Workforce Readiness: Navigating Employment Agreements, New Hire Paperwork, and Workplace Etiquette
Starting a new job can make even the most confident job seekers feel like they’re back in middle school on the first day. This is especially true for teens and young adults who may be stepping into their first jobs. In fact, 87% of job seekers experience new job anxiety, with 53% admitting it's scarier than going to the dentist, holding a snake, or even skydiving (Forbes, 2023).
Just getting to the first day at a new job is a journey full of stress. If your students have recently started a new job, they've likely been through the wringer. It all begins with searching for openings, probably through social media or networking. They might have crafted resumes and cover letters, but most likely went straight to an online application. Depending on demand, they may have had an on-the-spot interview or spent days anxiously awaiting a scheduled appointment. After the interview, they eagerly awaited news, probably jumping at the first offer without much evaluation or negotiation. (This isn’t a critique, just an opportunity for reflection—definitely a discussion for another day!)
Once they’ve accepted the job offer, students face a gauntlet of paperwork and procedures, likely feeling a mix of excitement, nervousness, and uncertainty as they navigate their new role.
Navigating Employment Agreements
Breaking Down the Basics: What is an Employment Agreement?
The first step is to officially accept the job, usually involving some form of an employment agreement. Employment agreements can vary widely in formality and complexity. At the most basic level, a job offer letter outlines key details like salary and start date. Some companies might also require the new employee to acknowledge receipt of the staff handbook, which outlines company policies and expectations. A more detailed employment agreement may cover job responsibilities, compensation, and benefits, while a contract of employment is the most formal, encompassing comprehensive terms, including job duties, benefits, and legal clauses. Finally, a collective bargaining agreement is a complex document negotiated between an employer and a labor union, addressing employment terms for a group of workers.
Key Elements to Look for in Employment Agreements
A general employment agreement typically includes these elements:
Job title and description
Length of employment
Duties and responsibilities
Salary and benefits
Work schedule and location
Non-compete clauses (restrictions on working for competitors during or after employment)
Intellectual property clauses (who owns the work produced)
It’s crucial that students read the agreement carefully, ask questions, and make sure they understand everything before signing. A few key areas of concern include:
Termination Conditions: Employees can be terminated for poor performance, misconduct, or violating company policies. This is also a good time to explain “at-will” employment, where either the employee or employer can terminate employment at any time with or without notice or reason.
Common Legal Clauses (*Note: I am not an attorney, and this is not legal advice, just an overview of common practices!):
Confidentiality: Restrictions on discussing trade secrets, proprietary information, business strategies, personnel issues, or other sensitive information.
Non-compete: Often prohibits an employee from working for or starting a competing business within a specific geographic area or time period after leaving the company.
In this Employment Essentials lesson, there’s an activity that challenges students to read and interpret a sample employment agreement. Hidden within the agreement are some quirky little details to ensure students are reading closely and paying attention!
Tackling New Hire Paperwork
The Paperwork Gauntlet: What to Expect
After signing the employment agreement, students continue through the gauntlet of new hire paperwork. This usually involves a combination of:
Employment authorization (passport, resident card, social security card, etc.)
Government-issued ID
Contact information
Emergency contact information
Direct deposit information
Tax forms
Health insurance and benefits enrollment
Consent to background check and/or drug test
Proof of training, licensure, or certification
Check out the free employment checklist below that you can share as a resource for students now or to refer back to in the future. Also, students can better prepare for tackling adulting adventures like employment or housing by gathering their important paperwork in advance.
Essential Documents: From Direct Deposit to Tax Forms
Each step of the paperwork process could spin off into an entire lesson of its own! For example, setting up direct deposit is part of the new hire process. This requires foundational knowledge like having a bank account, knowing how to void a check (and having a check to void) or how to obtain a direct deposit confirmation letter from their bank, understanding the difference between an account and a routing number, monitoring direct deposits for accuracy, and more.
Every time I teach this content, the conversation takes a new turn. Sometimes students have questions about the parts of a check. Other times, we practice reading a paystub, which leads to discussions about regular vs. overtime pay, sick leave accrual, and payroll deductions. As we work through the different elements of hiring paperwork, I provide students with real-world examples to explore. They are always interested in seeing a real W-4 and a (sample) W-2. While I’m careful not to give tax or financial advice, I do provide students with hard copies of IRS forms, including the instruction pages, and give them time to explore them with a partner, answering general questions and challenging them to dig in based on their own personal circumstances.
Understanding Health Insurance and Retirement Plans
Introducing Health Insurance
In the U.S., another crucial part of this conversation is health insurance. Health insurance is a complex topic that still costs me sleep from time to time, so I don’t try to teach it in great depth. Instead, I focus on building students’ familiarity. I start by explaining the basics and introducing essential vocabulary (premium, deductible, co-pay, out-of-pocket maximum). Then, I give them a few sample plans to compare. If students finish the exercise understanding that different plans are better for different people (e.g., low premium plans may be better for those with limited health care needs), I consider it a win. I’ve found these adulting topics are best taught in small doses with repeated exposure.
Retirement Planning for Beginners: Why It Matters Early On
Similarly, when introducing students to the idea of Employment Essentials, I briefly overview retirement accounts. I do a deeper dive into retirement when teaching financial literacy, but I think it’s important to at least touch on the topic when discussing starting a new job. When students start working, there's a good chance they’ll have to decide whether to opt in or out of an employer retirement program, if not select the investment options for that account. Also, it’s crucial to remember that time is the most powerful variable when it comes to saving for retirement, and helping students start early gives them a significant advantage!
