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Maximizing New-Hire Orientations 1
Running Head: MAXIMIZING NEW-HIRE ORIENTATIONS
Executive Development
Maximizing Fire Service New-Hire Orientations:
Identifying Universal Components to Effectively Communicate Agency Mission, Vision,
Guiding Principles, and Policies and Procedures
Ingrid L. Anderson
Eastside Fire & Rescue, Issaquah, Washington
September 2005
Maximizing New-Hire Orientations 2
CERTIFICATION STATEMENT
I hereby certify that this paper constitutes my own product, that where the language of others is
set forth, quotation marks so indicate, and that appropriate credit is given where I have used this
language, ideas, expressions, or writings of another.
Signed:_________________________________
Ingrid L. Anderson
Maximizing New-Hire Orientations 3
Abstract
To date, Eastside Fire & Rescue (EF&R) has not established a comprehensive, thorough Human
Resource (HR) new-hire orientation process. As a result, new (career) employees have reported
they lack essential department information that would facilitate assimilation into fire department
culture. The purpose of this research was to identify what essential employment practices needed
to be communicated to new employees. A literature review was conducted and four surveys
were created, distributed, and analyzed in an attempt to address this problem. The Descriptive
Method of Research was utilized for this Applied Research Project (ARP). Three questions were
identified toward this end: (a) What is the current practice of providing information to new
employees through EF&R’s HR new-hire orientation? (b) What information about EF&R do new
employees need during their HR new-hire orientation? and (c) What are other comparable fire
service and public agencies using as a tool to communicate sources of information to their
employees? Surveys were distributed to EF&R’s employees and Training Division (TD) staff, 16
comparable fire service agencies, and other partner municipalities’ administrators for their
feedback. This resulted in the identification of communication tools and what relevant
information should be included to inform new hires about the agency’s mission, vision, guiding
principles, and policies and procedures. An employee handbook, which would consolidate
pertinent employment information was determined to be the most effective means of
dissemination.
Maximizing New-Hire Orientations 4
TABLE OF CONTENTS
Abstract 3
Table of Contents 4
List of Tables 5
Introduction 6
Background and Significance 7
Literature Review 9
Procedures 16
Results 20
Discussion 23
Recommendations 26
References 29
Appendix A: EF&R Mission, Vision, and Guiding Principles 33
Appendix B: EF&R Code of Conduct 34
Appendix C: Women in the Fire Service Pledge 35
Appendix D: Employee Cover Memo and Survey 36
Appendix E: Reminder Email on Employee Survey 38
Appendix F: Comparable Agency Survey 39
Appendix G: Reminder Email on Comparable Agency Survey 42
Appendix H: EF&R Partner City Survey 43
Appendix I: Reminder Email on EF&R Partner City Survey 45
Appendix J: EF&R Training Division Survey 46
Appendix K: Reminder Email on Training Division Survey 49
Maximizing New-Hire Orientations 5
LIST OF TABLES
Table 1: EF&R Employee Responses 50
Table 2: Comparable Depts/Dist and Partner City Response 51
Table 3: EF&R Training Division Responses 52
Maximizing New-Hire Orientations 6
Introduction
To date, a comprehensive Human Resource (HR) new-hire orientation for new (career)
employees of Eastside Fire & Rescue (EF&R) does not exist. However, a well-planned, thorough
new-hire orientation program has been found to be beneficial for both the new employee and the
organization (Morfeld, 2004). In addition to the HR new-hire orientation, the department’s
Training Division (TD) staff performs a two-week orientation for new firefighting employees.
Consequently, the organizational function of human resource management in the fire service is
more important today than ever (Bingham, 1997).
Eastside Fire & Rescue currently has no identifiable format by which new employees
receive essential information from the HR division about the agency’s history, mission, guiding
principles, and policies and procedures. This results in miscommunication, misinterpretation, and
lack of accurate information to new employees. Although it has been assumed that new hires
bear responsibility in the agency assimilation process, the HR division plays a vital role in
providing a strong foundation and connection between the agency and the new employee. This
may be accomplished through new-hire orientations, which has been demonstrated to improve
productivity, longevity, and positive morale (Taguchi, 2005).
The purpose of this research project was to identify what is needed to communicate
information regarding employment practices to new employees.
The Descriptive Method of Research was used to address the following research
questions:
1. What is the current practice of providing information to new employees through
EF&R’s HR new-hire orientation?
Maximizing New-Hire Orientations 7
2. What information about EF&R do new employees need during their HR new-hire
orientation?
3. What are other comparable fire service and public agencies using as a tool to
communicate sources of information to their employees?
Background and Significance
On January 1, 1999, a consolidation of several agencies (i.e., King County, Washington
Fire Districts 10 and 38, and the cities of Issaquah and North Bend) was formed. This created a
new consolidated and combination fire and emergency medical services (EMS) agency, EF&R.
In January of 2000, an additional neighboring city, Sammamish, Washington also joined the
consolidation. Altogether, four cities would be served by EF&R as the result of this
consolidation effort including Issaquah, Sammamish, North Bend, and Carnation (the city of
Carnation lies within King County Fire District 10 jurisdiction). The headquarters (HQ) for
EF&R is 16.5 miles directly east of Seattle, located in the City of Issaquah. Consequently, to
service four cities and two fire districts, the department designated an administrative office (HQ),
nine career stations, and six volunteer stations. It is estimated that over 100,000 citizens are
served within a geography of 212 square miles.
