Director of Human Resources. Modernisation, Organisational Development & Programmes Committee. Implementation Date November 2010

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1 Document Title Reference Number Lead Officer Author(s) (name and designation) Induction Policy NTW(HR)01 Director of Human Resources Jacky Gate Head of Training & Development Ratified by Modernisation, Organisational Development & Programmes Committee Date ratified Implementation Date November 2010 Date by which policy to be embedded November 2013 Review Date November 2010 Version number Version 5 Date Version Reason Change of Practice This policy supersedes: Reference Number NTW (HR)1 Version 1 NTW (HR) 01 Title Induction Policy Version 3 Induction Policy Version 4

2 Section Contents Page No. 1 Introduction 3 2 Purpose 4 3 Duties 4 4 The Induction Process 5 5 Induction of Existing Staff Transferring to New Roles 6 6 Staff Handbook 7 7 Evaluation 7 8 Mandatory Training 7 9 Training Requirements 7 10 Policy Review 7 11 Consultation and Communication with Stakeholders 7 12 Approval of Document 8 13 Definitions of Terms Used 8 14 Policy Administrative Process 8 15 Equality and Diversity Assessment 8 16 Embedding 8 17 Monitoring and Compliance 9 18 Standards / Key Performance Indicators 9 19 Fair Blame 9 20 Associated documentation 9 21 References 9 Appendices attached to policy 1 Corporate Induction Programme 10 2 Local Induction Checklist 12 3 Flowchart for Corporate Induction 14 4 Equality Impact Assessment tool 15 5 Communication and Training check list 19 6 Audit/Monitoring Tool 20 7 Policy Notification Record Sheet 21 2

3 8 PGN 01 Induction Process and Arrangements for Bank Nurses 9 PGN 02 Induction Arrangements for Newly Qualified Nurses 10 PGN 03 Induction Arrangements for Student Nurses Being Placed with Northumberland Tyne and Wear Foundation Trust 11 PGN 04 Induction Arrangements for Medical Staff 12 PGN 05 Induction Arrangements for Medical Staff in Training 1 INTRODUCTION 1.1 A comprehensive induction programme is of fundamental importance to building positive relationships with new staff when they join the organisation. It welcomes people, helps them to settle in and to understand the culture and values of the organisation. It sets standards and ensures that new staff have clear terms of reference on which to build their knowledge and motivation to carry out their roles as quickly and effectively as possible, thereby contributing to the quality of patient care. It also provides health and safety reassurances for the organisation 1.2 Corporate induction events (appendix 1) will be provided for all new staff. They will be supplemented by local induction arrangements. These local arrangements will have a core requirement (appendix 2) but will also be flexible to be adapted where necessary to meet the needs of the individual, local team, service or department. All new staff, permanent and temporary will be required to attend corporate induction events and undergo local induction. Special arrangements are in place for: Medical Staff Junior Medical Staff Student Nurses Newly Qualified Nurses Bank Nurses These variations can be found in the practice guidance notes associated with this policy. Agency Staff and contractors working on Trust sites will only be expected to undergo a local induction as detailed in 2.2 3

4 2 PURPOSE 2.1 The purpose of this policy is to ensure a comprehensive induction programme is provided to welcome, engage and appropriately inform all new staff. The programme will comply with legal and NHS requirements. 2.2 The policy and associated Practice Guidance Notes will apply to all staff with the exception of contractors and those on short term placements (less than 3 months) or agency arrangements, who should undergo a local induction which should be recorded using the checklist by the relevant manager and retained in the workplace, available for monitoring and review. Those on longer term placements and secondments should be included in the full induction programme. 3 DUTIES 3.1 The Director of Workforce and Organisational Development will ensure that the policy is appropriately consulted upon, agreed and authorised by the Modernisation, Organisational Development and Programmes Committee on behalf of the Trust Board. The Director will also monitor the operation of the policy and compliance via the Modernisation, Organisational Development and Programmes Committee on behalf of the Trust Board. 3.2 The Deputy Director of Workforce will lead on the policy consultation, and the overall implementation of the policy in practice. 3.3 Operational Directors are responsible for ensuring staff identified in the non compliance reports are followed up and subsequently inducted correctly. 3.4 Line managers will have the primary responsibility for ensuring the comprehensive induction of new members of their teams. They must ensure that new employees are schedule to and attend corporate induction on the first two days of employment. They are in the best position to identify the individual s personal induction needs, and prepare for any special requirements or adjustments, which the individual may require. Line managers will also be responsible for ensuring that the minimum standards defined in the local induction checklist are included in local induction arrangements for people who are new to the department or service and that evidence of this induction in the form of the local induction checklist is completed and sent to Training and Development. 3.5 Training and Development will design, manage, coordinate and evaluate the Corporate Induction events, with the assistance of specialist 4

