With The Name of Allah, The Merciful Benefactor, The Merciful Redeemer…

Onboarding & Training Protocols for

New Halal Inspectors
Preboarding:................................................................................................................................ 3
Onboarding:................................................................................................................................. 3
Training:........................................................................................................................................3
Adjusting:..................................................................................................................................... 4
Fingerprinting:............................................................................................................................. 4
Mandatory Online Training:........................................................................................................ 4
Post Online Training follow up:..................................................................................................4
Halal Certification Training:........................................................................................................ 5
Observation and notetaking:....................................................................................................5
Shadowing and Q&A:.............................................................................................................. 5
Practice-run:............................................................................................................................ 5
Approval....................................................................................................................................... 6
Availability form:..........................................................................................................................6
Accepting inspection invites:.....................................................................................................6
Notifying your coordinator during inspections:....................................................................... 7
School security check-in:........................................................................................................... 7
Signing into the kitchen’s Logbook:..........................................................................................7
Online checklist form:................................................................................................................. 7
Log sheet:.....................................................................................................................................8

Introduction:
To make sure you have an easy transition into your new role as an inspector, a successful
onboarding process is particularly important. Studies show that a proper onboarding process for
a new hire results in greater satisfaction and performance. This checklist will help you adjust
and become more productive at a much faster pace.

There are several steps that are needed before one can begin working with Majlis Ash Shura
NY. Please keep this document for future reference.

There are four main phases of onboarding:

1.) Preboarding
2.) Orientation
3.) Training
4.) Adjustment
 Preboarding Orientation Training Adjustment

Begins as soon as For understanding For acclimating to the The time period
you have been your role in Majlis role as inspector. between being a
accepted for the Ash Shura and our Lasts 1-2 weeks new-hire to a fully
position right until the goals fledged inspector
first day of work

Phase 1: Preboarding
This first phase consists of acquainting you with your role in Majlis Ash Shura. This phase gives
you a better understanding of what to expect working with Majlis Ash Shura and what is
expected of you. Some resources to help facilitate this includes our employee handbook, dress
code information, tax related information, and other documents to help you succeed in your new
role in Majlis Ash Shura

Phase 2: Onboarding
Once the first phase is complete, it is crucial that you recognize the key figures in Majlis Ash
Shura so that you know who to ask for help when the need arises. This second phase is called
the Orientation Phase. Here is where you will attend our orientation and receive guidance on
transitioning into your new role as inspector. With your assigned coordinator, you may ask any
questions and understand the workflow. Another objective in this phase is to better grasp the
organization’s culture and policies and ways to make positive contributions towards your work.

Phase 3: Training
This third phase is one of the most important steps in the onboarding process. Here is where
you will receive the basic training to better understand and execute your job in a competent
manner. This phase consists mainly of in person training such as shadowing and being
reviewed by a certified inspector to assess competency. This phase may last anywhere from
one to two weeks. During this training, please feel free to ask as many questions as you would
like, as this phase is the most important for you to feel comfortable in your new role as
inspector. The better you understand your role in Majlis Ash Shura, the more positive your
impact will be.
Phase 4: Adjusting
Once training is complete, you will slowly integrate into your role within Majlis Ash Shura. This
fourth and final phase is the adjustment phase.

This phase can be divided into two sections: Adapting skills for the role of inspector and dealing
with your peers and superiors.

This phase’s duration varies, as everyone is different. Once complete, you will be completely
transitioned into your role as inspector for Majlis Ash Shura, insha’ Allah.

Phase 1:
Fingerprinting
Mandatory online training
Halal Inspector contract (sign online)
Majlis Ash Shura personalized email
W9 Document sign and submit
NDA (sign online)
Google Log Sheet; for logging your hours worked when inspecting schools
Direct Deposit form; for receiving your paycheck directly into your bank account
Majlis Ash Shura I.D card application

Fingerprinting:
Since you will be working with The Department of Education, a background check will be
necessary.

You will need to email OPIINFO@schools.nyc.gov and CC a Majlis Ash Shurah NY coordinator
so that he or she may follow up with the DOE. If it goes over 5 business days without any
response, please notify both your designated Majlis Ash Shura NY coordinator and
OPIINFO@schools.nyc.gov
Mandatory Online Training:
Online training will be approximately 75 minutes. A coordinator will send you a link for an online
meeting session with Masjlis Ash Shura members who will brief you on the responsibilities and
duties of being an inspector. Note-taking is highly recommended. Please prepare questions
beforehand and ask them at the end of the training session where a Q&A slot will be allotted for
that specific purpose

Post Online Training follow up:

You will receive the following documents which will need to be filled out:

1. Halal inspector contract. Please sign via email

2. Majlis Ash Shura NY personalized email. You will need to request from your Majlis Ash
Shura NY coordinator an email request form for a Majlis Ash Shura personalized Email.
You must only use this email for Majlis Ash Shura NY related matters, nothing else
3. W9 document to process pay check
4. NDA (Non Disclosure Agreement). Before moving forward, the NDA must be signed
5. A google log sheet to track your hours and wages that you must submit by the very end
of every month. Payments will be monthly, usually 7-10 days after submission of invoice
6. Direct Deposit form. Please request this online form from your coordinator to be able to
receive direct deposit payments to your bank account
7. Majlis Ash Shura Employee I.D card application

