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HomeMy WebLinkAboutHUR180 Orientation PolicyCITY POLICY/PROCEDURE Approval: Date Originated: April 7, 2004 Policy Number: Classification: HUR c=y Reference: Date Rev • Category: 180 Subject: 001/001 Policy Title: Orientation Policy POLICY STATEMENT: The Corporation of the City of Pickering will provide all new employees hired into permanent full-time positions with a comprehensive orientation into the organization. This orientation will provide employees with the information and resources necessary to commence employment with the Corporation as well as ensure requirements for payroll set- up and benefits enrollment are met. POLICY OBJECTIVE: The objective of this Policy is to: 1. Outline an orientation process intended to reduce the anxiety of new employees and present the organization as a desirable place to work. 2. Provide new employees with a complete package of information representative of all necessary policies and reference material to commence employment. 3. Outline a process through which both the new employee's department/division and Human Resources share in the new employee's orientation into the organization. Page 1 of 1 CITY POLICY/PROCEDURE Approval: Date Originated: April 7, 2004 Policy Number: Classification: HUR Reference: Date Revised: Category: 180 Subject: 001 Policy Title: Orientation Policy GENERAL: 01 Definitions: 01.01 Corporation: "Corporation" means the Corporation of the City of Pickering. 01.02 Immediate Supervisor: The direct non-union supervisor of the employee. 01.03 Orientation Process: A process that provides employees with the necessary information and resources to effectively commence employment with the Corporation. 01.04 Probationary Performance Review: A formal review of an employee's performance during the probationary period in which a new employee appointed to a position must demonstrate the ability to effectively discharge the full range of duties of the position and during which the employer may assess the employee's competence and suitability for the position. 02 Responsibilities: 02.01 Council to: (a) Actively support this Policy. 02.02 Chief Administrative Officer to: (a) Actively support this Policy. (b) Approve this Policy and any amendments, as required, from time to time. Page 1 of 9 CITY POLICY/PROCEDURE Approval: Date Originated: April 7, 2004 Policy Number: Classification: HUR Reference: Date Revised: Category: 180 Subject: 001 Policy Title: Orientation Policy. 02 Responsibilities: (continued) 02.03 Human Resources to: . (a) Administer, interpret and ensure consistent application of this Policy. (b) Recommend Policy amendments to the Chief Administrative Officer. (c) Perform an orientation session with all new employees explaining the benefits available, and assisting in the timely completion of all required forms and applications (see Orientation Checklist Appendix I). (d) Forward all completed forms to appropriate destinations in a timely manner. 02.04 Department/Division Head to: (a) Actively support this Policy. 02.05 Immediate Supervisor to: (a) Complete all required forms, records and reports respecting this Policy. (See Supervisor's Orientation Checklist in Appendix II.) (b) Ensure that new employees understand this Policy. (c) Provide a complete overview of new employees' responsibilities as outlined in the current job description and establish expected standards of performance with new employees. (d) Ensure that new employees are provided with the tools, equipment and machinery necessary to perform their job. Page 2 of 9 CITY POLICY/PROCEDURE Approval: Date Originated: April 7, 2004 Policy Number: Classification: HUR Reference: Date Revised: Category: 180 Subject: 001 Policy Title: Orientation Policy 02 Responsibilities: (continued) (e) Ensure that new employees receive the health and safety training appropriate to their position. Ensure that new employees are given a tour of the facilities or job sites in which they are to perform their work and are introduced to co- workers. (f) 02.06 Payroll to: (a) Input employee information into the Human Resources Information System and Payroll System and assign an employee identification number. 02.07 Employee to: (a) Achieve an understanding of, and comply with, the policies, procedures, regulations and practices of the Corporation. (b) Complete all forms necessary to ensure proper set up on Payroll and enrollment in the Corporation's benefits plans. Page 3 of 9 CITY POLICY/PROCEDURE Approval: Date Originated: April 7, 2004 Policy Number: Classification: HUR Reference: Date Revised: Category: 180 Subject: 001 Policy Title: Orientation Policy 03 Prior to New Employee's First Day 03.01 Prior to the new employee's first day of employment the immediate supervisor will ensure that the following tasks are completed as applicable: (a) Ensure that an Action Notice Form is prepared and forwarded to Human Resources for processing at least two weeks prior to employee's start date. (b) Send out an email announcement that a new employee will be joining the organization. (c) Ensure that the workstation and required equipment are ready for the employee's arrival. (d) Complete the necessary Information Technology Forms to provide the employee with access to the required computer network files, set-up of personal computer accounts and ensure required software programs are installed on the employee's computer. (e) Complete the necessary Information Technology Forms to ensure the employee's phone has been programmed and a voicemail account has been established. (f) (g) Notify Customer Care to update telephone directory. Contact the Administrative Assistant II, Operations & Emergency Services Department for a security access card, a parking tag for the underground parking garage and so that arrangements can be made for the new employee to obtain a photo identification card during his/her first week of employment. Page 4 of 9 CITY POLICY/PROCEDURE Approval: Date Originated: April 7, 2004 Policy Number: Classification: HUR Reference: Date Revised: Category: 180 Subject: 001 Policy Title: Orientation Policy 03 Prior to New Employee's First Day: (continued) (h) Order employee's name tag. (i) Arrange for measuring and ordering of prescribed uniforms, clothing and other personal safety equipment and attire. 