Supervisor Resources

The Office of Human Resources guides and supports the professional success of supervisors and managers. This site provides you with information from several functional areas including compensation, employment and performance management. This information, along with the guidance from your department’s HRP, will assist you in meeting your responsibilities when recruiting, hiring, and supervising  employees at UMaine.

Quick Links

Approving Time
Strategic Procurement
RECRUITING

Click here for a comprehensive overview of the UMaine System Compensation and Classification.

For information about managing your employee’s performance, please visit the Performance Management website. This site provides Annual Assessment, Performance Improvement Plan (PIP) forms,* and guidelines.

* Please consult your HRP before implementing a PIP

Off-Boarding

An effective and consistent off-boarding process plays an important role in protecting the interests of both UMaine and the exiting employee. Off-boarding an employee is important both in voluntary terminations (that is, when an employee resigns or retires) and in involuntary terminations (when UMaine removes the employee from his or her job due to poor performance, loss of funding resulting in position elimination, or other reasons). Elements of off-boarding are also important when an employee transfers internally to a new position at UMaine.

ONBOARDING

Effectively onboarding your new hire is a key to their success. A well-planned onboarding process helps new hires adjust to their roles and responsibilities more easily. It also sets the stage for long-term success and job satisfaction. This is especially important in a complex environment like a university, where roles and responsibilities vary widely. Onboarding is a comprehensive, long-term process that sometimes can last beyond the first 90 days

PRIOR TO HIRE

Ensure that the new hire’s workspace is prepared, necessary equipment is in place, and any required accommodations are arranged. Below is a list of suggestions to help you get organized for your new hire:

  • Send welcome email to new hire
  • Prepare a welcome announcement to your team and stakeholders
  • Prepare an information/training packet
  • Add new hire to department website (if applicable)
  • Add new hire to calendars, department groups and contact lists (once they’re activated)
  • Provide supplies needed for the first day
  • Order laptop/equipment and furniture (should be done weeks in advance)
  • Develop a First Week agenda
  • Compose a list of key people and offices the new hire should meet and visit
  • Prepare a performance development plan for new hire
  • Assign a mentor to help the new hire navigate their new environment

FIRST DAYS

Plan for the first day and be sure the new hire is not left to fend for themselves—for lunch, finding the breakroom, figuring out email, etc. Even if you cannot personally assist with all of Day 1, be sure you have a mentor to help make sure the new hire is not left wondering what they should be doing. Refer to the list below for suggestions on making the first day a success!

  • Make sure you or the assigned mentor arrives early to greet the new hire
  • Show them their office and give them time to settle in
  • Tour of the office space (kitchen, restrooms, supply closet, copy room, etc.)
  • Introductions to staff and colleagues
  • Walk them to the MaineCard Office to get their card.
  • Complete the Form I-9
  • Review the first week’s agenda
  • Allow time for the new employee to complete any outstanding paperwork or HR tasks
  • Spend time sharing expectations
  • Check in with the new employee toward the end of the day
  • Schedule follow-up meetings or check-ins to monitor the new hire’s progress and address and questions or concerns

BEYOND THE FIRST DAYS

A well-structured onboarding process shortens the time it takes for new employees to become fully functional team members, helps maintain employee engagement, and sets the stage for long-term success. Below are some suggestions to make sure your new hire has a successful onboarding experience:

  • Confirm all required trainings are completed
  • Review their progress and provide feedback as necessary
  • Provide the necessary tools and resources to help the new hire toward success
  • Review expectations from time to time
  • Continue to have regular follow-up meetings
  • Make an effort to be available to them for questions they have

Compliance

As of August 2024, Brightspace is the new learning platform for UMS Academy. You may access UMS Academy by clicking on the blue apple icon in your launchpad on the MyUSM portal.

Important Notes:

  • Compliance training is required to be completed on an annual basis and resets every August 1. 
  • The deadline to complete annual compliance training is May 1.
  • New hires are expected to complete compliance training within 30 days of their start date.
  • Managers can see their direct reports’ progress by selecting the “Manager Dashboard” within UMS Academy.
  • If you have questions about UMS Academy or compliance training, please contact umsacademy@maine.edu. 

Visit the Risk Management site to report and file incident reports, review injury prevention resources and get answers to frequently asked questions.

FORMS

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