Onboarding and Offboarding Policy Doc No.: APA-L2-038...Rev: 3 Page 3 of 14 Date: 09-06-2019...

Rev: 3 of 14

Date: 09-06-2019

Onboarding and Offboarding Policy Doc No.: APA-L2-038

Rev Sections Review / Revision History Date Prepared By Authorized By

1 All Documentation Creation June 17th, 2019 J. Campbell B. Bradley

2 4.4 Departmental Objectives August 14, 2019 J. Campbell B. Bradley

3 Doc no Correction to doc number sequence Sept 6, 2019 J. Campbell

Rev: 3 of 14

Date: 09-06-2019


1.0 Purpose

1.1 The purpose of this policy is to govern the onboarding and offboarding processes

of the Atlantic Pilotage Authority (APA).

1.2 This policy governs the onboarding and orientation processes and sets out roles

and responsibilities to ensure all new employees feel welcome at APA.

1.3 APA strives to recruit and retain the best talent. However, in circumstances where

an employee chooses to pursue other opportunities or where APA chooses to end

the employment relationship, it is important to ensure the employee’s departure is

handled in an organized manner. This policy also governs the offboarding process

to ensure a smooth transition for both the departing employee and APA.

2.0 Scope

2.1 This policy applies to all employees of the APA, employed in an indeterminate full-

time capacity or in a part-time capacity. Relevant articles of union collective

agreements will supersede this policy where required.

3.0 Definitions

3.1 Onboarding: The process of integrating a new employee at an organization to

facilitate the acquisition of skills, knowledge, and behaviors necessary to be

successful in the position through formal processes and informal means.

3.2 Offboarding: The process of effectively transitioning a departing employee and

integrating their replacement.

4.0 Procedures and Responsibilities

4.1 Onboarding

• The following procedure will be followed for onboarding and will outline the

responsibilities for the Employee and the Employer. This process will be

supported by Onboarding Checklist (Appendix ‘A’).

4.2 Employee

• Complete and pre-employment conditions of the signed letter of employment.

• Confirm availability for new hire orientation date as set by Director of Human

Resources

• Complete any requests for information from APA management or administrative

staff prior to first day of work in order to ensure all equipment, working space and

documentation can be prepared by APA staff in a timely manner.

4.3 Employer as represented by the Director of Human Resources will:

• Coordinate new hire orientation date and any other pre-employment conditions

are fulfilled per the employment letter prior to first day of work.

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• Ensure signed employment letter is on file and personnel file has been created.

• Create internal communication of new hire to APA staff and external

communication to stakeholders as required.

• Create agenda for new hire orientation and communicate to all participating

management and administrative staff their meeting times with new employee.

• Utilize Onboarding Checklist to prepare for new hire orientation, ensuring all

required equipment is available for first day of work (or as required).

• Create New Hire Orientation package, including but not limited to:

o New Hire Orientation and Benefits Booklet

o Copy of signed employment letter

o Detailed benefit and pension letter

o Relevant documentation (e.g. organization chart, policies, programs and

procedures) per Onboarding Checklist

o APA ID Card

o APA IT Credentials and Equipment

o APA Equipment (job specific)

o Security and Access fob, pass or key

o Job description

o Payroll information and calendar

• Create and distribute new hire orientation agenda and set expectations for first

working day with direct manager.

• Ensure payroll, benefit and pension forms are completed per Onboarding

Checklist within first five (5) working days.

• Follow-up with employee by email with all additional information required after

hire and enrollment.

• Check-in Program – meet with employee at 30-day, 60-day and 90-day interval

for check-in with employee.

• Provide Six Month Probationary Review Document to direct manager.

4.4 Employer as represented by the Department Manager will:

• Employee will have a briefing meeting with their appropriate department manager

within the first week of hire. The departmental manager will discuss the

departments standing objectives at a high level and how their role will contribute

to meeting the objective. Following the completion of the employees,

probationary period, e.g. during the Six-Month Probationary Review with direct

manager, the departmental objectives and how the employees assigned tasks

and responsibility will be discussed and adjusted as required.

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5.0 Offboarding

• The following procedure will be followed for offboarding and will outline the

responsibilities for the Employee and the Employer. This process will be

supported by Offboarding Checklist (Appendix ‘B’).

