Document name:
Corporate and Local Induction Policy
Document type:
HR / Workforce Development
What does this policy replace?
Replaces previous Trust Induction
Policy
Staff group to whom it applies:
All staff within the Trust
Agency staff
Distribution:
The whole of the Trust
How to access:
Intranet
Issue date:
October 2014
Document version:
4
Next review:
October 2016
Approved by:
Approvals EMT
Developed by:
Deputy Director Human Resources and
Workforce Development
Director leads:
Director of Human Resources and
Workforce Development
Contact for advice:
Deputy Director Human Resources and
Workforce Development
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CONTENTS
1.
Introduction
4
2.
Purpose and Scope
5
3.
Definitions
3.1 Corporate Induction
3.2 Local Induction
3.3 Employees
3.4 Temporary Staff
3.5 Fixed Term Employees
3.6 Significant Role Change
6
6
6
7
7
7
8
4.
Duties
4.1 Trust Board
4.2 Executive Management Team (EMT)
4.3 Directors
4.4 Director of Human Resources and Workforce Development
4.5 Deputy Director of Human Resources and Workforce Development
4.6 Human Resources – Medical Staffing
4.7 Workforce Information
4.8 Postgraduate Administrator (Calderdale/Kirklees and Wakefield
BDUs) and Medical Education Facilitator (Barnsley BDU)
4.9 Finance
4.10 Bank Service Manager
4.11 Managers
4.12 Employees and Temporary Staff
8
8
8
8
8
9
9
9
9
10
10
10
11
5.
Principles
11
6.
Induction Procedures
6.1 Corporate and Local Induction for New Permanent and Fixed
Term Employees (except Bank Staff)
6.2 Corporate and Local Induction for Bank Staff
6.3 Local Induction for Temporary Staff
6.4 Local Induction for Existing Employees Undertaking a Significant
Role Changes
6.5 Local Induction for Doctors in Training
12
12
7.
Development Process
19
8.
Dissemination and Implementation Arrangements
19
9.
Process for Monitoring Compliance and Effectiveness
20
10.
Review and Revision Arrangements
20
11.
Associated Documents and References
21
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14
15
16
17
12.
Page 3
Appendicies
1. Corporate Induction Programme
2a. Local Induction Pack for Employees (Non Medical)
2b. Local Induction Pack for Employees (Medical)
3a. Local Induction Pack for Temporary Staff (Non Medical)
3b. Local Induction Pack for Temporary Staff (Medical)
4. Flowchart for Corporate and Local Induction for New Permanent
and Fixed Term Employees (except Bank Staff)
5. Flowchart for Corporate and Local Induction for Bank Staff
6. Flowchart for Local Induction for Temporary Staff
7. Flowchart for Local Induction for Existing Employees Undertaking a
Significant Role Change
8. Flowchart for Local Induction for Doctors in Training
9. Equality Impact Assessment
10. Checklist for the Review and Approval of Procedural Document
11. Version Control Sheet
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CORPORATE AND LOCAL INDUCTION POLICY
1.
INTRODUCTION
1.1
The purpose of this policy is to ensure that all new permanent and fixed
term staff and employees undertaking a significant role change within the
organisation undertake the appropriate corporate and/or local induction
programme(s) within stated timescales. This policy also includes medical
staff and temporary staff (agency staff) working within the Trust. A full
definition of the term temporary staff is included in 3.4
1.2
Corporate and local induction are integral and keys parts of the Trust’s
12-month Values Based Induction process. This policy must therefore be
read in conjunction with the Trust’s Values Based Induction Policy to
understand how corporate and local induction fit into the overall 12-month
induction framework
1.3
Corporate and local induction are essential for reinforcing organisational
mission and values and for ensuring that all new starters understand that
their behaviour and contribution matters. They are also essential for
ensuring that staff are welcomed and integrated into their role as quickly
as possible, understand expectations and are safe. This includes
signposting to required mandatory training - for which separate training
events are provided as described in the Trust’s Mandatory Training Policy.
1.4
The Trust offers rotational training placements to doctors in training.
These doctors, depending upon the training scheme, can either remain
employees of the host organisation which organises the training scheme
or become direct employees of the Trust. Placements typically last 6
months but may extend for up to three years. Regardless of employer,
these doctors are not required to undertake corporate induction unless
working in the Trust for more than six months. All doctors in training
however, are required to undertake local induction and associated
mandatory training. Induction arrangements for doctors in training is set
out in section 6.5.
1.5
This policy should be read in conjunction with all of SWYPFT’s related
employment policies (see section 11). For staff attached to/managed by
the Trust in Integrated Service Teams, the policy and procedure should
also be read in conjunction with the relevant Service Integration
Framework.
1.6
The associated corporate induction programme and Trust local induction
packs referred to in this policy are subject to change to meet evolving
legislation, statutory and professional standards and good practice. The
latest versions are attached to this policy as:



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Appendix 1: Corporate Induction programme and Welcome Event
Appendix 2a: Local induction checklist for non-medical employees
Appendix 2b: Local Induction checklist for medical employees


1.7
2.
This policy and procedure have been written in accordance with
SWYPFT’s Policy for the development, approval and dissemination of
policy and procedural documents (Policy on Policies)
PURPOSE AND SCOPE
2.1
The Trust has a formal 12 month values based induction process which
sets out the mutual expectations between the Trust and new starters. This
includes the support which will be provided to new staff and actions which
the Trust will take if new staff do not perform or behave in ways which
uphold Trust expectations. This is described in detail in the Trust’s Value’s
Based Induction Policy.
2.2
Corporate and local induction form just part of the 12 month values based
induction process. They are essential components however requiring
policy in their own right. This is in response to compliance expectations
and the Trust’s legal obligation to take all possible steps to ensure that
risk is minimised and that neither individuals nor the organisation are
unnecessarily exposed to hazardous situations.
2.3
Corporate and local induction are intended to assist the individual in
developing a wider understanding of the Trust and have an important role
in consistently communicating the organisation’s vision, values and
behavioural expectations. Collectively, corporate and local induction will
ensure staff:
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2.4
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Appendix 3a Local induction checklist for non-medical agency staff
Appendix 3b Local induction checklist for locum medical staff
Feel openly welcomed into SWYPFT and are given the message that
they are valued and supported within the organisation.
Understand the structure of the Trust and how their service area /
department fits into the organisation and the NHS as a whole
Understand what the Trust is striving to achieve and how the
individual’s role, performance and behaviour contributes to this
Receive the required practical information that will enable them to
perform well
Understand risk management requirements and comply with these
Understand relevant policies, procedures and practices in the context
of the area in which they will be working
Are orientated in effective practices in their local environment
Understand mandatory and other key training requirements associated
with their role
Begin / maintain the process of continuous personal / professional
development
Failure to comply with this policy and procedure may result in the following
risks:
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3.

Starting a new role is acknowledged as a highly stressful time, no
matter how eagerly an employee looks forward to this. Failure to
provide timely information, knowledge and skills via a robust induction
process may result in staff that are unable or ill prepared to function
effectively. This can affect the well-being of the individual, can be an
added responsibility for other team members potentially affecting the
team, and could lead to events which could expose the organisation to
risk of potential human or financial cost.

An effective induction is expected to increase the individual’s safety,
understanding of their role and to help them understand their
contribution. Without this, there is a risk of poor loyalty to the
organisation and increased employee turnover.

Without a clearly described standardised approach to corporate and
local induction, managers and staff may not be aware of their
responsibilities meaning induction is not effective or may be
incomplete.

Without a robust corporate and local induction process, the Trust may
fail to comply with legal, contractual and professional requirements
including, but not limited to, the requirements of the Care Quality
Commission, NHS Litigation Authority and commissioners of Trust
services.
DEFINITIONS
3.1
Corporate Induction
A formal programme providing a general portfolio of information about the
Trust with signposting to information essential for new staff to carry out
their role successfully. Corporate induction consists of working through
online intranet content and subsequent attendance at the corporate
‘Welcome Event’ (appendix 1). Corporate induction is not job role specific.
As a minimum content the corporate induction programme will include:





3.2
Mission, Vision, Values and Goals of the Organisation with a focus
on organisational values through a set exercise
Role of Staff Side
Overview of mandatory training and how to book on sessions
Useful information about Trust services
Attendance at the Trust’s ‘Welcome Event’
Local (Workplace) Induction
An induction within the workplace normally conducted by the line manager
or person(s) nominated by the line manager using one of the Trust’s local
induction packs plus any other local additional materials / approaches
specific to the individual’s job role, service area or department. Local
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induction provides more specific information relevant to the individual’s
workplace and job role.
As a minimum local induction will include:

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Orientation to the local area and team
Access to the New Starter intranet pages with instructions for
booking on to the corporate Welcome Event
Access to Trust information systems
Access to Trust policies, procedures and other essential information
Explanation of Health & Safety, security and emergency policies
procedures
Explanation of action to be taken in emergency situations
Reporting adverse events, incidents, errors and near misses
Confidentiality/Data Protection
Essential Employment policies
Reporting concerns regarding essential standards of quality and
safety
Identification of mandatory training requirements and making
arrangements to attend training
Identification of training needs required to meet immediate
competence gaps
Explanation of additional risk management duties for those with
management responsibilities
The Trust’s local induction packs can be found in Appendices 2a/2b and
3a/3b (packs for non-medical/medical employees and non
medical/medical temporary staff respectively)
3.3
Employees
Staff who hold a contract of employment with the Trust, including bank
staff and medical staff. In addition this will include both Lay and Non
Executive Members.
3.4
Temporary (Agency) Staff
Temporary staff are workers supplied by one organisation (i.e.
locum/staffing agency) for the temporary use of the Trust. Temporary staff
are the employees of the supplying organisation.
Temporary staff work in the Trust in a variety of ways. Some may attend
on an ad hoc basis to cover one shift, one occasion only, whilst others
may return on several occasions or for a longer period of time.
3.5
Fixed Term Employees
A person with a time limited contract of employment which is due to end
when either a specified date is reached, a specific event does or does not
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happen or a specific task has been completed.
3.6
4.
Significant Role Change
A promotion or ‘sideways’ move to a different job or department either on
a permanent basis or as a temporary movement which may be to a higher
pay band, which involves an increase in responsibilities or a marked
change in working practices.
DUTIES
4.1
Trust Board


4.2
Executive Management Team (EMT)


4.3


Implementing this policy within their BDU or Quality Academy
Directorate ensuring that managers are aware of their responsibilities
in relation to the induction of staff.
Monitoring induction uptake figures and discussing non completion
with managers, where appropriate.
Ensuring resource issues and other risks affecting provision or uptake
of corporate or local induction in areas for which they are responsible
are brought to the attention of EMT
Director of Human Resources and Workforce Development
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
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Approving this policy and ensuring it has been developed in
accordance with SWYPFT’s Policy for the Development, Approval and
Dissemination of Policy and Procedural Documents
Taking appropriate action to address any identified factors affecting
corporate or local induction provision or uptake
Directors