5 colleagues. Training and Development will also develop core local induction requirements and monitor compliance with both corporate and local induction in line with the process (appendix 3). Training and Development will follow up by letter to individuals all new starter for whom local Induction form has not been submitted within the timescale. 3.6 The Human Resources Recruitment Team will liaise with the new employees managers and colleagues in Training & Development to ensure that new employees start on the next available corporate induction date, and that the individual receives appropriate information about Induction arrangements. The Recruitment Team will enter all new starters on a shared spreadsheet to enable Training and Development to ensure all new starters have progressed through the corporate induction via cross matching with attendance registers. 3.7 The new employee is responsible for complying with all induction arrangements relevant to their role, as detailed in this policy and associated practice guidance notes. 4 THE INDUCTION PROCESS 4.1 Corporate Induction training events are delivered twice a month at St Nicholas Hospital. All new employees (except Junior Medical Staff, Student Nurses and Newly Qualified Nurses covered by separate Practice Guidance Notes) must attend one of these events as the first 2 days of employment. The programme for the event covers the areas deemed a requirement by the Trust (Appendix 1). 4.2 Pre employment / Appointment The Recruitment Team will confirm completion of the appropriate employment checks and arrange and confirm the starting date to coincide with the new employees first 2 days of employment, entering the new starters details on the shared spreadsheet Confirmation of the Corporate Induction event will be sent to the new starter by the HR Department and a copy of the invite will also be copied to the line manager The line manager should establish whether due to a medical condition, the individual requires any special facilities or access arrangements which may affect induction or work practice for example a parking bay near ward, facility to take medication in private. Special consideration should also be given to evacuation procedures, the education of colleagues and other first aid implications. 5

6 4.3 First Week of Employment The first two days of the new employees employment will involve attendance at the Corporate Induction Programme (Appendix 1) except Junior Medical Staff, Student Nurses and Newly Qualified Nurses (covered by separate Practice Guidance Notes) after which the new employee will commence in their work environment. Training and Development will cross reference attendance records to ensure all staff have attended. As new employees attend corporate induction as their first two days of employment those who fail to attend are not employees The line manager (or his/her representative) should be present on the new starter s first day in their new workplaces to welcome him/her personally and commence the local induction arrangements (Appendix 2) On completion of the local induction, the line manager will ensure the necessary induction checklist (Appendix 2) is signed, countersigned by the individual and returned to the Training and Development Department at St Nicholas Hospital for recording. 4.4 Within a month The manager must ensure the completed local induction checklist is returned to Training and Development at St. Nicholas Hospital within one month of commencement. Training and development will cross reference returns against the new starter spreadsheet and chase and report non compliance 4.5 Within 3 months A Personal Development Plan (PDPs) should be drawn up and agreed between the manager and new employee to cover the first 12 months development needs against the KSF outline for the role A copy of the completed PDP should be forwarded to Training and Development. 5 INDUCTION OF EXISTING STAFF TRANSFERRING TO NEW ROLES 5.1 Existing members of staff moving into a new work area will be required to complete a Trust local induction checklist for the new work area. 6

