Organisational Induction Policy - Southern Health NHS ... · Organisational Induction Policy Version 3 August 2017 ... (TNA) 13 B Local ... D Flow Chart Local Induction Non Permanent

1 Organisational Induction Policy Version 3 August 2017

SH NCP 32

Organisational Induction Policy

Version: 3

Summary:

SHFT considers that Induction arrangements are essential for all new members of staff as part of its commitment to provide clinically effective and high quality health services to Hampshire. The Organisational Induction Policy sets out the definitions, responsibilities, protocols and monitoring processes to support this.

Keywords (minimum of 5): (To assist policy search engine)

Induction, New Starter, Checklist, Programme

Target Audience:

All people managers, supervisors and new starters

Next Review Date: April 2020

Approved & Ratified by:

Statutory & Mandatory Training Steering Group

Date of meeting: 4th April 2017

Date issued:

April 2017

Author:

Simon Johnson – Head of Essential Training Delivery

Sponsor:

Jane Hazelgrove – Director of Education


Version Control

Change Record

Date Author Version Page Reason for Change

May 2015

Review date extended to July 2015

July 2015

Review date extended to October 2015

8/10/15 Review date extended to November 2015

2/12/15 1 16 Appendix B replaced with updated version, review date extended to January 2016

22/1/16 1 Review date extended to Feb 2016

April 2016

Simon Johnson Sharon Gomez

2 Policy Review

April 2017

Simon Johnson Vicki Tinkler Moya Wareham Theresa Lewis

3 Policy Review Appendix I,J, K added

July 2017

Simon Johnson Moya Wareham Lorna Mills

3 14 HR content updated

August 2017

Simon Johnson 3 3,14,15 Minor changes to appendices

Reviewers/contributors

Name Position Version Reviewed & Date

Sharon Gomez Essential Training Lead 18 March 2016

Theresa Lewis Lead Nurse Infection Prevention and Control

18th April 2016

Debbie McGregor Named Nurse Safeguarding Adults 25th April 2016


CONTENTS

Section Page

1. Introduction 4 2. Scope 4 3. Definitions 4 4. Duties/ responsibilities 5 5. Organisational Induction Programme 7 5.4 Induction Process 7

5.11 Temporary Staff Induction 8 6. Training requirements 9 7. Monitoring compliance 9 8. Associated documents 12 9. Supporting References 12

Appendices

A Training Needs Analysis (TNA) 13 B Local Induction Checklist for Permanent Staff 14 C Record of Local Induction Non Permanent Staff 15 D Flow Chart Local Induction Non Permanent Staff 16 E Flow Chart Organisational Induction Permanent Staff 17 F Confirmation Letter for 5 day Organisational Induction 18 G Organisational Induction Programme 20 H Equality Impact Assessment 21

I Infection Prevention and Control Induction Checklist Inpatients and community

29

J Infection Prevention and Control Induction Checklist Children’s Services

33

K Infection Prevention and Control Induction Checklist Volunteers 36


Organisational Induction Policy

1. Introduction 1.1 Southern Health NHS Foundation Trust (the Trust) considers that Induction

arrangements are essential for all new members of staff. The principles of the Trust’s induction policy are to make newly appointed staff feel welcomed, valued and to provide them with a foundation of knowledge and skills to begin fulfilling their role.

1.2 A high quality Induction will also ensure that these new employees are practicing in a

way that ensures their own safety and that of the patients they care for by completing statutory training and selected elements of mandatory training.

1.3 Induction supports and is reviewed as part of the following processes:

Care Quality Commission

NHS Litigation Authority - Standard 3 Competent & Capable Workforce (3.1 – 3.5) 2. Scope 2.1 The purpose of induction is to:

Welcome and introduce the new employee to the Trust.

Give them the practical information that will enable them to perform well

Make them aware of the Trust’s culture, values and strategic objectives

Help them to understand how their service area or department fits into the organisation

Ensure that the requirements of risk management are understood and complied with under the terms and conditions of their contract

Contribute to continuous staff development and Individual Performance Review. 2.2 To meet these aims it is essential that new employees are:

Introduced to Southern Health Foundation Trust, its purpose, aims, values and principles

Introduced to the policies, procedures and practices and organisational context of the service area in which they will be working

Made aware of relevant Health and Safety Regulations, Employment Policies and other components of the Essential Training Programme

3. Definitions 3.1 Induction primarily refers to the introductory period of employment (but can also refer to

the return to work period for those staff who have been away from their work environment for a significant, unplanned period).

3.2 The process of induction begins on recruitment when the job applicant forms first

impressions about the Trust, continues through the Organisational Induction Programme (OIP) and then through to the workplace/local orientation.

3.3 Permanent staff refers to those employees who are employed on a full time or part time

basis and includes fixed term contracts that are greater than 3 months. 3.4 Temporary Staff refers to those non permanent employees working in an agency, bank,

locum, student, secondee, volunteer, sub contractor or honorary contract capacity.


3.5 Induction contributors refer to those staff who have some responsibility for facilitating induction.

4. Duties / Responsibilities - Organisational Induction 4.1 All members of staff, regardless of staff group, will be supported and facilitated into their

new role with an individually planned induction programme. 4.2 Newly appointed permanent staff should attend the OIP closest to their start date. In any

event they must attend OIP within the first three months of joining. 4.3 Managers’ duties and responsibilities are:

To notify the Recruitment team in a timely manner of the commencement of employment.

To prioritise the release of new staff to complete all elements of the OIP.

