Welcome to Syensqo!
In this page, you can find useful resources for your first weeks and months with Syensqo.
This self-support kit will help you over the first 30 days at Syensqo and beyond. Learn how to align yourself with the company values and with the entity you are working for, while also learning how to navigate the Syensqo universe.
Please follow the weekly steps for a smooth onboarding process.
Always refer back to this page for any question you might have regarding your onboarding process.
Having your equipment and necessary accesses ready and working is crucial to get onboarded quickly. If your IT onboarding did not happen as expected, please contact the Service Desk and communicate the onboarding ticket number (created by your manager) to them.
Syensqo's Code of Business Integrity Training and Annual Certification
The Syensqo Code of Business Integrity (CoBI) is the foundation of how we operate, reflecting our Group’s strong values and culture. It applies to all Syensqo employees worldwide, as well as third parties acting on Syensqo’s behalf.
As part of the Compliance Campaign 2021, all employees are required to complete the CoBI Training and the new Annual Acknowledgment and Certification of Compliance. The training, available in 17 languages, consists of a course and a quiz, and focuses on current strategic topics. It takes approximately 45 minutes to complete and can be accessed here.
Completion of both the training and the annual certification is mandatory for all employees and must be done within 30 days of notification (scheduled for November 4th). Non-compliance will be reported to upper management and may have further consequences. During the certification process, employees are required to confirm that they have completed the training, are aligned with Syensqo’s ethical standards, and to report any known non-compliance situations.
For new employees, it is mandatory to complete the Code of Business Integrity Course on YOUGrow within your first week.
As you initiate your journey with us, it’s important for you to get to know Syensqo. Here you have easy access to useful global information to get started:
Personal Data Protection
You’ve recently joined Syensqo, welcome! Collecting and processing your personal data, Syensqo must provide you with clear information on the use of your data and on the exercise of your rights.
Please read our Employee Privacy notice to learn more about the purpose of data collection and how you can control it.
Below is the current employee privacy notice, please select your country:
- Belgium - DE - FR - NL
- Croatia
- Czech Repulic
- France
- Germany
- Great Britain
- Italy
- Luxembourg DE - FR
- Netherlands
- Poland
- Portugal
- Romania
- Spain
- Specific Regulations (APAC, Brazil, China)
For the generic Employee Notice in English, please click here
| Supporting Material | |
| Global Policies & Practices | |
| Other HR Wiki Articles |
Our office environment impacts the way we interact with others. Discover how Solvay Ways of Working (SWOW) boost collaboration, exposure and creativity, how it suits your needs to deliver at your best: alone, as a team or in project mode.
We strongly believe living in an open, flexible environment can help each employee to develop “at their best”. “How can the lack of an assigned place really help me ?”, you might think.
Sure, but imagine a workplace where you are empowered to organize your daily activities according to your preferences or your mood, the nature of your tasks, the need of focus, with complete flexibility on where to settle, in dedicated areas, with diverse configurations, including Mobile & Hybrid working and paperless approach. Get close to your colleagues, your internal clients, your project teammates, being exposed to other Entities or leaders.
Why this Moment Matters
Purpose is an invitation to all of you, as Syensqo employees, to find extra meaning to your work and act accordingly with our Core Beliefs. Our common culture is built by At Our Best behaviors that will enable us to unleash our full potential as one Group. This starts with the ‘self’ in connection to your team.
If you are new to Syensqo's Wiki space, you may need to link your Google Drive in order to see embedded documents.
Follow the instructions here.
“We won’t win only by having the best technologies. We will win because we have the most inspired people.” - Zephyr listening session
Why this Moment Matters
Syensqo values human dignity, which is why we commit to ensuring equal opportunities for individuals from all backgrounds. This commitment is core to Diversity, Equity and Inclusion (DEI) within our Group. But there is still a lot of work to be done and you and your Team are the first place to show the way!
Why this Moment Matters
Because “creating sustainable shared value for all” aims at putting our expertise and energy at the service of our planet and society at large. What are the levers you have to impact the direct communities and environment?
Raising the bar in response to climate change, resource scarcity and creating a better life.
Being informed about the use of your data, what's the point?
