New employees are responsible for attending and actively participating in all orientation sessions/shifts as scheduled.

Transcription

1 PERSONNEL MANUAL SECTION 5.05: Orientation Effective: September 1993 Revised: January 2003, February 2006, November 2007, November 2008 JOHSC Review: November 2008 September 2009 CHAPTER 5.0: OCCUPATIONAL HEALTH AND SAFETY Related Legislation/Policies: OHS Act, CHIRS Personnel Policy Manual - Chapter 5, Occupational Health and Safety, Training Executive Director s Signature POLICY In accordance with legislative standards, all new employees must receive and participate in health and safety orientation that includes the following components: orientation to the work environment, job assignment, position responsibilities, identification of the inherent risks associated with the job, information on reporting systems and control measures in place to assist in safely managing and wherever possible minimizing these risks. New employees must complete the orientation process within their first four (4) weeks of hire, however, additional time may be provided as required. Components of the orientation process may also be conducted with existing employees who have changed worksites or employees who have been away from work for an extended period. PURPOSE To provide new employees with an introduction to the agency, to their assigned worksite, to roles and responsibilities, expectations and to provide health and safety training in accordance with legislative standards. SCOPE Applies to all employees. RESPONSIBILITIES New employees are responsible for attending and actively participating in all orientation sessions/shifts as scheduled. Supervisor/Managers: Coordinating the completion of Site-Specific Orientation Training for new employees in a thorough and timely manner. Ensuring that new employees have the opportunity to ask questions and receive clarification regarding the orientation material presented. Determining employee training/retraining needs based on identified competency issues, and extended absences from work. Revising the Site-Specific Orientation Checklist based on agency and departmental changes Page 1 of 6

2 Forwarding completed Site Specific Orientation Checklists to the Human Resources Manager for filing in employee personnel file. Ensuring that Site Specific Orientation is successfully completed within appropriate timeframes. Assigning and training competent staff mentors. Staff Mentors: Coaching new employees through the orientation process. Ensuring that Site-Specific Orientation Checklist is accurately completed and reflective of the training provided. The Human Resources Manager: Providing first day general orientation to all new employees. Maintaining employee personnel files. Revising the content of Day 1 Orientation training based on legislative updates, best practice standards and agency and departmental changes. The Database Administrator Entering orientation completion dates into the training database and the production of quarterly Orientation Training reports. DEFINITIONS Initial Day 1 General Orientation - refers to the part of the orientation process that is done on the first day at the Head Office by the Human Resources Manager and contains information related to: General Agency Information; Code of Conduct and Professional Expectations; Introduction to Acquired Brain Injury; Health and Safety information - Workplace Hazards and Safe Work practices; Quality Improvement Process and Initiatives; Information Management. Site-Specific Orientation is based on a mentorship model where new employees are assigned a staff mentor(s) who will guide them through the various training items contained in the Site-Specific Orientation Checklist. This training is completed within the first four (4) weeks of hire at the site where the new or returning employee will be working and includes the following elements: Internal Systems - review of agency policy and procedure manuals, tour of work site, review of communication systems, review of reporting systems and forms (Hazards, Near Misses, Accidents/Incidents, WSIB), review of Occupational Health and Safety Boards, Emergency Preparedness and Response Systems (Fire Evacuation Plan and Procedures, Disaster and Influenza Pandemic Plan, location of First Aid Kits and Disaster Kits), General Office/Administrative Procedures Page 2 of 6

3 Client-Related - review of client-specific information (history, support needs, family involvement, general behavioural issues, client handling procedures, attendant care needs, interpersonal dynamics, health issues), review of client documentation systems (daily progress notes, update reports, service plans and support procedures). PROCEDURE On the first day of employment, new employees will meet with the Human Resources Manager at the CHIRS Head Office to complete Day 1 General Orientation. The Human Resources Manager will set up new employees with all training materials required to complete Day 1 Orientation and will provide an introduction to the General Orientation Manual and a schedule for the day. The Human Resources Manager will meet with the employee at the end of Day 1 for the orientation debriefing and to provide a training schedule for the Site-Specific Orientation. On the second day of employment, the employee will proceed as scheduled to their assigned worksite to commence Site-Specific Orientation. The Supervisor or designate will meet with the new employee to review the Site-Specific Orientation Checklist, the training schedule and assign a staff mentor(s). The Supervisor or designate will debrief with the employee at the end of each training shift to review tasks completed. Once all tasks have been completed, the employee and their supervisor will sign the completed Site- Specific Orientation Checklist and forward it to the Human Resources Manager for filing in the employee s personnel file. Supervisors will have new employees complete the orientation evaluation eight (8) weeks after orientation is completed in order to solicit employee feedback on the effectiveness and relevance of the training and to determine future training needs. RELEVANT FORMS Site -specific Orientation Checklist pg. 2: Health and Safety Orientation Appendix A Orientation Signature Sheet Orientation Evaluation - Appendix B 5.05 Page 3 of 6

4 APPENDIX A Site-specific orientation checklist pg. 2: Health and Safety Orientation Employee Name: Day 2: Priorities Detailed tour of Site Building Orientation Introduction to staff, clients Parking policy Get a parking sticker HEALTH & SAFETY Emergency Training Fire Procedures & Exits First Aid Stations Emergency Response review plan Pandemic Plan review plan Person Responsible Service Coordinator Certified Health & Safety Worker Rep. or Management Rep. Date Completed Trainer Initial Trainee Initial Health & Safety Board Review worker rights & responsibilities Hot Topic WSIB Poster Meeting Minutes Joint Occupational Health and Safety Committee Members WSIB & Reporting WSIB Reporting Hazard Reporting Employee Incident Reporting Review Return to Work Program General Health & Safety Standard Precautions Household Cleaning Practices PPEs Safe Driving Supervisor Cell Phone Guidelines N95 & Fit Testing Chemical Safety Workplace Violence 5.05 Page 4 of 6

5 APPENDIX B Orientation Evaluation Now that you ve had a chance to settle into your new position and experience the different aspects of the job, we would really appreciate your feedback about our orientation process (including Day 1 and Site- Specific). Please take a few minutes to complete the questions below. Name: Department: Length of time on the job: 1. What was your overall impression of the orientation process? Please circle one. Excellent Very Good Good Average Needs Improvement 2. What were the most useful topics covered? 3. What did you enjoy most about the orientation process? 4. What did you enjoy least about the orientation process? 5. Do you feel that the orientation process sufficiently prepared you to do your job? Please circle one: Yes No. If no, please explain Page 5 of 6

6 6. What changes would you suggest in order to improve the orientation process? 5.05 Page 6 of 6