Complete a local induction with the new member of staff (Appendix B)

In exceptional circumstances, where a new permanent member of staff fails to attend OIP within the three month period, the manager needs to ensure that all Statutory and Mandatory training, as outlined on the MLE, has been completed within a maximum of three months If informed by LEAD that an employee failed to complete OIP (in full or in part), investigate the cause and take appropriate action (including performance management) as required

4.4 Inductees’ duties and responsibilities are:

To participate within the OIP To complete all identified elements of identified training in the OIP as a matter of

priority and within 3 months of start date. To complete all required Statutory and Mandatory training identified for their role on

the Managed Learning Environment LEaD training account. To sign attendance register To evaluate the OIP process as a whole at its completion and with the line manager

as part of the first Personal Development Review interview 4.5 HR duties and responsibilities are:

To ensure the recruitment process is consistently applied and reflects the welcoming and open culture within the Trust

To ensure that the pre-employment welcome packs are sent to new employees in good time.

Liaise with LEaD on Forecast for future flow of new starters into the organisation. Provide details of all new starters with the Trust to LEaD.

4.6 LEaD responsibilities are:

Organise, coordinate and schedule sufficient OIP capacity to meet anticipated demand

Liaise with HR on Forecast for future flow of new starters into the organisation. Monitor all feedback from the Organisational Induction evaluation forms and use

this information to improve future induction programmes Provide reports on the Organisation Induction process (attendance, updates and

evaluations) to be included in governance and compliance meetings.


The Managed Learning Environment (MLE) will automatically generate a notification of those staff who do not attend and will be sent to both the Manager and new member of staff.

4.7 Induction Contributors duties and responsibilities

Ensure the content of the session maps to agreed national and local standards.

Review and amend content and course evaluation in line with LEaD Induction reports

Inform LEaD of any changes to the session or presenter in advance of the Induction programme and source a suitable replacement as appropriate.

Ensure that all participants have signed in for the session to record their attendance.

Duties and Responsibilities – Workplace/Local Induction for All Permanent

Members of Staff 4.8 All permanent members of staff, regardless of staff group, will be supported and

facilitated into their new role by an individually planned induction programme; part of this is achieved through the workplace/local induction (appendix B) which should be completed within the first two weeks of their start date.

4.9 Managers need:

Background knowledge of the newly appointed staff member/competencies (as appropriate) - available through the Recruitment process or discussion with staff member

Knowledge of the staff member’s perception of their induction needs (gained from 1:1)

Knowledge of the working environment and local facilities (available from service manager)

Knowledge of the organisations aims, objectives, culture and policies Knowledge of this policy for induction of new staff

4.10 Managers duties and responsibilities are:

Planning with others as appropriate an outline workplace induction programme for all new starters in their local area. This is to be outlined and discussed with the new starter on their first day or, if not possible, within their first week.

Providing the member of staff with their induction check list for completion and managers must ensure it is completed and retain a signed copy of the induction completion sheet locally. Staff who do not fully complete local induction within the timescales set out in this policy should be followed up at monthly 1:1’s with an objective being agreed to complete local induction as soon as possible.

The completion of appropriate subject specific local induction checklist e.g. Infection Prevention

A local induction must include: (Appendix B) o Introduction to team members o Orientation to service areas (including emergency arrangements) o Expectations of post

What the job is Who the supervisor is What knowledge and skills are required What the duties and responsibilities are

o Limitations of role


o Familiarisation with equipment, procedures and appropriate training required o Communication/bleep system and resuscitation procedures o Local policies and procedures o Medication common to the area/patient group and any directives (where

applicable) o Pharmacy and local protocols including prescription, administration and

incident reporting o Sources of help and advice o Access to relevant policies

Finalising the overall induction plan with the permanent member of staff within one week of their start date

Ensuring that new staff have protected time to attend the OIP, enabling the programme to be completed and for a graduated introduction to their work role

Evaluating the programme at its completion with the staff member as part of their first Personal Development Review interview


To participate within the induction process To complete the local induction check list, including appropriate subject specific

checklists. Ensure adherence with LEaD’s reporting processes by recording completion of local

induction as directed by LEaD 4.12 HR’s duties and responsibilities are:

Ensuring the recruitment process is consistently applied and reflects the welcoming and open culture within the Trust

Monitor and maintain with LEAD the local induction checklist for use locally across the Trust.

4.13 LEaD duties and responsibilities are:

Record attendance at organisational induction 5. Organisational Induction Programme (Appendix G) 5.1 The Organisational Induction Programme (OIP) has been constructed to ensure that the

right information is provided for the right people in an appropriate time frame. 5.2 To facilitate this all new staff will be invited to a half day face to face organisational

induction session

5.3 An example of the content of the face to face element of the OIP is attached (Appendix G), please note, this is subject to change depending upon feedback, Trust strategy and external regulatory guidance. Induction Process

5.4 The Trust believes that sound induction practices are an essential part of helping

employees settle and become effective in their new posts, and is prepared to support the programme with appropriate resources. Attendance at the OIP is mandatory for those newly appointed to the Trust.


5.5 All full time and part time employees (including NHSP and Agency staff – clinical and non-clinical) newly appointed to the organisation or to a service area are subject to the induction process. The Organisational Induction Process Chart (Appendix D & E) outlines the OIP process.

5.6 For employees transferring to a new service area/profession within the Trust, it is not a

requirement for them to attend the OIP either in full or in part if they have already attended an induction programme or been with the Trust for a period longer than three months. However, they are still subject to the workplace aspects of the induction process i.e. the local induction.

