# Employee Lifecycle Guidelines ## Onboarding #### Pre-Onboarding * Send welcome email with start date and initial instructions * Provide access to company handbook and policies * Ship necessary equipment (laptop, accessories, etc.) #### First Day * Virtual welcome meetings with team lead and people ops * IT setup and system access * Introduction to company communication tools #### First Week * Daily check-ins with direct supervisor * Virtual team introductions * Schedule 1:1 introductions with OCV team members to get to know teammate role and responsibilities and understand where cross-functional collaboration might occur * Wider team introduction and welcome at weekly OCV team social meeting * Schedule training sessions and shadowing on company processes and systems * Continue sessions for first week to two weeks as team member ramps up * Additional shadowing sessions or trainings may occur as additional work streams are introduced to new team member #### First Month * Regular one-on-ones with manager * Assignment of first projects * Introduction to company culture and values #### Ongoing Support * Assign a remote buddy for informal support * An OCV team member will be a point of contact for the new employee for quick ongoing questions about processes and systems or other way-finding questions as the new team member becomes acquainted and comfortable. * Schedule regular team building activities ## Goal Setting & Performance Evaluation OCV’s goal setting and annual performance evaluation process is designed to evaluate employee performance, provide constructive feedback, and set goals for professional development. This process aims to recognize and reward high performers, identify areas for improvement, and align individual goals with organizational objectives. **Goal setting and performance planning** * At the beginning of each performance cycle (i.e. January), employees will collaborate with their manager to set goals and objectives that align with the overall firm goals for the year. Goals can be broken down to specific time periods (for example, Q1 or 1H) and should directly contribute to OCV’s growth goals. * Goals should be Specific, Measurable, Achievable, Relevant, and Time-bound (SMART). * Development plans should also be discussed to enhance skills and competencies. **Continuous feedback** * Regular feedback sessions (during 1:1s) should be conducted throughout the year to ensure employees are aware of their progress and areas for improvement. * Managers are expected to provide constructive feedback on accomplishments, address concerns, and offer support for development. **Annual performance review** Annual performance review process takes place in December of each year. Specific timeline for each review cycle may be adjusted based on calendar of events, in general: 1. December 1 - December 7: Self-Evaluation 2. Employees to draft self-assessment in the Performance Management System, reflecting on their performance against set goals. 3. December 8 - December 15: Manager Review 4. Managers to provide written feedback following prompts in the Performance Management System including an overall performance rating. 5. Performance evaluation will be assessed against key competencies, job responsibilities, and achievement of individual and team goals. 6. December 15 - December 20: Management Review 7. OCV Management to review promotion proposals from managers and evaluate merit and market-based compensation adjustments. 8. December 21 - December 31: Annual Review Meetings 9. Manager to discuss performance review with their direct reports (there should not be any surprises in the written review as continuous feedback is expected to occur throughout the year). 10. Manager and employee to create a development plan for the upcoming review cycle. 11. Employee to acknowledge performance review in the Performance Management System. 12. January 1: Recognition and rewards 13. Promotion and compensation adjustments take effect 14. January 1 - January 15: Annual goal setting process (see Goal setting and performance planning above). * Send any remaining documentation (e.g., tax forms) * Conduct a team debrief to address any gaps left by the departure #### Post-Departure Follow-up * Ensure all company property is returned or settled according to OCV policy * Conduct a final check of knowledge transfer * Provide any necessary paperwork or final need-to-knows for exiting employee #### Final Day Procedures * Conduct the exit interview * Gather feedback on the employee's experience * Discuss any final questions or concerns #### Exit Interview * Execute termination in HRIS * Process final paycheck and any outstanding expenses * Provide information about benefits continuation or termination #### Administrative Tasks * Disable access to company systems and accounts * Email and workspace accounts * Other function-specific systems accounts * Company equipment * Determine plan for either collecting or for employee to purchase equipment * Update security protocols if necessary #### Access and Security * Create a transition plan * Document ongoing projects, responsibilities and systems access * Arrange training sessions for team members taking over tasks #### Knowledge Transfer * Announce the departure to relevant teams * Update clients or external partners if necessary * Arrange a farewell gathering if appropriate #### Communication * Manager will discuss departure circumstances with exiting team member and determine last day and communication plan to rest of the OCV team * Schedule an exit interview ## Employee Offboarding Guide #### Initiate the Process * Manager will discuss departure circumstances with exiting team member and determine last day and communication plan to rest of the OCV team * Schedule an exit interview #### Communication * Announce the departure to relevant teams * Update clients or external partners if necessary * Arrange a farewell gathering if appropriate #### Knowledge Transfer * Create a transition plan * Document ongoing projects, responsibilities and systems access * Arrange training sessions for team members taking over tasks #### Access and Security * Disable access to company systems and accounts * Email and workspace accounts * Other function-specific systems accounts * Company equipment * Determine plan for either collecting or for employee to purchase equipment * Update security protocols if necessary #### Administrative Tasks * Execute termination in HRIS * Process final paycheck and any outstanding expenses * Provide information about benefits continuation or termination #### Exit Interview * Conduct the exit interview * Gather feedback on the employee's experience * Discuss any final questions or concerns #### Final Day Procedures * Ensure all company property is returned or settled according to OCV policy * Conduct a final check of knowledge transfer * Provide any necessary paperwork or final need-to-knows for exiting employee #### Post-Departure Follow-up * Send any remaining documentation (e.g., tax forms) * Conduct a team debrief to address any gaps left by the departure \
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