Orientation – Employees, Students and Volunteers

Policy

Category: Human Resources
Subject: Orientation – Employees, Students and Volunteers 
Division: Administrative Services
Policy Number: CA.52.01.112
Effective Date: February 14, 2018

Policy Statement

Wellington-Dufferin-Guelph Public Health (WDGPH) provides orientation (onboarding) in order to assist employees, student placements and volunteers to successfully integrate into the workplace and to support retention.  Effective orientation accelerates acclimation, enabling participants to fully integrate and contribute in a timely manner.

ORIENTATION FRAMEWORK:

The orientation program is a multiple step process and is comprised of:

  • General orientation;
  • Human Resources (HR) orientation;
  • WDGPH Agency orientation;
  • Division/program-specific orientation;
  • Job specific orientation; and
  • Review and evaluation of orientation.

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

General orientation is a combination of the basic familiarizing with the manager, team members, 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 participant will have an opportunity through the evaluation process at various stages to provide feedback.

Human Resources Orientation

Participants will have an HR orientation within the first week of service. Additional HR orientation may be conducted as required beyond the first week.

During this session the participant will be required to complete the signing of all official documents.

WDGPH Orientation

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

Division and Program Orientation

Participants will be required to participate in a division and program specific orientation. This will provide the participant 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. For employees, 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 participant to review the orientation experience, and completion of all components of general orientation and job specific orientation. HR will follow-up with the participant upon receipt of the completed orientation checklist.

Scope:

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

Definitions:

General and job specific orientation – is the process that helps participants adjust to their new 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
CA.30.01.173 Onboarding Checklist – HR
CA.30.01.174 Onboarding Checklist – Employee
CA.30.01.175 Onboarding Checklist – Manager
CA.30.01.176  Mandatory Policies, Procedures and Training – New Hires
 

Contact for Inquiries

Manager, Human Resources

Approved by

Director, Administrative Services    


Procedure

Category: Human Resources
Subject: Orientation – Employees, Students and Volunteers
Division: Administrative Services
Procedure Number: CA.52.02.112
Effective Date: February 14, 2018

Procedure

The following steps outline the process for employee orientation.

  1. The manager will use the form CA.30.01.175 Onboarding Checklist – 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.
  1. The manager will review the list one week prior to confirm tasks are completed for the employee’s first day of employment.
  1. HR will schedule a meeting with the employee within the first week of employment. HR will use the form CA.30.01.174 Onboarding Checklist – Employee to complete the HR orientation for the necessary administrative paperwork.
  1. HR will provide a copy of the list of the Agency’s mandatory policies and training which the employee must complete within the first six weeks. The employee will return the list to HR upon completion.  
  1. The manager will meet and greet the employee on the first day.  Should the manager be unavailable, a designate should be identified and assigned as a point of contact for the new hire.
  1. The manager will use the form CA.30.01.175 Onboarding Checklist – Manager to conduct the general orientation.
  1. The manager will schedule the follow-up meeting with the employee at two weeks and one-month intervals.
  1. The manager will review the form CA.30.01.174 Onboarding Checklist – Employee at two week and four week meetings, regarding the status of the tasks to be completed.
  1. Once the general orientation is completed, the manager will send the completed CA.30.01.175 Orientation Checklist – Manager to HR, which will be recorded in the HRIS system and filed in the employee’s personnel file.
  1. HR will follow-up with the employee to review their orientation experience and identify any gaps and provide the employee with resources in order to address these deficiencies.
  1. The manager will continue with the job specific orientation as appropriate until the end of the probationary period, and complete the probationary review identifying any performance issues and developing plans to resolve.
  1. 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.

Student and Volunteers Orientation:

The following steps outlines the orientation process for students and volunteers:

  1. The manager uses the CA.30.01.175 Orientation Checklist - Manager and follows the Prior to Start section.
  2. The manager meets with the student/volunteer on the first day.
  3. The manager does a general orientation with the volunteer/student using the CA.30.01.175 Orientation Checklist – Manager in the first day section.
  4. The manager ensures the student/volunteer has access to the mandatory policies and training which they are required to complete.
  5. Once the orientation is completed the documents are sent to HR for filing.

Responsibility:

Management will:

  • Adhere to policies and procedures to orient a new employee;
  • Ensure 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 will:

  • Participate in the orientation process;
  • Complete orientation within the timelines specified;
  • Review all mandatory 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.

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
CA.30.01.137 Student Placement Orientation Checklist
CA.30.01.173  Onboarding Checklist – HR
CA.30.01.174  Onboarding Checklist – Employee
CA.30.01.175  Onboarding Checklist – Manager
CA.30.01.176 Mandatory Policies, Procedures and Training – New Hires
 

Contact for Inquiries

Manager, Human Resources
 

Approved by

Director, Administrative Services