7 5.2 The Trust local induction checklist is included with the appointment letters sent out by HR Recruitment, this should be signed by the individual and line manager and a copy returned within one month to Training and Development for recording. 5.3 Within 3 months the individual should review his/her current Personal Development Plan with his/her line manager to review his/her training needs and where required develop a new plan. A copy of which should be sent to Training and Development at St. Nicholas Hospital. 6 STAFF HANDBOOK 6.1 New staff will receive a copy of the staff handbook at the corporate induction event. This will provide easy reference to a range of useful information about the Trust to help people settle into their new jobs. 7 EVALUATION 7.1 The Trust corporate induction event will be evaluated using a standard evaluation form. The evaluations will be collated, monitored, and actioned and reported upon by the induction administrator. Regular feedback will be given to all those staff involved in presenting at induction. The Learning & Development Committee will monitor the quality of the corporate induction programme on a quarterly basis. 8 MANDATORY TRAINING 8.1 The corporate training programme will include essential statutory training as defined by the Trust to comply with legal and national requirements. 9 TRAINING REQUIREMENTS 9.1 All managers will need to understand their responsibilities for the induction of new employees, recruited to their service as detailed in this policy. 10 POLICY REVIEW 10.1 The Induction Policy will be reviewed by the Deputy Director of Workforce every three years. 11 CONSULTATION AND COMMUNICATION WITH STAKEHOLDERS The consultation of this policy has been carried out in line with section 7 within the NTW(O)01 Development and Management of Procedural Documents. 7

8 12 APPROVAL OF DOCUMENT This policy has been approved by the Modernisation Organisation & Programmes Committee which is a sub-group of the Trust Board. 13 DEFINITIONS OF TERMS USED 1. Corporate Induction Induction training covering generic themes relevant to all new employees out in a central programme. 2. Local Induction Introduction to local requirements, procedures and policies usually face to face with manager or deputy. 3. New employees All staff groups, permanent and temporary, Directors, Managers, Medical, Nursing, Allied Health Professionals, Psychologists, Professional and Technical Skills, Administrative and Clerical, Estates, Facilities, Hotel Services and Support Staff. 14 POLICY ADMINISITRATIVE PROCESS 14.1 The development, consultation and dissemination of this policy have been undertaken in accordance with the Policy for the Development and Management of Procedural Documents and in conjunction with the policy administration process It has been circulated within the Trust e-bulletin and is available on the Trust intranet site and also from policy administration Archiving of this policy will be in accordance with the Policy for the Development and Management of Procedural Documents. 15 EQUALITY AND DIVERSITY ASSESSMENT 15.1 In conjunction with the Trust s Equality and Diversity Officer this policy has undergone an Equality and Diversity Impact Assessment. The Trust undertakes to improve the working experience of staff and to ensure everyone is treated in a fair and consistent manner. 16 EMBEDDING 16.1 Taking into consideration all the implications associated with this policy, it is considered that it will take 12 months from ratification to full embedding This will be monitored by the Modernisation, Organisational Development & Programmes Committee during the review process. If at any stage there is an indication that the target date cannot be met, then the Committee will consider the implementation of an action plan. 8

9 17 MONITORING AND COMPLIANCE Training & Development will compile information on compliance with both Corporate and local Induction arrangements (appendix 3) and report monthly to the Modernisation, Organisational Development and Programmes Committee. Reports of non compliance will be sent to Operational Directors for action via the Directorate Communication route. 18 STANDARDS / KEY PERFORMANCE INDICATORS NHS Litigation Authority standards have been taken into account in the revision of this policy. 19 FAIR BLAME The Trust is committed to developing an open learning culture. It has endorsed the view that, wherever possible, disciplinary action will not be taken against members of staff who report near misses and adverse incidents, although there may be clearly defined occasions where disciplinary action will be taken. 20 ASSOCIATED DOCUMENTATION HR Policy on Recruitment PGN01 Bank Nurse Induction PGN02 Newly Qualified Nurse Induction PGN03 Student Nurse Induction PGN04 Medical Staff Induction PGN05 Medical Staff in Training Induction 21 REFERENCES 21.1 NHSU learning for health and social care Induction Best Practice Guide 9

10 Appendix 1 Corporate Induction Programme Day One Timings Session & Subject Facilitator Coffee / Sign in Welcome, Housekeeping, Introductions & Induction Objectives (Cover both days) Corporate Trainer HR, Payroll and Questionnaire HR payroll staff Overview of NHS, Values & Attitudes, The Vision of NTW NHS Trust Structure and ways of working. Corporate Trainer Coffee/Tea Break Benefits of working for the NHS & NTW IWL Co-ordinator Lunch & ID Badges Information Governance Information Governance Specialist Customer Care and Complaints Corporate Trainer Coffee/Tea Break KSF / JDR Corporate Trainer Return documents & Evaluation Corporate Trainer 10