When the concept of consolidation was initiated, it became apparent to the new agency’s
Administration that a dedicated HR division needed to be established to provide effective service
to the public and agency personnel given the size of this new agency. The new agency’s regional
board of directors, the fire district commissioners, and the management team determined the
necessity of specifying an HR manager to serve the employment needs of all EF&R personnel.
As of May 22, 2005, EF&R employed 141 full-time career employees, 118 of which
were firefighting personnel, and 23 support personnel. Additionally, the department utilized 101
Maximizing New-Hire Orientations 8
volunteer firefighters. At the time of consolidation, 105 existing full-time employees of the
merging agencies were unified to establish the core base of the new EF&R agency. A total of 37
full-time career employees have been hired and have maintained their employment status with
the agency since the consolidation.
Historically, the HR new-hire orientation process for EF&R has never been formalized.
This has been an on-going problem primarily because the largest of the agencies—prior to
consolidation—was King County Fire Protection District 10. District 10 had been operating
without a designated HR division even as it employed over 100 individuals.
Since consolidation and the institution of a dedicated EF&R HR manager, the orientation
process for new employees has been brief (approximately one hour). In addition to completing
all required forms, the orientation process focused primarily on the benefit package. Although
completing required paperwork is an important and necessary process for new employees, it
should not be the only focus (Morfeld, 2004). Communicating the department’s history, mission,
guiding principles, and policies and procedures had not yet been attempted by EF&R’s HR
manager because of workload and time constraints.
In a Bureau of National Affairs survey and in conjunction with the Society for Human
Resource Management (SHRM), employers reported a national average of one full-time HR
professional for every 100 employees in the workforce (SHRM, 2005). The HR division of
EF&R operates with one full-time HR professional in an agency of 242 employees.
As set forth in the United States Fire Administration’s (USFA) mission statement, the fire
service has a “commitment to excellence” (USFA, 2005, p. 1) and “responds appropriately in a
Maximizing New-Hire Orientations 9
timely manner to emerging issues” (Executive Development [ED] Self-Study Guide [SSG],
2004, p. 4). Furthermore, one of the goals of the ED course is to “lead effectively and efficiently
within a dynamic and complex organization by facilitating the development of teams and the
application of research findings” (ED Student Manual, 2004, p. 0-3). These declarations were
meant to enhance services by individual fire departments and fire districts across the country,
and as such are relative to EF&R’s guiding principles. These include “professionalism through
strong personal leadership, competence, and compassion, and striving to maintain the highest
possible level of financial and operational efficiency and effectiveness” (see Appendix A).
To reach a positive resolution to the problem of interest, this research examined the best
method(s) of communicating essential department information to new employees and identified
what information should be included. Information was gathered from EF&R employees who
were hired and maintained their employment since January 1, 1999. The research also included
feedback from 16 various Washington State public entities (i.e., fire districts and municipalities)
and that of an internal division of EF&R. The resulting data is meant to guide future new-hire
orientation initiatives for EF&R staff. Toward this end, the Descriptive Research Method as
defined in Module 2 of the ED SSG was implemented.
Literature Review
A literature review was conducted to enhance an understanding of what other researchers
addressed regarding standard practice for new-hire orientations in the private and public sector,
including the fire service industry. Additionally, the literature was examined to identify what
information new employees need during their orientations and what means were used to
communicate sources of information to employees.
Maximizing New-Hire Orientations 10
Regardless of the lack of a formal new-hire protocol, it was assumed the agency’s
mission, vision, and guiding principles were not unduly compromised by the lack of a formal
new-hire orientation policy. However, it could be argued that by addressing this deficit, an
upfront understanding of EF&R’s policies and procedures, which ultimately affects the day-to-
day operations of the agency, could be enhanced. Gibson (2002, p.3) explained that employers
have the responsibility to communicate to employees that department policies are “fully
supported from the top down” and will be enforced across the board. A concrete solution in the
form of a new-hire manual would be important because having a comprehensive, well-planned
HR new-hire orientation would optimize new employees’ understanding of departmental
procedures, increase their immediate productivity, and facilitate their compliance with
department policies. Moreover, job satisfaction and employee retention would improve and thus
promote interdepartmental communication (Morfeld, 2004).
The Department of Human Resources for Fairfax County (Virginia) Government
distributes an employee handbook to all employees. The January, 2005 edition of the agency’s
70-page handbook clearly stated the intent of a handbook is to serve as a source of employment
information, for “informational purposes only,” and that it is not a contract between Fairfax
County and its employees. It was the intent of this handbook to include all pertinent employment
information about the job (e.g., pay, policies, benefits, health and safety, rights and
responsibilities, etc.), and also outlined the County’s vision, values, history, code of ethics, and
standards of conduct.
Fleischer (2004) stated that while there is no obligation for employers to have an
employee handbook, many employers find them to be a valuable management tool. Additionally,
Maximizing New-Hire Orientations 11
Fleischer reported an advantage to handbooks is the promotion of “uniformity in the treatment of
employees,” (pg. 30) primarily seen in larger organizations with several layers of management,
which results in higher employee morale. Another advantage to providing employees with a
handbook is that it is a convenient source of information for existing employees, as well as new-
hires. Handbooks often include rules for workplace behavior (e.g., employee conduct, ethics, and
work place privacy issues, etc). Furthermore, handbooks provide evidence that the employer is in
compliance with law (e.g., workers’ compensation, equal opportunity/harassment policies).
