New Employee Orientation Policy

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Sections: Hiring
Policy Number: 3.4

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Purpose: !
To ensure that all new employees receive a positive start to their work term at For Youth
Initiative (FYI) and feel comfortable in their new working environment.

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Policy: !
Each new employee shall be provided with an orientation within the first 2 weeks of
employment at FYI. Their immediate supervisor or program manager shall schedule and
conduct the orientation.

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The orientation shall cover the following areas:

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• Review of the contents of their offer of employment, including the HR Policy Manual
and other FYI organisational policies
• Review of FYI’s mission, vision and values
• Review of their job description including responsibilities and expected job
outcomes
• Tour of facilities and working area
• Introduction to co-workers and the senior management team, when possible

• Review of probationary period, performance evaluation process, and pay !

administration

Internal employees who have changed job roles at FYI will be provided with a modified

orientation as deemed necessary. !

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New Employee Orientation Procedure
Relevant FYI Human Resource Policies:

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Sections: Hiring
Policy Numbers: 3.4

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Introduction:

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Managers/supervisors are responsible to ensure that new employees have a positive first
experience at FYI. They are also responsible for ensuring that the probation process
adequately helps support and measure the new employee’s fit into the program and the

agency. !
NEW EMPLOYEE INDUCTION:

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Induction is the process through which a new employee is introduced to the organization,
his/her job, and to other employees. It is the process through which an employee goes
from being an outsider metamorphoses into an insider. FYI’s objective is to ensure that
all new employees are welcomed respectfully and cordially into the organization and to
ensure that a very positive tone is set to the employer-employee relationship. It is
important for managers/supervisors to start planning ahead of the start date of the
position.

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Check List:

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1. Ensure that the ‘FYI New Employee Orientation Package’ is mailed to the new
employee at least five business days before the date of joining
2. Consider and prepare the information that the new employee needs to know about
the work environment that would make them feel comfortable
 3. Consider the key policies and procedures the new employee must be aware of on
the first day to avoid any serious mistakes
4. Make arrangements for the new employee’s email account and work space to be
set up
5. Seek an appointment with the executive director for a brief introductory meeting
with the new employee
6. It is important to make sure that all the staff on the new employee’s team are aware
of the start date of the employee
7. Ensure that all the team members are introduced to the new employee in person
and via email
8. Ensure that for the first day, you have an agenda prepared and that the agenda is
communicated to the new employee before the start date
9. Begin the day with a brief meeting with the new employee and confirm that the new
employee has read and understood the job description
10.Provide the employee with necessary paperwork needing to be completed from the
Director of Human Resources and Administration.
11.If possible include a luncheon meeting in the agenda and ensure you or a staff
member from the team joins the new employee for lunch
12.Ensure that within the agenda you have time set for a brief meeting at the end of
the day to address any concerns or questions the new employee could possibly
have
13.It is important to provide the new employee the performance plan at the meeting
14.Hiring managers may refer to New Employee Orientation Checklist (Provided

under addendums) for new employee orientation !

NEW EMPLOYEE PROBATION
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Probation allows for an extended evaluation of a candidate’s suitability to do a job and
her/his ability to fit into the agency and program. It also provides the opportunity for the
new staff member to ease into her/his position. Managers/supervisors’ must ensure that
the probation period is used effectively to measure the new staff member’s fit into the
position, program and agency. At FYI the standard probation period is three months and
may be extended based on the performance and/or workplace behaviour of the new

employee. !
Checklist:
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1. Create a work plan with the new staff member, supervisors must ensure adherence
to HR policy No.- 7.2 while developing the work plan
2. Communicate the performance plan along with targets that the new staff member
is expected to meet
3. Ensure that all the equipments, resources and opportunities are provided to the
new staff member to perform at optimum levels
4. Passively but frequently observe the performance of the staff member
5. Schedule a mid-probationary review meeting with the new staff member and
communicate your evaluation of her/his performance and her/his accomplishments
as well as areas for improvement
6. Continue to monitor and support the new staff member in accomplishing their
performance targets
7. At the mid-point and end-point of the probationary period, use the probationary
performance review form (sample form provided under addendums) and
communicate your assessment of the new staff member’s performance and work
place behaviour.
8. In case of satisfactory performance, using FYI’s employment confirmation letter
confirm the staff member’s employment
9. In case of unsatisfactory performance or workplace behaviour the new staff
member’s probation may be extended for up to three additional months but in
compliance with the ESA.
10.In case of extension repeat steps 3 to 7 mentioned above
11.In case the performance or workplace behaviour continues to be unsatisfactory,
engage the Director of Human Resources and Administration who shall initiate
further action.
SECTION: Code of Conduct
POLICY No.: 5.1
POLICY: Dress Code

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Purpose: !
To ensure that all of For Youth Initiative’s (FYI) employees project a professional &
favourable image of FYI to its clients and the public.

