Category: EDU
POLICY & PROCEDURE
Subject:
New Associate Orientation Program
Classification:
Management Approved
Policy Owner:
Senior Vice President, Occupational Change/Leadership Performance
Approved by:
WFH President and CEO
POLICY:
Effective: November 1, 2009
It is the policy of the Wheaton Franciscan Healthcare (WFH) that all new associates and all
associates transferring from another regional WFH organization participate in the New
Associate Orientation Program. This program provides the new associate with general
information about the organization; our heritage; our Mission, Vision and Values; and various
programs, policies and procedures.
During the first month of employment, all new associates and all associates transferring from
another regional WFH organization must attend the general orientation session of the New
Associate Orientation Program. If an associate is unable to attend due to personal/family crisis
or illness, only the regional human resource department can approve the associate’s continued
scheduled work hours until the next scheduled general orientation session.
If the new associate is not attending the general orientation session on their first day of
employment, the supervisor (or departmental designee) is responsible for ensuring all
mandatory education required for the associate (as noted on the orientation checklist) is
completed prior to the associate starting in their role.
Associates transferring within the same region or facility may not be required to attend the
general orientation session if mandatory education requirements have been completed for
his/her new position. However, all transferring associates are required to complete department
orientation.
RATIONALE:
Wheaton Franciscan Services believes that its associates are its most important resource and
because of this we seek to provide an environment that promotes personal and professional
growth, and a deep understanding of how Mission, Vision and Values apply to our work. It is
our philosophy that New Associate Orientation is not an event, but is a process designed to
make the new associate feel welcome in addition to meeting mandatory education
requirements. As such the orientation process includes a number of steps that contribute to
this goal. The orientation process is a collaborative effort between the individual associate,
organization and leadership development, human resources, clinical education, and the
associate’s supervisor. Each step in the process serves a specific purpose in the overall onboarding of the new associate. If one step of the process is missed or neglected, the other
portions of the process will not be successful.
The New Associate Orientation (NAO) process directly aligns with our five values. Respect is
demonstrated through NAO by taking into account the various learning styles of our new
associates and by addressing key needs of new associates during their first days of
employment. NAO illustrates Integrity by delivering consistent messages to new associates no
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matter which region they are located in. Our value of development is expressed by allowing
new associates time to learn and apply new skills in a safe classroom environment. NAO is
committed to excellence by evaluating each session and making improvements as needed.
Finally, stewardship is demonstrated by ensuring that only the appropriate number of NAO
sessions are scheduled to meet the demands of new associates entering our system.
SCOPE:
All associates of WFH including employed physicians.
Contracted employees and volunteers will also receive appropriate orientation as outlined in
their contracts and agreements. This orientation will include orientation to the organization’s
Mission, Vision, and Values as outlined in the Mission Integration policy.
PROCEDURE:
General Orientation
When a new associate is hired or transferred from another regional WFH organization, human
resources is responsible for registering the associate for a general orientation session and
communicating the date/time to the associate and to organization and leadership development.
Organization and leadership development is responsible for leading the coordination of the
session. The purpose of the session is to cover overview information on a variety of topics
while making them feel welcome and completing mandatory education. A list of topics can be
found on the NAO agenda and orientation checklist.
The orientation checklist is completed and submitted by each new associate during general
orientation to track completion of this portion of the orientation process.
Department Orientation
In addition to the general orientation session all new and transferring associates must
participate in an orientation within their assigned department. The department orientation
reinforces the information provided at the general orientation session and provides the new
associate with additional and specific information about the department and their position.
Clinical education and/or the department supervisor (or a designee) is responsible for
completion of the department orientation.
The second part of the orientation checklist is completed following the conclusion of the
department orientation and is signed by both the new associate and their supervisor (or a
designee). This form is then returned to human resources for the associate’s personnel file
within 30 days of the new associate’s date of hire or date of transfer.
NOTE: Orientation to organization and role specific competencies (for the required positions)
may also be started during department orientation. Please refer to your regional competency
policy for details on this process.
Regionally Based WFH Associates
In addition to the general orientation session and the department orientation held at the
regional location, all regionally based WFH associates will participate in an orientation to the
Wheaton Franciscan System. Sessions will be scheduled based on the number of new hires
needing this orientation.
Executive Orientation
In addition to the general orientation session and department orientation held at the regional
location, regional senior management team members within the Wheaton Franciscan System
are expected to participate in the executive orientation program offered at the corporate office
in Wheaton, Illinois. This orientation highlights specific expectations and information for our
executive leadership and is delivered by the system CEO and sponsors.
New Leader Orientation
As part of the leadership development efforts of the Wheaton Franciscan System, new
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associates may also be required to attend new leader orientation depending on the role of the
new associate. This will be communicated to the new leader and scheduled with them
individually.
90-Day Follow-up and Performance Review
The initial orientation period is complete after 90 days of employment. This is directly aligned
with the performance management processes of the system and allows for each supervisor to
appropriately follow-up with the new associate on the orientation process and to deliver a
preliminary assessment of the associate’s job performance.
Supervisors are also accountable for ongoing follow-up and coaching with the new associate to
ensure that all job functions and competencies are being performed following the orientation
period yet prior to the associate’s annual review.
Replaces:
Cross reference:
Regional competency policies
Review Period:
Two (2) years
Original Policy Date:
November 29, 2005
Dates Updated:
November 1, 2009
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