Fleischer further advised each employee should sign an acknowledgment form that he or she has
received, has read, and understands the policies outlined in the handbook. This acknowledgment
would help the employer if a claim is made that an employee was unaware of a particular policy
contained in the handbook.
The disadvantage, according to Fleischer (2004, 30-31) is that the handbook might be
considered a “unilateral contract,” wherein one party—the employer—makes a promise to the
employee (e.g., if you come to work, I will pay you). In other words, the unilateral contract is a
one-sided offer by the employer to abide by the provisions of the handbook, which the employee
accepts simply by working for the employer. To avoid the possibility of this occurring and the
risk of contractual liability, Fleischer advised that employers should note the following in the
handbook: (a) a prominent disclaimer that the handbook is not a contract of employment, (b)
state that the handbook is intended as a convenient source of information about the organization
and its current practice, (c) avoid any statement that might include promises or guarantees in
certain circumstances, and (d) avoid a requirement that employees sign an agreement (this is
unlike the acknowledgement form mentioned above) to comply with or be bound by the
handbook.
Maximizing New-Hire Orientations 12
According to directives set forth by the SHRM Employee and Labor Relations Module 5,
(2003), employers may use different methods to communicate policies, procedures, and work
rules, and employee handbooks are usually the most popular format. Furthermore, the intent of
the handbook is to explain major HR and employee policies and procedures in addition to the
organization’s strategic plan and the philosophy. The SHRM guidelines offered an outline for
developing an employee handbook that would include the following: “keep it simple, keep it
current, pay heed to necessary legalities, distinguish between company-wide policies and job
specifics, accommodate multilingual requirements, control the distribution of the handbook, and
pay attention to the look.” (pp 84-86)
Although SHRM (2003) endorses the implementation of employee handbooks, it advised
that there are other tangible methods to communicate with employees (e.g., employee
newsletters, bulletin boards, the organization’s web site, intranet communications, and annual
reports, etc). Other sources of communication include the “immediate supervisor, small and large
group meetings, unions, and informally, the grapevine.” (p. 88) The SHRM literature also stated
that “organizations are successful when using electronic mechanisms” for employee
communication.
Nelson (2004) stated “orientations are a good start, but even excellent ones can still leave
new employees on their own once they leave the HR office with only the supervisor to train them
or answer their questions.” (pg. 1) Also, according to Morfeld (2004), a well-planned, thorough
orientation is beneficial for the new employee and the organization by shortening the employee’s
learning curve, facilitating compliance with policies and procedures, improving job satisfaction
and retention, and promoting communication for all employees.
Maximizing New-Hire Orientations 13
Jay (2005) stated communication takes effort. Establishing a more productive work
setting allows employees to feel valued because their ideas can be shared openly, thus building
trust. Gamse (2003, p. 3) stressed a good organization has “good stress managers” who
communicate well, listen actively, and encourage two-way communication. In the SHRM
literature, Organizational Change: Good News from the Front Lines (2002), leaving
communication for others to figure out, leads to misinformation. Communication can be “open to
varying interpretations by the employee population,” and credibility is established and
misperceptions are manageable when the “leaders drive the conversations from the outset.” (pg.
1)
The International Association of Fire Chiefs (IAFC) developed a code of ethics with 18
specific components. Two of these relate directly to this research including “orient[ing] new
employees to the organization’s ethics program during new employee orientations” and
“conduct[ing] training at the local level to inform and educate local personnel about ethical
conduct and policies and procedures” (IAFC, 2004, p. 7).
Fox (2003, p. 1) stated HR personnel should “envision, deliver, and oversee the
organization’s ethics policy.” Fox further stated that the executive vice president and chief ethics
officer at the New York Stock Exchange presented parameters of communicating ethics to
employees by defining these in the organization’s code of conduct policy. The executive vice
president and chief ethics officer stated that it is the role of the HR officer to communicate an
ethics program through employee orientations and training. He proposed that optimally
employees should view HR as neutral and that these departments deal with ethical issues and
violations sensitively and neutrally.
Maximizing New-Hire Orientations 14
At the Women in the Fire Service (WFS) 1989 conference, in Asheville, North Carolina,
a pledge to uphold an identified code of ethics was adopted. The WFS pledge speaks to “respect,
understanding, acceptance, strength in unity, differences, and sharing the common goal of being
the best in the profession for fellow firefighters” (see Appendix C).
Deputy Chief Morgan (2002, p. 1) of the San Diego Fire Department stated the fire
service can gain “valuable insight to influence organizations by setting the framework to make
decisions, champion values, and spark imagination with a clear sense of purpose and direction.”
Morgan further stated that having a “strong vision and core values” becomes important in
developing leadership behavior.
Fire service leaders may assume that new employees know the purpose of the fire service
industry. However, new employees are concerned about where the organization is going and how
it intends to get there. Day (2002) stated that it is the organization’s mission to help answer
these questions. The degree to which new employees understand, accept, and embrace the basic
strategy of the organization is dependent upon these factors.
Further information on effective employee orientations was summarized in the
Manager’s Legal Bulletin (1999), which explained that new employee orientations should
include more than introductions and exposure to policies and procedures. The article further
stated that this is the best time for management to explain the organization’s values and
standards, and to make new employees feel welcomed.
According to Galbreath (2002, p. 1), organizations “miss a great opportunity to increase
productivity, quality, and worker retention by failing to effectively welcome new employees.”