4.4
The Trust Board is ultimately responsible for ensuring that the
organisation provides corporate and local induction programmes and
that uptake rates achieve acceptable levels
The Trust Board will receive assurance of corporate and local
induction uptake through completion reports as part of overall HR
performance reports
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Ensuring this policy is developed, maintained and controlled in
accordance with Trust procedures
Ensuring that processes are in place to ensure that employees and
temporary staff are inducted into the organisation as appropriate
Ensuring all directors are aware of their responsibilities in relation to
this policy
Providing performance statistics on corporate and local induction
uptake to the Trust Board and relevant management groups as
appropriate
4.5
Deputy Director of Human Resources and Workforce Development
via the Learning and Development department
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4.6
Human Resources – Medical Staffing
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
4.7
Producing corporate and local induction uptake reports alongside
mandatory training reports as part of HR performance dashboards
Postgraduate Administrator (Calderdale/Kirklees and Wakefield
BDUs) and Medical Education Facilitator (Barnsley BDU)
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Providing medical staff (except doctors in training) with the next
available date for the Trust’s Welcome Event and ensuring these are
booked on as appropriate
Ensuring new medical staff (except doctors in training) receive the
local induction pack for employees
Completing relevant parts of the local induction pack for medical
employees and medical temporary staff (Barnsley only)
Workforce Information

4.8
Producing and maintaining induction policy and associated procedures
Ensuring appropriate L&D contribution to design and delivery of
corporate induction in consultation with contributing staff and third
party providers
Maintaining central booking systems to enable managers and staff to
book onto corporate induction Welcome Events
Receiving confirmation of completed local induction packs by
employees and temporary staff
Receiving regular lists from Finance of appointed temporary staff
(except doctors in training), using these to identify staff who have not
completed local induction
Following up managers whose temporary staff (except doctors in
training) have not completed local induction within required timescales
Maintaining systems using the Electronic Staff Record (ESR) to record
completion of corporate and local induction for all employees to enable
accurate, up to date induction completion reports to be produced for
performance monitoring purposes
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Supporting doctors in training to access the new starter information on
the Trust’s internet
Notifying the Learning and Development department of doctors in
training who need to attend the Trust Welcome Event and making
necessary arrangements for the individual to attend
Following up non-attendance of the Welcome Event with the
individuals concerned, bringing repeated non compliance to the
attention of the relevant BDU clinical lead
Downloading and completing relevant parts of the Trust local induction
pack with doctors in training at the beginning of their placement



4.9
Arranging local induction programmes for doctors in training as part of
meeting local induction needs
Following up non completion of the Trust local induction pack within
required timescales, bringing repeated non compliance to the attention
of the relevant senior manager
Providing and completing relevant parts of the local induction pack for
temporary (locum) medical staff (Calderdale, Kirklees and Wakefield
only) as required
Finance

Providing the Learning and Development department with monthly
reports listing the deployment of temporary staff across the Trust
4.10
Bank Service Manager
 Directing the individual to the new starter section on the Trust’s
internet pages to access the corporate induction programme
 Overseeing the booking of mandatory training and a place at the
Welcome Event
 Ensuring arrangements are in place for the individual to attend the
Welcome Event
 Discussing with bank staff member, the need to complete a local
induction pack when the individual is requested to work in an area
based on the individual’s work history and familiarity with the work
area concerned
 Completing relevant parts of the local induction pack for new bank
staff when they are appointed
 Following up and managing non-attendance of the Trust Welcome
Event
 Conducting 3 monthly audits comparing names of new bank staff with
copies of received local induction checklists to identify possible
instances of non-compliance of bank staff with this policy
4.11
Managers
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Implementing and monitoring this policy and procedure ensuring that
all employees and temporary staff within their area of responsibility
who require induction have received corporate and/or local induction
as required
Ensuring the individual has access to the new starter intranet pages
and for ensuring necessary support is provided for using the computer
to access the information
Ensuring that the Trust local induction pack and additional specific
local induction materials are ready for the member of staff on their fist
day, including access to the Trust’s computer system and printer
facilities
Ensuring that they, or an appropriate experienced member of staff is
nominated and available to complete local induction within required
timescales
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4.12
Employees and Temporary Staff

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
5.
Providing protected time for staff to undertake corporate induction and
to complete local induction within required timescales
Forwarding copies of induction confirmation forms from completed
Trust local induction packs for employees and temporary staff to the
Learning and Development department to enable the completion of
local induction to be recorded and monitored.
Following up and managing non-attendance of the Trust’s Welcome
Event
Following up and managing non-completion of the Trust local induction
pack within required timescales
Determining the specific local induction requirements for existing
employees undertaking a significant role change, undertaking
necessary actions to help the individual to meet local induction needs
and maintaining induction records in the individual’s personal file
Completing the corporate induction programme, starting online and
ending with attendance at the Welcome Event (employees only)
Ensuring the attendance register is signed at the Welcome Event
Informing the manager and the Learning and Development department
in a timely manner if it is not possible to attend the Welcome Event on
the planned date (employees only)
Actively participating in local induction with the manager / designated
person within required timescales
Following required instructions, undertaking required reading of
essential information and undertaking mandatory and other essential
training identified during the local induction process
PRINCIPLES
5.1
Induction is mandatory for all new members of staff regardless of whether
they are Trust employees or temporary staff. For employees, it is
mandatory to undertake corporate and local induction as part of the 12
month values based induction process. For temporary staff, local
induction is required as mandatory only and it is not a requirement that
such staff complete corporate induction also. For doctors in training, all
must complete local induction, but completion of corporate induction is
only required if working in the Trust for more than six months.
5.2
In addition to new members of staff, existing members of staff who have
had a significant role change, may require local induction - for example if
they have changed departments or roles or have acquired additional
management responsibilities. Managers should discuss local induction
requirements with those concerned using the Trust local induction pack as
a guide. It is not a requirement that existing employees changing
departments or roles should complete corporate induction.
5.3
Corporate induction begins the day the new starter commences work.
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Employees are supported by their manager to work through an online set
of instructions and information (appendix 1). These provide a step by step
approach to viewing key information including the Trust’s mission and
values, what services the Trust offers, Staff Side, mandatory training and
the Welcome Event.
The Welcome Event is dedicated to exploring the Trust’s mission and
values in further detail. It is held bi-monthly at venues across West and
South Yorkshire and must be attended within the first 10 weeks. Staff
must return to the workplace following attendance at the event unless
annual leave or time owing/in lieu etc. has been negotiated with the line
manager.
6.
5.4
All staff must receive a suitable local induction. This will include an
appropriate period of orientation to the new department or role and
completion of an appropriate Trust induction pack. Local induction packs
must be completed within four weeks of the start date. Local induction
packs may be supplemented locally by the manager with any additional
arrangements or information applicable to the role and local area.
Different Trust induction packs are required for employees and temporary
staff (see appendices 2a/2b and 3a/3b - packs for non-medical/medical
employees and non-medical/medical temporary staff respectively)
5.5
In all instances, the mandatory training requirements of the individual
should be identified as part of local induction. Regular mandatory training
days are provided for new starters in different locations across the Trust.
New staff should book onto these and/or individual mandatory training
sessions for specific subjects as required as early as possible (refer to the
Trust’s Mandatory Training Policy for training subject list and online
Learning and Development brochure for training dates and booking
details).
5.6
Doctors in training will complete the local induction pack for medical
employees (appendix 2b). Several items in the pack will normally be
completed together via dedicated local induction days arranged
specifically for these staff by the Trust’s Postgraduate Administrators for
Calderdale and Kirklees BDUs, for Wakefield BDU or the Medical
Education Facilitator for Barnsley BDU. Induction arrangements for
doctors in training is set out in section 6.5.
INDUCTION PROCEDURES
6.1
Corporate and Local Induction for New Permanent and Fixed Term
Employees (except Bank Staff)
6.1.1
The corporate and local induction procedure to be followed for new
employees both on permanent or fixed term contracts of employment is
set out in a flowchart in Appendix 4.
6.1.2
The manager supports the individual to access the new starter information
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on the intranet (appendix 1). The individual must read, ensure
understanding and complete the tasks set out in the new starter intranet
pages within the first 3 working days – bringing completed work to the
Welcome Event. Attendance at the Welcome Event is required within 10
working weeks of the employee’s commencement date.
6.1.3
The employee will contact the Learning and Development department to
book onto the Welcome Event after working through the information on
the new starter intranet pages. The Learning and Development
department will confirm the arrangements in writing.
6.1.4
The manager will release the employee to attend the Welcome Event and
the employee signs the attendance register as confirmation that they have
attended.
6.1.5
Completion of the local induction pack for employees (Appendix 2a for
non-medical staff, 2b for medical staff) is required within 4 working weeks
of the employee’s commencement date.
6.1.6
The manager will download a copy of the local induction pack and make
sure that either they, and/or an appropriate, experienced member of staff
complete all relevant sections with the individual within required
timescales. The Local Induction Pack is designed to compliment
corporate induction and should also be used alongside any other local
arrangements specific to the individual’s post / area of work.
6.1.7
The local induction pack contains checklists which once completed should
be filed on the employee’s personal file and also an induction confirmation
and baseline training & development needs form. On completion of the
local induction pack, a copy of the latter form should be forwarded to the
Learning and Development department (except doctors in training). This
is to enable confirmation of local induction to be recorded and to help
identify training priorities as part of the Trust’s annual training needs
analysis exercise.
6.1.8
The Learning and Development department will record attendance at the
Welcome Event and receipt of the Training needs form from the local
induction checklist using the Electronic Staff Record. This information will
enable Workforce Information to produce monthly figures for staff and
managers alongside mandatory training uptake to enable compliance with
induction to be monitored and actioned locally. Uptake will be published
as part of HR performance dashboards on the Trust’s intranet and
included in Trust management performance reports.
6.2
Corporate and Local Induction for Bank Staff
6.2.1
The corporate and local induction procedure to be followed for bank staff
is set out in a flowchart in Appendix 5.
6.2.2
A bank employee may either be an existing employee registered with the
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bank as a way of working additional hours, or an employee who is a new
starter with the Trust. Attendance at the Welcome Event is not required for
existing staff working on the bank and is only required for bank staff who
are new starters with the Trust. In this case, attendance at the Welcome
Event is required within 10 weeks of the employee’s commencement
date.
6.2.3
Bank staff will be paid to attend the Welcome Event in the same way as
for paid work.
6.2.4
Where attendance at the Welcome Event is required, the new starter will
be sent a link alongside their contract and clearance to work. This link will
provide access to a hidden area of the Trust’s internet site and give
access to relevant new starter information in the same way as for other
employees who access their information via the intranet. Part of the new
starter information includes the ‘Fresh Eyes’ exercise. This will be printed
by the Bank Office and given to the new starter when they attend the
office for their pre-registration checks. The Bank Office will inform the new
starter of the date of the Welcome Event and will book a place on behalf
of the individual once they are finally cleared to work. Confirmation of the
booking will be made as part of the bank employment offer letter sent to
the individual. Any non-attendance will be reported to the Bank Office by
the Learning and Development department.
6.2.5
Completion of the local induction pack is not required for bank staff who
are either working in their regular place of work or who are familiar with
the place of work e.g. through previous deployments to that area.
6.2.6
Other than those in 6.2.5, bank staff must complete the relevant parts of
the local induction pack for employees (Appendix 2a) before undertaking
any duties in a new area. The need to complete a local induction pack
when deployed to a new area must be discussed and agreed by the Bank
Office with the individual. Completion of local induction packs will be
commenced by the Bank Office and completed by the manager or an
experienced member of staff designated by the manager in the area of
work to which the individual is deployed.
6.2.7
Identification of the individual’s mandatory training requirements is made
by the Bank Office as part of pre-registration checks, together with
necessary liaison with the Learning and Development department to book
the individual onto required training programmes.
6.2.8
Where bank staff work in a new area with which they are not familiar but
have previously completed a local induction pack for other areas,
completion of a new induction pack is still required. Here however, it is not
necessary to complete items in the induction pack which universally apply
regardless of area of work and would therefore have previously been
discussed, e.g. explaining pay details.
6.2.9
Completion of the relevant parts of the local induction pack (checklist 1)
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must be done immediately on day one of the individual’s start (if deployed
for less than five days). Checklist 2 within the pack must be completed
over the subsequent four weeks if the individual is deployed to that area
for more than five days. Where bank staff are deployed for more than 5
days but less than 4 weeks, full completion of checklist 2 may not be
possible depending on the duration of the deployment, but the manager
must take all reasonable steps to prioritise outstanding items and ensure
completion as fully as is practical.
6.2.10
The local induction pack should be used alongside any other local
arrangements specific to the area to which the bank worker has been
deployed.
6.2.11
The local induction pack contains checklists which once completed should
be retained by the individual. On completion of the local induction pack, a
copy of the completed checklists should be forwarded to the Bank Office
for the employee’s file.
6.2.12
The Bank Office will conduct 3 monthly audits comparing names of new
bank staff / bank staff deployed to new areas with copies of received local
induction checklists. Instances of non-receipt will be used to trigger
investigation of possible instances where local induction may have been
required but not completed or confirmed by the individual.
6.3
Local Induction for Temporary Staff
6.3.1
The local induction procedure to be followed for temporary staff is set out
in a flowchart in Appendix 6.
6.3.2
Temporary staff are not required to complete corporate induction.
6.3.3
Temporary staff must complete the local induction pack for temporary staff
(Appendix 3a for non-medical staff, 3b for medical staff) before
undertaking any duties. Not only is this to ensure that induction is
effective, it is also an added safeguard that appropriate checks have been
made on the individual bearing in mind that temporary staff are not
subject to the same recruitment checking process as employees. The
manager will download a copy of the local induction pack and make sure
that either they, and/or an appropriate, experienced member of staff
complete all relevant sections with the individual within required
timescales. Note, where temporary medical staff (locums) are being
assigned, HR – Medical Staffing (Barnsley BDU) or the Postgraduate
Administrator (Calderdale/Kirklees and Wakefield BDUs) will provide the
induction pack and participate in completing elements of this as
appropriate.
6.3.4
Completion of the relevant parts of the local induction pack (checklist 1)
must be done immediately on day one of the individual’s start (if assigned
for less than five days). Checklist 2 within the pack must be completed
over the subsequent four weeks if the individual is assigned to that area
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for more than five days. Where temporary staff are deployed for more
than 5 days but less than 4 weeks, full completion of checklist 2 may not
be possible depending on the duration of the assignment, but the
manager must take all reasonable steps to prioritise outstanding items
and ensure completion as fully as is practical.
6.3.5
Where temporary staff are expected to work more than 12 weeks (or are
extended beyond 12 weeks, care should be taken to ensure that checklist
3 of the local induction pack is completed to cover the temporary worker’s
legal rights, seeking HR advice as required.
6.3.6
The local induction pack should be used alongside any other local
arrangements specific to the area to which the temporary worker has
been assigned.
6.3.7
The local induction pack contains checklists which once completed should
be retained by the manager and also an induction confirmation and
baseline training & development needs form to identify mandatory and
other essential training. On completion of the local induction pack, a copy
of the latter form should be forwarded to the Learning and Development
department. This is to enable confirmation of local induction to be
recorded and to ensure details of any mandatory training required by
temporary staff is identified to assist with planning training provision.
6.3.8
The Finance department will provide a monthly list of temporary staff to
the Learning and Development department to enable completion of local
induction within required timescales to be checked and follow up action
taken.
6.3.9
The Learning and Development department will compare received local
induction confirmation forms with lists of temporary staff supplied by
Finance on a monthly basis to identify staff who may not be complying
with induction requirements. The Learning and Development department
will write to managers highlighting relevant staff for further action.
Repeated non compliance will be brought to the attention of the relevant
senior manager.
6.4
Local Induction for Existing Employees Undertaking a Significant
Role Change
6.4.1
A flowchart for the local induction process for staff undertaking a
significant role change (permanent or temporary movement) is set out in
Appendix 7. It should be noted that there is no requirement for the
employee to complete corporate induction and likewise local induction
may not be required if the individual is already familiar with local working
practices, the local area and the requirements of the new role etc. This
should be determined on the individual’s first day by the manager (or an
appropriate, experienced person) in consultation with the individual.
6.4.2
The following points are examples of significant changes which will
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require completion of the local induction pack in order to prepare the
employee for their new role:

A promotion or ‘temporary movement’ into a more senior manager/
supervisor role since this may have added risk management
responsibilities.

A move to a different role or area of work with significantly different
local working practices, procedures or risk management/health and
safety arrangements

A move to a role in a different job group e.g. admin staff to clinical
support worker
6.4.3
In all such cases, the manager and/or an appropriate, experienced
member of staff will complete the appropriate induction pack (and any
other local induction materials specific to the area) in the same way as for
new employees.
6.4.4
Because the Learning and Development department cannot identify and
monitor local significant role changes, it is not possible for the department
to monitor and record local induction completions for this group of staff. In
all cases however, managers must note that such individuals are subject
to the 12 month values based induction period and are therefore required
to provide and document the associated high levels of support to the
individual. Where an individual does not meet the expectations of the 12month values based induction period and this can be shown to be as a
result of actions not taken by the manager in line with policy requirements,
then the manager will be held responsible. For this reason, it is important
that the manager records the discussions held as part of local induction,
placing these in the individual’s personal file.
6.4.5
It should be noted that any changes to the circumstances of existing staff
may have implications for the individual’s Mandatory Training
requirements. The Trust’s Mandatory Training Policy should be consulted
accordingly to identify whether any new training requirements apply.
6.5
Local Induction for Doctors in Training
6.5.1
A flowchart for the local induction of doctors in training is set out at
Appendix 8
6.5.2
Doctors in training are only required to complete corporate induction if
working in the Trust for more than six months.
Where completion of corporate induction is required, the Postgraduate
Administrators (Calderdale/Kirklees and Wakefield BDUs) or Medical
Education Facilitator (Barnsley BDU) will support the individual to access
the new starter information on the intranet (appendix 1). The individual
must read, ensure understanding and complete the tasks set out in the
new starter intranet pages, bringing completed work to the Welcome
6.5.3
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Event. Attendance at the Welcome Event is required within 10 working
weeks of the individual’s commencement date.
Where completion of corporate induction is required, the Postgraduate
Administrators (Calderdale/Kirklees and Wakefield BDUs) or Medical
Education Facilitator (Barnsley BDU) will notify the Learning and
Development department of the new individual and arrange attendance at
the Welcome Event on the individual’s behalf. The date of expected
attendance at the Welcome Event will be confirmed with the individual by
the Postgraduate Administrator/Medical Education Facilitator. The
Learning and Development department will monitor the individual’s
subsequent attendance, bringing non-attendance to the attention of the
relevant Postgraduate Administrator/Medical Education Facilitator for
further action. Repeated non-compliance will be brought to the attention of
the relevant senior manager.
6.5.4
Doctors in training receive induction onto the training scheme by the
training provider and also receive local induction when they commence
with the Trust. This applies whether or not they are Trust employees or
employees of the host organisation responsible for hosting the scheme.
6.5.5
All doctors in training will complete the local induction pack for medical
employees (appendix 2b). This will be provided by the Postgraduate
Administrators (Calderdale/Kirklees or Wakefield BDUs) or the Medical
Education Facilitator (Barnsley BDU) as appropriate.
6.5.6
There are separate local induction days/seminars in each Business Unit
specifically designed for doctors in training to cover as many items in the
local induction pack (and other important topics) as possible. These
programmes are arranged by the Postgraduate Administrators for
Calderdale and Kirklees BDUs, for Wakefield BDU or the Medical
Education Facilitator for Barnsley BDU. Completion of the local induction
pack is required within 4 weeks of commencement of the placement.
6.5.7
Attendance sheets at local induction events are forwarded to the Learning
and Development dept to enable attendance at associated mandatory
training to be recorded.
6.5.8
The Postgraduate Administrator/Medical Education Facilitator will sign off
relevant parts of the local induction pack, including those activities
covered as part of the individual’s confirmed attendance at the local
induction event. Outstanding items in the pack must be completed by the
individual with the relevant consultant.
6.5.9
The local induction pack should be used alongside any other local
arrangements specific to the area to which the individual has been
deployed.
6.5.10
The local induction pack contains checklists which once completed should
be retained by the individual and also an induction confirmation and
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baseline training & development needs form. On completion of the local
induction pack, a copy of the latter form should be forwarded to the
Postgraduate Administrator (Calderdale/Kirklees or Wakefield BDUs) or
Medical Education Facilitator (Barnsley BDU) as appropriate. This is to
enable confirmation of local induction to be recorded and to ensure details
of any mandatory training required by doctors in training is passed on to
the Learning and Development department to assist with planning training
provision.
6.5.11
7.
8.
The Postgraduate Administrator (Calderdale/Kirklees and Wakefield
BDUs) or Medical Education Facilitator (Barnsley BDU) will contact the
individual and consultant concerned for follow up if confirmation of
completed local induction is not received within required timescales.
Repeated non compliance will be brought to the attention of the relevant
senior manager.
DEVELOPMENT PROCESS
7.1
This policy updates the Trust’s previous Induction Policy to reflect
changes in the Trust’s approach to corporate induction and to ensure
alignment with the Trust’s values based induction process. The revised
policy also simplifies a number of procedural aspects relating to
monitoring and reporting induction compliance.
7.2
This policy follows extensive consultation with all stakeholders involved in
providing, supporting and/or monitoring all aspects of corporate and local
induction for all staff groups.
7.3
Draft versions of the policy have been circulated for comment to relevant
teams involved in the overall management of induction and provision of
the Trust’s new Welcome Event. The policy has been consulted on with
operational managers and Staff Side via the Trust’s Employment Policy
Group.
7.4
An equality impact assessment has been completed for this policy and
can be found at Appendix 9.
DISSEMINATION AND IMPLEMENTATION ARRANGEMENTS





