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