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Policy: !
Employees are expected to maintain high standards of neatness and personal hygiene.
Clothing should be in good condition and appropriate to the role and activities of the

employee. !
Additionally, in order to respect staff and client’s sensitivities to chemical fragrances,
employees are encouraged to be modest in their use of scented products such as
perfumes, colognes, aftershave, hair-styling products, lotions, etc. prior to arriving for duty
and while on duty.

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Employees with questions regarding dress code can be directed to their supervisors/

managers. !
While FYI wishes to project a professional and favourable image, it also recognizes the
individual needs of employees. Supervisors should take into consideration the following
while enforcing the dress code:

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• Be sensitive to gender and religion issues and
• Take into consideration the employees' job function and its special requirements
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What is
Orientation?
What is On-
Boarding?

Planning an orientation to employees should be as carefully done as

planning a systematic approach to training. For example, there should
be overall goals that you want to accomplish with the orientation.
There should be carefully chosen activities and materials used in the
orientation to achieve the goals. Participants should produce certain
tangible results that can be referenced to evaluate the orientation both
during and after the orientation.

A progressive view of orientation is that of "on-boarding." On-boarding

works from the perspective that the organization must do all it can to
fully equip the employee for maximum performance for the
organization -- and for maximum fulfillment of the employee. Some
organizations have on-boarding programs that last up to a year, where
the employee experiences a several-day orientation program, which
includes, not only the orientation to the facilities and personnel, but
also various self-assessments for the employee to get clear on what he
or she wants from employment in the organization. The employee
might be placed in a peer group of fellow, new employees who share
advice and other feedback to learn more about the company and other
roles in the organization.
Basic
Checklist to
Orient
Employees

While the approach to on-boarding is usually quite unique to the

nature and needs of an organization, here's a checklist that can be
used to orient an employee to an organization. The following activities
should be conducted by the employee's supervisor. The checklist is
relevant to the activities that should occur after the employee has
received a job offer.

Before the
Employee Begins
Employment,
Send a Welcome
Letter

Verify the exact starting date and also provide a copy of the employee
policies and procedures manual. Note that you'll dedicate time for
them to review the manual later. Do not specify the terms of salary
and compensation -- that should have been included in the job offer.

Provide a Job
Description and
Any Suggested
Performance
Goals

All employees deserve explanation of what is expected from them. A

job description, which explains duties and responsibilities, often is not
enough. Therefore, suggest some additional areas of focus, ideally in
the context of performance goals for the employee to address
especially during the first year of employment. Make it clear that you
will discuss these with the employee soon.
When the
Employee Begins
Employment,
Meet With Them
Right Away

Explain how they will be trained, introduce them to staff, give them
keys, get them to sign any needed benefit and tax forms, explain the
time-recording system (if applicable), and provide them copies of
important documents (an organization chart, last year's final report,
the strategic plan, this year's budget, and the employee's policies and
procedure manual if they did not get one already.

Show Them the

Facilities

Show them the layout of offices, bathrooms, storage areas, kitchen

use, copy and fax systems, computer configuration and procedures,
telephone usage and any special billing procedures for use of office
systems. Review any Policies and/or procedures about use of facilities.

Schedule Any
Needed
Computer
Training

Include training about the most frequently used software applications.

Be sure the employees learn any security procedures for computer
information, including careful use of passwords, overview of location of
manuals and other useful documentation, location and use of
computer networks and other peripherals, and where to go to get
questions answered.

Assign a Staff
Member As Their
"Buddy"

This is extremely important. Identify another employee, other than

you (the supervisor), that the employee might quickly establish
rapport with, to pose any questions that the employee is not
comfortable posing to the supervisor. The buddy can invite the new
employee to various social functions undertaken by other employees.

Take Them to
Lunch on the
First Day

Use this opportunity to be with them in other than a work setting.

Don't talk about work. Ask them about their family and share some
information about yourself.

Meet With Them

at the End of the
Day

Take just a few minutes to ask if they have any questions or any
needs they'd like to talk about. Remind them that you or their buddy is
there if they have any questions or needs.

Meet Again With

the New
Employee During
the First Few
Days

Review the job description again. Remind them to review the

employee manual and sign a form indicating they have reviewed the
manual and will comply with its contents. Review any specific
performance goals for the position. In the same meeting, explain the
performance review procedure and provide them a copy of the
performance review document.
Have One-On-
One Meetings On
a Weekly Basis
for the First Six
Weeks

One of the biggest mistakes of new supervisors is to meet with direct

reports only when there are problems. That sends the message "I'm
only here if you have a problem, and you better not have any
problems." Instead, meet to discuss the new employee's transition into
the organization, get status on work activities, hear any pending
issues or needs, and establish a working relationship with the new
employee.