Maximizing New-Hire Orientations 15
He stated that numerous managers doubt the orientation value and can become resentful of the
time spent on the orientation process for new employees. It was his opinion that HR should listen
to their concerns and commit to improving the orientation program so that its impact on
employees obtains results.
The intent of the SHRM organizational doctrine was to provide HR professionals with a
chronicle orientation checklist to utilize for new employees. The Introduction is the first section
to complete, which includes the organization’s function, culture, mission, and literature. After
concluding the introduction, the following is also necessary: (a) new employee paperwork (i.e.,
W-4, I-9, health insurance forms, employee handbook), (b) benefits and compensation (e.g.,
health insurance, employee assistance program, pay procedures, paid and unpaid leave, etc.), (c)
training (e.g., computer system including software and email, telephone, voice mail, etc.), and
(d) other miscellaneous information deemed necessary to communicate.
According to Grensing-Pophal (2002), first impressions count and are a critical point in
an employment process during the first few days the employee spends at the organization.
Throughout the new-hire process, the information new employees need and want to know is
often different than the organization’s focus. Grensing-Pophal further stated that the new-hire
orientation should be viewed as a three-step process. First, new employees have stated that they
are interested in the things that affect them personally, (e.g., where should I report?). Second,
new employees may be interested in things that affect them as a member of their division or
department, (e.g., how does my work fit in with what the department does and with the
organization’s goals?). Third, new employees may be interested in things that affect them as a
member of the organization as a whole, (e.g., what are the organization’s mission, vision, and
Maximizing New-Hire Orientations 16
values?). The third consideration appears to have affected them most personally because the new
employee may consider their role within the interests of the organization.
According to Gamse (2003), employees on all levels need to know and understand where
the organization is, where it wants to be, and learn how to get there. Gamse continued to
emphasize that employees understand their roles in the organization, which would help the
organization reach its goals. However, in order for this to occur, employees need the tools and
resources necessary to succeed. Work environments should be based on communication and
achievement, and managers need to recognize the organization’s attributes and find a functional
solution. The organization’s culture, for example, should be open and participatory. The
organization’s goals should be clear and quantifiable.
For recruit training, it was noted by WFS (1999) that during a firefighter recruit academy,
the point of contact between new employees and fire department staff was essential, while
communicating its “philosophy, values, and standards to the new employee” (p. 2). Furthermore,
progressive departments may be productive in approaching and teaching new firefighters what
they need to know while in an environment that is supported by learning.
Procedures
By utilizing the Descriptive Research Method for this ARP, the focus was to determine
and report the status of current and new-hire practices and what changes may improve and
facilitate a more effective transition for new-hires at EF&R. This information was garnered from
employee and employer feedback.
Maximizing New-Hire Orientations 17
Formulating the research questions to gain employee feedback (a) What is the current
practice of providing information to new employees through EF&R’s HR new-hire orientation?
and (b) What information about EF&R do new employees need during their HR new-hire
orientation? was based on current practices and what employees reported they needed during
their HR new-hire orientation. Developing the research question to gain employer feedback (c)
What are other comparable fire service and public agencies using as a tool to communicate
sources of information to their employees? was based on the inquiry of what tools should be
utilized to communicate essential information to employees.
Once the research questions were identified, the survey questions were generated for both
employee and employer opinions and comments. The closed-ended question method (forced
yes/no answers) was used to ensure “uniformity of results and ease of analysis” (ED-R123 SSG,
2004, p. 37) when creating the employee surveys; however, the employer surveys included both
closed and open-ended questions. It was necessary to receive professional opinions and
comments from the employers to answer Research Question 3. The TD survey also included both
closed and open-ended questions.
On May 23, 2005, a cover memorandum and six-question survey (see Appendix D) were
mailed from the HR office to 37 EF&R full-time employees that were hired between January 1,
1999, and May 23, 2005. The employee group surveyed included 28 firefighters and 9 support
staff. The purpose of this survey was to address Research Questions 1 and 2. An email reminder
was sent on June 13, 2005 (see Appendix E). The six survey questions asked pertained to the
employee’s knowledge about the department’s history, mission, guiding principles, policies and
Maximizing New-Hire Orientations 18
procedures, benefit information, and information needed that was not included in the HR
orientation.
On June 28, 2005, a cover memorandum and eight-question survey (see Appendix F) was
emailed from the HR office to 16 comparable Washington State fire agency offices. Nine of
these were municipality fire departments and seven were fire protection districts. These were
commonly referred to at EF&R as the “Sweet 16” and all are located within King, Pierce, and
Snohomish counties. Historically, these agencies were often used for comparison purposes when
EF&R administrators compared wages and benefits for contract and non-contract employees. It
is interesting to note that these comparable agencies are cited in two Collective Bargaining
Agreements (CBA) for EF&R firefighters and battalion chiefs. A reminder email (see Appendix
G) was sent on July 7, 2005. This survey was intended to address Research Question 3. The eight
survey questions asked pertained to the dissemination of information during new-hire
orientations.
On June 30, 2005, a cover memorandum and the same eight-question survey (see
Appendix H) was emailed from the HR office to the administrators of EF&R’s four partner cities
included in the consolidation (i.e., Issaquah, Sammamish, North Bend, and Carnation). Two
reminder emails to elicit survey responses (see Appendix I) were sent on July 7 and July 14,
2005. Again, this survey was directed toward Research Question 3 and pertained to the
dissemination of information during new-hire orientations.
