Orientation – Employees, Students and Volunteers

Policy

Category: Human Resources
Subject: Orientation – Employees, Students and Volunteers 
Division: N/A
Policy Number: CA.52.01.112
Effective Date: March 1, 2012

POLICY STATEMENT

Wellington-Dufferin-Guelph Public Health (WDGPH) will provide appropriate orientation to all new employees within the first eight weeks of employment, and ensures new hires receive an effective and consistent introduction to WDGPH, and their jobs, in accordance with government legislation.  A general and job specific orientation will be provided.

The orientation process for students and volunteers may vary depending on their work schedules and programs.

Orientation will also serve to provide mandatory training for policies and procedures in accordance with all other legislative requirements.

General Orientation

(Student and volunteer orientation timelines may vary according to their work schedules.)

General orientation is a combination of the basic familiarizing with the Manager, team members, Human Resources (HR), and WDGPH. General orientation will be conducted over a period of eight weeks, although some of the training may be scheduled over a period of six months. The new employee will have an opportunity through the evaluation process at various stages to provide feedback.

Human Resources Orientation

The new employee will have an HR orientation within the first week of employment. Additional HR orientation may be conducted as required by the new employee beyond the first week. During this session the employee will be required to complete the signing of all official documents which includes payroll documents, personal information data would be collected for and benefits enrollment, and union documents, as applicable.  

WDGPH Orientation

The new employee will be required to participate in an online WDGPH orientation. This will provide the new employee with background information of WDGPH, its role and responsibilities to the public.

Division and Program Orientation

The new employee will be required to participate in a division and program specific orientation. This will provide the new employee with specific information related to their role and responsibilities aligned with division and program which their position impacts. 

Job Specific Orientation

The job specific orientation will be scheduled throughout the first six months of orientation. A probationary review will be completed before the end of the probationary period. The Manager will identify any gaps in the orientation and develop a plan with the employee to address concerns.

Review and Evaluation

The orientation process will be monitored by the Manager. The Manager will follow up with the employee to review the employee’s orientation experience, and completion of all components of general orientation and job specific orientation. HR will follow up with the employee upon receipt of the completed orientation checklist.

SCOPE

This policy applies to all new employees, student placements and volunteers. 

RESPONSIBILITIES

Management will:
  • Adhere to policies and procedures to orient a new employee;
  • Ensures preparation for the arrival of the new employee;
  • Communicate effectively with team to conduct a positive orientation;
  • Ensure that the new employee is provided with an appropriate orientation at all levels;
  • Ensure that all necessary policies and procedures are provided, and training is completed, tracked and forwarded to HR; and
  • Monitor the new employee’s progress, identify and address in a timely manner any areas of orientation that may be affecting their performance.
Employees, Students and Volunteers will:
  • Participate in the orientation process;
  • Complete orientation within the timelines specified;
  • Review all mandatory and other policies and procedures;
  • Participate in training where required;
  • Clarify and seek additional information if required; and
  • Provide feedback of their understanding and/or gaps in the program.
Human Resources will:
  • Provide clarification and support to management and employees;
  • Provide HR orientation to all employees;
  • Ensure all employees receive appropriate orientation, review mandatory policies and procedures, and training;
  • Maintain electronic records for orientation and training as required;
  • Evaluate and improve gaps identified in orientation program; and
  • Ensure all components of the orientation are completed with the new employee. 

DEFINITIONS

General and job specific orientation is the process that helps new employees adjust to their new work environment. The orientation process provides the necessary knowledge, skills, and behaviours to become an effective team member.

Employee, student and volunteer orientation is a mandatory process that helps them adjust to their surroundings, become familiar with their team members and acquire the necessary related training and information specific to their role and with WDGPH

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure:  CA.05.02.112  Orientation – Employees, Students and Volunteers
CA.52.01.109  Recruitment and Selection
CA.52.01.114  Probationary Performance Review
CA.30.01.116  Volunteer Orientation Checklist Prior to Start
CA.30.01.117  Volunteers Orientation Checklist on First Day
CA.30.01.130  New Employee Orientation Checklist for Managers
CA.30.01.131  New Manager Orientation Checklist for Directors

APPROVED BY

Carole Desmeules     


Procedure

Category: Human Resources
Subject: Orientation – Employees, Students and Volunteers
Division: N/A
Procedure Number: CA.52.02.112
Effective Date: March 1, 2012

PROCEDURE

The following steps outline the process for Employee Orientation.

  1. The Manager will use the CA.30.01.130 New Employee Orientation Checklist for Managers to initiate the general orientation process for a new employee as soon as they are notified by Human Resources (HR) that an employee has accepted an offer of employment.
  2. The Manager will review the list one week prior to confirm tasks are completed for the employee’s first day of employment.
  3. HR will schedule a meeting with the employee within the first week of employment. During this meeting the employee will complete the employee sign up which includes payroll documents, HR forms collecting personal information, benefits forms and union forms if applicable.
  4. The Manager will meet and greet the employee on the first day.
  5. The Manager will follow the guideline in the Orientation Checklist to conduct the general orientation.
  6. The Manager will provide the employee with a copy of the list of mandatory policies and procedures to review within a specified period and ensures policies and procedures are reviewed and mandatory training is provided.
  7. The employee will complete a review of all mandatory policies, procedures and training provided.
  8. The Manager will schedule the follow-up meeting with the employee at two weeks and one month intervals.
  9. The Manager will review the Orientation Checklist with the employee and the status of the tasks to be completed.
  10. The Manager will sign off once the employee has reviewed the mandatory policies and training.
  11. Once the general orientation is completed, the Manager will send the completed Orientation Checklist to HR to be placed in the employee’s personnel file.
  12. HR will follow up with the employee to review their orientation experience and identify any gaps.
  13. The Manager will continue with the job specific orientation until the end of the probationary period, and complete the probationary review identifying any performance issues and developing plans to resolve.
  14. At the end of the probationary period the Manager will send the completed job specific orientation to HR to place in the employee’s personnel file. 

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy:  CA.05.01.112  Orientation – Employees, Students and Volunteers
CA.52.01.109  Recruitment and Selection
CA.52.01.114  Probationary Performance Review
CA.30.01.116  Volunteer Orientation Checklist Prior to Start
CA.30.01.117  Volunteers Orientation Checklist on First Day
CA.30.01.130  New Employee Orientation Checklist for Managers
CA.30.01.131  New Manager Orientation Checklist for Directors

APPROVED BY

Carole Desmeules