5.7 Line managers are required to ensure that new employees are released from normal

duty for participation in the OIP. 5.8 The Trust will make reasonable adjustments to the content and process of the OIP, in

accordance with the Trust Disability Employment Policy, for personnel who are disabled, experience sensory impairment or have special needs.

5.9 Associate Specialists, Staff Grades and Doctors in Training (who are recruited out of

rotation), student nurses, locums and staff on honorary contracts are required to complete the locally recorded induction (for details see Appendix B & C) and relevant aspects of training identified

5.10 Outcomes will be:

A completed, individually planned induction programme held by each staff member, a copy of which is held in their personal file and with the completion recorded on the central electronic database

A plan for meeting further needs will have been agreed. The staff member’s first Personal Development Review interview will have taken

place

Duties and Responsibilities – Workplace / Local Induction - Temporary Staff Induction (Appendix B & C)

5.11 Non-permanent staff will be supported and facilitated into their new role by an individually planned induction programme; part of this is achieved through the local induction checklist (Appendix B) within 30 minutes of commencing a shift or period of duty (which may be several continuous days) in areas that they have not worked in before or if they have not completed an Induction Form previously for that area.

5.12 Managers need:

Background knowledge of the newly appointed staff member/competencies (as appropriate) - available through the Recruitment process or discussion with staff member

Knowledge of the staff member’s perception of their induction needs (gained from 1:1)

Knowledge of the post being filled (available from service manager/KSF outline) Knowledge of the working environment and local facilities (available from service

manager) Knowledge of the organisations aims, objectives, culture and policies Knowledge of this policy for induction of new staff

5.13 A copy of Appendix C will be retained by the manager/supervisor on duty to demonstrate

that all agency staff are inducted to the local workplace and provide evidence that the following points were covered:


o Introduction to team members o Orientation to service areas (including emergency arrangements) o Expectations of post

What the job is Who the supervisor is What knowledge and skills are required What the duties and responsibilities are

o Limitations of role o Familiarisation with equipment, procedures and appropriate training required o Communication/bleep system and resuscitation procedures o Local policies and procedures o Medication common to the area/patient group and any directives (where

applicable) o Pharmacy and local protocols including prescription, administration and

incident reporting o Sources of help and advice

5.14 The retained copy of the completed temporary staff induction form should be kept on file

for 6 years and compliance monitored by Directorate Service Team on a regular basis. Where staff are identified as having not fully completed local induction within the timescales set out in this policy, an immediate objective should be agreed locally to complete the local induction as soon as possible. This should then be followed up at an agreed time to ensure local induction has occurred.


To participate within the induction process To complete the induction check list Ensure adherence with LEaD’s reporting processes by recording completion of local

induction as directed by LEaD

5.16 HR’s duties and responsibilities are:

Ensuring the recruitment process is consistently applied and reflects the welcoming and open culture within the Trust

Monitor and maintain with LEAD the local induction checklist for use locally across the Trust.

5.17 LEaD duties and responsibilities are:

Monitor and maintain with HR the local induction checklist for use locally across the Trust.

Monitor completion of local inductions on the Managed Learning Environment (MLE) system

Provide information about training in an accessible format 6. Training Requirements 6.1 Refer to Induction Training Needs analysis (Appendix A) 7. Monitoring Compliance 7.1 Managers will be required to monitor that the above is occurring and that systematic

follow up is in place to ensure local workplace induction is completed for all staff groups


7.2 The following table outlines the Trust’s arrangements for monitoring compliance with this

policy –

Monitoring Compliance

Element to be monitored

Lead

Tool

Frequency

Reporting arrangements

Minimum content of corporate induction

Head of Essential Training

Content mapping to NHSLA MDS CQC requirements

Annual review or with any changes in governance or legislation

Strategic Workforce Committee

Documented process for booking all new permanent staff onto corporate induction


Process for Induction for Permanent Staff (Appendix E) documents the process. Annual audit of this process will determine compliance

Annually Strategic Workforce Committee

Timescales for completion of corporate induction


Section 4.2. Audit of the 3 month compliance will evidence compliance with this element.

Annually Strategic Workforce Committee

Documented process for how the organisation records that all new permanent staff complete corporate induction


Compliance report from MLE will compare all new starters with attendance at OI.

Annual Strategic Workforce Committee

Documented process for how the organisation follows up those who do not complete corporate induction


Process for Induction for Permanent Staff (Appendix G) documents the process.


Minimum content of local induction (permanent staff)


Content mapping to NHSLA MDS

Annual review or with any changes in governance or legislation


Minimum content of local induction


Content mapping to NHSLA MDS

Annual review or with any changes in



(temporary staff)

and CQC requirements

governance or legislation

Timescales for completion of local induction (temporary staff)


Managers retain copy of local induction form


How the organisation records that all temporary staff complete local induction (temporary staff)


Managers retain copy of local induction form


7.3 The effectiveness of the induction process and OIP will be monitored via the evaluation

feedback on a monthly basis by the Essential Training Lead to ensure it is meeting the needs of the inductees and the trust. An annual review by LEaD and HR at the Strategic Workforce Committee to ensure it is meeting the needs of the Trust.

7.4 All OIP delegates will be asked to complete an evaluation to provide immediate feedback

on the content of the OIP, its perceived usefulness, the standard of various presentations and any suggestions for improvement.

7.5 LEAD will compile reports including the summary of evaluations, attendances and

outcomes of feedback which is sent to the head of LEAD, all OIP contributors and education leads.

Risks – assessment of impact if:

7.6 Permanent member of staff fails to attend OIP

RISK - Member of staff is working a mental health/learning disability environment and representing the Trust with limited understanding of their workplace, associated factors and systems in place to minimise/moderate these as appropriate.