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Policy launched via weekly email communications and intranet
Given the geographical spread of the Trust, the only way to ensure
staff access the current version of this policy is to maintain exclusively
on the Trust’s intranet in the Document Store
Members of the Learning and Development department to raise and
maintain awareness of the policy with managers and staff during
scheduled meetings and in response to information requests regarding
the induction process or uptake
Policy referred to from other relevant policies including Study Leave
Policy, Mandatory Training Policy, Values Based Induction Policy
Policy circulated to all stakeholders involved in providing, supporting

9.
10.
11.
and/or monitoring all aspects of corporate and local induction.
The implementation of the policy will be supported by all managers
responsible for managing staff and all teams involved in providing,
supporting and/or monitoring all aspects of corporate and local
induction.
PROCESS FOR MONITORING COMPLIANCE AND EFFECTIVENESS
9.1
Completion of corporate and local induction for all Trust employees
(except doctors in training and staff changing roles) is recorded by the
Learning and Development department using the Electronic Staff Record
(ESR).
9.2
Induction levels by BDU and service will be monitored by relevant
directors and senior managers based on induction completion statistics
maintained on the intranet and published in monthly BDU management
reports. All line managers are responsible for monitoring and ensuring
required completion of induction and must take remedial action in the
event that employees or temporary staff/doctors in training are not
compliant with induction requirements.
9.3
Trust Board assurance will be through the performance monitoring
processes based on induction completion rates included as part as part of
overall HR performance reports provided to the Board.
9.4
Complaints in relation to the application of the policy will be investigated
as they arise, ensuring that issues are addressed both through feedback
to managers, the Learning and Development team, contributing teams
and through policy amendments as required.
REVIEW AND REVISION ARRANGEMENTS (INCLUDING ARCHIVING)
10.1
This Policy and Procedure will be reviewed annually by the Deputy
Director HR & Workforce Development from the date of approval or
sooner if there is a requirement to meet legal, statutory or good practice
standards.
10.2
The Integrated Governance Manager is responsible for placing the new
version of the policy in the electronic document store, for ensuring the
document being replaced is removed from the document store and that an
electronic and paper copy, clearly marked with version details, are
retained as a corporate record.
ASSOCIATED DOCUMENTS AND REFERENCES
Agency Workers Regulations 2010
Health and Safety at Work etc Act 1974 and associated legislation
Management of Health and Safety at Work Regulations 1992
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NHS Litigation Authority Risk Management Standards 2012-13. NHSLA, Jan 2012.
NICE Guidance 36, Prevention and Control of Healthcare Associated Infections
SWYPFT Agency Guide
SWYPFT Mandatory Training Policy
SWYPFT Recruitment and Selection Code of Practice (including pre and post
employment and pre-engagement checks for volunteers)
SWYPFT Values Based Induction Policy
12.
APPENDICES
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APPENDIX 1
CORPORATE INDUCTION PROGRAMME & WELCOME EVENT
Before Employee Starts
The manager applies for the new starter’s login a minimum of 5 working days before the
employee start date, regardless of whether they will be required to use a computer in their
day to day work. It is very important that the new starter can access the intranet and in
particular the New Starter intranet pages on day one.
The manager sends the ‘new starter policies page’ link (http://swyt.co/nsb) to the employee
to read and to understand a number of policies relevant to their role.
On Employee Start Date

The manager gives the new starter their login and directs them to the new starter section
of the intranet: http://nww.swyt.nhs.uk/new-starter/Pages/default.aspx
This forms part of the induction process and it is compulsory that the new starter
accesses these pages. The manager or another named individual should support any
employees who aren’t confident with using a computer.

The manager makes sure that the new starter can access and understand all sections
within the new starter section. There are 7 steps to follow, including a ‘welcome’ on the
first page, with each page leading on to the next. The sections are as follows:
o Welcome message from the chief executive
This is a short film with sound, of the chief executive talking about the Trust,
welcoming the new starter to the Trust and explaining how important it is to live the
Trust’s values.
o Step one: Our mission and values
An explanation of our mission and values, reiterating the importance of these.
o Step two: Fresh Eyes
It is very important that this exercise is done before the Welcome Event. The new
starter must print it off, complete the exercise and bring it with them to the Welcome
Event where they can give feedback on what they have written about how they see
their new team living out the Trust values. There are examples of how to complete the
form on the page itself.
o Step three: Mandatory training
Here the manager should sit with the new starter and go through what mandatory
training they will need to book on. The instructions as to how to book on to the training
are within this section.
o Step four: Useful information
This gives chance for the new starter to find out more about Trust services
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o Step five: Staff side
A section dedicated to the work that staff side does, including how to enrol. There is
also a short film that people can watch.
o Step six: Keeping up to date
This page includes a number of links to various information. For example, how to
keep up with what’s going on in the Trust, how to enrol in the bike to work scheme,
where to go to find out more information on how to keep well at work to name but a
few sections.
o Step seven: Book your Welcome Event
Provides more details of the Welcome Event and how to book a place. It is imperative
that the new starter books on to this event by emailing the Learning and Development
team (details are on the webpage.)

The Welcome Event
The manager must assist the new starter to book onto the Welcome Event on their first
day. Please note that the new starter must have been working within the Trust for 10
working days before attending the Welcome Event. This is so that they can fully
understand the Trust values and see them in action in order to complete the Fresh Eyes
exercise.
The event itself lasts for approximately half a day and employees should return/start at
work for the rest of the day if that is their usual working pattern. If it is their non-working
day, the manager must work with them to make arrangements to attend.
New starters must not wait until a location comes up that is convenient for them. Events
are run every other month so there will be too long of a delay if the first available event is
missed. Events are spread out across the Trust and are held in venues that are easy to
get to.
Staff bank employees should remember to bring with them their timesheets so they can
be signed on the day.
All new starters must remember to take with them their completed ‘Fresh Eyes’ exercise
sheet as the discussions around it form part of the event programme. Participants will be
provided with programme details, times and venue as part of the booking process.
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APPENDIX 2a
Local Induction Pack for Employees
(Non Medical)
This pack should be used for any of the following staff groups:
 New Permanent or Fixed Term Employees
 Existing Employees with a Significant Role Change
 Bank Staff
Employee Name……………………………………………………………
Post Title…………………………………………………………………….
Department/Location……………………………………………………...
Start Date…………………………………………………………………….
Line Manager………………………………………………………………..
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CONTENTS

CHECKLIST 1: To be completed for all staff on first day

CHECKLIST 2: To be completed for all staff within 4 weeks (for bank staff completion only
required if working in the area for more than 5 working days)

CHECKLIST 3: Only required for those with management/supervisory responsibilities or for
newly promoted managers or supervisors. To be completed within 5 working days.

INDUCTION CONFIRMATION AND BASELINE TRAINING & DEVELOPMENT NEEDS FORM
As a large a complex organisation, it is important that new staff, or existing staff who have had a
significant role change, are welcomed and settled into their job as smoothly and quickly as possible.
As an organisation committed to learning, SWYPFT also believes that staff development begins
during the individual’s induction to the local working environment where the individual is to start or
continue their career.
The aim of this pack is ensure that staff complete an effective induction into the workplace in a timely
manner and to a consistently high quality. The induction checklists included in the pack are designed
to ensure that the member of staff is aware of their obligations and feels as safe as possible in their
new environment.
Because SWYPFT is such a large and complex organisation, it is not possible to include every
specific induction requirement which reflects the needs of every role in every service in every
Business Unit or Directorate. This pack therefore does not replace work area specific induction
arrangements which may already be in operation. It is intended rather, to support existing
arrangements by providing an underpinning organisational perspective and a consistent approach to
key areas considered important for most staff regardless of area of work.
The line manager has the most important role to play in induction and must ensure that the process
is completed and that additional, local checklists are included to reflect the local context. After the
employee, the manager has the greatest interest in seeing that a new member of the team is settled
in and established as quickly as possible if the employee is to become effective as quickly as
possible.
IMPORTANT NOTES

This pack must be used in conjunction with the SWYPFT Induction Policy and
Procedure to ensure understanding of responsibilities, timescales and associated
induction processes and procedures.

The completed Induction Confirmation & Baseline T&D Needs Form must be returned to
the Learning and Development department to ensure that completion of local induction
is centrally recorded for monitoring purposes and to enable T&D needs of the
individual to be taken into account for future planning.