11 Day Two Timings Session & Subject Facilitator Coffee & Welcome Stat & Man Facilitator Health and Safety Trust Safety Specialist Fire Trust Fire Officer Coffee/Tea Break Moving & Handling Stat & Man Facilitator Lunch Safeguarding Children/Adults Safeguarding Children Specialist Coffee/Tea Break Infection Control Infection Control Specialist Equality & Diversity and further IAG Corporate Trainer Staff Side Staff Side Member Pharmacy Services Pharmacy Trainer Closure Corporate Trainer Evaluation Corporate Trainer 11

12 Appendix 2 Local Induction Checklist Employee Name.. Position Ward / Department Start Date Manager / Induction Name Position Local Induction Areas Orientation to site facilities and locations inc parking, restaurants, other services Orientation to Ward / Department environment inc lockers, toilets, colleagues etc Safety & Security measures explained inc relevant policies, equipment and processes Financial processes explained and documents issues i.e. overtime, business travel etc Orientation to Service Provision and Client group Once complete Work related policies and processes explained inc time off, sickness, handover etc Provision of information on KSF appraisal and access to Training & Development inc booking of initial PDP development meeting Provide information on Trust wide and department communication systems provided inc issuing of modules, bleeps, Trust Bulletins etc Completion of documentation for access to IT systems Provision of guidance on documentation relevant to roll inc processes, quality and confidentiality Provision of contact details for key services and staff relevant to role Book further required Training in line with Essential Guide and Policies Provision of information on staff benefits and other available services inc Occupational Health, Staff Counselling The areas within this checklist have been covered as part of the Workplace Induction. Signed. Manager Date.. 12

13 I confirm I have been provided with a Workplace Induction Signed. Employee Date.. This completed form must be returned to Training & Development, St. Nicholas Hospital, Jubilee Road, Gosforth NE3 3XT within the first month of employment or transfer 13

14 Appendix 3 Induction Process Flow Chart Trust New Employee Candidate accepts new position Letter confirming start date and Induction arrangements issued by Recruitment. Info entered on spreadsheet Non compliance flagged with Directors and reported to MODP Individual rebooked by Training & Development Failure to return local Induction checklist within timescale flagged with Directors and reported to MODP Attends Corporate Induction first 2 days of employment. Attendance checked against spreadsheet by T&D Commences on Ward / Department, completes Local Induction Signs off and returns Local Induction checklist to Training & Development Individual reminded via letter with duplicate local Induction checklist of requirement PDP for initial 12 months in role completed and returned to Training & Development (non compliance monitored via JDR Policy) 14

15 Equality and Diversity Impact Assessment Screening Tool Names of Individuals involved in Review Date of Initial Screening Review Date Service Area / Directorate Jacky Gate Oct 2010 Training & Development Policy or Service to be Assessed Induction Describe the aims, objectives or purposes of the Policy or Service Are there any associated objectives of the Policy or Service? If so what are they? Is this a new New or existing Policy or Existing Service? A comprehensive induction programme is of fundamental importance to building positive relationships with new staff when they join the organisation or have significantly changed roles. It welcomes people, helps them to settle in and to understand the culture and values of the organisation. It sets standards and ensures that new staff have clear terms of reference on which to build their knowledge and motivation to carry out their roles as quickly and effectively as possible, thereby contributing to the quality of patient care. It also provides health and safety reassurances for the organisation Induction is linked to all activities and objectives of the Trust 15

16 Does the policy unlawfully discriminate against equality target groups? No Does the policy promote equality of opportunity for equality target groups? NA Does the policy or service promote good relations between different groups within the community, based on mutual understanding and respect? NA 16