Syensqo must provide you with clear information on the use of your data and on the exercise of your rights.
Have you ever wondered ...
... for what purpose does Syensqo collect different data about you?
... what control you have over your personal data?
Find the answers, please select your country:
- Belgium - DE - FR - NL
- Croatia
- Czech Repulic
- France
- Germany
- Great Britain
- Italy
- Luxembourg DE - FR
- Netherlands
- Poland
- Portugal
- Romania
- Spain
- Specific Regulations (APAC, Brazil, China)
For the generic Employee Notice in English, please click here
The onboarding process is launched once an offer is accepted. Your new employee will be hired in the HR system to the position that you created at the start of the recruiting process.
Follow these simple steps to ensure your new joiner is set up for success from Day One. A minimum of 15 business days is required from the moment an onboarding is launched and the start date, to ensure a successful onboarding.
Prepare, connect and begin bonding with your new employee BEFORE Day One
[Click on the image to be redirected to My HR Services; then select "Onboarding" from the Home drop down menu]
Visit the Onboarding Dashboard in My HR Services to utilize your digital New Hire Checklist to remain organized and perform additional tasks in the tool to enhance your new joiner’s experience, such as:
- Sending a Personal Message
- Assigning a Buddy
- Introducing New joiner to their future network
- Recommending Useful Links
- Providing useful information for New Joiner’s First Day
IT Access (step 2) can be requested, however CANNOT be finalized until the new hire has completed his/her personal information AND Additional Onboarding tasks in the onboarding portal; please follow up with your new employee to ensure they have completed their required onboarding activities at least 7 business days prior to their start. You can view their status in your Onboarding Dashboard.
CLICK for User Guide:
Request Standard IT Equipment and Syensqo Access
Complete as soon as possible, but no later than ONE (1) WEEK before start date. After submission of the service request, Service Desk will provide the services within 5 business days.
[Click on the image above to be redirected to SyRa]
The standard onboarding ticket will provide based on request:
- PC/Chromebook delivery
- Active Directory
- Remote Access
- Token
- Badge/Access to Facility
- Access to Google Workspace, YouGrow and Org Charts, Syensqo One and Syra
- SAP (by Day 5, if requested)
- It is also now possible to request access to the following applications:
- Core CRM
- iCare CRM
- Dynasys DP
- PICASO
Request Specific Applications (non-SAP) and/or Shared Folder Access
[Click on the images above to be redirected to SyRa]
Consult the SyRa catalog for any additional requests based on position and needs.
CLICK for User Guide
Be “present” on your new hire’s first day. Review their pre-prepared agenda with them for their first day/weeks
- Use some or all of the consolidated materials in this Fundamentals document to share content with your new joiner.
- Utilize your assigned buddy or other team members to help with onboarding.
- Do frequent check-ins to measure engagement and answer questions.
Your new hire will have access to an onboarding portal before their first day of work where they will complete their paperwork activities digitally and have access to information about the Group in one place!
To know more about their digital onboarding experience and how your manager tasks can make a difference, have a look at the new joiner experience.
Note: If at any moment you need to cancel the Onboarding process, please submit a ticket
| Onboarding process guidelines | |
| Support material | |
| Video tutorials - English | |
| Video tutorials - French | |
Create Contingent Worker Identity - SyRa
Step 1 must be completed at a minimum six (6) business days prior to the start date of the contingent worker.
[Click on the image above to be redirected to the SyRa ticket]
It will now be possible to ask for standart access in this service request. You only need to submit the “IT access onboarding service request” if you are required to use more than these services:
- Network Account
- Google Account
- Remote Access
- Security Token
CLICK for User Guide
Request Standard IT Equipment and Syensqo Access
Complete as soon as possible, but no later than ONE (1) Week before start date. After submission of the service request, Service Desk will provide the services within 5 business days.
[Click on the image to be redirected to the ticket in SyRa]
The standard onboarding ticket will provide based on request:
- PC/Chromebook delivery
- Active Directory
- Remote Access
- Token
- Badge/Access to Facility
- Access to Google Workspace, YouGrow and Org Charts, Syensqo One and Syra/Digital Workplace
- SAP (by Day 5, if requested)
- It is also now possible to request access to the following applications:
- Core CRM
- iCare CRM
- Dynasys DP
- PICASO
[Click on the image to be redirected to the ticket in Syra]
Consult the SyRa catalog for any additional requests based on position and needs.
