1. Introduction & Purpose

This Remote Onboarding Policy (the "Policy") outlines the procedures and best practices for onboarding new employees who will be primarily working remotely for Nexly Corporation ("Nexly" or the "Company"). Located at 701 South Street Suite 100, Mountain Home, AR 72653, Nexly recognizes that a well-structured and engaging onboarding experience is critical for the successful integration of new employees, regardless of their physical location. This Policy aims to:

• Ensure a Smooth Transition: Provide a seamless and efficient onboarding experience for new remote employees.
• Promote Employee Engagement: Foster a positive and engaging onboarding experience to build excitement and enthusiasm.
• Facilitate Information Sharing: Provide new employees with the information, resources, and tools they need to succeed in their roles.
• Foster a Sense of Connection: Help new remote employees feel connected to the Company culture, their team, and their colleagues.
• Ensure Compliance and Security: Ensure that all onboarding activities are conducted securely and in compliance with all applicable Company policies and regulations.
• Comply with all Applicable Laws: Provide for the proper collection of documentation required for compliance, such as W-4 forms, I-9 verification, and direct deposit forms.
• Streamline the Onboarding Process: Centralize onboarding processes and to ensure all employees are properly prepared to work for Nexly.

This Policy applies to all new employees of Nexly Corporation who will be working remotely, either fully or in a hybrid capacity with a significant remote component. It covers the period from the acceptance of the job offer to the completion of the employee's initial training and the establishment of a strong working relationship with their team. This Policy is to be read in conjunction with other Company policies, including, but not limited to, the Information Security Policy, the Data Privacy Policy, the Employee Handbook, and the IT Acceptable Use Policy.

2. Pre-Onboarding (Before the Start Date)

Prior to the new employee's start date, the following steps must be completed:

• 2.1. Offer Acceptance and Background Check:
  • Offer Letter: The Hiring Manager or Recruiter will extend a formal offer letter to the candidate.
  • Background Check: Conduct a background check, in accordance with the Company's Background Check Policy and applicable laws.
• 2.2. HR and IT Preparation:
  • HR Checklist: Human Resources (HR) will prepare for the new employee's arrival by completing the HR Onboarding Checklist, which will include:
    • Generating an employee record in the HRIS (Human Resources Information System).
    • Creating a welcome package and sending it to the new employee.
    • Communicating with the IT Department to set up the employee's accounts and equipment.
  • IT Account Setup: The IT Department will:
    • Create the new employee's company email address and other necessary accounts (e.g., Slack, project management software).
    • Configure the new employee's company-issued laptop and any other required devices.
    • Order and ship equipment to the new employee's designated remote work location.
    • Ensure proper secure network access.
• 2.3. Manager Preparation: The Hiring Manager will:
  • Welcome Communication: Send a welcome email to the new employee, introducing them to the team and providing information about their first day.
  • Team Introduction: Inform the team about the new employee's arrival and provide a brief overview of their role.
  • Task Assignments: Define the initial tasks and projects that the new employee will be working on.
  • Onboarding Plan: Prepare an initial onboarding plan for the new employee.
• 2.4. Equipment Shipping and Verification:
  • Equipment Shipment: The IT Department will ship all necessary equipment to the new employee's designated remote work location.
  • Shipping Confirmation: The IT Department will confirm the shipment of equipment and provide the tracking information to the new employee.
  • Equipment Verification: The new employee should verify that they have received the correct equipment and report any issues to the IT Help Desk immediately.

3. First Week Onboarding Activities

During the new employee's first week, the following activities must be completed:

• 3.1. Day 1: Welcome and Initial Setup:
  • Virtual Welcome Meeting: The Hiring Manager and/or a team member will conduct a virtual welcome meeting with the new employee.
  • IT Onboarding: The IT Department will provide the new employee with remote access to Company systems and applications.
    • Verify internet and other access for all devices.
    • Review basic computer/software usage.
    • Check security protocols and answer questions.
  • HR Onboarding: HR will conduct a virtual onboarding session to:
    • Introduce the new employee to the Company culture and values.
    • Review company policies and procedures.
    • Complete necessary onboarding paperwork (e.g., I-9 verification, W-4, direct deposit).
    • Explain benefits enrollment.
  • Team Introduction: The Hiring Manager will facilitate a virtual meeting to introduce the new employee to the team.
  • Workspace Setup: Guide the employee through their work setup, including remote login, secure login, VPN use, two-factor authentication, etc.
• 3.2. First Week Activities:
  • Mentorship Assignment (If Applicable): Assigning a mentor.
  • Daily Check-ins: The Hiring Manager will schedule daily check-in meetings with the new employee to answer questions and provide support.
  • Team Introductions: Arrange virtual meetings with key team members and other colleagues.
  • Departmental Orientation: Providing an overview of the new employee's department, its goals, and its structure.
  • Initial Training Modules: Assigning initial training modules, such as:
    • Security Awareness Training.
    • Data Privacy Training.
    • Code of Conduct Training.
    • Other mandatory training courses as needed.
  • Task Assignments: Begin working on initial tasks and projects, with ongoing support from the manager and team members.
  • System Training: Training on software, services, and systems required for the role.
• 3.3. Technology & Security Training:
  • IT Security Review: The IT department must review with the new employee how they should manage their login and password.
  • Two-Factor Authentication: Explain to the employee how and why they should use two-factor authentication.
  • MDM Setup (If Applicable): Show the employee how to set up and use MDM (if required).
  • Secure Network Connections: Teach the employee to securely connect to any necessary company networks, including how to connect securely to a VPN.
  • Proper Use of Company Equipment: Show the new employee how to maintain their equipment.