Additionally, on July 2, 2005, a cover memorandum and the previously referenced eight
survey questions (see Appendix J) were distributed to all EF&R TD staff within the specified
time period for their feedback. A reminder email (see Appendix K) was sent on July 7, 2005.
Maximizing New-Hire Orientations 19
Feedback from these surveys would not only address the dissemination of information during
new-hire orientations for Research Question 3, but would also identify the source of any
disseminated information—whether from HR or TD staff.
The firefighters’ surveys were mailed directly to their residences via the United States
Postal Service, and a self-addressed, stamped envelope was enclosed to be returned to the data
clerk for EF&R. Eastside Fire & Rescue’s 24-hour shift schedule for firefighters was patterned
after the Modified Detroit schedule. As such, each employee should then work 120 shifts per
year. However, 14 Kelly days equating to 2576 annual hours must be deducted from the average
work week during each 27-day work cycle to meet the requirements of the Fair Labor Standards
Act, and scheduled vacation time must also be considered. This results in approximately 96 shifts
worked per year instead of 120, or approximately eight shifts worked per month per employee.
Therefore, mailing the surveys to firefighters’ residences was the most expeditious means of
distributing surveys. Moreover, anonymity and confidentiality of each employee was ensured.
Because the nine support staff surveyed report directly to HQ, their surveys were placed
in their mailboxes at HQ, and these included a self-addressed, stamped envelope to the data
clerk. Again, this was meant to maintain anonymity and confidentiality.
As mentioned previously, the municipal fire departments, the fire districts, the partner
cities, and EF&R’s TD surveys were delivered and responded to by email as opposed to other
means of communication (e.g., telephone) because “establishing legitimacy, which is harder over
the phone than by mail, is important when performing surveys” (Wiggins, 1998, p. 4).
Anonymity and confidentially were not considerations for these individuals because their
surveys were not about their own experiences. Rather, the purpose of these surveys was to
Maximizing New-Hire Orientations 20
discover answers to existing problems related to the HR new-hire process, to improve internal
procedures if needed, and if justified, to find solutions in order to move toward a well-planned,
organized, thorough new-hire orientation originating in the HR division.
The sample size was limited to those employees hired from January 1, 1999, forward
because the consolidated agency did not exist previously. Furthermore, all new-hires underwent
their orientation delivered by the same HR manager and thus it was assumed that all received
like information.
Results
Twenty-two of the 37 surveyed EF&R new-hires responded as shown in Table 1.
Approximately half of these 22 employees reported they received information about the
department’s history, mission, guiding principles, and policies and procedures from other sources
outside of the HR division. The employees who reported they obtained the history, mission,
guiding principles, and policies and procedures received this information from the TD staff. Of
these, one employee out of 22 replied that he or she did not receive any benefit information
during the orientation.
As it is not possible to differentiate responses between the two employee groups because
of anonymity and confidentiality reasons, it was assumed that the majority of the support staff
returned their surveys because they report to HQ as their home office, so it would be convenient
and practical for them to return their surveys directly to the data clerk in a timely manner.
The remainder of the employee survey answers related to information that was needed
by the employee during the orientation but was not received. Data reflected that an average of 7
Maximizing New-Hire Orientations 21
people reported they would have liked to have received the history, mission, guiding principles,
and department policies and procedures. Five responded receiving the organization chart would
have been useful. Two responded receiving budget information would have been useful. Six
responded receiving a list of employee names and ranks would have been useful.
Eastside Fire & Rescue’s comparable municipality fire departments and districts (Sweet
16), and EF&R’s partner city surveys, provided feedback on what they were using as means to
communicate sources of information to their employees (Research Question 3). All four partner
city surveys were returned.
Of the “Sweet 16” comparable departments, five of nine municipality surveys were
returned and five of seven fire district surveys were returned as shown in Table 2. The five
responding comparable fire departments were City of Redmond, City of Everett, City of
Puyallup, City of Auburn, and City of Bellevue. The five responding fire districts were Federal
Way Fire District 39, Woodinville Fire & Life Safety District 36, Central Pierce Fire & Rescue
District 6, Snohomish County Fire District 1, and Shoreline Fire District 4. These responses
addressed Research Question 3.
Three municipalities and three fire districts reported distributing department histories,
missions, guiding principles (some were noted as “vision” and “values”) and policies and
procedures during the new-hire process. The remaining agencies disseminate this information to
employees by referring them to department internet sites. These agencies also reported that HR
information dissemination was limited to HR policies (e.g., code of conduct/ethics, wage and
benefit, whistleblower, etc.) and operational policies (e.g., safety-related, emergency-related,
hose handling, etc).
Maximizing New-Hire Orientations 22
It appeared by examining the responses noted in Table 2 that several agencies, while
communicating employment information to new employees, relied on their training personnel
and/or supervisors to participate in new-hire orientations. It was also noted that the tools used to
communicate information included (a) electronic sources (i.e., email, internet, intranet,
telephone), (b) employee handbook, (c) orientations from other staff members, (d) training
academy, (e) informational bulletins and newsletters, (f) safety talks, (g) alpha pagers, (h)
workbooks on policies, (i) division meetings, and (j) hose handling.