The pack must also be used for existing employees undertaking a significant role
change on either a permanent basis, or as a temporary movement to a higher pay band.
However, in acknowledgement that the individual may have existing local and
organisational knowledge, only those items on the induction checklists which are
relevant need to be completed for such staff. Where it is not relevant please inform the
Learning and Development department so that local induction is not shown as
outstanding
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CHECKLIST 1: TO BE COMPLETED FIRST DAY
(*denotes item completed by Bank Office for bank staff)
Date
Welcome to the organisation / department; introduce to available team
members, including manager/supervisor/mentor where appropriate
*Explain this induction pack and ensure employee accesses the New Starter
section of the intranet to begin the corporate induction programme
Issue relevant / useful commencement documentation/ forms – timesheets,
claim forms, annual leave forms etc
Give tour / explanation of department / site, including:
- Tea/coffee/canteen facilities
- Workstation/desk/locker
- Toilets
- Staff room(s) / changing (rooms)
- Accessing / exiting the dept & disabled access as appropriate
- Relevant managers and colleagues
- Car parking / permit procedure / insurance / lease car scheme
*Explain pay details:
- When Paid
- How Paid
- Timesheets / E-rostering
- Flexible working options and time recording
- Mileage/expense claims
*Check understanding of contractual details including:
- Hours of work / work rotas / on call arrangements
- Annual leave and leave request procedure
- Sickness notification
- Maternity, emergency and other leave
Explain Values Based Induction process and expectations (refer to Values
Based Induction policy)
Discuss role/function of the dept and how individual’s job role supports this
Discuss email, intranet and other relevant IT system access and arrange as
necessary
Ensure access to and awareness of location of relevant Employment, Clinical
and Health & Safety policies and procedures.
*Explain procedure for acquiring an ID badge and arrange as necessary
Refer to uniform / dress code policy. Explain/check requirements for personal
protective clothing/uniform and order as appropriate or required
Brief on security procedures including lone working, personal property, close
of house etc. Arrange issue of any security/access code, keys. Explain
reporting mechanism for any losses or incidents. Explain/check requirements
for safety equipment e.g. personal attack alarm and order as appropriate
Discuss Health & Safety and Emergency procedures. Identify individual
responsibility for Health & Safety and the name(s) of safety representative(s)
for the area
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Manager
Signature
Advise on any specific Health and Safety hazards within the department and
control measures in place including personal protective equipment (e.g.
personal attack alarm) and clothing.
Ensure aware of the identity and location of the nearest first aider and first aid
box and what to do in the event of medical emergencies
Brief on fire precautions, including:
- Location and operation of alarm points / location of extinguishers
- Actions to take on hearing the alarm
- Evacuation procedures and fire assembly points
- Name of Fire Warden/Marshall
Refer to the accident/incident reporting procedure and the importance of
reporting all accidents/ incidents or near misses
*Refer employee to relevant policies as appropriate for recommended
reading:
- Alcohol
- Appraisal
- Performance and Capability
- Codes of Conduct
- Data Protection / Confidentiality / Information Governance
- Declaring Business Interest / Standards of Business Conduct
- Disciplinary
- Equal Opportunities in Employment
- Financial Standing Orders & Standing Financial Instructions (where
appropriate)
- Flexible Working, including Remote Working and Special Leave
- Grievance
- Harassment and Bullying
- Mandatory Training
- Professional Registration of Drs, Nurses and AHP’s
- Raising Matters of Concern (Whistleblowing)
- Sickness Absence
- Single Equality Scheme
- Smoking
- Stress (work related)
- Use of Email and Internet
- Values Based Induction
Explain/refer individual to key Clinical, Health and Safety and other policies
and procedures immediately relevant in the context of the individual’s role and
area of work
Identify immediate duties the individual may be asked to perform for which
they do not have the relevant training or competence
*Make arrangements for the individual to receive infection prevention and
control training within the first week
*Identify any special requirements the individual may have and discuss
support available where appropriate e.g. childcare
Explain any other items specific to the department / job which are considered
essential on day one (extra sheet of induction items specific to the department
may be attached).
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CHECKLIST 2: TO BE COMPLETED WITHIN 4 WEEKS
Explain the roles and responsibilities of others in the team and provide contact
details as appropriate
Give an overview of the organisation including:
- structures
- Mission and values
- Key depts and contacts including Occupational Health/Staff Support,
Payroll, Human Resources, Learning & Development, Chaplaincy,
Health & Safety, Staff Side
Discuss the nature and needs of local service users / groups (where
appropriate)
Discuss team priorities / objectives and how the individual’s role fits with
achieving these
Explain Pay structures/increments and how these are linked to the Knowledge
and Skills Framework
Explain the Appraisal process including expectations for performance and
behaving according to organisational values. Agree initial objectives and
Personal Development Plan
Identify and discuss Trustwide mandatory training requirements and any other
key additional training the individual is expected to undertake (refer to
Mandatory Training Policy for guidance). Make arrangements to attend all
required training as early as possible (Note – do not wait for training to be
undertaken at Corporate Induction if training can be attended earlier)
Explain the Study Leave process. Discuss the training and development
needs that may be required for individual to fulfil his/her role.
(All required / requested training should be arranged where available and
documented on the Induction Training Needs form
Explain in more detail / invite questions in relation to policies covered in
Checklist 1, and / or any other policies and procedures that the individual may
like to discuss
Discuss relevant legal, statutory and professional requirements as appropriate
Explain any outstanding service-specific / specialist work or quality standards,
Codes, policies, procedures and conduct (legal and statutory requirements)
Where appropriate Identify a supervisor and arrange first supervision session.
Refer to Trust Supervision Policy (Clinical/Management)
Identify Responsible Person for incident investigation / risk assessment within
the service area/department and ensure awareness of this role.
Explain general and administrative procedures, including where appropriate,
filing faxing, post, access to photocopying, access to typing, telephone use,
IT- related procedures
Complete additional department/role – specific induction including relevant
clinical, health and safety and other policies and procedures as appropriate
(extra sheet of induction items specific to the department may be attached).
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CHECKLIST 3: ADDITIONAL ITEMS FOR THOSE WITH MANAGEMENT/SUPERVISORY
RESPONSIBILITIES OR FOR NEWLY PROMOTED MANAGERS OR SUPERVISORS. TO BE
COMPLETED WITHIN 5 WORKING DAYS.
Highlight the importance of the Risk Management Strategy, ensure this is
read and following areas understood:
- Specific areas of a manager’s/supervisor’s responsibility
- Accountability arrangements
- Risk Identification Process and Common Tool for Risk Assessments.
- Risk Management Key Contacts
- Risk Management Structures
Ensure the Manager/Supervisor is aware of how to investigate incidents
according to SWYPF policy/procedure
Ensure awareness of departmental Health and Safety baseline assessments
and other local risk assessments. Ensure understanding of relevant risks and
existing control measures
Identify associated learning and development requirements including:
- Additional Mandatory training requirements (consult policy)
- Risk Management for Managers course
- IOSH Risk Management training course
- Other specific risk related training
- Coaching from relevant specialist advisor / team
(All required / requested training should be arranged where available and
documented on the Induction Training Needs form
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INDUCTION CONFIRMATION AND BASELINE TRAINING & DEVELOPMENT NEEDS FORM
(For bank staff, managers should discuss any core training identified with the Bank Office)
1. * List Mandatory / Core Additional Training Required in next 12 months (refer to Mandatory
Training Policy):
Mandatory Training
Core Additional Training
2. Other Immediate Training Needs (e.g. to meet knowledge / skills / competence
requirements). Include IT training needs e.g. basic IT Skills, Clinical Systems etc
Title of course / learning event where known – otherwise nature of training required
Is this: internal training, vocational training, CPD/higher education, other external programme,
unknown?
Provider and costs where known
How important is the training:
Critical to success (e.g. Trust/service priorities cannot be achieved without this study)
Important but not critical (e.g. success can still be achieved but study would reduce risk/save
time/resources
Useful (e.g. study is not required to achieve immediate service objectives but may be useful in
future and/or the individual would like to attend as part of their personal development
Further information
3. Declaration. Please complete and return a copy of this page (only) to the Learning &
Development Department (Bank Staff return to Bank Office). This is essential to ensure:


Completion of Local Induction is centrally recorded for performance monitoring purposes
Requests for specific training activity can be taken account of when planning, supporting or
providing training activity across the Trust
We confirm that Local induction has been completed
Name of employee_________________ Signature_________________ Post title_______________
Name of manager_________________ Signature_________________ Post title_______________
Team / Department________________________________________________________________
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APPENDIX 2b
Local Induction Pack for Employees
(Medical)
This pack should be used for all Medical Staff except Locums
Employee Name……………………………………………………………
Post Title…………………………………………………………………….
Department/Location……………………………………………………...
Start Date…………………………………………………………………….
Line Manager………………………………………………………………..
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CONTENTS

CHECKLIST 1: To be completed for all staff on first day

CHECKLIST 2: To be completed for all staff within 4 weeks

CHECKLIST 3: Only required for those with management/supervisory responsibilities or for
newly promoted managers or supervisors. To be completed within 5 working days.

INDUCTION CONFIRMATION FORM
As a large a complex organisation, it is important that new staff, or existing staff who have had a
significant role change, are welcomed and settled into their job as smoothly and quickly as possible.
As an organisation committed to learning, SWYPFT also believes that staff development begins
during the individual’s induction to the local working environment where the individual is to start or
continue their career.
The aim of this pack is ensure that staff complete an effective induction into the workplace in a timely
manner and to a consistently high quality. The induction checklists included in the pack are designed
to ensure that the member of staff is aware of their obligations and feels as safe as possible in their
new environment.
Because SWYPFT is such a large and complex organisation, it is not possible to include every
specific induction requirement which reflects the needs of every role in every service in every
Business Unit or Directorate. This pack therefore does not replace work area specific induction
arrangements which may already be in operation. It is intended rather, to support existing
arrangements by providing an underpinning organisational perspective and a consistent approach to
key areas considered important for most staff regardless of area of work.
The line manager has the most important role to play in induction and must ensure that the process
is completed and that additional, local checklists are included to reflect the local context. After the
employee, the manager has the greatest interest in seeing that a new member of the team is settled
in and established as quickly as possible if the employee is to become effective as quickly as
possible.
IMPORTANT NOTES

This pack must be used in conjunction with the SWYPFT Induction Policy and
Procedure to ensure understanding of responsibilities, timescales and associated
induction processes and procedures.

The completed Induction Confirmation Form must be returned to the Learning and
Development department to ensure that completion of local induction is centrally
recorded for monitoring purposes and to identify mandatory and core training
requirements to assist with planning training provision