Risk managed by

Member of staff is working within an experienced team

A range of information is available in hard copies and e-versions in all areas

Information given during the recruitment/interview process

Full DBS checks (aimed at minimising risks to services users)

Professional standards (as appropriate) and codes of conduct 7.7 Temporary member of staff fails to complete local induction record

RISK - Member of staff is working a mental health/learning disability environment or Integrated Community Services environment and representing the Trust with limited understanding of their workplace, associated factors and systems in place to minimise/moderate these as appropriate Risk managed by



A range of information is available in hard copies and e-versions in all areas

Full DBS checks (aimed at minimising risks to services users)

Professional standards (as appropriate) and codes of conduct 7.8 Permanent member of staff fails to book and complete elements of training through non

attendance of OIP


Many Essential Training Topics can be accessed online

Few Essential Training topics require face to face attendance within three months of starting with the organisation (and this is reflected in relevant policies)

All staff and line managers can access training records so bookings and attendance can be monitored locally and centrally as appropriate

8. Associated Documents

Recruitment & Selection Policy

Appraisal Policy

Education and Development Policy

9. Supporting References

Care Quality Commission

NHSLA Minimum Data Set NHSLA Risk Management Standards for NHS Trusts providing Acute, Community,

or Mental Health & Learning Disability Services and Independent Sector Providers of NHS Care 2011/12

Agenda for Change/NHS Knowledge & Skills Framework


APPENDIX A – LEaD (Leadership Education & Development) Training Needs Analysis If there are any training implications in your policy, please complete the form below and make an appointment with the LEaD department (Louise Hartland, Quality, Governance and Compliance Manager or Sharon Gomez, Essential Training Lead on 02380 874091) before the policy goes through the Trust policy approval process.

Training Programme

Frequency Course Length Delivery Method Facilitators Recording Attendance Strategic & Operational

Responsibility

Organisational

Induction

Once

Half day Face to Face session and online or face to face Statutory & Mandatory training

required for role

Face to Face and online

Representative Trainers from

LEaD, HR & People

Development

LEaD

Bobby Moth Associate Director LEaD

Simon Johnson Head of Essential Training

Directorate Service Target Audience

MH/LD/TQ21

Adult Mental Health

All staff to attend the half day face to face element of Organisational Induction within the first three months of employment, and complete all required statutory and mandatory training identified for their role within 3 months of employment.

Specialised Services


Learning Disabilities


TQtwentyone


ISD’s

Older Persons Mental Health


ISD’s

Adults


ISD’s

Childrens Services


Corporate

All



APPENDIX B

□ E-rostering, employee on-line, vehicle

registration form, expenses claims & requesting annual leave

□ Health & Wellbeing + workplace options □ Absence/sickness reporting policy &

procedure □ ID badges, Working time directive rules □ Other:

□ Welcome & Intro to Dept. /Team, including tour. □ Who’s who in our Organisation, service structure

charts, explain each Division - including the HQ base □ One to ones/supervision □ Setting objectives in first 3 months, then annual

appraisal – including annual time cycle & recording □ Communications in the trust, internal newsletters,

staff briefings, press office & intranet pages □ Confidentiality □ Out of Hours procedures, bleep & emergencies □ Equality & Diversity expectations (and e-learning) □ Dress code & Uniforms □ Fraud Awareness □ Personal Transport or site car parking □ Facilities: canteen, coffee room & changing rooms □ Contact numbers: work area & managers. □ Other:

□ Smartcard/RiO access □ Email/Internet Use □ Mobile phone calls/personal/work □ Laptops □ IT support access (phone/intranet) □ Data protection & IT protocols/policy □ How to find Trust Policies Online □ Other:

□ Registering with LEaD training department on the electronic booking system (MLE) using you’re your National Insurance Number & any email address.

□ http://www.southernhealth.nhs.uk/career/lead/ □ Statutory & Mandatory training needs (red/green

buttons on your training ‘Home’ page) □ Organisational Induction – how to book □ How to start mandatory electronic training online □ Booking a face to face training course (like BLS)

□ People Development opportunities (via website)

□ Health & Safety overview in the

workplace (fire procedure, exits, incident reporting, First Aiders etc.)

□ Personal safety at work (including lone working)

□ Security of property, premises, procedures

□ Display Screen Equipment regulations □ Risk Assessments □ Ligature risks, process & equipment □ Incident Reporting (Ulysses) □ Moving & Handling (plus training

required) □ Infection Control/Local Induction checklist □ Pregnancy, other health needs □ Emergency procedures, i.e. medical

emergencies or psychiatric emergencies □ Important Policies (please identify) □ Other:

List any specific local requirements that your new member of staff needs to be aware of:

□ E.g. Observations (physical or MH/LD): State type □ Local Policies relevant to your workplace □ Other (list here - continue overleaf if needed)

□

□

□

Local Induction Checklist for your first day at work - please complete this with your line manager:

Name (new staff member): Signature:

Name of Line Manager: Signature:

Date:

LEaD Helpdesk: 02380 874091 Email: [email protected]

HR Contact Centre: 02380 475160, Email: [email protected]

http://www.southernhealth.nhs.uk/career/lead/

mailto:[email protected]


APPENDIX C Record of Local Induction for Non-Permanent Staff

(For use of staff identified in the local Organisational Induction Policy NCP 38 and PP 32)

It is essential that all staff that are not required to attend Organisational Induction (i.e. locums, doctors in training, honorary contract, student nurses, bank/agency staff) complete this form with the appropriate supervisor before commencing work in a ward/unit/office for the first time.

