DAOD 5031-52, New Civilian Employee Orientation


1. Introduction

Date of Issue: 2005-03-14

Date of Last Modification: 2014-09-05

Application: This DAOD is a directive that applies to employees of the Department of National Defence (DND) including federal public servants seconded to the DND (DND employees) and an order that applies to officers and non-commissioned members of the Canadian Armed Forces (CAF) who act as managers or supevisors of DND employees.

Approval Authority: Assistant Depty Minister (Human Resources-Civilian) (ADM(HR-Civ))

Enquiries: Director Learning, Training and Professional Development (DLTPD)

2. Overview

Context

2.1 The initial days and months of work in the DND are vitally important to the long-term job performance and satisfaction of a new DND employee. An orientation process enables new DND employees to associate more easily with other workers in their new organization, integrate into their new work environment and develop a stronger sense of belonging. The ADM(HR-Civ) has created the Departmental Orientation Program for New DND Civilian Employees (Departmental Orientation Program) both for the benefit of new DND employees, and to assist managers and supervisors in welcoming new DND employees and informing them about their DND work environment.

Purpose

2.2 The purpose of this DAOD is to facilitate the integration of new DND employees through the national distribution of common information available to DND employees.

Objectives

2.3 The objectives of this DAOD are to:

  1. require managers and supervisors to ensure that all new DND employees have access to an orientation process; and
  2. provide an overview of information available to new DND employees, managers, supervisors and human resource professionals under the Departmental Orientation Program which is available on the ADM(HR-Civ) intranet site.

Note – Orientation is a component of required training for new DND employees. As such, this DAOD is associated with DAOD 5031-50, Civilian Learning and Professional Development.

3. Orientation Process

General

3.1 During the first months of working in DND, a new DND employee must be given enough information to feel secure in their new work environment and capable of carrying out their duties, taking into consideration the ability of the DND employee to assimilate new information within a given timeframe.

3.2 The orientation process should promote the integration and retention of new DND employees by providing support and distributing information regarding local and regional requirements.

Departmental Orientation Program

3.3 The A-PD-007-000-AG-007, Welcome to DND!, must accompany the letter of offer that is sent to a prospective DND employee. The orientation process should begin as soon as an offer is accepted.

3.4 The Departmental Orientation Program includes the following components designed to help new DND employees adjust to their work environment:

  1. the A-PD-007-000-AG-007;
  2. the DND Civilian Employee’s Orientation eGuide;
  3. the Orientation to the Public Service (E131) course, available through the Canada School of Public Service;
  4. the Canadian Armed Forces 101 for Civilians online course;
  5. the Orientation Program for New Civilian Employees course, available at regional learning and career centres; and
  6. the Departmental Orientation Program on the ADM(HR-Civ) intranet site.

Responsibilities of Managers and Supervisors

3.5 The Director General Workforce Development (DGWD) has developed the A-PD-007-000-AG-003, The Department of National Defence Manager’s and Supervisor’s Handbook on Employee Orientation, to assist DND managers and supervisors with the orientation of their new DND employees. DND managers and supervisors must ensure that new DND employees have all the information necessary to adjust to their new environment and fulfil their duties.

Key Information

3.6 The following information must be provided to all new DND employees:

Type of Information Particulars to be Provided

Performance Management Agreement

  • Objectives and requirements of the new DND employee’s position and work environment.
  • The new DND employee’s role on the team and in the fulfilment of the objectives of the group or command.
  • Expected performance, criteria, methods and frequency of performance evaluations.
  • The operation and administration of the group or command of the new DND employee, specifically:
    • work hours;
    • procedures governing absenteeism;
    • accommodation procedures and flexible measures for addressing special needs in accordance with the employment equity requirements of the DND; and
    • health and safety regulations.

Conditions of employment

  • Work description.
  • Information on conditions of employment, specifically:
    • pay;
    • probation period;
    • retirement pensions;
    • insurance plans;
    • paid leave;
    • programs available to DND employees;
    • the Department of National Defence and Canadian Forces Code of Values and Ethics;
    • the Defence Ethics Program; and
    • the collective agreement, if applicable.

Learning and Professional Development

  • An overview of learning opportunities in the DND and the federal public service, as set out in:
    • DAOD 5031-50; and
    • the DND Guide to Developing Learning and Development Plans (LDPs) – Section “D” of the Public Service Performance Agreement.