17 Equality and Diversity Impact Assessment Screening Tool Which equality target groups of the population do you think will be affected by this policy or function? Equality Target Group (code in bold type) Black and Minority Ethnic People (including gypsy/travellers, refugees and asylum seekers) BME Women and Men WM People in Religious/Faith groups RF Disabled People DP Older People OP Children C Young People YP Lesbian Gay Bisexual and Transgender People LGBT People involved in the criminal justice system CJS Staff S Any other group(s) AOG What positive and negative impacts do you think there may be for each equality target group(s)? NA Make sure that induction can cater for the needs of those who have childcare commitments. Need to ensure that the induction period allows time for prayer, is sensitive to the needs of people during religious festivals. e.g. Ramadan seems specifically to be about disabled people and should therefore say so and make mention of the term reasonable adjustments. However good practice would necessitate that these conversations and measures put in place should take place prior to the start of employment where possible. NA NA NA Mention should be made of the North East NHS LGB Staff Network. NA NA NA 17

18 Equality and Diversity Impact Assessment Screening Tool Screening Tool Checklist: Summary Sheet Positive Impacts (Note the code of groups affected) Negative Impacts (Note the code of groups affected) Additional Information and Evidence Required Recommendations See comments on previous sheet. From the outcome of the Screening, have negative impacts been identified for race or other equality groups? Yes No If yes, has a Full Impact Assessment been recommended? If not, why not? Manager s signature: Jacky Gate Date: October

19 Communication and Training check list It is the responsibility of Domain/Governance Committees to ensure a full review of any training implications has been undertaken prior to the ratification of any policy. What is the change in knowledge or skills required to achieve the differences that this policy has been designed to deliver for the organisation? Are the communication/training needs required to deliver the changes necessary by law, by national/local standards? New staff to be welcomed and given an introduction to the organisation which includes an overview of the organisations values and requirements and the essential health and safety and required corporate and local information which they require to ensure that they work safely The requirements are set out by the NHSLA in An Organisation-wide Approved Document for the management of corporate and local Induction If yes, define the requirement(s). What does the organisation actually have to do. For which staff groups is the communication/training need required? What levels of understanding are required e.g. awareness of policy, understanding of new responsibilities/skills? What means of delivery would be most appropriate e.g. team briefs, management cascade, e-bulletin etc? Who will be the person responsible for liaising with Communications and the Training and Development Departments? All managers,new staff and employers of contract and agency staff A clear understanding of the requirements to undertake induction training within the agreed timescale Corporate induction training, specific induction training eg nurse orientation programmes and local induction Deputy Director of Workforce Should any advice be required in respect of answering the above questions contact: Training & Development -Tel:

20 AUDIT/MONITORING TOOL STATEMENT The Trust will work towards effective clinical governance and governance systems. To demonstrate effective care delivery and compliance regular audits must be carried out. Policy authors are encouraged to attach audit tools to all policies. Audits will need to question the systems in place as outlined in the policy. It is suggested that between five and eight measurable standard statements be listed, which can then be audited in practice and across the Trust. POLICY NAME STANDARD STATEMENT Yes No Statement 1 Statement 2 Monitoring of the attendance of new staff at corporate induction within the specified timescale and follow up. Monitoring of completion of local induction checklists for all new staff Statement 3 Evidence of annual review of corporate induction process Statement 4 Audit of local induction for non-staff e.g. contract and agency Statement 5 Statement 6 Statement 7 Statement 8 The author(s) of each policy to complete the audit/monitoring template and ensure that the results are taken into consideration by the appropriate Domain/Governance Committee at each review date. 20

21 Policy notification record sheet Policy number Policy title Date issued Date of implementation Directorate/Service/Ward/Department Received by Date received Date placed in policy file I have read the above policy and understand its contents. Name (print) Signature Designation Service/Ward/Dept. Date This form is to be kept up to date at all times to act as a clear record that all relevant staff have received notification of the existence of the above policy, that they have read it and understood its contents. Form to be retained in the policy file in front of the policy specified. Policies and policy index lists are available via Trust Intranet and e-bulletin. Index lists are continually updated and current lists should be retained in the front of policy files. Policy Files Policy Files File Colour Order code Operational White WYQ 287 Infection, prevention and control Yellow WYQ 288 Clinical Blue WYD 304 Workforce/Human Resources Green WYD 305 Medicine Manual Green - Residual (ex 3Ns STW N&P to be replaced as NTW issued) Black WYD