Name: ___________________________________________________________

Employment Date (of 1* occasion of employment): ________________________________

Ward/Dept: ________________________________________________________

Job Specifics

Job role: ________________________ Main duties: ______________________ ________________________________________________________________________________________________________________________ Reporting to: _____________________

Location telephone no: _______________

In an emergency, contact:

Medical: ______________________ On call arrangements: ______________ Other: ________________________ First Aid/resus arrangements: ___________ ______________________________ Please tick the boxes (or note ‘Not applicable’) to record that

you have discussed the following with the member of staff

Tour of ward/department Contact numbers

Security procedures IM&T arrangements/security Observation arrangements/policy Safeguarding procedures

Fire evacuation/exits/extinguishers Infection Prevention & Control (Clinical):

Psychiatric emergencies Bare below elbows Medical emergencies Hand hygiene Incident/accident reporting Personal Protective Equipment

Facilities (toilets, canteens, etc.) Decontamination

Pharmacy arrangements Sharps

Local guidelines/policies Waste

Confidentiality

Please raise any further questions with your supervisor/line manager:

______________________________________________________________________________________________________________________________

Staff signature: _________________________ Print name: ____________________

Supervisor/manager signature: ________________ Print name:

____________________

Important information about the working

environment


APPENDIX D - Process for Local Induction for Non Permanent Staff

Temporary/locum staff arrives in work environment (for the first

time)

Welcomed by manager/appropriate responsible

person

Records subject to random audit

Notified of local processes/emergency

arrangements and working environment – recorded and signed for using Trust form

Copy retained by temporary/locum staff for

information and future reference (as appropriate)

Copy retained in ward/office/ unit for future reference and

audit

Temporary/locum staff arrives in work environment (on a subsequent occasion)

Information record checked (up date if appropriate) – no further

action/record

Non-compliance performance

managed locally


APPENDIX E - Process for Induction for Permanent Staff

All potential new staff are entered on Electronic Staff Record (ESR) during the recruitment process by the Recruitment Team at the point of application

Applicants who are successful at interview and verbally accept their job

offer are notified to the Recruitment Team

Confirmation of start is sent to the Recruitment Team once the new staff member commences in post

OIP joining instructions are sent to the permanent employees Line Manager via MLE (see Appendix F), this includes a copy of the Organisational

Induction Programme (see Appendix G).

Local induction completed – permanent staff ‘inducted’ within 3 months of joining, leading into ongoing development

Permanent ‘employee’ attends face to face OIP (signing the

Register of Attendance)

Permanent ‘employee’ does not

attend OIP (in part or in full)

LEaD update employee’s training record

LEaD notify line manager of non attendance (by follow up with email for audit trail) – if

DNA, reason recorded on MLE

‘Employee’/line manager notifies

‘exceptional circumstances’ to LEaD - unable to

attend allocated date. Rescheduled and confirmation sent

Line manager schedules attendance (if within 3 month

period) or advised to undertake ‘enhanced’ local induction –

booking staff member on appropriate training courses

Permanent employee completes all required Statutory

& Mandatory training as identified on MLE


APPENDIX F - Joining Instructions

Leadership, Education and Development (LEaD)

Development and Training Centre Tatchbury Mount

Calmore Hampshire SO40 2RZ

Tel 023 8087 4091 Email: [email protected]

www.southernhealth.nhs.uk/LEaD

Dear <Delegate Name> Joining instructions for your forthcoming course We are pleased to inform you that your booking for attendance on the above course has been approved and a place has been reserved for you.

If you use employee online, please click here to log in and add in your study leave. If you are not sure of how to do this, please click here to access the e-Rostering User Guide. For e-Rostering support please contact the e-Rostering team via ([email protected]) or telephone: 02380 475220 Please see attached document for venue, directions & refreshment information Course Information Some courses require pre course reading or pre course work. There will be an attachment to this email if required for this course. Please bring a pen and paper to the event. You can find the aims and objectives of all courses, useful links and further training information on the Training Website www.southernhealth.nhs.uk/LEaD. You will also find the contact details of the Course Lead here if you have any question prior to the event.

Always remember to sign in at the event. Failure to do so will mean we cannot update your training record.

Course <Course Title>

Date <Course Title>

Time <Course Title>

Venue <Training Venue>

Acceptance of late arrival to training is at the discretion of the facilitator. However, you will not be allowed entry if you arrive more than 20 minutes after the expected start time


https://shnfteol.allocate-cloud.com/EmployeeOnlineHealth/SHNFTLIVE/Login

http://www.southernhealth.nhs.uk/EasySiteWeb/GatewayLink.aspx?alId=98021

mailto:[email protected]?subject=e-Rostering%20Query

http://www.southernhealth.nhs.uk/LEaD


Please respect your course colleagues and the trainer by arriving in plenty of time for the start of the course. Trainers may request latecomers to reschedule onto a future course if they arrive after the start time. Course Cancellations We understand that occasionally staff need to reschedule training events at short notice. If you need to make any changes to your booking or cancel a reserved space please do so quickly by logging onto the training website and amending or cancelling your order. Others may be waiting to attend the course in your place.