The pack must also be used for existing employees undertaking a significant role
change on either a permanent basis, or as a temporary movement. However, in
acknowledgement that the individual may have existing local and organisational
knowledge, only those items on the induction checklists which are relevant need to be
completed for such staff. Where it is not relevant please inform the Learning and
Development department so that local induction is not shown as outstanding
Page 32
V01.10.14
CHECKLIST 1: TO BE COMPLETED FIRST DAY
MM = To be completed with the Medical Manager
HR = To be completed with the Medical HR Department
PG = Postgrad Administrators (Calderdale/Kirklees/Wakefield BDU) or Med
Ed Facilitator (Barnsley BDU) – for Doctors in Training only
MM
Welcome to the organisation/ department; introduce to available team
(PG)
members, including manager/supervisor/mentor where appropriate
MM
Explain this induction pack and ensure employee accesses the New
Starter section of the intranet to begin the corporate induction
programme
HR
(PG)
Issue relevant / useful commencement documentation/ forms –
timesheets, claim forms, annual leave forms etc
MM
Give tour / explanation of department / site, including:
- Tea/coffee/canteen facilities
- Workstation/desk/locker
- Toilets
- Staff room(s) / changing (rooms)
- Accessing / exiting the dept & disabled access as appropriate
- Relevant managers and colleagues
- Car parking / permit procedure / insurance / lease car scheme
HR
(PG)
Explain pay details:
- When Paid
- How Paid
- Timesheets
- Flexible working options and time recording
- Mileage/expense claims
HR
(PG)
Check understanding of contractual details including:
- Hours of work / work rotas / on call arrangements
- Annual leave and leave request procedure
- Explain Sickness notification procedure
- Maternity, emergency and other leave
HR
(PG)
MM
Explain any information regarding mobiles / bleeps
MM
(PG)
Discuss email, intranet and other relevant IT system access and
arrange as necessary
MM
Ensure access to and awareness of location of relevant Employment,
Clinical and Health & Safety policies and procedures.
MM
(PG)
Explain procedure for acquiring an ID badge and arrange as
necessary
MM
Refer to uniform / dress code policy. Explain/check requirements for
personal protective clothing/uniform and order as appropriate or
required
MM
Brief on security procedures including lone working, personal
property, close of house etc. Arrange issue of any security/access
codes, keys. Explain reporting mechanism for any losses or incidents.
Page 33
Discuss role/function of the dept and how individual’s job role
supports this
V01.10.14
Date
Manager
Signature
Explain/check requirements for safety equipment e.g. personal attack
alarm and order as appropriate or required
MM
Discuss Health & Safety and Emergency procedures. Identify
individual responsibility for Health & Safety and the name(s) of safety
representative(s) for the area
MM
Advise on any specific Health and Safety hazards within the
department and control measures in place including personal
protective equipment (e.g. personal attack alarm) and clothing.
MM
Ensure aware of the identity and location of the nearest first aider and
first aid box and what to do in the event of medical emergencies
MM
Brief on fire precautions, including:
- Location and operation of alarm points / location of extinguishers
- Actions to take on hearing the alarm
- Evacuation procedures and fire assembly points
- Name of Fire Warden/Marshall
MM
Refer to the accident/incident reporting procedure and the importance
of reporting all accidents/ incidents or near misses
MM
Refer employee to relevant policies as appropriate for recommended
reading:
- Alcohol
- Capability and Performance
- Clinical Excellence Awards
- Codes of conduct
- Data Protection / Confidentiality / Information Governance
- Declaring Business Interest / Standards of Business Conduct
- Disciplinary
- Equal Opportunities in Employment
- Financial Standing Orders & Standing Financial Instructions (where
appropriate)
- Flexible Working, including Remote Working and Special Leave
- Grievance
- Harassment and Bullying
- Maintaining High Professional Standards
- Mandatory Training
- Medical Appraisal
- Professional Registration of Drs, Nurses and AHPs
- Raising Matters of Concern (Whistleblowing)
- Sickness absence
- Single Equality Scheme
- Smoking
- Stress (work related)
- Use of Email and Internet
NB: a number of policies relevant to Medical staff are available on the
Trust intranet.
MM
Explain/refer individual to key Clinical, Health and Safety and other
policies and procedures immediately relevant in the context of the
individual’s role and area of work
MM
Identify immediate duties the individual may be asked to perform for
which they do not have the relevant training or competence
Page 34
V01.10.14
MM
Make arrangements for the individual to receive infection prevention
and control training within the first week
MM
Identify any special requirements the individual may have and discuss
support available where appropriate e.g. childcare
MM
Explain any other items specific to the department / job which are
considered essential on day one (extra sheet of induction items
specific to the department may be attached).
CHECKLIST 2: TO BE COMPLETED WITHIN 4 WEEKS
All checklist 2 to be completed with the Medical Manager unless otherwise indicated)
Explain the roles and responsibilities of others in the team and provide contact
details as appropriate
Give an overview of the organisation including:
- structures
- Mission and values
- Key depts and contacts including Occupational Health/Staff Support,
Payroll, Human Resources, Learning & Development, Chaplaincy,
Health & Safety, Staff Side
Discuss the nature and needs of local service users / groups (where
appropriate)
Discuss team priorities / objectives and how the individual’s role fits with
achieving these
Identify and discuss Trustwide mandatory training requirements and any other
key additional training the individual is expected to undertake (refer to
Mandatory Training Policy for guidance). Make arrangements to attended all
required training as early as possible (Note – do not wait for training to be
undertaken at Corporate Induction if training can be attended earlier)
(PG) Explain the Study Leave process. Discuss the training and development
needs that may be required for individual to fulfil his/her role
Explain in more detail / invite questions in relation to policies covered in
Checklist 1, and / or any other policies and procedures that the individual may
like to discuss
Discuss relevant legal, statutory and professional requirements as appropriate
Explain any outstanding service-specific / specialist work or quality standards,
Codes, policies, procedures and conduct (legal and statutory requirements)
Where appropriate Identify a supervisor and arrange first supervision session.
Refer to Trust Supervision Policy (Clinical/Management)
Identify Responsible Person for incident investigation / risk assessment within
the service area/department and ensure awareness of this role.
Explain general and administrative procedures, including where appropriate,
filing faxing, post, access to photocopying, access to typing, telephone use,
IT- related procedures
Complete additional department/role – specific induction including relevant
clinical, health and safety and other policies and procedures as appropriate
(extra sheet of induction items specific to the department may be attached).
Page 35
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CHECKLIST 3: ADDITIONAL ITEMS FOR THOSE WITH MANAGEMENT/SUPERVISORY
RESPONSIBILITIES OR FOR NEWLY PROMOTED MANAGERS OR SUPERVISORS. TO BE
COMPLETED WITHIN 5 WORKING DAYS.
Highlight the importance of the Risk Management Strategy, ensure this is
read and following areas understood:
- Specific areas of a manager’s/supervisor’s responsibility
- Accountability arrangements
- Risk Identification Process and Common Tool for Risk Assessments.
- Risk Management Key Contacts
- Risk Management Structures
Ensure the Manager/Supervisor is aware of how to investigate incidents
according to SWYPF policy/procedure
Ensure awareness of departmental Health and Safety baseline assessments
and other local risk assessments. Unsure understanding of relevant risks and
existing control measures
Identify associated learning and development requirements including:
- Additional Mandatory training requirements (consult policy)
- Risk Management for Managers course
- IOSH Risk Management training course
- Other specific risk related training
- Coaching from relevant specialist advisor / team
(All required / requested training should be arranged where available)
Page 36
V01.10.14
INDUCTION CONFIRMATION AND BASELINE TRAINING & DEVELOPMENT NEEDS FORM
1. List Mandatory / Core Additional Training Required during next 12 months (refer to
Mandatory Training Policy):
Mandatory Training
Core Additional Training
2. Declaration. Please complete and return a copy of this page (only) to the Learning and
Development department (or Postgrad Administrators, Calderdale/Kirklees/Wakefield BDU / Med
Ed Facilitator, Barnsley BDU for doctors in training). This will ensure:


Completion of Local Induction is centrally recorded for performance monitoring purposes
Mandatory and core training needs can be taken account of when planning, supporting or
providing training activity across the Trust
We confirm that Local induction has been completed
Name of individual_________________ Signature_________________ Post title_______________
Name of manager_________________ Signature_________________ Post title_______________
Team / Department________________________________________________________________
Page 37
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APPENDIX 3a
Local Induction Pack for Temporary Staff
(Non-Medical)
This pack should be used for Temporary Staff
(from an External Agency).
Name……………………………………………………………………………………..
Post Title…………………………………………………………………………………
External Agency/Company…………………………………………………………...
External Agency Contact Name……………………………………………………..
Department/Location……………………………………………………....................
Start Date…………………………………………………………………………………
Number of Days Contracted…………………………………………………………..
Line Manager…………………………………………………………………………….
Page 38
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CONTENTS

CHECKLIST 1: To be completed for all staff on first day

CHECKLIST 2: To be completed within 4 weeks if working in the area for more than 5 working
days

CHECKLIST 3: Only required for those staff expected to work more than 12 weeks

INDUCTION CONFIRMATION FORM
As a large a complex organisation, it is important that temporary staff are welcomed and settled into
their assignment as smoothly and quickly as possible.
The aim of this pack is ensure that temporary staff complete an effective induction into the workplace
in a timely manner and to a consistently high quality. The induction checklists included in the pack
are designed to ensure that the temporary worker is aware of their obligations and feels as safe as
possible in their new environment.
Because SWYPFT is such a large and complex organisation, it is not possible to include every
specific induction requirement which reflects the needs of every role in every service in every
Business Unit or Directorate. This pack therefore does not replace work area specific induction
arrangements which may already be in operation. It is intended rather, to support existing
arrangements by providing an underpinning organisational perspective and a consistent approach to
key areas considered important for most agency staff regardless of area of work.
The line manager has the most important role to play in induction and must ensure that the process
is completed and that additional, local checklists are included to reflect the local context. After the
employee, the manager has the greatest interest in seeing that a new member of the team is settled
in and established as quickly as possible if the temporary worker is to become effective as quickly as
possible.
IMPORTANT NOTES

This pack must be used in conjunction with the SWYPFT Induction Policy and
Procedure to ensure understanding of responsibilities, timescales and associated
induction processes and procedures.

This pack must be used in conjunction with the SWYPFT Agency Staff Guidance
regarding use / HR advice, particularly for agency staff working more than 12 weeks.

Not only is completion of this pack required as part of effective induction, but also to
provide assurance to the Trust that required checks of the individual have been made
bearing in mind temporary workers do not go through the usual recruitment checking
process.

The completed Induction Confirmation & Baseline T&D Needs Form must be returned
the Learning and Development department to ensure that completion of local induction
is centrally recorded for monitoring purposes and to ensure mandatory training
requirements are shared with the Learning and Development team for planning
purposes
Page 39
V01.10.14
CHECKLIST 1: TO BE COMPLETED IMMEDIATELY FIRST DAY
Date
Welcome to the organisation/ department; introduce to available team
members, including manager/supervisor
Confirm the following have been received and reviewed centrally:
- References
- Proof of registration
- CRB checks (where appropriate)
- Record/Proof of Qualifications
Undertake identity check
Confirm an emergency contact telephone number
Give tour / explanation of department / site, including:
- Tea/coffee/canteen facilities
- Workstation/desk/locker
- Toilets
- Staff room(s) / changing (rooms)
- Accessing / exiting the dept & disabled access as appropriate
- Relevant managers and colleagues
- Car parking
Explain responsibilities for authorising time sheets and expenses as
appropriate
Check understanding of contractual details
Explain procedure for acquiring an ID badge and arrange as necessary
Discuss role/function of the dept and how individual’s job role supports this
Discuss email, intranet and other relevant IT system access and arrange as
necessary
Ensure access to and awareness of location of relevant Clinical and Health &
Safety policies and procedures.
Refer to uniform / dress code policy. Explain/check requirements for personal
protective clothing/uniform and order as appropriate or required
Brief on security procedures including lone working, personal property, close
of house etc. Arrange issue of any security/access code, keys. Explain
reporting mechanism for any losses or incidents. Explain/check requirements
for safety equipment e.g. personal attack alarm and order as appropriate or
required
Discuss Health & Safety and Emergency procedures. Identify individual
responsibility for Health & Safety and the name(s) of safety representative(s)
for the area
Advise on any specific Health and Safety hazards within the department and
control measures in place including personal protective equipment (e.g.
personal attack alarm) and clothing.
Ensure aware of the identity and location of the nearest first aider and first aid
box and what to do in the event of medical emergencies
Page 40
V01.10.14
Manager
Signature
Brief on fire precautions, including:
- Location and operation of alarm points / location of extinguishers
- Actions to take on hearing the alarm
- Evacuation procedures and fire assembly points
- Name of Fire Warden/Marshall
Refer to the accident/incident reporting procedure and the importance of
reporting all accidents/ incidents or near misses
Explain responsibilities as appropriate for:
- Alcohol
- Capability and Performance
- Codes of Conduct
- Data Protection / Confidentiality / Information Governance
- Harassment and Bullying
- Mandatory Training
- Raising Matters of Concern (Whistleblowing)
- Sickness Absence
- Smoking
- Stress (work related)
- Use of Email and Internet
Explain/refer individual to key Clinical, Health and Safety and other policies
and procedures immediately relevant in the context of the individual’s role and
area of work
Identify immediate duties the individual may be asked to perform for which
they do not have the relevant training or competence
Make arrangements for the individual to receive infection prevention and
control training within the first week (if assignment for more than 5 days)
Identify any special requirements the individual may have and discuss support
available where appropriate e.g. childcare
Explain any other items specific to the department / job which are considered
essential on day one (extra sheet of induction items specific to the department
may be attached).
CHECKLIST 2: TO BE COMPLETED IF ASSIGNMENT FOR MORE THAN 5 DAYS
(to be completed within 4 weeks following assignment start)
Explain the roles and responsibilities of others in the team and provide contact
details as appropriate
Give an overview of the organisation including structures, Mission and Values
Discuss the nature and needs of local service users / groups (where
appropriate)
Discuss team priorities / objectives and how the individual’s role fits with
achieving these
Explain SWYPFT expectations for performance and behaving according to
organisational values
Determine whether any mandatory training should be undertaken by the
individual in the context of the length of the assignment, the individual’s role
and inherent risks associated with the area of work (see also Checklist 3.
Refer to Mandatory Training Policy & seek guidance from Specialist Advisors
as required). Make arrangements to attended all required training as early as
Page 41
V01.10.14
possible
Explain in more detail / invite questions in relation to policies covered in
Checklist 1, and / or any other policies and procedures that the individual may
like to discuss
Discuss relevant legal, statutory and professional requirements as appropriate
Explain any outstanding service-specific / specialist work or quality standards,
Codes, policies, procedures and conduct (legal and statutory requirements)
Where appropriate Identify a supervisor and arrange first supervision session.
Identify Responsible Person for incident investigation / risk assessment within
the service area/department and ensure awareness of this role.
Explain general and administrative procedures, including where appropriate,
filing faxing, post, access to photocopying, access to typing, telephone use,
IT- related procedures
Complete additional department/role – specific induction including relevant
clinical, health and safety and other policies and procedures as appropriate
(extra sheet of induction items specific to the department may be attached).
CHECKLIST 3: ONLY REQUIRED FOR THOSE STAFF EXPECTED TO WORK MORE THAN 12
WEEKS (to be completed no later than 10 days following assignment start or upon reaching
12 weeks following assignment extensions)
Discuss individual’s rights under Agency Workers Regulations 2010:
- Pay and basic working conditions
- Annual leave
- Paid time off for ante natal appointments
Identify and discuss Trustwide mandatory training requirements and any other
key additional training the individual is expected to undertake on a nonoptional basis (i.e. treat in the same way as for a SWYPFT employee. Refer to
Mandatory Training Policy for guidance). Make arrangements to attended all
required training as early as possible
Page 42
V01.10.14
INDUCTION CONFIRMATION AND BASELINE TRAINING & DEVELOPMENT NEEDS FORM
1. List Mandatory / Core Additional training required during assignment (refer to Mandatory
Training Policy):
Mandatory Training
Core Additional Training
2. Declaration. Please complete and return a copy of this page (only) to the Learning and
Development Department. This will ensure:


Completion of Local Induction is centrally recorded for performance monitoring purposes
Requests for specific training activity can be passed on to the Learning & Development team to
assist with planning, supporting or providing training activity across the Trust
We confirm that Local induction has been completed
Name of individual_________________ Signature_________________ Post title_______________
Name of manager_________________ Signature_________________ Post title_______________
Team / Department________________________________________________________________
Page 43
V01.10.14
APPENDIX 3b
Local Induction Pack for Temporary Staff
(Medical)
This pack should be used for Locum Medical Staff
Name……………………………………………………………………………………..
Post Title…………………………………………………………………………………
External Agency/Company…………………………………………………………...
External Agency Contact Name……………………………………………………..
Department/Location……………………………………………………....................
Start Date…………………………………………………………………………………
Duration of Booking……………………………………………………………………
Line Manager…………………………………………………………………………….
Page 44
V01.10.14
CONTENTS

CHECKLIST 1: To be completed for all staff on first day

CHECKLIST 2: To be completed with 4 weeks if working in the area for more than 5 working
days

CHECKLIST 3: Only required for those staff expected to work more than 12 weeks

INDUCTION CONFIRMATION FORM
As a large a complex organisation, it is important that temporary staff are welcomed and settled into
their assignment as smoothly and quickly as possible.
The aim of this pack is ensure that temporary staff complete an effective induction into the workplace
in a timely manner and to a consistently high quality. The induction checklists included in the pack
are designed to ensure that the temporary worker is aware of their obligations and feels as safe as
possible in their new environment.
Because SWYPFT is such a large and complex organisation, it is not possible to include every
specific induction requirement which reflects the needs of every role in every service in every
Business Unit or Directorate. This pack therefore does not replace work area specific induction
arrangements which may already be in operation. It is intended rather, to support existing
arrangements by providing an underpinning organisational perspective and a consistent approach to
key areas considered important for most agency staff regardless of area of work.
The line manager has the most important role to play in induction and must ensure that the process
is completed and that additional, local checklists are included to reflect the local context. After the
employee, the manager has the greatest interest in seeing that a new member of the team is settled
in and established as quickly as possible if the temporary worker is to become effective as quickly as
possible.
IMPORTANT NOTES

This pack must be used in conjunction with the SWYPFT Induction Policy and
Procedure to ensure understanding of responsibilities, timescales and associated
induction processes and procedures.

This pack must be used in conjunction with the SWYPFT Agency Staff Guidance
regarding use / HR advice, particularly for agency staff working more than 12 weeks.

Not only is completion of this pack required as part of effective induction, but also to
provide assurance to the Trust that required checks of the individual have been made
bearing in mind temporary workers do not go through the usual recruitment checking
process.

The completed Induction Confirmation & Baseline T&D Needs Form must be returned to
the Learning and Development department to ensure that completion of local induction
is centrally recorded for monitoring purposes and to ensure mandatory training
requirements are shared with the Learning and Development team for planning
purposes
Page 45
V01.10.14
CHECKLIST 1: TO BE COMPLETED FIRST DAY
(Note, the Medical HR dept or Postgraduate Administrators, Calderdale/Kirklees/Wakefield will
complete some items depending where the individual is assigned)
Date
Manager
Signature
Welcome to the organisation/ department; introduce to available team
members, including manager/supervisor
Undertake identity check e.g. passport / driving licence (photographic ID)
Give tour / explanation of department / site, including:
- Tea/coffee/canteen facilities
- Workstation/desk/locker
- Toilets - Staff room(s) / changing (rooms)
- Accessing / exiting the dept & disabled access as appropriate
- Relevant managers and colleagues
- Car parking
Explain responsibilities for authorising time sheets and expenses as
appropriate including mileage claims and hospital accommodation.
Check understanding of booking details e.g. hours of work, duration of
booking, any on-call commitments etc.
Explain procedure for acquiring an ID badge and arrange as necessary
Obtain contact details for agency worker
Explain any information regarding mobiles / bleeps
Discuss role/function of the dept and how individual’s job role supports this
Explain sickness reporting procedure
Discuss email, intranet and other relevant IT system access and arrange as
necessary
Ensure access to and awareness of location of relevant Clinical and Health &
Safety policies and procedures.
Refer to uniform / dress code policy. Explain/check requirements for personal
protective clothing/uniform and order as appropriate or required
Brief on security procedures including lone working, personal property, close
of house etc. Arrange issue of any security/access code, keys. Explain
reporting mechanism for any losses or incidents. Explain/check requirements
for safety equipment e.g. personal attack alarm and order as appropriate or
required
Discuss Health & Safety and Emergency procedures. Identify individual
responsibility for Health & Safety and the name(s) of safety representative(s)
for the area
Advise on any specific Health and Safety hazards within the department and
control measures in place including personal protective equipment (e.g.
personal attack alarm) and clothing.
Ensure aware of the identity and location of the nearest first aider and first aid
box and what to do in the event of medical emergencies
Brief on fire precautions, including:
- Location and operation of alarm points / location of extinguishers
Page 46
V01.10.14
- Actions to take on hearing the alarm
- Evacuation procedures and fire assembly points
- Name of Fire Warden/Marshall
Refer to the accident/incident reporting procedure and the importance of
reporting all accidents/ incidents or near misses
Explain responsibilities as appropriate for:
- Alcohol
- Capability and Performance
- Codes of Conduct
- Data Protection / Confidentiality / Information Governance
- Harassment and Bullying
- Mandatory Training
- Raising Matters of Concern (Whistleblowing)
- Sickness Absence
- Smoking
- Stress (work related)
- Use of Email and Internet
Explain/refer individual to key Clinical, Health and Safety and other policies
and procedures immediately relevant in the context of the individual’s role and
area of work
Identify immediate duties the individual may be asked to perform for which
they do not have the relevant training or competence
Make arrangements for the individual to receive infection prevention and
control training within the first week (if assignment for more than 5 days)
Identify any special requirements the individual may have and discuss support
available where appropriate e.g. childcare
Explain any other items specific to the department / job which are considered
essential on day one (extra sheet of induction items specific to the department
may be attached).
CHECKLIST 2: TO BE COMPLETED IF ASSIGNMENT FOR MORE THAN 5 DAYS
(To be completed within 4 weeks following assignment start with the Medical Manager)
Explain the roles and responsibilities of others in the team and provide contact
details as appropriate
Give an overview of the organisation including structures, Mission and Values
Discuss the nature and needs of local service users / groups (where
appropriate)
Discuss team priorities / objectives and how the individual’s role fits with
achieving these
Explain SWYPFT expectations for performance and behaving according to
organisational values
Determine whether any mandatory training should be undertaken by the
individual in the context of the length of the assignment, the individual’s role
and inherent risks associated with the area of work (see also Checklist 3.
Refer to Mandatory Training Policy & seek guidance from Specialist Advisors
as required). Make arrangements to attended all required training as early as
possible
Page 47
V01.10.14
Explain in more detail / invite questions in relation to policies covered in
Checklist 1, and / or any other policies and procedures that the individual may
like to discuss
Discuss relevant legal, statutory and professional requirements as appropriate
Explain any outstanding service-specific / specialist work or quality standards,
Codes, policies, procedures and conduct (legal and statutory requirements)
Where appropriate Identify a supervisor and arrange first supervision session.
Identify Responsible Person for incident investigation / risk assessment within
the service area/department and ensure awareness of this role.
Explain general and administrative procedures, including where appropriate,
filing faxing, post, access to photocopying, access to typing, telephone use,
IT- related procedures
Complete additional department/role – specific induction including relevant
clinical, health and safety and other policies and procedures as appropriate
(extra sheet of induction items specific to the department may be attached).
CHECKLIST 3: ONLY REQUIRED FOR THOSE STAFF EXPECTED TO WORK MORE THAN 12
WEEKS (to be completed no later than 10 days following assignment start)
Discuss individual’s rights under Agency Workers Regulations 2010:
- Pay and basic working conditions
- Annual leave
- Paid time off for ante natal appointments
Identify and discuss Trustwide mandatory training requirements and
any other key additional training the individual is expected to undertake
on a non-optional basis (i.e. treat in the same way as for a SWYPFT
employee. Refer to Mandatory Training Policy for guidance). Make
arrangements to attended all required training as early as possible
Page 48
V01.10.14
INDUCTION CONFIRMATION AND BASELINE TRAINING & DEVELOPMENT NEEDS FORM
1. List Mandatory / Core Additional training required during assignment (refer to Mandatory
Training Policy):
Mandatory Training
Core Additional Training
2. Declaration. Please complete and return a copy of this page (only) to the Learning and
Development Department. This will ensure:


Completion of Local Induction is centrally recorded for performance monitoring purposes
Requests for specific training activity can be passes on to the Learning & Development team to
assist with planning, supporting or providing training activity across the Trust
We confirm that Local induction has been completed
Name of individual_________________ Signature_________________ Post title_______________
Name of manager_________________ Signature_________________ Post title_______________
Team / Department________________________________________________________________
Page 49
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APPENDIX 4
CORPORATE AND LOCAL INDUCTION PROCEDURE
NEW EMPLOYEES ON PERMANENT OR FIXED TERM
CONTRACTS OF EMPLOYMENT (EXCEPT BANK STAFF)
New Appointment
HR informs Learning and Development of new
employees
Corporate Induction
Local Induction
Manager directs to new starter intranet pages
to access essential information online
Manager downloads Local Induction Pack for
employees from intranet
Employee books on to the Welcome Event by
following instructions online
Manager and employee complete induction
checklists (filed on personal file)
L&D confirms booking in writing (email)
Manager and employee discuss development
needs including mandatory and core additional
training
Manager releases employee to attend the
Welcome Event
Employee signs attendance sheet at Welcome
Event as confirmation of attendance
L&D records employees’ attendance on ESR
Manager returns completed local induction
confirmation form to L&D as confirmation that
local induction has taken place and to identify
training and development needs
L&D records completion of local induction on
ESR
Workforce Information includes attendance at the Welcome Event and
completion of Local Induction as part of monthly HR performance reports
published on the intranet and included in relevant Trust performance
management reports
Managers take required actions to ensure compliance
Page 50
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APPENDIX 5
CORPORATE AND LOCAL INDUCTION PROCEDURE
BANK STAFF
New Bank Worker appointed
Corporate Induction
(Employee new to SWYPFT only)
Local Induction
Bank office directs employee to new starter
internet pages, prints and explains ‘Fresh
Eyes’ exercise and informs employee of date
of the Welcome Event
Bank office reinforces need to complete a
local induction pack depending on employee’s
familiarity with the area
Bank office books employee on Welcome
Event when cleared to work and confirms with
individual
Employee attends on paid basis
Employee signs attendance sheet at Welcome
Event as confirmation of attendance
Bank office downloads induction pack for
employees and begins completion by
discussing relevant items on checklist
Employee takes pack with them if new to the
work area. Checklist completed by local
manager
Manager/individual copies completed checklist
to Bank Office as confirmation that local
induction has taken place
Event facilitator signs employee’s timesheet
L&D records employees’ attendance on ESR
Bank office conducts 3 monthly audits to
identify non-receipt of induction checklists
L&D contacts Bank Service Manager regarding non-attendance at the Welcome
Event
Bank Services Manager investigates circumstances associated with non-receipt of
expected local induction checklist and takes appropriate action as necessary
Page 51
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APPENDIX 6
LOCAL INDUCTION PROCEDURE
TEMPORARY STAFF
New Temporary Worker appointed
Manager downloads relevant medical/nonmedical local induction pack for temporary
staff
Manager and individual complete induction
checklists (retained locally)
Manager returns completed local induction
confirmation form to Learning and
Development as confirmation that local
induction has taken place
Learning and Development check received
local induction confirmation forms against a list
of assigned temporary staff supplied by
Finance dept
Learning and Development contact managers
regarding non completion of local induction
within required timescales
Learning and Development take note of
mandatory training requirements highlighted
on induction confirmation forms for planning
purposes
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APPENDIX 7
LOCAL INDUCTION PROCEDURE
EMPLOYEES UNDERTAKING A SIGNIFICANT ROLE CHANGE
(PERMANENT OR FIXED TERM)
Change Occurs
Manager and individual determine specific local induction
requirements based on individual circumstances and
whether this is a significant role change
Manager downloads local induction pack for employees
as required (e.g. if significant role change)
Manager and employee complete induction checklists
where relevant.
Manager and employee discuss immediate development
needs, particularly in relation to unfamiliar working
practices/procedures and any new risk management
approaches or responsibilities
Manager files copy of completed induction checklist (and
any other induction actions) in employee’s personal file
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APPENDIX 8
CORPORATE AND LOCAL INDUCTION PROCEDURE
FOR DOCTORS IN TRAINING
Doctor inducted to Rotational
Training Scheme by Host
Organisation/Employer
Doctor rotates to a different
placement normally every six
months
Corporate Induction
(In SWYPFT for > 6 months only)
Local Induction
Post Grad Admin/Med Ed Facilitator directs
individual to new starter section of the intranet
to access essential information online
Post Grad Admin/Med Ed Facilitator arranges
local induction programme
Post Grad Admin/Med Ed Facilitator notifies
L&D of new individual and books on to next
available Welcome Event
Post Grad Admin/Med Ed Facilitator
downloads induction pack and begins
completion, including items from local
induction event
Post Grad Admin/Med Ed Facilitator confirms
date with the individual
Individual completes outstanding items with
relevant consultant and returns confirmation
form to Post Grad Admin/Med Ed Facilitator
Individual attends Welcome Event and signs
attendance sheet as confirmation
L&D monitors actual vs expected attendance
Post Grad Admin/Med Ed Facilitator brings
non completion to the attention of the
individual and relevant consultant
L&D brings non attendance to the attention of
Post Grad Admin/Med Ed Facilitator for action
Post Grad Admin/Med Ed Facilitator brings
continued non completion to the attention of the
appropriate senior manager
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APPENDIX 9
EQUALITY IMPACT ASSESSMENT
Equality Impact Assessment
Questions:
Evidence based Answers & Actions:
1
Name of the policy that you
are Equality Impact Assessing
Corporate and Local Induction Policy
2
Describe the overall aim of
your policy and context?
The Trust has a formal 12 month values based induction
process which sets out the mutual expectations between
the Trust and new starters. Corporate and local induction
form just part of the 12 month values based induction
process. They are essential components however
requiring policy in their own right. This is in response to
compliance expectations and the Trust’s legal obligation
to take all possible steps to ensure that risk is minimised
and that neither individuals nor the organisation are
unnecessarily exposed to hazardous situations.
The aim of the policy is to ensure that all new staff,
including temporary workers and employees undertaking
a significant role change within the organisation
undertake the appropriate corporate and/or local induction
programme(s) within stated timescales
Who will benefit from this
policy?
All new employees and temporary staff through improved
understanding of Trust expectations, training and other
safety requirements; managers and existing employees
through having new colleagues settled in to their role as
quickly as possible; service users through safe and
effective staff
3
Who is the overall lead for this
assessment?
Deputy Director
Development
4
Who else was involved in
conducting this assessment?
Employment Policy Group members
5
Have you involved and
consulted service users,
carers, and staff in developing
this policy?
Staff and teams involved in providing, supporting and/or
monitoring all aspects of corporate and local induction for
all staff groups have been consulted in developing the
policy.
What did you find out and how
have you used this
information?
Clarity on procedural aspects and responsibilities of key
departments and individuals involved in managing
induction for different staff groups
What equality data have you
N/A
6
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Human
Resources
and
Workforce
used to inform this equality
impact assessment?
7
What does this data say?
8
Taking into account the
information gathered.
Does this policy affect one
group less or more favourably
than another on the basis of:
N/A
YES
9
10
NO
Race
N
Disability
N
Gender
N
Age
N
Sexual Orientation
N
Religion or Belief
N
Transgender
N
What measures are you
implementing or already have
in place to ensure that this
policy:
 promotes equality of
opportunity,
 promotes good
relations between
different equality
groups,
 eliminates harassment
and discrimination
This policy aims to ensure all new staff are welcomed into
the Trust effectively. This should not be affected by their
race, disability, gender, age, sexual orientation, religion,
belief, transgender.
Have you developed an Action
Plan arising from this
assessment?
N/A
Attendance at the Welcome Event will require travel to
different parts of the Trust and this may affect lower
paid/part time staff. Attendance rates at the Welcome
Event are monitored however and it is anticipated that this
will be reported alongside mandatory training uptake as
part of HR performance dashboards. Attendance rates at
the Welcome Event by these staff groups will be monitored
by the Deputy Director HR & Workforce Development and
concerns reported to EMT
If yes, then please attach any
plans at the back of this
template
11
Who will approve this
Executive Management Team. Assessment will be
assessment and when will you published as an integral part of the policy
publish this assessment.
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APPENDIX 10
CHECKLIST FOR THE REVIEW AND APPROVAL OF PROCEDURAL DOCUMENT
Title of document being reviewed:
1.
2.
4.
5.
6.
Is the title clear and unambiguous?
Y
Is it clear whether the document is a guideline,
policy, protocol or standard?
Y
Rationale
Y
Development Process
Is the method described in brief?
Y
Are people involved in the development
identified?
Y
Do you feel a reasonable attempt has been
made to ensure relevant expertise has been
used?
Y
Is there evidence of consultation with
stakeholders and users?
Y
Content
Is the objective of the document clear?
Y
Is the target population clear and
unambiguous?
Y
Are the intended outcomes described?
Y
Are the statements clear and unambiguous?
Y
Evidence Base
Is the type of evidence to support the
document identified explicitly?
Y
Are key references cited?
Y
Are the references cited in full?
Y
Are supporting documents referenced?
Y
Approval
Does the document identify which
committee/group will approve it?
If appropriate have the joint Human
Resources/staff side committee (or equivalent)
approved the document?
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Unsure
Title
Are reasons for development of the document
stated?
3.
Yes/No/
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Y
N/A
Comments
Title of document being reviewed:
7.
8.
9.
10.
11.
Unsure
Dissemination and Implementation
Is there an outline/plan to identify how this will
be done?
Y
Does the plan include the necessary
training/support to ensure compliance?
Y
Document Control
Does the document identify where it will be
held?
Y
Have archiving arrangements for superseded
documents been addressed?
Y
Process to Monitor Compliance and
Effectiveness
Are there measurable standards or KPI’s to
support the monitoring of compliance with and
effectiveness of the document?
Y
Is there a plan to review or audit compliance
with the document?
Y
Review Date
Is the review date identified?
Y
Is the frequency of review identified? If so is it
acceptable?
Y
Overall Responsibility for the Document
Is it clear who will be responsible for coordinating the dissemination, implementation
and review of the documentation?
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Yes/No/
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Y
Comments
APPENDIX 11
VERSION CONTROL SHEET
This sheet should provide a history of previous versions of the policy and changes made
Version
Date
Author
Status
Comment / changes
V1
June 1st 2010
Jo Vickerman
Hand over
Handed over to G Smith for Update and
re-submission
V2
June 29th 2010
G Smith
Draft updated
Passed to Ashley Hambling for review:
Managers Role updated
V2.1
June 30th
2010
G Smith
Submission
Submitted to Alan Davis for final review
prior to EMT consideration
V3
October 2012
Jeremy
Robbins
Completely revised policy developed as a
result of the need to align the respective
but
inconsistent
induction
policies,
programmes, checklists and associated
procedures observed in Care Services
Direct (CSD) and SWYPFT following
CSD’s acquisition by the Trust. Update
also required to strengthen induction
monitoring of all staff groups to improve
compliance with NHSLA standards
V4
June 2014
Jeremy
Robbins
Policy updated to cross-reference and
describe fit with Trust’s new Values Based
Induction Policy and to describe changes
to the Trust’s approach to Corporate
Induction. Process changes introduced
regarding
monitoring
completion
of
induction for staff undertaking significant
role change
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