Document type: / HR / Workforce Development
What does this policy replace? / N/A, No previous equivalent policy
Staff group to whom it applies: / All staff within the Trust except Medical staff
Distribution: / The whole of the Trust
How to access: / Intranet
Issue date: / To be used from 1st April 2015
Document Version: / 1
Next review: / April 2016
Approved by: / Approvals EMT
Developed by: / Deputy Director Human Resources & Workforce Development
Director leads: / Director of Human Resources and Workforce Development
Contact for advice: / Human Resources
CONTENTS
2. / Purpose and Scope / 5
3. / Definitions / 6
3.1 Behaviour / 6
3.2 Performance / 6
3.3 Corporate Induction / Welcome Event / 6
3.4 Local Induction / 7
3.5 Values Based Induction / 7
4. / Duties / 7
4.1 Trust Board / 7
4.2 Executive Management Team / 7
4.3 Directors / 7
4.4 Director of Human Resources and Workforce Development / 8
4.5 Deputy Director of Human Resources and Workforce Development / 8
4.6 Human Resources / 8
4.7 Senior Managers / 8
4.8 Managers / 8
4.9 Individual Employees / 9
4.10 Staff Side / 10
5. / Principles / 10
6. / Content of the Values Based Induction Period / 11
7. / Determining the Outcome of the Values Based Induction Period / 14
8. / Review Meetings / 19
9. / Potential Overall Green Rating at Final Review / 23
10. / Potential Overall Amber Rating at Final Review / 23
11. / Potential Overall Red Rating at Final Review / 25
12. / The Employment Review Hearing and Appeals / 27
13. / Termination of Contract / 29
14. / Values Based Induction for Existing Staff Moving to a New Post Internally / 29
15. / Employees on Temporary or Fixed Term Contracts / 30
16. / Development Process / 30
17. / Dissemination and Implementation Arrangements / 31
18. / Process for Monitoring Compliance and Effectiveness / 31
19. / Review and Revision Arrangements / 31
20. / Associated Documents and References / 32
21. / Appendices / 32
1. Guidance for New Employees
2. Standard Letter For Review Meetings
3. Template For Documenting Formal (Initial / Intermediate / Penultimate)
Review Meetings
4. Template For Documenting Final Review Meeting
5. Successful Completion Letter Template
6. Extension Letter Template
7. Outcome of Final Review Meeting where Referring to a Formal
Employment Review Hearing Letter Template
8. Invite to Formal Employment Review Hearing Letter Template
9. Procedure for undertaking Formal Employment Review Hearing
10. Outcome of Formal Employment Review Hearing Letter Template
11. Procedure for an Appeal Hearing
12. Invitation to Appeal Hearing Against Outcome of Formal
Employment Review Hearing Letter Template
13. Equality Impact Assessment
14. Checklist For The Review And Approval Of Procedural Document
15. Version Control Sheet
VALUES BASED INDUCTION POLICY
1.1 / The Trust is committed to being a model employer which attracts and keeps staff who are both talented and motivated to uphold NHS and Trust values.
1.2 / To achieve this aim, the Trust has a number of approaches which reinforce our values through encouraging the expression of appropriate staff attitudes, behaviour and performance. In return for committing to the Trust in this way, our employees can expect to be engaged with, supported and developed to achieve their aspirations wherever possible.
1.3 / The Trust believes that recruitment and selection is the critical stage for ensuring that the values of employees match those of the organisation. For this reason, the Trust has a 12 month values based induction period as an essential component of the selection process. Staff falling within the scope of this policy will be supported throughout this process and receive the commitment of the organisation. In return, such staff are expected to uphold organisational values and meet organisational standards by the end of the 12 month period. The demonstration and assessment of this throughout the values based induction period is required.
1.4 / All prospective and existing employees falling within the scope of this policy will be made fully aware of the expectations of the values based induction period throughout the recruitment and selection process. This will include the fact that they may be dismissed if they do not meet the required standards of attitude, behaviour, performance and competence. The need to satisfy the requirements of the values based induction period will be written into all new contracts of employment.
1.5 / The values based induction period does not give the Trust additional rights to dismiss an employee during the period concerned, nor does it give the new employee additional protection against dismissal. It provides rather, a formal structured programme of support and a framework for assessing an individual’s suitability for working as a Trust employee - including the appropriate course of action should concerns be identified.
1.6 / It is the line manager’s responsibility to plan and conduct the values based induction period for all staff falling within the scope of this policy. This includes ensuring that the new employee is clear of expectations, conducting and documenting progress meetings and ensuring agreed support is in place to help ensure the individual succeeds (see section 6).
1.7 / The manager must address any unsatisfactory behaviour or performance at the time it arises. In such instances, the manager should refer to relevant Trust policies and procedures e.g. Sickness Absence Policy, Performance and Capability Procedure and the Disciplinary Procedure.
1.8 / The Values Based Induction Policy sets out the mutual expectations of the new employee and the Trust during the individual’s first 12 months in post. It also describes the criteria and processes to be used to assess the individual’s progress towards meeting expectations, and the potential consequences of not meeting those expectations at the end of the 12 month induction period.
1.9 / As part of the 12 month values based induction period, new employees must undertake corporate and local/workplace induction and all required mandatory and essential training. The specific requirements associated with these areas are described in the Trust’s Corporate and Local Induction Policy and the Mandatory Training Policy respectively.
1.10 / For staff attached to/managed by the Trust in Integrated Service Teams, the policy should also be read in conjunction with the relevant Service Integration Framework.