Remember - you cannot reschedule onto a different course date on the day of your original booking. Course evaluation You may receive a post course evaluation questionnaire via email following attendance at this course. We value your feedback in developing and improving the quality of education and development events in Southern Health. Please take 5 minutes to complete if you do receive one. Similarly if you have any feedback for us (LEaD) on how we can improve our service or to tell us what we are doing right please email us at [email protected]. Above all else, we look forward to welcoming you to this training event and thanks for booking your event through LEaD. Yours sincerely Leadership, Education and Development (LEaD)



APPENDIX G – Organisational Induction Example Programme

09:00 - 09.30

Registration and

Networking

9:30 - 9:45

Welcome to the NHS and Southern Health

NHS Foundation Trust

9:45 - 10:25

Shop Window

Value of Values

Exercise

10:40 - 11:00

Coffee Break

11:00 - 12:30

Videos &

Discussion

12:30 - 13:00

HR and LEaD

Evaluations

Statutory and Mandatory Compliance

What happens after your Organisational Induction?

Organisational Induction forms one part of your Induction Programme. When you return to work you are required to complete a Local Induction Checklist and to complete both online training for your role (make your red buttons turn green) and book on any face to face training topics required for your role. Please see: www.southernhealth.nhs.uk/LEAD for further information.

10:25 - 10:40

Trust Values


APPENDIX H - Southern Health NHS Foundation Trust: Equality Impact Analysis Screening Tool

Equality Impact Assessment (or ‘Equality Analysis’) is a process of systematically analysing a new or existing policy/practice or service to identify what impact or likely impact it will have on protected groups.

It involves using equality information, and the results of engagement with protected groups and others, to understand the actual effect or the potential effect of your functions, policies or decisions. The form is a written record that demonstrates that you have shown due regard to the need to eliminate unlawful discrimination, advance equality of opportunity and foster good relations with respect to the characteristics protected by equality law.

For guidance and support in completing this form please contact a member of the Equality and Diversity team.

Name of policy/service/project/plan: Organisational Induction Policy

Policy Number: SH NCP 10

Department: Learning and Education Development

Lead officer for assessment:

Ricky Somal Equality and Diversity Lead

Date Assessment Carried Out: 27 October 2015

1. Identify the aims of the policy and how it is implemented.

Key questions Answers / Notes

Briefly describe purpose of the policy including

How the policy is delivered and by whom

Intended outcomes

SHFT considers that Induction arrangements are essential for all new members of staff as part of its commitment to provide clinically effective and high quality health services to Hampshire. The Organisational Induction Policy sets out the definitions, responsibilities, protocols and monitoring processes to support this.

2. Consideration of available data, research and information

Monitoring data and other information involves using equality information, and the results of engagement with protected groups and others, to understand the actual effect or the potential effect of your functions, policies or decisions. It can help you to identify practical steps to tackle any negative effects or discrimination, to advance equality and to foster good relations. Please consider the availability of the following as potential sources:

Demographic data and other statistics, including census findings

Recent research findings (local and national)

Results from consultation or engagement you have undertaken

Service user monitoring data

Information from relevant groups or agencies, for example trade unions and voluntary/community organisations

Analysis of records of enquiries about your service, or complaints or compliments about them

Recommendations of external inspections or audit reports


Key questions

Data, research and information that you can refer to

2.1 What is the equalities profile of the team delivering the service/policy?

The Equality and Diversity team will report on Workforce data on an annual basis.

2.2 What equalities training have staff received?

All Trust staff have a requirement to undertake Equality and Diversity training as part of Organisational Induction (Respect and Values) and E-Assessment

2.3 What is the equalities profile of service users?

The Trust Equality and Diversity team report on Trust patient equality data profiling on an annual basis

2.4 What other data do you have in terms of service users or staff? (e.g results of customer satisfaction surveys, consultation findings). Are there any gaps?

All new staff are required to undertake induction; therefore there is no current evidence to suggest any one staff group will be better served than another by this policy.

Any issued raised following analysis of the course evaluation forms are actioned by the training section and the appropriate changes would be made.

The Trust is preparing to implement the Equality Delivery System which will allow a robust examination of Trust performance on Equality, Diversity and Human Rights. This will be based on 4 key objectives that include:

1. Better health outcomes for all 2. Improved patient access and experience 3. Empowered, engaged and included staff 4. Inclusive leadership

2.5 What internal engagement or consultation has been undertaken as part of this EIA and with whom? What were the results? Service users/carers/Staff

2.6 What external engagement or consultation has been undertaken as part of this EIA and with whom? What were the results? General Public/Commissioners/Local Authority/Voluntary Organisations

In the table below, please describe how the proposals will have a positive impact on service users or staff. Please also record any potential negative impact on equality of opportunity for the target: In the case of negative impact, please indicate any measures planned to mitigate against this.


Positive impact (including examples of what the policy/service has done to promote equality)

Negative Impact

Action Plan to address negative impact

Actions to overcome problem/barrier

Resources required

Responsibility Target date

Age

Applied to all protected characteristics: Induction contains a Human Resources session that can be used to signpost Trust policies that support staff Applied to all protected characteristics: Equality is promoted as part of the induction by including awareness raising of the organisation’s

No negative impacts have been identified at this stage of screening: Any issued raised following analysis of the course evaluation forms are actioned by the training section and the appropriate changes would be made.


values, signposting to relevant policies and raising awareness of equality and diversity legislation and training provided by the organisation.

Disability

Delegates are asked about access requirements and The Trust will respond positively to requests of reasonable adjustment. Hearing Induction Loop available Large print and Easy Read materials can be provided Venues wheelchair accessible


No negative


Gender Reassignment

impacts have been identified at this stage of screening: Any issued raised following analysis of the course evaluation forms are actioned by the training section and the appropriate changes would be made.

Marriage and Civil Partnership

No negative impacts have been identified at this stage of screening: Any issued raised following analysis of the course evaluation forms are actioned by the training section and


the appropriate changes would be made.

