarify expectations and address any questions related to the new employee's role and tasks that may arise during the initial months. This helps the new employee become a resource more quickly and establishes a solid foundation for future collaboration.
Use the UiO template as a framework for your discussions, focusing on relevant topics for each stage of onboarding. At the end of each dialogue, you can use the last page of the template to note follow-up items for your next conversation. Store this in the folder alongside the other onboarding documents so that you can easily find them for the next conversation.
Rounding off and evaluation
It is good practice to?assess the onboarding process once it is complete to identify strengths and areas for improvement.
After the onboarding process concludes, the dialogues will transition into the annual performance reviews, which will also be conducted by you as the immediate manager.
Specific guidelines?
NHM has specific guidelines designed to assist managers at the museum with the planning of onboarding in their departments. Additionally, we have guidelines for onboarding new employees from abroad and for new leaders.
The Department of Research and Collections
Ensure that the new employee completes the required health and safety training and that it is documented, in accordance with UiO’s policy for HSE expertise.
For onboarding of permanent staff
As part of the onboarding, new staff should be introduced to key personnel, including the Research Director, the Museum Director, the Research Coordinator, and the Administration.
A meeting with the finance section should be scheduled for new faculty shortly after they begin their positions.
For onboarding of temporary staff - PhD candidates and Postdocs
For the onboarding of PhD candidates and postdocs, you should work closely with the main supervisor to plan and implement the onboarding process.
Newly hired PhD candidates and postdocs are required to develop a Career Plan within their first three months. If their contract includes Career-Enhancing Work, they must also create a Work Plan for these activities. Meetings with NHM's Career Support Team should be scheduled to provide assistance in designing these plans. Please contact either the Education Coordinator (for PhD candidates) or the Research Coordinator (for postdocs) to arrange these meetings.
New PhD candidates will also be invited to a welcome meeting with the PhD Committee and are required to complete a formal induction conversation with their main supervisor.
Department of Technical and Scientific Conservation
Ensure that the new employee is introduced to the Head of Department.?
Ensure that the new employee completes the required health and safety training and that it is documented, in accordance with UiO’s policy for HSE expertise.
Employees in the Department of Technical and Scientific Conservation must be familiarised with the fundamental rules for laboratory and collection operations. Therefore, all new employees are required to take the following courses:
- Course in Safe Handling of Chemicals
- Course in Gas Safety
- Basic Laboratory Safety Course
- First Aid Course
In addition, training in collection management will be provided by qualified personnel for each specific collection.
Depending on the specific tasks involved, additional courses and certificates may also be required:
- Radiation Safety Courses
- Competence certificate related to work processes, such as
- Hot work
- Working at heights
- Small electrical tools
- Driver's license for vehicles such as cars, lifts, or trucks
It may be benefical for the new employee to participate in cross-departmental activities in their first year to get to know the museum.
New leaders
Planning the onboarding of new leaders is done in collaboration with the HR department. The onboarding process is tailored to each individual manager.
New leaders should receive a thorough introduction to the museum's operations, overarching policies, strategies, and action plans, as well as what it means to be a leader at the museum.
The following introductory meetings should be included in the onboarding process:
What | Who |
| Introduction to NHM: Overview of the museum's operations, role, and organisational structure. | Museum Director or, if applicable, Immediate Manager |
| Departmental Overview: Introduction to the different departments and discussion of potential collaboration points | Bilateral meetings with department leaders |
HR Policies and Practices: Overview of personnel policies, employee follow-up, and recruitment and hiring processes Relevant systems: Elements, Jobbnorge, DF? | HR Manager |
Financial Systems: Introduction to the museum's finances, budgeting, and procurement rules and systems. Relevant systems: Tableau, UNIT4 | Financial Coordinator? |
Health, Safety, and Environment (HSE): Introduction to the museum's work in these areas. Relevant systems: Rayvyn | Senior Adviser HSE |
| Diversity, Equality, and Inclusion: Introduction to the museum's work in these areas. | Senior Adviser DEI? |
New international employees
International employees often face substantial transitions as they prepare for and begin their new roles. Navigating the Norwegian system and bureaucracy can be overwhelming, and adapting to local work culture, social norms, and practicalities may be challenging. The need for comprehensive information, facilitation and support, both before and after their arrival and once they have started in the new position, may be greater than that for Norwegian employees.
Information for new international employees
NHM's welcome page in English?is specifically designed for new international employees. Ensure you share this page with them well before their start date, and encourage them to review the information provided thoroughly.
Support offered by ISMO
UiO's International Staff Mobility Office (ISMO)?supports incoming international staff and their families with relocation to UiO. They offer useful information and resources for international employees on their web pages. Encourage the new employee to visit their web pages and to contact ISMO directly for guidance and assistance regarding accommodation, visas, permits, insurance, taxes, opening a bank account, and more.
Accommodation for international employees
UiO has a limited number of apartments available for international employees upon arrival and during their initial 12 months. This includes student housing for young international researchers under the age of 40. Due to the limited availability, accommodation through UiO is not guaranteed. It is recommended to apply as soon as possible.
Norwegian training?
Learning the Norwegian language is key to integrating into Norwegian life and is helpful for fully integrating into the work environment.
For?new employees in permanent academic positions, language training is a mandatory part of the employment contract. It is important to communicate this requirement and the associated expectations clearly to the new employee. Managers are responsible for supporting new employees in this process, ensuring that language support is incorporated into onboarding and continued through subsequent annual one-to-one work dialogues.?
NHM covers the expenses for Norwegian classes offered by UiO for all permanent academic staff.
NHM in addition encourages?temporary employees?to learn Norwegian. Temporary employees should receive information about the options for learning Norwegian when entering into an employment contract.?
Feedback on the guide
Is there anything in the guide that needs correcting or improvement? We would appreciate it if you could let the administration know.
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