Role and Organization of the DND

  • The mission and mandate of the DND.
  • The organization chart of the DND.
  • The geographic distribution of the DND.
  • The role and organization chart of the group or command of the new DND employee.
  • The nature of relationships between the DND and other government departments and agencies.

Role of the New DND Employee

  • Their role as a member of the team and in the fulfilment of the objectives of the group or command.
  • Their role as a public servant and a DND employee.
  • Their responsibilities to the public.

Other information

  • The location of sports and fitness facilities.
  • Availability of social and recreational activities.
  • The Employee Assistance Program.
  • Any other information considered necessary by the manager or supervisor for the integration of the new DND employee.

4. Consequences

Consequences of Non-Compliance

4.1 Non-compliance with this DAOD may have consequences for both the DND and the CAF as institutions, and for DND employees and CAF members as individuals. Suspected non-compliance with this DAOD will be investigated. The nature and severity of the consequences resulting from actual non-compliance will be commensurate with the circumstances of the non-compliance.

Note – In respect of the compliance of DND employees, see the Treasury Board Framework for the Management of Compliance for additional information.

5. Responsibilities

Responsibility Table

5.1 The following table identifies the responsibilities associated with this DAOD:

The … is or are responsible for …

DGWD

  • developing and updating the:
    • Department Orientation Program;
    • training material for instructors; and
    • orientation module in the Managing Civilian Human Resources online course;
  • bearing the cost of printing A-PD-007-000-AG-007 and A-PD-007-000-AG-009, Orientation at DND – Supervisor’s Booklet, and distributing them to service centres;
  • including the electronic link to the A-PD-007-000-AG-007 in the letter of offer to prospective DND employees;
  • offering information, advice and assistance to staff at service centres, senior managers and DND employees responsible for the orientation process;
  • promoting and evaluating the Departmental Orientation Program, and making necessary adjustments;
  • reporting to senior authorities on the effectiveness of the Departmental Orientation Program; and
  • notifying the ADM(HR-Civ) of any non-compliance with this DAOD.

Director General Civilian Human resources Management Operations

  • distributing the A-PD-007-000-AG-009 to managers and supervisors when engaging in staffing processes;
  • sending the A-PD-007-000-AG-007 with each letter of offer to a prospective DND employee and bearing the shipping costs;
  • providing new DND employees to provide with information on their conditions of employment;
  • promoting orientation sessions for new DND employees; and
  • offering and bearing the cost of orientation sessions for new DND employees.

managers and supervisors of DND employees

  • encouraging new DND employees to interact with other DND employees who are familiar with the work environment and DND operations;
  • encouraging information sharing among new and existing DND employees;
  • familiarizing themselves with A-PD-007-000-AG-003 and A-PD-007-000-AG-009;
  • ensuring that all new DND employees have access to an orientation process that includes the Departmental Orientation Program;
  • ensuring that all new DND employees are properly informed about regional conditions and situations in their groups or commands, using the methods chosen by the groups or commands; and
  • initiating dialogue with new DND employees and listening to their concerns when meeting with them over the first few months of their employment.

DND employees

  • participating in all six components of the Departmental Orientation Program set out in paragraph 3.4 of this DAOD; and
  • using the tools available to them and seeking information from resource persons to adapt to their new work environment.

6. References

Acts, Regulations, Central Agency Policies and Policy DAOD

Other References

  • Defence Ethics Programme
  • Department of National Defence and Canadian Forces Code of Values and Ethics
  • A-PD-007-000-AG-003, The Department of National Defence Manager's and Supervisor's Handbook on Employee Orientation
  • A-PD-007-000-AG-007, Welcome to DND!
  • A-PD-007-000-AG-009, Orientation at DND – Supervisor’s Booklet
  • DND Civilian Employee’s Orientation eGuide
  • The orientation module of the online course Managing Civilian Human Resources
  • Orientation Program for New Civilian Employees course
  • Employee Assistance Program
  • Orientation to the Public Service (E131), Canada School of Public Service course
  • DND Guide to Developing Learning and Development Plans (LDPs) – Section “D” of the Public Service Performance Agreement
  • Collective Agreements, Treasury Board
  • Departmental Orientation Program, ADM(HR-Civ) intranet site
  • Form DND 2800-E, Public Service Performance Agreement
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