CHEO Onboarding

We know you’re excited to get started at CHEO! Before your first day, it’s important to complete and submit all required paperwork so we can finalize your employee file and ensure everything is in place for you to get started.

The information below will help you stay on track and make sure you don’t miss any important deadlines or action items.

Important: Act Now

Delays in submitting required paperwork may impact your pay, benefits, scheduling and/or access to CHEO systems.

Please make sure you:

• Sign your Letter of Offer
• Submit all required documentation, including proof of mandatory immunizations
• Complete all required forms and action items by the deadlines provided by your Talent Acquisition Coordinator

Most required documentation will be completed and submitted through Workday, CHEO’s HR system. Please follow the instructions and deadlines provided by your Talent Acquisition Coordinator.

Note: Some forms are required by Occupational Health & Wellness (OHW) and must be submitted directly to OHW. These documents should not be submitted through Workday.

Documents to Submit to Occupational Health & Wellness

Mandatory Health Surveillance Profile

• Complete the Mandatory Health Surveillance Profile and submit it to OHW@cheo.on.ca, along with proof that you have received the required mandatory immunizations.
• Note: If you are unsure of your immunization history:
  • Visit Ottawa Public Health for information on accessing your immunization records.

How to Submit Your OHW Documents

OHW documents can be submitted by:

• Email: OHW@cheo.on.ca
• Fax: 613-738-4826
• In person: Occupational Health & Wellness
• Important: OHW documents, including your Mandatory Health Surveillance Profile and proof of mandatory immunizations, must be submitted directly to Occupational Health & Wellness and not through Workday.

Completing these requirements on time will help ensure you are ready to start your CHEO journey with everything in place.

Starting a new job can come with a lot of questions. The information below will help you know what to expect and make your first day at CHEO as smooth as possible.

What to Wear

• Business casual attire is appropriate for your first day, unless your manager or supervisor has provided you with different instructions.
• Please refrain from wearing strong fragrances. CHEO is a scent-free hospital.

Where to Go

Your Talent Acquisition team will send you important information about your Orientation schedule by email. Your manager or supervisor will also be included so you have a point of contact once your Orientation days are complete.

Your manager or supervisor will confirm where you should report on your first day. If you have not received this information a few days before your start date, please reach out to them directly.

How to Get to CHEO

CHEO’s main campus is located at 401 Smyth Road and is accessible by public transit, car and bicycle. Bike racks are available at various locations across the campus.

If you are working at an off-site location, you may still have Orientation days at CHEO’s main campus at 401 Smyth Road. Your manager and Talent Acquisition team will provide you with the details you need.

CHEO also has several clinics and programs located throughout Ottawa, as well as in Cornwall and Renfrew.

For maps, addresses and information about our various locations, visit the Map and Locations page.

Where to Park

If you are coming to CHEO’s main campus, staff parking is available in CHEO’s new parking garage on Levels 3–5. The garage is adjacent to the Garry Cardiff Wing and is accessed from Ring Road, across from Lot A (the patient parking lot).

Please do not park in visitor or patient parking areas.

On your first day: If you have not yet registered for staff parking, you may park in the designated first-day parking area as outlined on the Maps and Locations page. A parking exit pass will be provided to you for your first day.

For the most up-to-date information about parking during construction, parking costs, payment options and helpful tips, visit CHEO’s Parking page.

If you have questions about staff parking or need assistance with your parking registration, contact Parking@cheo.on.ca.

How to Find Your Way Around CHEO

Finding your way around a new hospital can take a little time. CHEO has wayfinding signs throughout the hospital to help you get where you need to go. Signs are typically located at the beginning and end of hallways and near elevators.

You may also want to watch this short video before your first day to help you get familiar with the hospital.

Navigation Tip: CHEO’s floor numbering may be different from what you expect:

• Level 1 = Basement
• Level 2 = Main Floor

Where to Eat

There are several food and beverage options available at CHEO, including the Rainbow Cafeteria and Oasis Coffee Shop. Both accept cash, Interac and credit cards.

Visit our Maps and Locations page for help finding these locations.

Rainbow Cafeteria

• Located on Level 1
• Open 7:00 a.m.–2:00 p.m.
• Offers hot and cold meals made with fresh, high-quality ingredients
• Includes a sauté station with made-to-order lunch dishes, sandwich station and grill
• Also offers Pizza Pizza products, Timothy’s coffee and David’s Tea
• After 2:00 p.m., you can access food and beverages through the Smart Cooler, Starbucks and third-party vending machines

Oasis Coffee Shop

• Located on Level 2, near the front entrance and across from the main elevators
• Open 7:30 a.m.–11:00 p.m.
• Offers Mr. Sub and Pizza Pizza products, baked goods and Starbucks coffee

Skip the Line!

Looking for a quick lunch? You can place an online order from the Rainbow Cafeteria using the Caf-to-Go mobile ordering service and pick up your prepaid order. This service is available on weekdays during lunch hours.