1.11 / This policy has been written in accordance with the Trust’s Policy for the development, approval and dissemination of policy and procedural documents (Policy on Policies)
2. / PURPOSE AND SCOPE
2.1 / This policy applies to all Trust staff regardless of pay band or working hours, including:
· All new employees
· Existing employees moving into a new role (see section 14)
· Staff who have left and returned to the Trust
· Employees on temporary or fixed term contracts (see section 15)
2.2 / The purpose of this policy is to support the Trust’s aim of recruiting, retaining and developing staff of the highest calibre, ensuring best possible fit with NHS and Trust Values. The policy is also intended to ensure new employees receive the highest possible levels of support and understand their own responsibilities for identifying problems and the need for support at the time this may arise.
Intended policy outcomes are that:
· New employees receive monthly opportunities to review and discuss their progress and on-going support and development needs
· Managers and new employees understand performance and behaviour expectations from the outset, how the achievement of these will be assessed and respective responsibilities throughout
· There is a mechanism for concerns regarding a new employee’s performance or behaviour to be identified early and dealt with in a proactive way
· There is a mechanism for the fair dismissal of new employees who do not meet required standards despite the provision of support, guidance and opportunity to improve.
· Trust employees are those who are committed to the organisation and whose behaviours express the values of the Trust and NHS for the benefit of users of our services
· Employees share and uphold the same high values as the Trust
2.3 / Failure to implement or comply with this policy may result in the following risks:
· New employees are retained who are not suited to working in the NHS or the Trust
· Employees are not provided with adequate and appropriate support
· A new employee’s performance or behaviour may go unchallenged in instances where these are incompatible with Trust expectations
· There is an increased risk that new employees will not succeed in their employment with the Trust
· The Trust employs people who do not give the organisation competitive advantage through being the best that they can be and through providing the best possible experience for users of our services
· The Trust does not employ a workforce universally fit to deliver compassionate care or to deliver to required standards
3. / DEFINITIONS
3.1 / Behaviour
How an individual goes about their job – the attitude, manner, conduct, demeanour etc. displayed regardless of how effective or competent the individual is in their job
3.2 / Performance
What an individual achieves or their effectiveness in their job linked for example, to completing work objectives, contributing to the team, carrying out their job description, successful development of skills and knowledge
3.3 / Corporate Induction – Welcome Event
A formal welcome to the Trust by the Chief Executive with expected attendance by all new employees. The welcome event is designed to energise and inspire new employees, explore Trust Mission and Values and reinforce the importance of the contribution and impact of all employees. For further detail, please refer to the Trust’s Corporate and Local Induction Policy.
3.4 / Local 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 induction includes a discussion of expectations of the employee; wider information about SWYPFT, more specific information relevant to the individual’s workplace and job role, identification of mandatory and essential training needs and arrangements for those needs to be met. For further detail, please refer to the Trust’s Corporate and Local Induction Policy and Mandatory Training Policy.
3.5 / Values Based Induction
A 12-month period for the new employee which allows both the line manager and the employee to assess suitability for the role based on the achievement of required standards of behaviour, competence and performance in the job role. Where such standards are not achieved within the values based induction period, the individual’s employment may be terminated.
4. / DUTIES
The following duties apply to this policy:
4.1 / Trust Board
· The Trust Board is ultimately responsible for ensuring that all appropriate staff receive values based induction and for upholding the Trust’s commitment to new employees e.g. through ensuring engagement and provision of Trust support ensuring effective integration of the new employee as quickly as possible.
4.2 / Executive Management Team (EMT)
· Approving this policy and ensuring it has been developed in accordance with the Trust’s Policy for the Development, Approval and Dissemination of Policy and Procedural Documents
4.3 / Directors
· Implementing this policy within their BDU or Quality Academy Directorate ensuring that managers are aware of their responsibilities in relation to values based induction
· Ensuring resource issues and other risks associated with on-going implementation of this policy in areas for which they are responsible are brought to the attention of EMT
4.4 / Director of Human Resources and Workforce Development
· Ensuring this policy is developed, maintained and controlled in accordance with Trust procedures
· Ensuring that processes are in place to ensure that fair and effective action is taken in instances where new employees do not meet the standards of performance and behaviour expected by the Trust in line with NHS and Trust values
· Ensuring all directors are aware of their responsibilities in relation to this policy
4.5 / Deputy Director of Human Resources and Workforce Development
· Producing and maintaining this policy and associated procedures
· Evaluating policy effectiveness
4.6 / Human Resources
· Ensuring all job advertisements, template letters used throughout the recruitment and selection process, contracts of employment and all associated recruitment and selection policies and procedures, clearly state the requirement to undergo successful completion of the values based induction period
· Offering support, advice and coaching relating to all aspects of the policy
4.7 / Senior Managers
· Receiving all referrals from line managers in their teams in relation to employees who have not successfully completed their values based induction period
· Consulting with the referring manager and Human Resources to determine the most appropriate course of action (extension of the values based induction period or referral for an employment review hearing) depending on the individual’s circumstances
· Taking part in final review meetings in instances where the new employee has not successfully completed the values based induction period
· Instigating / taking part in employment review hearings where it is not considered appropriate that the new employee remains in employment with the Trust
4.8 / Managers
· Ensuring full understanding of this policy and seeking required advice, guidance and support to implement it effectively
· Ensuring new employees subject to the policy understand policy requirements, expectations and all associated procedures
· Ensuring all staff, including those without intranet access, have access to this policy, printing and providing copies for individuals if required
· Implementing and monitoring this policy ensuring that all new employees within their area of responsibility receive an effective values based induction according to policy requirements
· Ensuring all induction progress review meetings take place as agreed and are accurately documented