5.2 Employee

• Provide verbal and written resignation or retirement letter. Letter must include

date letter is submitted, addressed to direct manager or Director of Human

Resources, last intended day of work and signed by submitting employee. In the

event of termination, the employer will provide the employee with termination

letter.

• Return APA equipment and property with haste and in good standing order

before or on the last scheduled day of employment. Director of Human

Resources will coordinate the transfer of all APA property prior to the employee’s

departure. The departing employee will be responsible for returning all APA

property in usable condition. The employee will be held accountable for any

damage beyond wear-and-tear unless they can show that the damage was due

to factors beyond their control. The cost of repair or replacement for damaged

property will be deducted from the employee’s final paycheck.

• Voluntarily participate in Exit Interview (or Survey) process. Employees who

depart voluntarily will be asked to complete an exit interview. The purpose of the

interview is to gain the departing individual’s feedback on their tenure at the APA

and suggestions for improvements. Exit interviews will be arranged and

conducted by Director of Human Resources and will typically take place in the

employee’s last week of employment.

• Transfer of Knowledge: provide a written document of key information and/or

outstanding issues. Time-sensitive issues should be flagged to direct manager.

In situations where the employee’s departure is foreseeable (e.g. resignation and

retirement) and the employee’s role been identified as a key role, or the

departing employee holds specialized knowledge or skills, the employee, their

supervisor, and Director of Human Resources will work together to develop a

suitable role and knowledge transfer plan. While the contents of each plan will be

specific to the departing employee’s circumstances, all plans must include the

following elements:

• Role and accountabilities

• Measurable goals

• Knowledge and skills transfer methods

• Timelines for completion

• Typically, the implementation of role and knowledge transfer plans will involve

participation from the departing employee, their supervisor, and the new

incumbent (if known). Common knowledge transfer methods include:

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• Job shadowing

• Special assignments

• Mentoring

• Clean up assigned off space. All documentation printed or saved on APA

computers, laptop, tablet, or stored on our devices, servers or in the cloud are

the property of APA and not to be removed.

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5.3 Employer as represented by the Director of Human Resources will:

• Receive and acceptance of written resignation or retirement letter. Provide a

written acceptance letter in return for the purposes of account finalization and

pension.

• Director of Human Resources will utilize offboarding checklist to ensure human

resources, security, IT and operational items are recovered before or on last day

of work.

• Director of Human Resources will finalize resignee/ retiree’s employee accounts

for payroll, entitlements and outstanding expenses. Dates of final payments will

be communicated to employee within five (5) business days of last day of work.

• Director of Human Resources will request and conduct an Exit Interview with

employee and/or the employee may complete a written exit survey, or the

employee may refuse the interview/survey and sign the exit survey form to that

end.

• Chief Financial Officer to revoke organizational privileges, including but not

limited to IT security and access, building access, company credit card, and other

as outlined on Offboarding Termination Checklist.

• Director of Human Resources to create communication plan to internal APA staff

and externally to stakeholders as required.

• Termination: In the circumstances when an employee has been terminated the

offboarding process will include supervised access to a workspace and

monitored access to the organizations computer system. All property and

equipment will be returned immediately. In some instances, terminated

employees will be escorted from the premises. Normally this will occur before the

workday, during noon hour or at the end of the workday to minimize workplace

disruption.

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6.0 Appendix ‘A’ - Onboarding Checklist

Onboarding Checklist

New Hire Name:

Hire Date:

Position:

Direct Manager:

Required N/A Item Item Details (if

required)

APA Property + Products

Office key fob

Office door key

APA ID card

APA Pilot Licence

Halifax dock parking pass

Scotia Square Parking Pass

APA Merchandise - lanyard, pen, bag, laptop

bag, hat, toque, mug, water bottle etc

Current Annual Report

Desktop Computer

Laptop

Tablet

Cell phone

Company Credit Card

PPU Unit

Radio

Strobe Light

Spare Batteries

Taxi chits

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Other (if unique item to position, please list)