Specifically, when introducing retirement accounts, I briefly explain students’ options: working indefinitely, Social Security, defined benefit plans, defined contribution plans, and deferred compensation plans. I don’t expect students will become fluent in retirement planning after one lesson. My goal is to introduce these concepts so that when they encounter these choices in the workplace, they’ll be familiar. I also discuss the concept of employer matching, so students don’t miss out on free money, and I give them practice using a retirement calculator to get them excited enough to learn more!
Dressing for Success and Personal Presentation
Health care and retirement are the most daunting topics, it’s all downhill from here!
Sensitivity in Teaching Dress and Grooming Standards
Next, I like to talk to students about “dressing for success,” though I tend to approach it a bit differently from the traditional “dress for the job you want” advice. When discussing dress codes, it’s essential to approach the topic with sensitivity. Clothing and fashion are already complex issues for teens, compounded by factors like limited financial resources, inconsistent access to laundry facilities, and the desire to fit in with peers. Additionally, cultural backgrounds can influence clothing norms. I’ve found it safest to present common workplace dress standards while avoiding any negative commentary on specific types or styles of dress.
Similarly, I try to be mindful when discussing grooming standards. While it’s important to emphasize the value of good hygiene and a professional appearance, I always try to remember that some students may have limited access to hygiene products or face conditions that impact their grooming. Additionally, they might be unaware of or have different norms due to cultural differences or personal circumstances. It’s my goal to approach the topic with sensitivity, focusing on the benefits of grooming for professional settings without making any student feel uncomfortable.
Understanding Workplace Dress Codes and Uniform Policies
When starting a new job, students should ask whether the company requires a uniform or follows a general dress code. If uniforms are required, they should understand the specific policy, including what to wear, grooming standards, and whether the uniform is provided or needs to be purchased. Students should clarify the process for replacements and maintenance and inquire about any seasonal variations or dress code exceptions. They should also be aware of the consequences for non-compliance to avoid any issues on the job.
Workplace Safety: Personal Protective Equipment (PPE)
When discussing personal protective equipment (PPE) with students, I emphasize the importance of understanding job hazards and company guidelines to choose the right protective gear. For example, you can share that according to the CDC, approximately 12% of all workers have hearing difficulty, about 20% of those exposed to noise have significant hearing impairment, and about 8% of workers experience tinnitus.
Most students should receive training through their employer, but stress the need for proper fit, regular inspections for damage, and following instructions for use and maintenance of PPE. Remind students that consistent use of PPE, including eye and hearing protection, is crucial, even for seemingly minor tasks, and encourage them to seek help if they’re unsure about anything.
Mastering Workplace Etiquette and Social Skills
Finally, I like to work with students on the soft skills and the social skills needed in the workforce.
Making a Positive First Impression
Orientation is a great opportunity to make a positive first impression, and we discuss the importance of being punctual, bringing any required documents, engaging with the presenter, paying attention to company culture and norms, taking notes, networking, and avoiding gossip from day one! This is also an opportunity to explore social nuances with students. For example, you can discuss how they should prioritize their most important questions during orientation and consider following up individually for more personal inquiries. Explain that asking too many questions at once can overwhelm the trainer or annoy new colleagues. Clarify the difference between questions that are relevant to the entire group and those that are specific to an individual.
Navigating Social Media in the Workplace: Best Practices for Students
We also talk about social media at work. Teens and young adults should approach social media with caution when they start their first job. Following company policies, respecting privacy, and maintaining professionalism online are key to ensuring that their social media activity doesn’t negatively impact their job or future career prospects. Careers in education, healthcare, legal professions, government, law enforcement, and financial services are particularly risky regarding social media use due to privacy and confidentiality concerns. Adhering to industry-specific regulations and best practices is crucial for maintaining professional integrity and avoiding negative repercussions.
Common Workplace Scenarios: Teaching Unspoken Rules and Etiquette
Finally, I present students with workplace scenarios involving common office faux pas. The goal of these scenarios is to teach students some of the workplace etiquette that is generally unspoken and too often learned the hard way. While some of these may seem obvious, we've all had co-workers who violate these norms, so I'd argue that they are worth the attention. For each scenario, which range from reheating fish in the communal microwave to swooping a co-worker’s commission, students are challenged to identify the problem(s) and then recommend solutions. I am constantly impressed with the different interpretations and solutions students dream up, and I always look forward to seeing where the conversation goes!
Supporting Students for a Successful Transition into the Workforce
Workforce readiness is about more than just helping students land a position—it's about equipping them with the knowledge, skills, and confidence they need to navigate the complexities of the workplace successfully. From understanding employment agreements and handling new hire paperwork to mastering workplace etiquette and making a strong first impression during orientation, every step in the process is a valuable learning opportunity. By addressing these topics in your classroom, you can help students feel more prepared and less anxious as they embark on their first professional experiences. With the right guidance, your students will be better positioned to start their careers on the right foot, and they'll have the tools they need to thrive in the workforce. If you’re looking for resources to support this journey, Employment Essentials: Preparing Students to Enter the Workforce is a great place to start.