Civilian Orientation Course builds solid foundation for new hires

  • Published
  • By Kevin Gilmartin
  • 66th Air Base Wing Public Affairs
HANSCOM AIR FORCE BASE, Mass. --  Electronic Systems Center has improved the orientation process for new civilian hires this year by implementing a two-day course covering everything from benefits to customs and courtesies, and feedback from participants shows the improvements are appreciated.

The Center is in the midst of a strategic hiring campaign that brings from 15 to 30 new civilian hires on board every two weeks. While many of the new civilians have previously worked at Hanscom as either a contractor or military member, several of them have no experience working for the Air Force.

"We thought it was imperative to engage our employees right away as they come on board, and give them the information they need to understand our Air Force culture and heritage, as well as provide them with training necessary to be successful at their jobs," said Maureen Remeika, a workforce development analyst in ESC's Directorate of Personnel (DP) who developed the course along with fellow analysts Patrick Glynn and Steve Ramos. "We have found that even those with previous experience in the military or as a contractor find the course informative and helpful as they take on a new role as civilians."

Prior to the orientation course, which began in February, new employees spent the first morning in-processing, then reported directly to their work area, often spending the next two months completing required courses before getting up to speed. Now, along with completing the required training in their first two days, they get to ask questions of subject matter experts in person, complete their finger-printing, and be sworn in by ESC leadership.

The personnel directorate, which has been surveying new employees for more than two years, identified the need for this type of orientation when as little as 27 percent of new hires were satisfied with their initial experiences as a new employee. Today, survey results show that 96 percent of participants in the course rate it as effective and useful.
The course begins with a welcome from an ESC senior leader, such as Executive Director Rich Lombardi or Chief of Staff Col. Mary McRae, who then administers the oath.

"I've really enjoyed welcoming the new civilians and swearing them in," Mr. Lombardi said. "Their energy and enthusiasm for working here is infectious, and it's important for us to maintain that enthusiasm and get them fully integrated into our work force. The oath is an important part of being a civilian, and making that the first order of business helps drive that point home."

Colonel McRae agrees.

"I always take the time to explain the importance of the oath, and what that means as they take on the important duties of an Air Force civilian," she said. "Every time I have done this, I've found the participants to be excited about joining our team."

Following the senior leader welcome and oath, employees are in-processed and finger printed before receiving the Information Assurance training necessary to gain access to the Air Force network. Training continues with seven required modules, that, when completed, qualify the new employees for their Air Force civilian pin.
But it takes more than an orientation course to make that first experience at Hanscom successful, according to Mr. Glynn.

"When military members move to a new assignment, an engaged sponsor at their new base is essential to their successful transition to a new community and work place," Mr. Glynn said. "Similarly, incoming civilians need a focused and committed sponsor working with them to ease their transition to a new organization and job."

To that end, the personnel directorate, in collaboration with the Airmen and Family Readiness Center, implemented a sponsorship program that requires all organizations hiring a civilian to identify a sponsor for the new employee upon acceptance of a job offer. The sponsor then works closely with that employee as the first day of work approaches, and helps the employee in the early weeks on the new job.

"Remember your first days on the job?" Mr. Ramos asked. "Those initial experiences go a long way in determining how quickly you became an effective, fully contributing member of the workforce."

Sponsors become a new employee's new best friend, he said, helping the employee get settled into the organization, the workplace, and the local area. Sponsors help answer questions, offer suggestions and advice about the organization and local area, and help them find their way around the base. The sponsor's work begins when a new employee receives a job offer, and typically lasts about one month after the employee's first day.

To ensure each sponsor is fully prepared for his or her duties, the personnel directorate provides on-line training that includes a detailed handbook, a checklist of actions to take, a tool kit for supervisors designed to help engage new employees and an overview of federal benefits.

An essential part of a successful on-boarding experience, according to Ms. Remeika, is having the sponsor meet the employee at the gate the first day on the job, get them base access, and bring them to the orientation course.

"Be sure to solidify how, when and where you will meet them," she advises new sponsors. "Don't let them fend for themselves on their first day."

Sponsors should then show new employees around the work place, introduce them to fellow workers, and ensure they have an in-brief scheduled with the director or deputy director of the organization.

All three of the course developers credit ESC's Center Senior Functionals and wing leaders for ensuring that sponsors are assigned early on, and that they meet the new employees at the course location in the Brown Building conference room.

"Engaging our employees the second they walk through the door is very important," Mr. Lombardi said. "We find they have a high level of motivation to perform well combined with a passion for the work, and that leads to high performance from them. This new civilian orientation process and focus on sponsors is already achieving great results, and we're confident that we can continue to improve the process and make it an even better experience."