IT Credentials

Server Access credentials

Office 365 login credentials

Dabs login credentials

Microsoft Great Plains Access

BMO Online Banking and Spend Dynamics

credentials

WordPress credentials

Ceridian Payroll Access

DCT Tool Access

Enterprise Access and credentials

Employee Page login credentials

PPU Logins

HR Introduction + New Hire Orientation

Package Documentation

Tour of office, ajoining facilities and introduction

to staff

Signed copy of employment letter on file

New Hire Info Guide ( position specific)

Organizational chart

Management Calendar

Pension and Benefit Letter and Booklet +

Discussion

Employee and Family Assistance Program

information

ConfidenceLine Information

Electronic tour of internal employee website

Electronic tour of Dabs

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Dispatch Centre Orientation

Leave and Expense Forms

Payroll Calendar

Epost Electronic Pay stub set-up instructions

OHS

Review OHS Committee and OHS System

Review Emergency Preparedness & Response

Procress (Office)

Review locations of first aid kits, fire

extinguishers, defib machine

Near-Miss and Occurance Program

Post Incident Protocol - Pilots

Federal Workplace - non-smoking

Hazard Prevention Program

Personal Documentation for Payroll +

Pension

SIN Card or paper copy of number (*GOC no

longer issues cards)

Birth certificate

Birth certifcate of spouse

Birth certificate of dependant(s)

Married certificate

Divorce Certificate

Void cheque or direct deposit form

HR, Pension + Payroll Forms

Emergency Contact Information Form

Conflict of Interest Form

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PWGSC 577 - Plan Member Contact Information

PWSGC- 2196 - Naming or Substitution of A

Beneficiary

PWGSC 571 - Enrolment Information and

Acknowledgment of Plan Membership

TBS 0006491 - Public Service Health Care Plan

Application

PWGSC 2028 - Publics Service Management

Insurnace Plan Application

Policies for Acknowledgement

Code of Conduct

Impairment in the Workplace Policy

Prevention of Discrimination, Violence and

Harassment in the Workplace Policy

Sexual Harassment Policy

Public Service Disclosure Policy

Computer and Network Policy

IT Policies

Company Credit Card Policy

QHSE Policy

Other

Photo

Social media - APA FaceBook group

Permission to post on APA social media

Date completed Post Orientation Actions (for DHR use only)

Personnel file creation

Personnel electronic summary spreadsheet (

leave tracking etc)

DCT actions for enrollment

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Filing of Benefit and Pension Paperwork

MSFT Transfer for PSHCP Enrollment

PSDCP Enrollement for Eligbility File - 3 month

waiting period

Positive Enrollment email for PSHCP in next

consecutive month

Submission of PSMIP application

Communication to relevant union

Contact information to all staff

Social media posting ( if approved by employee)

Update employee list and data

Employee

signature

Date

DHR Signature

Date

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7.0 Appendix ‘B’ - Offboarding Checklist

Offboarding/Termination Checklist

New Hire Name:

Hire Date:

Termination Date:

Position:

Direct Manager:

Required N/A Item Item Details (if

required)

APA Property + Products

Office key fob

Office door key

APA ID card

APA Pilot Licence

Halifax dock parking pass

Scotia Square Parking Pass

Desktop Computer

Laptop

Tablet

Cell phone

Company Credit Card

PPU Unit

Radio

Strobe Light

Spare Batteries

Taxi chits

Other (if unique item to position, please

list)

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IT Credentials

Server Access credentials

Office 365 login credentials

Dabs login credentials

Microsoft Great Plains Access

BMO Online Banking and Spend

Dynamics credentials

WordPress credentials

Ceridian Payroll Access

DCT Tool Access

Enterprise Access and credentials

Employee Page login credentials

PPU Logins

HR Documentation

Signed copy of resignation letter on file

Final Pay calculation and entitlement

payouts

PWGSC 2386- Termination/Retirment

Form

Exit Interview and/or Exit Survey

Communications & Business

Continuity

APA Staff Communications - Internal

APA Communication - External

Business Continuity Plan for Position

Responsibilities

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Date completed Post Orientation Actions (for DHR use

only)

Personnel file up to date and noted as

closed.

Onboarding and Offboarding Policy Doc No.: APA-L2-038...Rev: 3 Page 3 of 14 Date: 09-06-2019...

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Transcript of Onboarding and Offboarding Policy Doc No.: APA-L2-038...Rev: 3 Page 3 of 14 Date: 09-06-2019...