The data collected from the training staff surveys, as shown in Table 3, demonstrated
why some new employees were receiving the history, mission, guiding principles, and policies
and procedures for the department. It was apparent that the TD staff was responsible for
providing this information rather than receiving it as the result of contact with HR. Policies and
procedures distributed to new employees by the TD staff included HR policies (e.g., code of
conduct, harassment) and operational policies (e.g., safety-related, emergency-related, and
accountability-related). One training lieutenant reported he specifically distributed benefit
information including the CBA and that of EF&R’s post medical retirement plan. It has been
standard departmental practice that the union president meets with every new contract employee
to review their CBA, and in this case, the training lieutenant was the union president which
accounts for his response. Furthermore, it has not been the duty of the HR manager to explain
post medical retirement benefits to new employees as historically this has been within the
purview of the firefighters’ union. The survey data also reflected the training staffs’ use of
special training orientation handbooks as tools to communicate information to new employees.
Five of the nine responding TD staff reported utilizing handbooks in addition to other forms of
communication such as email, internet training, intranet, textbooks, and manuals. Moreover, the
Maximizing New-Hire Orientations 23
data clearly reflected two primary means of communicating employment information—the
development of an employee handbook and verbal communication.
Discussion
After examining the survey responses, and regardless of which identified subgroup any
one respondent represented, it was apparent that the majority of individuals surveyed want and
expect information specific to their agency. This may include such items as the organization’s
history, mission, guiding principles/vision/values, code of ethics, code/standard of conduct,
philosophy, culture, goals, policies and procedures, and benefit information as all of these items
were identified in the survey process. This expectation is promoted and encouraged in the
literature as well (Gibson, 2002; Fleischer, 2004; SHRM, 2003; IAFC, 2004; Fox, 2003;
Morgan, 2002; Day, 2002; Manager’s Legal Bulletin, 1999; WFS, 1999).
Three miscellaneous categories were cited by employees needing further explanation,
including union requirements, operational information for firefighting personnel, and maps (see
Table 1).
For example, one respondent reported needing information on “union requirements.” It
was not clear from the survey answer what was meant by the term “union requirements.” It has
been the experience of the HR manager that new employees, specifically support staff
employees, often inquire about union dues; are these optional or mandatory, and if mandatory,
what are the costs? These employees may also have questions regarding union membership in
general. Further confusion may exist as the result of ambiguity about the correct conduit of
information. To date, because of a lack of knowing specifically where to go for information,
employees often find themselves bouncing between union officials and department
Maximizing New-Hire Orientations 24
administrators. For instance, although union employees’ CBA is thoroughly explained to them
by the union president during their first week of employment, the HR manager also directs them
to the CBA. This may be complicated by the fact that in Washington State employees may be
exempted from paying union dues due to their religious tenets that justify non-association status.
This protection was provided in the state of Washington under the Revised Code of Washington
(RCW), specifically RCW 41.56.122 statutes. Conversely, it has been the HR manager’s
experience that new firefighting personnel generally understand specifics regarding their union
but lack understanding of agency-specific employment practices and procedures.
The category of “operational information for firefighting personnel” is equally
ambiguous. For example, a mandatory operational program for firefighters is scheduled in the
first three years of employment and results in the completion of the department’s Joint
Apprenticeship Training Committee (JATC) certification. The JATC program involves the
completion of the National Fire Protection Association (NFPA) Firefighter 1 requirements in
new-hires’ first years of employment. In their second and third years of employment, they must
complete the NFPA Firefighter 2 program and all driver-operator requirements. All objectives
must be met in order to realize pay increases or to proceed to the next level of the program. The
employee may not advance without passing the hourly and educational requirements and must
successfully pass the written and practical skills examination. The ambiguity arises when
considering what is meant by the term “operational information for firefighting personnel” as it
could be one of any number of things as previously noted. Furthermore, again employees receive
information from multiple sources which also exacerbates miscommunication.
Misunderstandings and communication failures are detrimental to effective assimilation and
productivity within agency culture (SHRM, 2002).
Maximizing New-Hire Orientations 25
The third category noted cited the term “maps.” Because maps are reviewed thoroughly
in the firefighter’s first year of employment and handled through the TD, no discussion about
map use is covered during the new-hire process. However, because this presented as a concern, it
may be assumed that some mention of departmental training objectives may need to be roughly
defined as part of the new-hire orientation process and included in employees’ new-hire packets.
Although one employee reported he or she did not receive benefit information during his
or her orientation, it has been standard practice for any new or existing employee to be enrolled
in a medical and/or dental plan provided by the department. This belies his or her response
because of the department’s 100% participation; to date all career employees receive a benefit
package from EF&R.
As noted previously, the TD staff data identified two essential means of communication
between the agency and the new-hire—an employee handbook and verbal communication.
Eastside Fire & Rescue has never synthesized orientation materials into a handbook/manual to be
distributed to new-hires at the time of employment. This research project has demonstrated the
need for such a formalized communication tool. Furthermore, EF&R administrators have
expressed an interest in not only the development of a handbook/manual, but in distribution of
one to all existing employees. Society for Human Resource Management’s Employee and Labor
Relations Module 5 (2003, p. 85) literature stated that a handbook may serve a “vital role by
providing employees the information necessary to be conscientious and productive members of
the organization.” Moreover, Scharinger (2002) maintained that an employee handbook would
serve as a “guideline” to impart agency-specific information and would be an effective tool in
Maximizing New-Hire Orientations 26
communicating with employees. Handbooks reduce the ambiguity about employment practices
and procedures and promotes consistency across the department and employee subgroups.