Confirm the Details for Your Corporate Orientation

• You will attend Corporate Welcome and Safety Habits training as part of your onboarding on your first day.
• Please refer to the Welcome to CHEO email you received from the Talent Acquisition team for the date, time, location and other important Orientation details.
• If you have questions about your onboarding or Orientation, please reply directly to your Welcome to CHEO email. Our Talent Acquisition team will be happy to help.

How to Protect Yourself & Others

At CHEO, we all play an important role in protecting the health and safety of our patients, families, visitors and colleagues.

If You’re Feeling Unwell

If you are feeling unwell, please report your illness through the CHEO Screening tool.

The screening tool will provide you with guidance by email, including information about when you can return to work and any precautions you may need to follow when you return.

Masking at CHEO

For the latest information and guidance on masking requirements at CHEO, please visit our Masks webpage.

If You’ll Be Working Directly with Patients

If your role involves direct contact with patients, the following resources will help you become familiar with personal protective equipment (PPE):

• Donning PPE — Learn how to properly put on your personal protective equipment.
• How to Make PPE More Kid-Friendly — Learn strategies for helping children feel more comfortable when PPE is required.

Attend Corporate Orientation and Safety Habits Sessions

Your Welcome to CHEO email will provide the room location and other details for your Orientation sessions.

Corporate Orientation: 9:00 a.m.–12:00 p.m.
Safety Habits and Joy at Work: 12:30–3:30 p.m.

These sessions will introduce you to CHEO, our culture, workplace expectations and important safety practices.

Pick Up Your CHEO ID Badge

Your CHEO ID badge will be available for pickup at the Orientation room.

Before your first day: You must submit your photo to IDcards@cheo.on.ca at least 3-5 business days before your start date so your badge can be created. Submitting your photo in Workday alone does not complete this requirement.

Getting your ID badge should be one of your first priorities on your first day, as other services—including Information Services (IS) and parking—may require you to show your badge.

Important: You must wear your CHEO ID badge at all times while on-site.

Access Your CHEO Email and Network Account

The Information Services (IS) team will be available at the end of your first day to provide you with your CHEO email and network access details. You will be required to change your temporary password.

If you experience IS or access issues after your first day, you can visit the IS Helpdesk window on Level 3 in the Max Keeping Wing. The Helpdesk is open from 8:00 a.m.–4:00 p.m.

Outside of regular Helpdesk hours, call Extension 4357 (H-E-L-P) or 0 for Switchboard.

Important: Never share your network password with anyone.

Once you’ve made it through your first day, there are a few additional things to take care of during your first week.

Update Your Personal Information in Workday

Review your Personal and Emergency Contact Information in Workday and make sure it is complete, accurate and appropriately categorized—for example, ensuring your cell phone number is identified as Mobile.

Why this matters: Your contact information in Workday is used to populate Everbridge, CHEO’s emergency notification system. Everbridge is used to send emergency alerts to staff and medical staff during major emergency codes and events.

Set Up Your CHEO Email Signature

Create your inclusive CHEO email signature using the approved email signature template.

Register for the Employee and Family Assistance Program

Create an account with CHEO’s Employee and Family Assistance Program (EFAP) through Homewood Health.

Learn About Your HOOPP Pension

Take some time to review the HOOPP Handbook and learn more about how your HOOPP pension can help support your financial security in retirement.

• Permanent full-time employees: HOOPP enrollment is mandatory.
• Part-time and other non-full-time employees: HOOPP enrollment is optional.

For more information about your eligibility or enrollment, contact the Employment Services Office.

Your first week is also a great time to start getting familiar with CHEO, your department and the resources available to you.

Get to Know Your Team and Department

• Meet with your manager or supervisor to discuss your role, priorities and expectations.
• Meet your new colleagues and team members.
• Review materials provided by your leader, which may include departmental work plans, procedures, policies or current projects.
• Explore shared folders and drives relevant to your role.
• Familiarize yourself with the equipment, tools and resources you’ll use.
• Identify key safety features, procedures and measures in your work area.

Explore CHEO Resources

• Explore CHEOnet to stay up to date on CHEO news, information and resources.
• Begin working your way through CHEO Tools and Policies to familiarize yourself with key organizational policies, procedures and resources.

Remember: You don’t need to learn everything at once. Take your time, ask questions and use your manager, colleagues and CHEO resources to help you settle into your new role.

Attend the Corporate Welcome session – full schedule available in previous section.

Complete your mandatory online modules through Workday Learning:

• Each individual module must be completed in one sitting. Modules range from 30-60 minutes and will take about 5 hours in total to complete
• Consult with your leader to determine the best way to work this into your work schedule
• If you have any questions, contact the Organizational Development and Learning team at odl@cheo.on.ca

Attend the in-person Safety Habits training - you can find more info on this (including the link to register!) in the "Your First Day" section.

Attend Epic Training as per registered date/time (if applicable)

Complete your role-specific and department/team orientation (as applicable)

Familiarize yourself with your new surroundings

Get to know your team members /co-workers and key stakeholders

• During your lunch and breaks, try to really put yourself out there
• Find out about their interests, look for things you have in common

Be clear on what is expected of you; discuss and set goals and objectives with your leader

Ask questions - Lean on your ‘onboarding buddy’ or other trusted colleagues

Seek feedback to make sure you are on the right track

Listen, observe, learn… and takes notes!