CLICK for User Guide
Every year as long as the contingent worker contract is in place, you will be asked to revalidate the access of your external worker, and will receive instructions by email. The recertification process will allow you to extend accesses for a maximum renewable period.
As a manager you need to follow the standard recruitment process. Firstly, you need to create a position in the Position Org Chart and then post a job requisition.
The onboarding process will be launched after the contingent worker has applied to the requisition and accepted an offer.
[Click on the image to go to My HR Services; then select "Onboarding" from the Home drop down menu]
Visit the Onboarding Dashboard in My HR Services to utilize your digital New Hire Checklist to remain organized and perform additional tasks in the tool to enhance your new joiner’s experience, such as:
- Sending a Personal Message
- Assigning a Buddy
- Introducing New joiner to their future network
- Recommending Useful Links
- Providing useful information for New Joiner’s First Day
CLICK for User Guide:
- How to follow up an onboarding process in My HR Services - User Guide
- How to use the checklist in My HR Services to prepare the new joiner start- User Guide
- How to personalize the new joiner's experience with the onboarding tasks in My HR Services - User Guide
Complete as soon as possible, but no later than ONE (1) week before transfer date. After submission of the service request, Service Desk will provide the services within 5 business days.
[Click on the image to go to the ticket in SyRa]
The Internal Move / Employee status change - IT Request will help you to ensure your contingent worker can start their new role as Syensqo employee with all the relevant IT equipment and accesses.
Consult the SyRa catalog if any NEW applications or equipment are needed for the user.
Your converting contingent worker will have access to an onboarding portal before their first official start date at Syensqo where they will complete their paperwork activities digitally and have access to information about the Group in one place!
To know more about their digital onboarding experience and how your manager tasks can make a difference, have a look at the new joiner experience.
Onboarding process guidelines | |
| Support material | |
| Video tutorials |
The internal employee needs to follow the standard recruitment process, starting with the creation of position, the posting of a requisition, and the onboarding process will be launched after the internal employee has applied to the requisition and accepted an offer. The internal transfer will be recorded in the HR system and the internal employee will be moved to the position that you created at the start of the recruiting process.
[Click on the image above to go to My HR Services; then select "Onboarding" from the Home drop down menu]
Visit the Onboarding Dashboard in My HR Services to utilize your digital New Hire Checklist to remain organized and perform additional tasks in the tool to enhance your new joiner’s experience, such as:
- Assigning a Buddy
- Introducing New joiner to their future network
- Recommending Useful Links
- Providing useful information for New Joiner’s First Day
The People Services team will move the internal employee to the new position, apply any change such as salary, grade level, etc. based on the internal offer letter and new position. Internal transfers may only be effective on the 1st day of the month (except for the US which follows the US Payroll Cycle)
CLICK for User Guide:
Complete as soon as possible, but no later than ONE (1) week before transfer date. After submission of the service request, Service Desk will provide the services within 5 business days.
[Click on the image above to go to the ticket in Syra]
The Internal Move / Employee status change - IT Request will help you to ensure your transferring employee can start their new role with all the relevant IT equipment, accesses & services. This request covers:
- National Transfers (transfers within the same country)
- International Transfers (transfers from one country to another)
Consult the SyRa catalog if any NEW applications or equipment are needed for the user.
NOTE: Following this change, Managers need to confirm if their employee's current accesses are already adjusted to their new job and if the previous ones have already been removed. Please consider all the systems that could have impacts in security, reputation and confidentiality.
Onboarding process guidelines | |
| Support material | |
| Video tutorials |
he onboarding and first 90 days for new joiners is critical for their seamless integration with our ways of working, purpose and vision. This integration creates a sense of belonging and enables them to get up to speed faster. It also paves the way for creating the right conditions for the newcomer to succeed.
In line with the People Engagement Journey, Leaders are now fully in charge of their new team member’s onboarding experience - from the moment the new hire accepts the offer until they are fully onboarded in the job, the team and the Group. The collaboration between recruiters, hiring managers, Site HR, and HR Operations is crucial to ensure a smooth transition from recruitment to onboarding.