Verbal communication was also noted as essential by the training staff. Eastside Fire &
Rescue has communicated to new and existing employees by utilizing weekly news bulletins,
general notices, and distributing written copies of policies and procedures. However, these are
disseminated electronically. Because employees appear to be satisfied with this method of
communication, and because numerous discussions between supervisors and their subordinates
occur, it was assumed that this was an effective means of imparting on-going inter-departmental
information. Again, according to SHRM (2003), organizations are successful when using
electronic mechanisms for employee communication.
Overall, the most salient finding of this ARP was the need for a formalized employment
handbook/manual to be distributed to all new-hires at the time of employment. Because this ARP
has generated interest and discussion among existing employees as well as new-hires, a
formalized handbook/manual would benefit all EF&R employees. Furthermore, this finding is
supported by the literature as noted previously in this report (Fairfax County Government, 2005;
Fleischer, 2004; SHRM, 2003; Scharinger, 2002).
Recommendations
As a result of this ARP, EF&R’s administration should consider developing a
comprehensive, formalized handbook/manual for distribution to new employees. The intent
would be to eliminate misinterpretation of policies and procedures and improve communication
and awareness, all of which were identified as the problem addressed by this research project.
Maximizing New-Hire Orientations 27
This may be accomplished by inviting the participation of EF&R administrators and the union
representation of its employees. Furthermore, it is apparent that new-hire information should be
generated from one designated source to eliminate the confusion that currently exists within the
department. Because the HR manager is most often the new employee’s first contact with the
agency, ideally he or she should be the one to supply the new-hire with the handbook/manual.
Although it is evident that the TD is often an essential link between the new-hire and the
department and a source of relative departmental information, the focus of that division would be
to reinforce the supplied new-hire by the HR manager.
By consolidating the essential information into one source, this would not only benefit
the new-hire, it would also benefit the other EF&R employees across the board because
behaviors, procedures, and policies would be defined in a consistent manner. Furthermore, it
would streamline what has become a random and haphazard means of communicating essential
information as practiced currently.
To create an effective handbook/manual as the primary means to impart essential
information to new-hires, other agency handbooks and written media should be procured and
examined. This may also include questions to other department HR managers to assess the
effectiveness of their use of handbooks/manuals. Furthermore, employees may offer important
feedback about what information they perceive as essential. Because they are in the best position
to know what they want/need, they, too, should be surveyed to aid in the developmental process
of a handbook/manual that would be primarily intended for their use.
Because the fire district is ever evolving, the usefulness of the handbook/manual should
be assessed periodically to continue to meet the needs of EF&R employees. This may be
Maximizing New-Hire Orientations 28
accomplished by regular communication between the HR division and fire department personnel.
A standardized method of eliciting employee feedback should be created to facilitate this
process. In this manner, the goal of this ARP was not to merely identify and correct an existing
problem, but to create a venue by which communication is optimized across EF&R employment
groups for now and in the future. It is expected that other questions may present leading to future
research projects that would benefit EF&R employees, administrators, and the community at
large.
Maximizing New-Hire Orientations 29
References
Bingham, W. (1997). Participation in the pursuit of excellence. Fire Engineering. Retrieved May
8, 2005, from
http://fe.pennnet.com/articles/article_display.cfm?Section=ARCHI&C=Feat&ARTICLE
_ID=58394&KEYWORDS=Participation%20in%20the%20Pursuit%20of%20Excellence
&p=25
Day, M. (2002). Organizational Clarity. Society for Human Resource Management Information
Center. Retrieved June 12, 2005, from
http://www.shrm.org/hrresources/whitepapers_published/CMS_000299.asp
Fleischer, C.H. Employer’s rights. Naperville, IL: Sphinx Publishing, 2004.
Fox, A. (2003). Effective ethics policies require courage, credibility. Society for Human
Resource Management Home. Retrieved July 19, 2005, from
http://www.shrm.org/hrnews_published/archives/CMS_004864.asp
Galbreath, R. (2002). Profiting through employee orientation. Society for Human Resource
Management Information Center. Retrieved May 6, 2005, from
http://shrm.org/hrresources/whitepapers_published/CMS_000456.asp
Gamse, P. (2003). Stress for success. Management tools, Vol. 48, No 7. Society for Human
Resource Management. Retrieved August 6, 2005, from
http://www.shrm.org/hrmagazine/articles/0703/0703gamse.asp
Maximizing New-Hire Orientations 30
Gibson, C. (2002). Employee relations 101. Society for Human Resource Management
Information Center. Retrieved June 4, 2005, from
http://www.shrm.org/hrresources/whitepapers_published/CMS_000387.asp
Grensing-Pophal, L. (2002). What new employees really need to know. Society for Human
Resource Management Information Center. Retrieved May 6, 2005, from
http://www.shrm.org/hrresources/whitepapers_published/CMS_000395.asp
International Association of Fire Chiefs. (2004). Fire chief’s code of ethics. Retrieved May 7,
2005, from http://www.iafc.org/faq/index.asp
Jay, J. (2005). On communicating cell.” Management Tools, Vol. 50, No 1. Society for Human
Resource Management. Retrieved July 16, 2005, from
http://www.shrm.org/hrmagazine/articles/0105/0105jay.asp
Manager’s Legal Bulletin, Vol. 13, No. 15, February 1, 1999.
Morfeld, C. (2004). Focus remains on new hires during effective employee orientations. Society
for Human Resource Management. Retrieved May 6, 2005, from
http://www.shrm.org/ema/library_published/nonIC/CMS_009584.asp
Morgan, M. (2002). A more effective mix. Fire Chief. Retrieved May 8, 2005, from
http://firechief.com/mag/firefighting_effective_mix/index.html
National Fire Academy. (2004). Executive development self-study guide. Emmitsburg, MD:
Author.