Phase 2:
Availability form

Phase 3:
Halal Certification Training
Day 1: Observation and note taking
Day 2: Shadowing and Q&A
Day 3: Practice-run
Decision; (Pass/Fail/Pending)
1st Inspection
Phase 4:
Notify your coordinator during inspections; (clock-in, clock-out times)
School security check in;present valid I.D
School Logbook sign-in; Sign in as an ILCNY inspector
Fill out online Majlis Ashura checklist; before leaving every inspection site
Maintain your Google Log sheet; Submit 1st of every month

Halal Certification Training:

Prior to being a certified inspector, you will need to attend at least 3 supervised visits with a
certified inspector on-site. These 3 visits will be divided into 3 main parts:
1.) Observation and note taking
2.) Shadowing and Q&A
3.) Practice-run

Observation and notetaking:

The first on-site visit will be both you and a certified inspector visiting a school together. You will
simply observe the inspector perform the inspection. Take this opportunity to take notes of the
workflow, interaction between the inspector and other staff members in the school, timings, etc.
Ask any questions that you may have, take any notes you may deem necessary

Shadowing and Q&A:

Your second on-site visit will have you shadowing your appointed inspector. You will have your
own manual, checklist and other necessary forms that you will be filling out yourself. Please be
attentive and prepared, as your next training session will have you conducting the entire
inspection yourself

Practice-run:
Your third and final visit as a trainee will have you leading the entire inspection yourself with the
accompanying certified inspector there to observe
Decision
After your third day of training, Majlis Ash Shura will assess your performance and decide
whether you are fit to be a certified inspector. There are three possible decisions that we may
take.

1. Pass
2. Fail
3. Incomplete

Pass: You have passed all requirements and are now fit to conduct inspections solo.

Fail: You have not met all of the requirements

Incomplete: You have not completed all of the requirements so your status is currently pending

Availability form:
After you have passed and have become a certified inspector, it is time to start preparing for
your first inspection.

Before you can begin scheduling inspections, you will need to fill out an availability form. This
form allows your coordinator to know your availability throughout the year. We recommend that
you state your availability up to at least 3 weeks in advance. Once this form is filled out, you will
begin receiving inspection invites on your Majlis Ash Shura email.

Accepting inspection invites:

Once your availability is set up, you will receive invitations to inspection sites via your Majlis Ash
Shura email. Upon selecting any invitation, you will then be required to conduct inspections at
the respective site.

Notifying your coordinator during inspections:

For every site, you must message your coordinator the exact time you officially clock-in, as soon
as possible. The same applies for when you clock out. This is necessary so Central HQ will be
notified of your arrival and departure from a DOE school site. This also ensures that you are
properly compensated for your work.

School security check-in:

Almost every school will have a reception desk in the front entrance. Behind most of them will
be a security guard who will ask you two things: what business do you have in their school and
for some form of identification. Your answer will be that you are there for food inspection. They
will then ask that you show identification. Show them your ILCNY/ Majlis Ash Shura I.D card or
your state I.D/ driver’s license. You may be asked to sign in at the receptionist logbook. Please
note the specific time that you sign in, as this is the time you will note to your coordinator also.
For example, if you signed in at the reception desk at 7:48 am, you should notify your
coordinator that you have entered the school at 7:48 am.

Signing into the kitchen’s Logbook:

Upon entering the school’s respective kitchen, there should be a sign-in book that all kitchen
staff and visitors sign. Starting on page 6 you should see a section labeled ‘Visitors to
Cafeteria/Kitchen’, sign in there. There are 5 columns: Date, Signature, Title/Department,
Purpose of Visit, Comments. For ‘Date’, put the appropriate date. For ‘Signature’, print your
name. For ‘Title/Dept’, put ‘ILCNY Halal’. For ‘Purpose of Visit’ put the type of certification you
are performing for that school (new certification, re-certification, unannounced visit, etc) and
write down the time that you clock in and clock out. Be sure to capture a photograph of this
sheet before you leave so that you may send it to your coordinator as proof.

Online checklist form:

Before leaving the site, it is highly recommended that you complete the online checklist
inspection form and submit it as soon as possible. This ensures a record of your inspection
digitally and allows Majlis Ash Shura to instantly collect any comments or suggestions made by
you after the inspection. This information is vital for our records and communication with the
DOE.

Log sheet:
In your digital form package, you will receive a Log sheet that you are required to fill out after
every inspection. This sheet records and tracks all of the sites you’ve inspected, the times
you’ve logged in, as well as other information. You will promptly submit a monthly log sheet,
signed with your signature, in PDF format, to your coordinator via email. This should be done at
the end of every month to ensure you receive your paycheck in a timely manner.