An onboarding digital feature in MY HR Services is available to support leaders in organizing the arrival of their new team members and to welcome and engage new hires during their onboarding.
HR Operations, Payroll, and Site HR users have access to the onboarding dashboard with various roles.
- HR Operations takes the lead in hiring the employee after the recruiter confirms an offer acceptance and the candidate completes their onboarding information, forms and documents.
- Country Payroll teams complete & approve hiring information in Employee Central, hrX and Time Management App once they receive the notification.
- Site HR has visibility in the onboarding dashboard to follow up on the status of new joiner’s at their site and are responsible for compliance with local legislation and collection/processing of local forms until the progressive go-lives of country specific onboarding
- Site HR collaborates in collecting necessary documentation from new Joiners when Onboardings are manual (not through the Employee Central Dashboard).
Here you will find an HR User Guide with step by step instructions for My HR Services Onboarding.
*Note: From July 2023 onward, the Home Address and the corresponding required fields become mandatory for China Onboardees during Personal Data Collection.
The first step for TA is to provide all of the information required to initiate the onboarding process before moving the candidate to "offer accepted".
1. Start date
a. Must be accurate start date : last updated start date after offer negotiation.
b. 15 business days are required between onboarding initiation and start date for a successful onboarding process
i. Note: Can be shortened up to 10 business days if the manager commits to following up with the new hire to ensure onboarding tasks are completed rapidly
c. Start date in the onboarding tool is retrieved from information entered during offer approval -> any change in the start date information happening after the approval of the offer should be shared as comments when the candidate is moved to the “offer accepted” step.
d. For internal transfers: start date is always on the 1st of the month.
2. Offer information
a. The offer letter must be managed in the recruiting tool. Required information for onboarding will be inserted based on information provided in the offer letter. If the offer is managed outside recruiting tool (exceptionally), upload the offer letter manually in the candidate’s file in the tool
b. Ensure all offer information required for onboarding is present in the offer letter. In case of any information missing, add them as comments when moving to offer accepted. Following information are required for the onboarding process:
i. Job grade
ii. Salary
iii. Contract type (If limited duration contract: duration and end date are required)
iv. Start date
v. Hiring Manager
vi. Highlight if new joiner is a student or a trainee
vii. Location (site)
1. In the coming 5 days, candidate will receive an email with login information to access the onboarding platform. In case they don’t receive any email, candidate can introduce a ticket as explained below
i. Note: the email can sometimes arrive in the spam, candidate should check their spam folder
2. Highlight the importance of completing their onboarding tasks as soon as possible
i. Note: New hires have 2 tasks to complete in the onboarding portal. After completing the first one, a second one will become available. New hires are notified via email every time a new task is available for them to complete
3. In case of question or need for support: candidates can introduce a ticket via HR support request form.
1. The hiring manager will receive an automatic email notification once onboarding has been initiated
2. The manager can follow up on the onboarding process of their new hire in the onboarding section of My HR Services
3. Start date should not be changed after onboarding has been initiated, changing the start date can create major complications in the onboarding process
i. Note: In exceptional cases, and under valid circumstances, a change of start date can be requested using the SyRa Onboarding request
4. It is critical that managers request IT access and equipment using the Onboarding - IT Equipment & Access request ASAP and no later than 7 days before 1st working day (request for their new hire becomes available 24 hrs after onboarding initiation)
5. In case of questions or need for support, managers can request support via SyRa onboarding request.
6. Hiring managers can consult the HR Wiki onboarding information for support.
The countries that have contracts issued by the People Services team are at the moment:
- Belgium (XPLORER site)
- Brazil
- China (excludes Taiwan site)
- France
- Italy
- Portugal
- United Kingdom (excludes Oldburry Site)
- Spain
The team doesn’t issue contracts for grade S23 and above nor External Employees/Contractors.
International hires, Internal Moves, Internships are only issued by the team in some countries, select your specific country for details
In Scope:
- Bruxelles - XPLORER site only
- Non-Cadre employees and cadre up to S22
Process Workflow:
- The candidate sends all documentation needed in Onboarding and it’s concluded.
