INTERNAL POLICY AND PROCEDURE EMPLOYEE INDUCTION AND PROACTIVE ONBOARDING EFFECTIVE DATE 01/10/2016 NEW TRAINING DEPARTMENT EMPLOYEES

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1 IPP INTERNAL POLICY AND PROCEDURE NUMBER TSD-TE-001 TITLE EMPLOYEE INDUCTION AND PROACTIVE ONBOARDING EFFECTIVE DATE 01/10/2016 APPLIES TO NEW TRAINING DEPARTMENT EMPLOYEES 1. STATEMENT OF PURPOSE 1.1 After effective recruitment and selection, one of the most important ways that SCFHS can improve the effectiveness of their human resources is through the strategic use of onboarding. 1.2 This IPP details the Induction and Onboarding requirements, both at the corporate and work area level. 2. REVISION HISTORY Date Rev.No. Change N/A N/A N/A 3. RELATED DOCUMENTS None 4. DEFINITIONS 4.1 Induction: Introduction of an employee to SCFHS and preparing him/her for the new role. 4.2 Onboarding: the the mechanism through which new employees acquire the necessary knowledge, skills, and behaviors to become effective SCFHS members and insiders 4.3 Proactive Onboarding: involves four distinct onboarding levels, the Four C`s:,,, and 4.4 is the lowest level and includes teaching employees basic legal and policy-related rules and regulations 4.5 refers to ensuring that employees understand their new jobs and all related expectations. 4.6 is a broad category that includes providing employees with a sense of organizational norms both formal and informal 4.7 refers to the vital interpersonal relationships and information networks that new employees must establish TSD-TE-001 Page 1 of 5

2 5. POLICIES 5.1 To ensure all Training Department Employees are provided with key information on working at the SCFHS including policies, procedures, software training, compliance requirements and legislation associated with their employment through an appropriate Induction and Proactive Onboarding program. 5.2 Employees newly appointed to the Training Department are required to participate in an Induction and Onboarding program to assist them to adjust to their new responsibilities and work environment, and integrate them into the SCFHS brand, values, culture and benefits. 5.3 The Induction and Proactive Onboarding program will be conducted over the Employee's initial period of employment, with mandatory compliance training requirements to be refreshed annually thereafter. 5.4 All Employees are required to be active participants throughout their Induction and Onboarding program. This includes seeking additional information, assistance and clarification if required. 5.5 Employees will normally participate in both a corporate orientation program and a departmental Onboarding program. 6. PROCEDURES 6.1 Human Resources will inform employees of the requirement to participate in the corporate general staff orientation program conducted by the Planning and Development Department. Attendance of this program in mandatory. 6.2 Upon joining the Training Department employees should meet with the director to outline and commence the three month department induction and onboarding program during which a mentor will be assigned. Training department tasks and program outline is shown in appendix Employees should keep a record of all Induction training and Onboarding activities in a portfolio. 6.4 Every month new employees will discuss their portfolio with the department director. 6.5 After one month, new hires will be assigned as speciality coordinators under direct supervision. 6.6 At the end of three months, new employees will be scheduled for a written and oral assessment process to ensure the ability to function without mentor supervision. 6.7 Upon satisfactory performance, employees will be given a Training Department Onboarding Program Completion Certificate 6.8 After the six month probation period an extensive review of the employee portfolio is conducted by department director and onboarding mentor. Based on this review a recommendation will be made to Human Resources with regards to employment status. 7. RESPONSIBILITIES 7.1 Human Resources: New Employee: and Training Department: 6.2, 6.6, and Assistant Secretariat for Postgraduate Studies: APPENDIX 8.1 Training Department Tasks and Program Outline 9. REFERENCES Not Applicable TSD-TE-001 Page 2 of 5

3 IPP INTERNAL POLICY AND PROCEDURE NUMBER: TSD-TE-001 TITLE: EMPLOYEE INDUCTION AND PROACTIVE ONBOARDING APPLIES TO: ASSISTANT SECRETARIAT FOR POSTGRADUATE STUDIES RECOMMENDED BY: DATE: 20/09/2016 Dr. Fadi Munshi Director Training & Supervision Department APPROVED BY: DATE: 20/09/2016 Dr. Mohammad Al Sultan Assistant Secretary General Postgraduate Studies TSD-TE-001 Page 3 of 5

4 Appendix 1: Training Department Tasks and Onboarding Program Outline First Month Meet and Greet with Department Director Assigning Department Mentor(s) Tour of department and meeting colleagues Obtaining and Reviewing Relevant Rules & Regulation (Training, Examination, Scientific Council/Committees) Shadowing mentor(s) Review of all training programs and fees Hands-on training on resident tracking methods (e.g. Excel sheet, One45) In-Depth review and understanding of Training Regulations Coffee Break with Assistant Secretary for Postgraduate Studies Hands-on training on department software (annual promotion, entering exam results, one45, room reservation, EMS, SMS sending) Knowing training application requirements and process Understanding types of sponsorship and recognized organizations In-Depth review and understanding of Scientific Council/Committees Regulations Coffee Break with General Secretary Hands-on training on promotion reporting, writing trainee rotation assignment letters, master-rota Recognizing the functions of a specialty coordinator in new resident acceptance and registration In-Depth review and understanding of Examination Regulations Lunch with Director and SCFHS Employees + Interested Family or Friend Member FIRST One Two Three Four TSD-TE-001 Page 4 of 5

5 Appendix 1: Training Department Tasks and Onboarding Program Outline Second Month Meeting with Department Director, Portfolio review and assignment to speciality with direct supervision Understanding the process of dealing with trainee requests (change, transfer, delay, withdrawal, freeze, termination) How to handle complaints Scenario based discussion of Training Regulations Shadowing mentor(s) Hands-on training on resident tracking methods (e.g. Excel sheet, One45) Scenario based discussion of Training Regulations Reviewing department templates in shared folder Hands-on training on department software (annual promotion, entering exam results, one45, room reservation, EMS, SMS sending) Dealing with Meetings (announcement, agenda, minutes, attendance, reservations, adding a new member, archiving) How to add a member in the financial system Scenario based discussion of Scientific Council/Committees Regulations Hands-on training on promotion reporting, writing trainee rotation assignment letters, master-rota Understanding Examination types and resident enrolment processes (eligibility, forms, registration, fees) Scenario based discussion of Examination Regulations TWO One Two Three Four Appendix 1: Training Department Tasks and Onboarding Program Outline Third Month Meeting with Department Director, review of portfolio, and review of assignment to speciality with indirect supervision Written and oral assessment THREE ONE TO FOUR Upon satisfactory performance, obtaining a Training Department Onboarding Program Completion Certificate TSD-TE-001 Page 5 of 5