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L 1510 Protocol - Induction - Police Staff - Essex Only
Number: L 1510 Date Published: 1 July 2021 Version 2 – July 2021
1.0 Summary of Changes
This protocol has been rewritten to reflect changes to the process due to the creation of the Business Centre.
2.0 What this Protocol is about
Our aim within the induction protocol will be to assist all newly employed staff to adjust to their new role as quickly and easily as possible, so that they become integrated and productive members of the organisation from the earliest opportunity.
The objectives of the induction process should be:
To provide the best possible environment for new employees to learn their jobs and to prove their suitability for confirmation of probation;
To provide a framework within which supervisors may judge the suitability of the employee, discuss training needs and agree training plans. It will also enable the employee to feedback any concerns or issues they may have;
To ensure the employee has been given every opportunity to progress and undergo relevant training;
To understand the culture of the policing environment.
Should an employee not be confirmed at the end of their probation period and a dismissal becomes necessary, it should be reasonable and defensible and the employee must have been provided with every opportunity to improve their performance.
Essex Police cannot afford to lose its employees or accept inadequate levels of performance good induction helps retain newcomers and motivate them to perform their work to an acceptable standard.
Compliance with this protocol and any governing policy is mandatory. This protocol is not, nor is it intended to be, contractual.
3.0 Detail the Protocol
3.1 Prior to Employment
Once a selection has been made the supervisor needs to carry out the following:
Prepare the workspace for the new employee;
Identify any training needs to be discussed with the employee;
Identify any documentation required during the initial reception;
The identification or appointment of a ‘buddy’ if applicable.
A contract, statement of terms and conditions, joining instructions and an Induction Handbook will be sent to the new employee prior to commencing employment, by the Business Centre – HR.
A suggested checklist prior to start date is detailed in PERS148.
3.2 Day One
On the first day arrangements will be made for the new employee to be met by their line manager and buddy (if applicable). The line manager is responsible for introducing the new employee to the department, colleagues and the job.
This will also include familiarity with the office layout, where the toilet and canteen is located and when breaks can be taken. Supervisors should ensure that the PERS149 Induction Checklist Day One is completed.
3.3 First Week
All new employees will complete their departmental induction within 2 weeks using the following induction checklists:
PERS150 Induction Checklist – End of Week One;
PERS151 Induction Checklist – End of Week Two.
This will ensure every employee receives consistent information on:
The job and probationary period;
The Department/Division and the organisation;
Force rules, policies and procedures;
Health, safety and welfare.
All new employees will also receive a Local Induction Handbook.
During the first week the employee should be inducted into their role in a way which is appropriate to the individual and the work concerned. An induction plan will be completed by the supervisor and agreed with the employee listing the task and objectives to be completed together with an appropriate time completion period using the PERS152 Induction Plan. Whilst the nature of training may vary enormously the following should be included with the induction plan:
The supervisor will outline all aspects of the employee’s role, putting it in to departmental and organisational context;
The supervisor will endeavour to arrange the first few days so that the employee is given tasks that lead to a sense of achievement;
New employees will be kept busy and occupied but not overloaded with work;
Arranging for work shadowing with colleagues is beneficial;
A balance will be maintained between instruction and supervision allowing employees to learn by experimentation and to practice skills they have learnt.
3.3.1 ACTION Leadership
The ACTION Leadership philosophy is an integral part of day to day working life. The PERS153 Action Leadership Checklist will enable you to explain the concept to employees.
3.3.2 Induction Course – EPC
All newly appointed staff will attend an Induction course within the first 2 months of employment. This course is designed to build upon organisational knowledge gained from the departmental induction and the Induction Handbooks. It will be informative, informal with open discussion and practical exercises and videos. The course will include speakers from various key departments and will be run by the Training Centre. EPC pick up names of new starters from HR teams and automatically send a course date to the individual.
Essex Police College will be notified of all Induction Course training requirements by the Business Centre - HR. Those individuals requiring courses will be contacted direct with course availability dates. Supervisors should discuss Induction Course attendance with their new staff and ensure that a course is allocated within the 2 month period.
3.4 Role of the Supervisor
The supervisor should meet with newly appointed employees at two week intervals to carry out the following:
Discuss progress against the agreed Induction Plan;
Sign off any completed objectives;
Create new objectives as required;
Provide feedback to the employee concerning their performance.
It is important supervisor’s share any concerns they may have concerning an individual’s failure to perform during the Induction period their HR Business Partner immediately.
Supervisors should ensure that they closely monitor and document within the induction plan the progress of the new employee as a preliminary stage to the probation assessment process.
4.0 Equality Impact Assessment
EIA - requested
5.0 Risk Assessment
There are no health and safety considerations thought applicable to this protocol.
The following have been consulted during the formulation of this document:
7.0 Monitoring and Review
This protocol will be monitored and reviewed every two years to ensure compliance with any new legislation or best practice in relation to the induction of new staff, and having particular regard to the requirements of the Employee Rights Act and The Equality Act.
8.0 Governing force policy. Related force policies or related procedures (Essex) / linked standard operating procedures (Kent)
8.1 This HR protocol supports the overarching HR policy L1.
L XXXX Protocol – Recruitment and Selection of Police Staff – will be renumbered
L 01100 Protocol – Capability – Police Staff
L 01740 Protocol – Performance Development Review (PDR)
8.2 Data Security
8.2.1 Essex Police have measures in place to protect the security of your data in accordance with our Information Management Policy – W1000 Policy – Information Management.
8.3 Retention & Disposal of Records
8.3.1 Essex Police will hold data in accordance with our Records Review, Retention & Disposal Policy – W 1012 Procedure/SOP - Records Review, Retention and Disposal.
8.3.2 We will only hold data for as long as necessary for the purposes for which we collected.
9.0 Other source documents, e.g., legislation, Authorised Professional Practice (APP), Force forms, partnership agreements (if applicable)