- People Services Starts to issue the contract and sends it via DocuSign to the site HR to be signed.
- The HR Site receives an e-mail with the contract and signs it inside DocuSign.
- After the HR Site signature, the candidate receives the document via e-mail (personal) and signs it.
- After all signatures, the HR site, candidate, and People Services receive a copy of the document.
- Document is sent to local payroll teams via ticket, due to legal information in the contract shared by the HR site on the process.
In Scope:
- Non-Cadre employees and cadre up to S22
Process Workflow:
- The candidate sends all documentation needed in Onboarding and it’s concluded.
- The HR Site is informed via e-mail by People Services of the new hiring. It is requested from the Site HR to fill out a form with further information needed for the contract.
- People Services Starts to issue the contract and sends it via DocuSign to the site HR to be signed.
- The HR Site receives an e-mail with the contract and signs it inside DocuSign.
- After the HR Site signature, the candidate receives the document via e-mail (personal) and signs it.
- After all signatures, the HR site, candidate, and People Services receive a copy of the document.
In Scope:
- Non-Cadre employees and cadre up to S22
Note: Taiwan site is not part of the scope
Process Workflow:
- The candidate sends all documentation needed in Onboarding and it’s concluded.
- People Services Starts to issue the contract and sends it in PDF via email to the site HR to be signed.
- The HR Site receives an e-mail with the contract and signs it.
- On the 1st day of work, the employee signs the document on-site.
- After all signatures, the HR site scans the contract and sends it to People Services.
- People Services receives and stores the signed contract in the Employee File.
In Scope:
- Non-Cadre employees and cadre up to S22
- Trainee moving to regular employee (this trigger is not automatic, please submit a request here)
- International Hires
- FFF is to be considered as any other employee
Process Workflow:
- The candidate sends all documentation needed in Onboarding and it’s concluded.
- The HR Site is informed via e-mail by People Services of the new hiring. It is requested from the Site HR to fill out a form with further information needed for the contract.
- People Services Starts to issue the contract and sends it via DocuSign to the site HR to be signed.
- The HR Site receives an e-mail with the contract and signs it inside DocuSign.
- After the HR Site signature, the candidate receives the document via e-mail (personal) and signs it.
- After all signatures, the HR site, candidate, and People Services receive a copy of the document.
In Scope:
- Non-Cadre employees and cadre up to S20
- FFF is to be considered as any otjher employee
Note: Dirigenti are excluded from scope
Process Workflow:
- People Services receives the offer accepted case and sends the form to the HR Site.
- The first contract is generated by People Services, downloads it in PDF format, and sends it to the Site HR, with Deputies and Recruiter in CC. People Services asks to proceed with the onboarding process.
- The Site HR receives the contract in PDF and shares it with the employee.
- The Site HR replies to the email saying whether or not the contract will be accepted.
- Once the onboarding process is concluded People Services creates the contract and sends it to the Site HR.
- Site HR receives the contract through DocuSign and signs it.
- The candidate receives the contract via e-mail, already signed by Site HR, and signs it, also through DocuSign.
- The document is sent to local payroll teams via ticket, due to legal information in the contract shared by the HR site on the process.
In Scope:
- Non-Cadre employees and cadre up to S22
- Trainees
- Exit Work Certificate
- IHT Addendum
- Late Shift Addendum
- Effective Letter
- Trainee moving to regular employee
- International Hires
Please find more information regarding Contract Management here
Note: Unless referring to a new hire, the contracts are only sent in a 15 days-cycle.
Note: Trainees moving to regular employee must always happen on the 1st of the month.
Process Workflow:
- The candidate sends all documentation needed in Onboarding and it’s concluded.
- People Services Starts to issue the contract and sends it via DocuSign to the site HR to be signed.
- The HR Site receives an e-mail with the contract and signs it inside DocuSign.
- After the HR Site signature, the candidate receives the document via e-mail (personal) and signs it.
- After all signatures, the HR site, candidate, and People Services receive a copy of the document.
In Scope:
- Non-Cadre employees and cadre up to S22
- International Hires
Process Workflow:
- The candidate sends all documentation needed in Onboarding and it’s concluded.