Pregnancy and Maternity

LEaD will ensure safe and appropriate facilities for delegates who wish to express milk


Race

The Trust will respond to requests for information in alternative formats to facilitate the learning experience

No negative impacts have been identified at this stage of screening: Any issued raised following analysis of the


course evaluation forms are actioned by the training section and the appropriate changes would be made.

Religion or Belief

Access to safe and appropriate prayer room will be made available for delegates who wish to pray


Sex

There may be an impact on staff with carer responsibilities

LEaD will work with individuals who have carer responsibilities


who are not contracted to work on the day on which Organisational Induction is being run.

Sexual Orientation



Appendix I

Infection Prevention and Control Induction Checklist For New Staff

(Physical, OPMH, Adult Mental Health, Specialised Services & LD:

for in-patient and community use)

Please complete this checklist within the first four weeks of commencing employment

Name of staff member:

Ward/dept:

Contact number:

Name of Manager/Supervisor :

Contact Details:

Topic Aim Requirements Date Achieved

Hand Hygiene Understand the importance of hand hygiene.

Staff member is observed to follow the correct hand hygiene procedure using (soap and water or alcohol hand rub)

Staff member can locate and has read the trust hand hygiene appendix 6 of the over-arching IPC policy

Can identify the location of hand hygiene facilities (soap and water, alcohol hand rub, and hand care products e.g. moisturiser) in their work environment.

Staff member can verbalise situations when bacterial alcohol hand rub is ineffective

Staff member presents for duty ‘bare below the elbows’ as applicable to the work environment.

Staff member understands why it is important to look after their skin on their hands and the process to contact OH Dept (PAM) / GP if there are any skin integrity issues

Routine practices to prevent the transmission of infection

Knows how to access IPC policies/care plans and information leaflets. Knows how to contact the IPCT for further advice. Has a basic

Staff member can locate the trust isolation appendix 9 & Standard precautions appendix 5.

Staff member is able to recognise the source isolation poster (red) and protective isolation poster (blue) if applicable in their work environment.

Staff member knows how to contact the IPCT for further advice.

Staff member can locate the trust MRSA & resistant organisms appendix 14

Understands the procedure for

:


understanding of how infections can be transmitted in health care settings.

MRSA screening in their area.

Staff member can locate the trust D&V appendix 13 and C. diff appendix 15.

Knows where to access the D&V outbreak packs from.

Staff member can verbalise when it is necessary to isolate service users in their work environment

Personal protective equipment (PPE)

Is able to recognise when PPE (gloves and aprons) are required – if this is applicable.

Staff member knows where to obtain PPE in their work environment.

Knows to speak to nurse in charge / IPCT if further advice is required.

Staff member understands when to wear additional respiratory protection e.g. FFP2/FFP3 masks in their work environment and the importance of being fit tested prior to use of this respiratory protection.

Decontamination and cleaning

Understands that any re-usable equipment used in the health care environment or in direct contact with service users must be kept clean.

Understands what product can be used to decontaminate equipment and where to locate the product.

Can identify the single use symbol

(if sterilised consumables are used)and knows what it means.

Knows to speak to their manager or IPC Team if further advice is needed.

Staff member can locate the trust Decontamination of medical devices appendix 12.

Waste Understand how to dispose of waste safely as per trust policy.

The staff member can identify which colour bag they should use for any waste that they generate during their duty (question)

The staff member can identify which colour sharps bin (if applicable) they should use for any sharps waste they generate during their duty (question)

The staff member is aware of the emergency 24 hour sharps hotline tel number.

The staff member can locate the sharps poster in their work environment.

Staff member can locate the trust Sharps and Inoculation management appendix 10 & Transportation of Specimens appendix 18

The staff member is aware that there is an E & FM help desk tel number


to ring for advice.

If applicable the staff member knows how to arrange home collections of waste (if applicable).

Staff member can verbalise how to manage infected linen (if applicable).

Personal safety Know the correct actions to take to maintain their own safety in the clinical environment. Knows First aid treatment and subsequent management protocol following exposures to blood and bodily fluids.

The staff member has attended their IPC training as part of their induction programme

The staff member knows how to contact OH Dept (PAM) and can locate the PAM 24 hour sharps help line tel number.

Is able to describe the basic first aid if an inoculation incident occurs.

Is able to describe the protocol for fluid exposures to the eyes, nose or mouth.

Has been shown how to safely manage blood and body fluid spillages.

Has read the COSHH data sheets for any products used.

Knows how to escalate concerns if poor practice is evident and is aware of how to complete a safeguarding/incident form

If sharps are generated:

Knows that all sharps must be disposed of at the point of use.

Uses sharp safety devices where possible

Understands the importance of correct assembly and temporary lock positions of a sharps bin.

Understands importance of completing written details required on the label of sharps bin

Community staff transporting sharps bins in their own vehicle know the procedure

Fitness to work Understands the importance of remaining at home if they are unwell e.g. have diarrhoea and vomiting.

Understands the process to access advice from their GP or Occ Health regarding their fitness to work

Understands the need to contact Occ Health for skin care/allergy advice and suitability for work


Signature of Manager/Supervisor:

Date

Signature of staff member

Date

This local induction checklist links with the SHFT Organisation and Induction Policy. A signed copy should be kept by the staff member for their portfolio & another copy retained locally by the manager.


Appendix J

Infection Prevention and Control Induction Checklist For New Staff

(Children’s Services)

Please complete this checklist within the first four weeks of commencing employment

Name of staff member:

Ward/dept:

Contact number:


Contact Details:

Topic Aim Requirements Date

Achieved

Hand Hygiene Understand the importance of hand hygiene.