04 New Employee's First Week 04.01 During the new employee's first week of employment, he/she will report to Human Resources to be provided with a complete orientation package. This orientation package will include the following: (a) Employee Code of Conduct Policy (b) Workplace Harassment Information Brochure (c) Health & Safety Guidelines (d) Group Benefits Booklet (Extended Health, Dental & Vision coverage) and Enrollment Form (e) OMERS Booklet and Enrollment Form (f) Employee Basic Life and Long Term Disability Benefits Plan Booklet and Enrollment Card (g) Copy of applicable collective agreement (h) Employee & Family Assistance Program Brochure (i) Employee Wellness Brochure Page 5 of 9 CITY POLICY/PROCEDURE Approval: Date Originated: April 7, 2004 Policy Number: Classification: HUR Reference: Date Revised: Category: 180 Subject: 001 Policy Title: Orientation Policy 04 New Employee's First Week: (continued) (j) Emergency Contact Form (k) Personal Computer Use Policy Note: Other relative material, while not listed above, may be included in the orientation package for informational purposes such as a map of the City of Pickering, Graphics Standards Manual and Writing Style Guide. 04.02 Human Resources ensures that the employee signs the Orientation Checklist confirming that the information outlined in 04.01 has been provided to him/her. The Orientation Checklist is placed in the employee's personnel file. 04.03 The Human Resources Diyision assists the employee in completing the necessary forms to commence coverage under the appropriate benefits plans and forwards the completed forms to the insurance carriers with copies to Payroll and the personnel file. 04.04 Human Resources takes the employee's picture (where applicable ) and updates the corporate intranet accordingly. 04.05 The employee completes the Emergency Contact Form which is placed in the employee's personnel file and entered into the Human Resources Information System. 04.06 The new employee's immediate supervisor meets with the employee to discuss the following: Page 6 of 9 CITY POLICY/PROCEDURE Approval: Date Originated: April 7, 2004 Policy Number: Classification: HUR Reference: Date Revised: Category: 180 Subject: 001 Policy Title: Orientation Policy 04 New Employee's First Week: (continued) (a) The department's primary functions, reporting relationships, objectives and any other relevant information. (b) Polices, procedures and work practices specific to the particular area of work for example: hours of operation, lunch breaks, absence notification and call-in procedures, the location of the Corporation's Policy & Procedure Manuals as well as the corporate intranet. (c) The current job description including the nature, scope and typical duties of the position. (d) The Corporation's organizational charts. (e) The Corporation's pay and holiday schedule. (f) Operation of the phone/voicemail system. (g) Salary range and progression through the range. (h) Vacation entitlement and scheduling. (i) Overtime and time -off in lieu provisions. (j) Initial work priorities and assignments. Page 7 of 9 CITY POLICY/PROCEDURE Approval: Date Originated: April 7, 2004 Policy Number: Classification: HUR Reference: Date Revised: Category: 180 Subject: 001 Policy Title: Orientation Policy 04 New Employee's First Week: (continued) 04.07 The immediate supervisor arranges for or provides the following: (a) Introductions to new colleagues, senior staff (where applicable) outlining how they relate to, support, or are supported by the new employee. (b) Introduction to the union representative (where applicable), and the health & safety representative. (c) Tour of the office and building (tour should include lunch room, washrooms, fire exits, location of bulletin boards, equipment, such as photocopier, fax machine and first aid station) (d) A review of office and building security procedures including facility emergency plan. (e) Ordering of business cards (where applicable) 05 Additional Orientation 05.01 The immediate supervisor identifies the requirement for any health & safety training relevant to the position and notifies the Coordinator, Health & Safety accordingly. 05.02 The immediate supervisor will outline the probationary performance review process and establish a schedule for the probationary performance review meetings. Page 8 of 9 CITY POLICY/PROCEDURE Approval: Date Originated: April 7, 2004 Policy Number: Classification: HUR Reference: Date Revised: Category: 180 Subject: 001 Policy Title: Orientation Policy 05 Additional Orientation: (continued) 05.03 For non-union employees, the immediate supervisor will meet with the employee and establish his/her key responsibility areas as well as the goals and objectives for the coming year, in accordance with the Performance Review and Evaluation Policy (PREP)(HUR 120), and the time considerations set out in section 03 of the Policy. 05.04 The immediate supervisor will schedule a follow-up meeting approximately 2- 3 weeks after the new employee's start date to ensure that the orientation process is completed. Page 9 of 9 HUR-180 Appendix I Orientation Checklist (Permanent Employees Only) - hereby acknowledge receipt of the statement of employee benefits for the City of Pickering, together with the documents listed below: DOCUMENT Employee Code Of Conduct Workplace Harassment Information Brochure Health And Safety Guidelines Group Benefits Booklet & Enrolment Form Omers Booklet & Enrolment Form Basic Life & L.T.D Plan Booklet & Enrolment Card Collective Agreement Employee & Family Assistance Program Brochure Wellness Brochure Emergency Contact Form Personal Computer Use Policy Employee Advised Of The Policy & Procedures Manual I agree to abide by all rules and expectations of the Corporation. RECEIVED/ COMPLETED n n n n n n n n Date: Signed: Employee Signature HR0401 — 04-04 H U R-180 Appendix II Supervisor's Orientation Checklist Employee Name: Position Title: Start Date: Prior to Em lo ee's Start Date .. . ....... .......... TASK (as applica • e Yes No Announcement Email Workspace Organized Equipment & Tools Uniform Computer Access — Network access and programs Telephone Access Security Access Card Underground Parking Tag Employee Name Tag/Arrange for Photo ID Card to be taken during first week. Em lo ee's Start Date & Be and Overview of Department (with copy of organizational chart) Review of relevant policies, procedures and work practices Review job description Technical instruction on phone system and office/workplace equipment Tour of Workplace — review of security procedures, first aid station Introduction of Employee to co-workers/union rep Overview of Probationary review Arrange for Health & Safety Training Supervisor's signature Employee's signature HR0402 — 04-04 Date Date