- People Services Starts to issue the contract and sends it via DocuSign to the site HR to be signed.
- The HR Site receives an e-mail with the contract and signs it inside DocuSign.
- After the HR Site signature, the candidate receives the document via e-mail (personal) and signs it.
- After all signatures, the HR site, candidate, and People Services receive a copy of the document.
In Scope:
- Non-Cadre employees and cadre up to S22
Note: Oldburry site is not part of the scope
Process Workflow:
- The candidate sends all documentation needed in Onboarding and it’s concluded.
- The HR Site is informed via e-mail by People Services of the new hiring. It is requested from the Site HR to fill out a form with further information needed for the contract.
- People Services Starts to issue the contract and sends it via DocuSign to the site HR to be signed.
- The HR Site receives an e-mail with the contract and signs it inside DocuSign.
- After the HR Site signature, the candidate receives the document via e-mail (personal) and signs it.
- After all signatures, the HR site, candidate, and People Services receive a copy of the document.
Q: If a correction or change is required in the middle of the workflow how should I ask for this?
A: Open a ticket to the People Services team through Syra
Q: If going on vacation, what procedures should I take?
A: Open a ticket to the People Services team through Syra to let the team know the date at which you will leave and return, and also who will be responsible for signing the contracts on your behalf.
Q: Where and when will the contract be available for consultation?
A: The contract will be available upon the employee's first day and can be consulted in their respective employee file.
Q: How long will the contract stay available in DocuSign?
A: The contract will be available for 15 days. If it is not signed by both parties during that period, a new one will have to be issued.
Q: How do I sign Documents in DocuSign?
A: Check the guide we created for you Here
After a candidate has accepted an offer and starts the onboarding process, it happens that the hiring start date is changing. The manager shares this information potentially with multiple actors:
- the local HR -> who also usually informs payroll
- the recruiter
- the HR OPs team
The information of a new start date, after the onboarding was initiated, needs to be shared to the Workforce Data Admin (WDA) team by the Manager so that they can correct it either in the Onboarding module (if the ONB process is still in progress), or in Employee Central (if the ONB process was already completed).
WHAT TO DO
Whenever you are informed that the start date has changed and needs to be corrected, please inform the Manager that they must submit a ticket to the People Services SyRa > Catalog > Human Resources > Onboarding service request and provide the employee's name and new start date.
An Employee Privacy Notice must be communicated to all employees (Regular, Impatriate, Apprentice and Trainee) located in the European Economic Area as soon as we collect their personal data.
With a view to transparency, notices by country give information about the generic and local collection and processing of personal data.
- In this Gdrive, in PDF format to be attached to the employment agreement.
We invite you to introduce the support document “KEEPING DATA SAFE” during the welcome session of new colleagues:
As part of Syensqo's activities, we process the personal data of customers, suppliers, employees and all individuals with whom the Group maintains professional ties. The Syensqo group, in line with our Values, is committed to respecting personal data privacy and security requirements in all the countries in which we operate.
- What is personal data? Personal data is not only data directly identifying a person such as their name, but much more broadly any data that indirectly identifies a person. (slide 2)
- How does Syensqo protect data? Syensqo ensures the protection of personal data by design by respecting key principles relating to the purpose of data collection and data security. (slide 3)
- And you, what can you do? As part of your job, you need to acquire good reflexes in storing and sharing personal data to avoid any risk of data breaches. (slide 4)
Syensqo Ways of Working (SWOW) environment impacts the way we interact with others. What if a less classical setting could boost collaboration, exposure and creativity, empowering the employees to deliver at their best: alone, as a team or in project mode? Let’s actively lead the change!
Adopt the Group's ambition, understand the intent and support managers & teams in the transition, help them to take the best of the transformation. As a key player of the Change Plan, unveil the main principles of the change, empowering people and engaging the managers in the process, in the frame of the mobile & hybrid working.
Discover the key role you are expected to play in a transformation project and figure out what a change plan could look like in practice. You are an important piece of the multidisciplinary team, able to make this a success and to favor the adoption of the SWOW.
How about taking a look at the SWOW Wiki page to feel more comfortable with all the concepts?