Staff member can locate and has read the trust hand hygiene appendix 6 of the over-arching IPC policy

Can identify the location of hand hygiene facilities (soap and water, alcohol hand rub, hand care products e.g. moisturiser) in their work environment.

In addition staff member knows how to access individual tottles of alcohol hand rub & Clinell sanitising wipes for hand hygiene purposes as required

Staff member presents for duty ‘bare below the elbows’ as applicable


Knows how to access IPC policies/care plans and information leaflets. Knows how to contact the IPCT for further advice. Has a basic understanding of how infections can be transmitted in health care settings.

Staff member can locate and has read the Standard precautions appendix 5

Staff member knows how to contact the IPCT for further advice (ask question to this effect for assurance)

.

:




Staff member can identify the location of PPE in the work environment


Understands that any re-usable equipment used in the health care environment or in direct contact with service users must be kept clean.

Understands what product can be used to decontaminate the equipment and where to locate the product.

If appropriate to your area can identify the single use symbol

and knows what it means.

Knows to speak to the manager in charge /IPCT if further advice is needed e.g. check with the manufacturer or IPCT for advice regarding the decontamination of equipment prior to purchase. Also knows how to access the Decontamination Appendix of the SHFT overarching IPC Policy which contains a table of how to decontaminate frequently used items and the ‘standard for cleaning equipment used in a baby clinic’.

Waste Understand how to dispose of waste safely as per trust policy.

The staff member can identify which colour bag they should use for any waste that they generate during their duty (question)

The staff member can identify which colour sharps bin they should use for any sharps waste they generate during their duty (question) and is aware of the sharps hotline/poster within their health care environment

The staff member is aware of the sharps hotline/sharps poster within their health care environment

Staff member can locate the trust Sharps and Inoculation management appendix 10 & Transportation of Specimens appendix 18

The staff member is aware of how to arrange home collections if required

Personal safety Know the correct actions to take to maintain their own safety in the clinical

The staff member has attended their IPC training as part of their induction programme

The staff member knows how to contact OH Dept (PAM) and can


environment. Knows First aid treatment and subsequent management protocol following exposures to blood and bodily fluids.

locate the PAM 24 hour sharps help line telephone number.

Has been shown how to safely manage blood and body fluid spillages

Has read the COSHH data sheets for any products used

Knows that all sharps are to be disposed of at the point of use and can locate sharps bins in their areas if generated

Can demonstrate how to assemble and lock a sharps bin if used

Understands importance of completing written details required on the label of sharps containers if used

Is able to describe the basic first aid if an inoculation incident occurs

Is able to describe the protocol for fluid exposures to the eyes, nose or mouth


Understands the process to access advice from their GP or Occ Health regarding their fitness to work. Also understands the need to contact Occ Health for skin care/allergy advice and suitability for work

Signature of

Manager/Supervisor:

Date

Signature of staff

member

Date

This local induction checklist links with the SHFT Organisation and Induction Policy.

A signed copy should be kept by the staff member for their portfolio & another copy retained

locally by the manager.


Appendix K

Infection Prevention and Control Induction Checklist For Volunteers

(including those on Work Experience)

Name of volunteer:

Ward/dept:

Contact number:


Contact Details:

Topic Aim Requirements Date Achieved

Hand Hygiene Understand the importance of hand hygiene

Staff member is observed to follow the correct hand hygiene procedure using (soap and water or alcohol hand rub)

Has read the hand hygiene policy

Can list 5 situations when hands need to be cleaned during their volunteer duty

Can list the 2 situations when alcohol hand rub use is ineffective

Presents for duty ‘bare below the elbows’ if undertaking any volunteer duty which involves patient contact or contact with the clinical environment.

Can identify the location of hand hygiene facilities (soap and water and alcohol hand rub) in their area.


Is able to recognise the isolation posters used in community hospitals and has a basic understanding of when they are used.

Is able to recognise the Source Isolation poster (red) and Protective Isolation poster (blue).

Knows to contact the ward to discuss whether to present for duty in the event of a ward closure due to infection.

Knows to speak to nurse in charge if further advice is needed.

:



Can verbalise when single use gloves are indicated i.e. when in contact with: Body fluid A chemical A service user who is undergoing specific precautions to prevent the spread of infection

Can demonstrate when to put on PPE


and when to remove it when visiting an isolation room (if applicable)

Can demonstrate how to remove PPE, so as to minimise self-contamination

Can verbalise when protective clothing should be removed and hands washed during the course of their volunteer duty



Understands that any re-usable equipment used in a clinical environment or in direct contact with patients must be kept clean.

The volunteer can state how frequently they should decontaminate any equipment that they use

Understands what product can be used to decontaminate the equipment and where to locate the product.


Waste The volunteer can identify which colour bag they should use for any waste that they generate during their duty

Personal safety Know the correct actions to take to maintain their own safety in the clinical environment.

Knows to inform the nurse in charge of any of the following: 1. If they see a used sharp object

such as a needle and syringe. 2. If they see a spillage of blood

or body fluids. 3. The volunteer must not

attempt to clear any spillage themselves or dispose of used sharp instruments.

Knows the basic first aid (e.g. allow to bleed, wash and report to Manager) in the event of a needle stick injury, bite, or blood splash to face


Signature of Manager/Supervisor:

Date

Signature of volunteer:

Date

This local induction checklist links with the Southern Health Induction Policy and Work Experience and Volunteer Policy and Procedure SH HR 33 A signed copy should be retained locally.