Continue to work your way through CHEO Tools and Policies and to learn more about CHEO

Participate in a one-month check-in with your leader. Here are a few questions you can expect:

• How are you? How has your first month been?
• What’s going well? What are the highlights of your experience so far?
• How is the new job and CHEO lining up to your initial expectations?
• Are there any challenges you’re currently facing?
• How do you feel within the organization? Within the team?
• Do you have a clear understanding of what the expectations of your job are?
• Do you have the tools you need to do your job?
• Do you receive sufficient feedback/guidance?
• What are the goals you would like to set for yourself?
• Is there anything else you would like to share at this point?

As you settle into your role, take advantage of opportunities to become more connected to CHEO and the people around you.

• Share your fresh perspective. As a new employee, you have a unique perspective on how things work. If you notice an opportunity for improvement, share it with your leader or team and, where possible, suggest a solution or two.
• Stay connected with your leader. Continue meeting regularly with your leader and participating in team meetings. Use these conversations to discuss communication, roles and responsibilities, priorities and expectations.
• Build your network. Take opportunities to get to know colleagues within your team and connect with people across different units and departments. Building relationships across CHEO can help you better understand how we work together to support patients and families.
• Ask for help—and offer it when you can. Don’t be afraid to ask questions or seek support when you need it. At the same time, look for opportunities to support your colleagues and patients and families when you see a need.
• Stay informed. Keep up to date with what’s happening across CHEO by regularly checking CHEOnet and other communication channels, including the CHEO website, bulletin boards, the weekly CEO Update, Town Halls and CHEO’s social media channels.
• Get involved. Look for opportunities to participate in activities and events organized by the Staff Forum, such as wellness events, mindfulness sessions, Town Halls and other activities that help you connect with your colleagues.
• Keep learning. Set aside time to review relevant documents and resources and complete any outstanding Mandatory Learning Modules in Workday. Be sure to pay attention to completion deadlines.
• Set goals. Work with your leader to identify meaningful goals for your role and discuss opportunities for professional growth and development.

Three months is a great opportunity to pause, reflect and check in on how things are going.

Meet with your leader to discuss your experience so far and review your performance and progress during your probationary period.

Consider discussing:

• What is going well?
• What have you learned so far?
• Are there areas where you need additional support or clarification?
• Are there skills or knowledge areas you would like to develop?
• What goals or priorities should you focus on next?

Continue Growing
Use your three-month check-in as an opportunity to identify any additional learning or training that would support your success in your role.
You can also begin exploring opportunities to take on new responsibilities or contribute to projects that align with your interests and development goals. Take on additional responsibilities thoughtfully and ensure they are manageable alongside your existing workload.

Benefits Reminder
Medavie Blue Cross will mail your benefits card a few weeks after your benefits become active. Your benefits typically become active at the end of your probationary period.

Six months is another opportunity to reflect on your experience, celebrate your progress and think about what’s next.

Share Your Experience

We’re big on improvement! We’re committed to continuously improving the employee experience at CHEO, and your feedback helps us strengthen the onboarding experience for future new employees.

If you’ve identified improvements or ideas along the way, be sure to track any changes or improvements you’ve implemented in the Improvement Zone on CHEOnet.

As you approach your one-year anniversary, you’ll be invited to attend a one-year anniversary celebration with the CEO, along with other employees who joined CHEO around the same time.

As you prepare for the celebration, take some time to reflect on your first year:

• What are you most proud of? What has been your greatest accomplishment?
• What have been your “aha” moments? What are your most important lessons learned?
• What is still unclear? Are there things about your role, team or CHEO that you’re still trying to understand?
• What motivates you? What aspects of your work energize you, and what may be discouraging or frustrating?
• How has CHEO made you feel valued? Where could we do better?
• What else would you like to know about CHEO?
• Let’s pretend… You’ve just been appointed CEO of CHEO. What is the first thing you would do, fix or make better?

Your perspective matters. As someone who has experienced the employee journey from the perspective of a new hire, you have valuable insights that can help us continue to improve.

Your first year is just the beginning. Now is a great time to think about your goals, development and the opportunities ahead.

Meet with your leader to reflect on your first year and plan for the year ahead. Consider:

• Reviewing your objectives: What did you set out to accomplish, and what did you achieve?
• Celebrating your successes: Take time to recognize your accomplishments and contributions.
• Learning from your experiences: What worked well, and what would you approach differently next time?
• Reflecting on your skills: Consider both your foundational competencies and the job-specific skills you’ve developed. Identify areas you’ve strengthened and those you’d like to continue developing.
• Setting new goals: Determine what you’d like to accomplish during the upcoming year.
• Identifying development opportunities: Discuss training, learning opportunities, projects, mentorship or other experiences that could support your continued growth.

Looking Ahead

Your first year at CHEO is an important milestone—but it’s only the beginning. We hope you’ll continue to learn, grow, build meaningful connections and make a difference in the lives of the children, youth and families we serve.

Here’s to your next chapter at CHEO!