4. First Month Onboarding Activities

During the new employee's first month, the following activities must be completed:

• 4.1. Ongoing Training and Development:
  • Regular Check-ins: Continue with regular check-in meetings with the Hiring Manager, at a frequency that is appropriate for the role.
  • Performance Feedback: Provide regular feedback on performance, progress, and areas for improvement.
  • Advanced Training: Assigning additional training modules as needed, related to the employee’s role.
  • Training Log: Maintaining a training log to track the completion of all training activities.
• 4.2. Team Integration:
  • Team Meetings: Participating in regular team meetings.
  • Team Collaboration: Collaborating with team members on projects.
  • Social Interaction: Encouraging virtual social interactions with team members (e.g., virtual coffee breaks, team lunches).
• 4.3. Goal Setting: Collaborating with the Hiring Manager to establish clear and measurable goals and objectives for the first [Specify Timeframe, e.g., 30, 60, or 90] days.
• 4.4. Performance Review: Conducting a formal performance review at the end of the first month to assess progress and provide feedback.
• 4.5. Regular Check-Ins: Schedule and hold weekly check-in meetings for the first month.
• 4.6. Continuous Education: Continuing Education, training, and materials relevant to the employee’s function at the company.

5. Ongoing Support and Resources

Nexly Corporation will provide ongoing support and resources to help remote employees succeed.

• 5.1. IT Support:
  • Dedicated IT Support: Provide access to the IT Help Desk for technical support. [Specify Contact Information, e.g., helpdesk@nexlycorp.com or 555-1212].
  • Remote Support Tools: Utilize remote support tools to provide assistance.
• 5.2. HR Support:
  • HR Contact: Provide access to the Human Resources Department for assistance with benefits, payroll, and other HR-related matters.
  • Policy Information: Access to relevant policies and information, including the Employee Handbook and the benefits manual.
• 5.3. Manager Support:
  • Regular Communication: Maintain regular communication with the new employee through scheduled check-in meetings and other means.
  • Performance Management: Provide ongoing performance feedback and support.
  • Mentorship: Providing mentors as appropriate.
• 5.4. Communication Tools:
  • Collaboration Software: Providing access to and training on collaboration tools (e.g., Slack, Microsoft Teams, project management software).
  • Video Conferencing: Encouraging the use of video conferencing for meetings and communication.
  • Communication Etiquette: Provide access to guidance on online communication.
• 5.5. Employee Well-being:
  • Employee Assistance Program (EAP): Provide access to the Employee Assistance Program (EAP) for confidential counseling and support services. [Specify EAP Provider and contact information].
  • Wellness Resources: Providing resources on mental health, work-life balance, and other well-being topics.
• 5.6. Security Resources: Information about and access to the IT Department for questions about security protocols.
• 5.7. Further training and instruction relevant to the employee's career path.

6. Policy Compliance and Enforcement

Compliance with this Remote Onboarding Policy is mandatory for all Nexly employees involved in the onboarding process.

• 6.1. Employee Responsibilities: All employees involved in the onboarding process are responsible for:
  • Adhering to the procedures and guidelines outlined in this Policy.
  • Ensuring that new employees receive the information, resources, and support they need to succeed.
  • Following all IT Security and Data Privacy protocols.
• 6.2. Consequences of Non-Compliance: Failure to comply with this Policy may result in disciplinary action, up to and including termination of employment.
• 6.3. Policy Oversight: The Human Resources Department, in collaboration with IT, is responsible for overseeing this Policy and ensuring that it is implemented effectively.

7. Policy Review & Amendments

This Remote Onboarding Policy will be reviewed and updated regularly to ensure its continued effectiveness.

• Review Frequency: This Policy will be reviewed at least [Specify Frequency, e.g., annually] or more frequently as needed, such as in response to changes in the Company's business, the remote work environment, or feedback from new employees.
• Review Process: The review process will involve:
  • Feedback Collection: Collecting feedback from new employees, hiring managers, and other relevant stakeholders.
  • Effectiveness Assessment: Assessing the effectiveness of the onboarding process, including the level of employee satisfaction and the time it takes for new employees to become productive.
  • Regulatory and Best Practice Review: Ensuring the Policy is up to date with federal, state and local requirements and practices.
  • Incorporate Feedback and Updates: Incorporating changes to address any areas for improvement.
• Policy Amendments and Communication: Any amendments to this Policy will be approved by [Specify Approving Authority, e.g., the Board of Directors or the Executive Leadership Team] and communicated to all employees through [Specify Communication Channels, e.g., company-wide email, intranet posting, training sessions].
• Policy Ownership: The Human Resources Department, with support from the IT Department and Hiring Managers, is responsible for maintaining and updating this Policy.

**Acknowledgement:** By participating in the remote onboarding process, all employees and relevant parties are deemed to acknowledge that they have read, understood, and agree to abide by the terms and conditions outlined in this Remote Onboarding Policy.