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INDUCTION POLICY (REVIEW)
1. INTRODUCTION
The induction policy will apply to Ga- Segonyana Local Municipality and will provide
guidelines for conducting induction in the workplace.
2. PURPOSE
Induction is the process of introducing new employees to the goal of the organisation, its
policies and procedures, its values, the co-workers as well as the activities of the tasks to be
performed and the equipment to be used.
Ga- Segonyana Local Municipality would like to ensure that all newly appointed staff receive
appropriate induction, initial training and the necessary support to meet early job demands.
The induction process is necessary to facilitate the transition of new employees into the
working environment and enable them to respond effectively to new responsibilities.
3. OBJECTIVES
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Acquainting new employees with job procedures;
Establishing relationships with co-workers including subordinates and supervisors;
Creating a sense of belonging amongst employees by showing them how their job fit
into the overall organisation;
Acquainting new employees with the goals of the organisation;
Indicating the required behaviour patterns for effective job performance.
4. INDUCTION PROCEDURE
4.1.
4.2.
4.3.
4.4.
It will be the responsibility of the department concerned to ensure that new staff
members to their departments receive induction and complete the programme. This
involves ensuring that adequate time is set aside for the appropriate briefing and
orientation of the staff member.
Head of Department must ensure that induction programme for new comers in his
department are prepared accordingly.
A contact person will be a senior personnel officer and he/she will be in charge of
the induction programme.
All documentation pertaining to induction should be placed on the personnel file.
5. RESPONSIBILITY FOR INDUCTION
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5.1.
The Human Resources Department
This department will be responsible for issues such as the employment contract,
compensation, loan facilities, medical schemes, pensions and development and monitoring
of the success of the induction programme. [Checklist section 1 will be used]
5.2.
The Supervisor
The supervisor must ensure that the employees in the section receive all information
necessary to enable them to function as efficiently and effectively as possible. This will
include the introduction of new employees to co-workers, explaining job duties and
responsibilities as well as policies, procedures, rules and regulations and also taking the
employees on a familiarization tour of the workplace. [Checklist section 2 to be used]
5.3.
The Head of Department
The head of department‘s responsibility is to meet all new employees in his/her department
and briefly explain to them the role and responsibilities of the particular department within
the organisation and a general discussion of the organisation chart and indicating where the
department and the newcomer fit into the scheme. [Checklist section 3 to be used]
5.4.
A ‘Mentor’
A mentor will assist the new employee regarding how to operate basic equipment such as
photocopiers, telephones and faxes and how to use basic computer programmes relevant
to his/her job.
5.5.
The Shop Steward
The shop steward is responsible for explaining issues such as grievance and disciplinary
procedures.
6. STEPS IN IMPLEMENTING THE INDUCTION PROGRAMME
6.1.
First day instructions –
Once the job has been accepted in writing, the newcomer should be sent instructions
for the first day. The instructions should include:
 The office number and locality of the building where the employee must report
for duty.
 The name and the job title of the person to whom the new employee must
report.
 The date to report and the starting time.
 What the new employee should bring when reporting for duty.
6.2.
The welcome pack
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The newcomer should be sent a welcome pack which contains more information about
the organization. The following items can be included:
 A letter of welcome from Municipal Manager
 Organisational charts
 Details of rules and conditions
 A letter of welcome from recognized unions.
6.3.
Organising the work
The duties that the new employee will perform are determined before hand so that
he/she is given meaningful work on the first day.
6.4.
Briefing colleagues about the new employee
Staff members to be informed of the name of the newcomer, post to which he/she has
been appointed, job location and date of commencement of duties.
6.5.
Administrative arrangements
The office that the newcomer will occupy must be cleaned and made ready for his/her
arrival.
6.6.
The first day induction
The first day should be a short one, the newcomer should start rather late and leave
earlier than normal.
6.7.
On arrival
When the new employee arrives at the workplace the reception/security must have
prior knowledge of his/her arrival, to create favourable impression.
6.8.
Basic information
On arrival the newcomer should proceed directly to the human resources department
where his/her particulars will be obtained and induction will start.