Maximizing New-Hire Orientations 31
National Fire Academy. (2004). Executive development student manual. Emmitsburg, MD:
Author.
Nelson, N. (2004). The buddy system and new hire orientation. Society for Human Resource
Management Information Center. Retrieved May 6, 2005, from
http://www.shrm.org/hrresources/whitepapers_published/CMS_009146.asp
Scharinger, D. (2002). Preparation of the employee handbook. Society for Human Resource
Management Information Center. Retrieved April 23, 2005, from
http://www.shrm.org/hrresources/whitepapers_published/CMS_000252.asp
Society for Human Resource Management. (2003). Employee and labor relations, Module 5.
Society for Human Resource Management: Management Practices. (2005). What is the typical
ratio of HR people to employees in an organization? Retrieved May 14, 2005, from
http://www.shrm.org/hrresources/faq_published/Management%20Practices.asp
Society for Human Resource Management. (2002). Organizational change: Good news from the
front lines. Retrieved August 22, 2005, from
http://www.shrm.org/technet/library_published/nonIC/CMS_006334.asp
Taguchi, S. (2005). New hire orientations: Getting set for success. Society for Human Resource
Management. Retrieved May 5, 2005, from
http://shrm.org/ema/library_published/nonIC/CMS_006257.asp
U.S. Fire Administration. (2005). About the U.S. fire administration. Retrieved May 7, 2005,
from http://www.usfa.fema.gov/about/
Maximizing New-Hire Orientations 32
Wiggins, B. (1998). Designing survey questions. Retrieved July 15, 2005, from
http://www.irss.unc.edu/irss/bwiggins/shortcourses/designingquestions.pdf
Women in the Fire Service, Inc. (1999). Recruit training. Retrieved July 15, 2005, from
http://www.wfsi.org/resources/archive/article_archive.php?article=21
Maximizing New-Hire Orientations 33
Appendix A
EF&R’s Mission, Vision, and Guiding Principles
MISSION
To deliver fire prevention, protection, education, investigation and emergency medical/rescue services; and to assist our customers in protecting their environment and maintaining their quality of life.
VISION
To be recognized as the model organization providing regional services in response to the needs of the customers.
GUIDING PRINCIPLES
• Always look out for the long term interests and needs of our customers. • Remain aware of the needs of each partner agency. • Maintain open and honest communications with each other and the customers we serve. • Conduct ourselves to ensure that Eastside Fire & Rescue is worthy of the trust of our
customers. • Demonstrate professionalism through strong personal leadership, competence and
compassion. • Strive to maintain the highest possible level of financial and operational efficiency and
effectiveness. • Maintain an organization that treats others fairly and with dignity and respect, recognizing
our employees are our most valuable asset. • Continue to apply innovative technology to all aspects of the organization. • Recognize the importance of balancing individual, family and organizational needs.
Maximizing New-Hire Orientations 34
Appendix B
EF&R’s Code of Conduct
CODE OF CONDUCT
Lead by example
Be proficient in your craft
Promote a positive environment; Deal with issues directly
Empower others to solve problems
Know, promote, and support department goals, ideals, and policies
Treat others as equals and with respect
Expect the best
Share your knowledge
Maximizing New-Hire Orientations 35
Appendix C
Women in the Fire Service Pledge
WFS Pledge
I pledge to respect my fellow firefighters, female and male, regardless of their ethnicity, sexual orientation, religion or creed. I recognize that I have a responsibility to my fellow firefighters as comrades and as human beings. I promise from this day forth to try to understand them and accept them, regardless of the differences that exist between us. I promise never to defame or make a derogatory remark about another member of the fire service, or to be party to such practices, and I will stop them from occurring whenever possible. We recognize that there is strength in our unity and that while our differences make us unique, we do share the common goal of being the best we can in our chosen career.
Maximizing New-Hire Orientations 36
Appendix D
EF&R Employee Survey
TO: All EF&R Employees Hired After January 1, 1999
FROM: Ingrid Anderson, HR Manager
RE: EFOP Applied Research Project Survey Questions
DATE: May 23, 2005
Last fall, I was very fortunate to be accepted into the National Fire Academy’s Executive Fire Officer Program (EFOP) through the United States Fire Administration. I have completed the first of four courses, Executive Development, and am now writing a post-course Applied Research Project (ARP). The objective of the paper is to develop applied research findings that will be advantageous to our organization. I have chosen to write my ARP on the Human Resources component of the employee new-hire orientation process. Although your participation is voluntary, your feedback combined with my own original work will allow me to discover existing problems, improve procedures, and find solutions to better our agency. It should take one or two minutes to complete the attached survey. Your input is appreciated. Please complete it by June 3, 2005, seal it, and return it to Debbie Gober-Beneze, Data Clerk, in the self-addressed, stamped envelope provided. This will ensure anonymity and confidentiality. Thank you very much for your time and effort put towards my research paper. Attachment
Maximizing New-Hire Orientations 37
Appendix D
Employee Survey Questions
Please answer YES or NO to the following questions:
1. During your HR new-hire orientation, did you receive the history of Eastside Fire & Rescue? Yes___ No___ 2. During your HR new-hire orientation, did you receive Eastside Fire & Rescue’s mission statement? Yes___ No___ 3. During your HR new-hire orientation, did you receive Eastside Fire & Rescue’s guiding principles? Yes___ No___ 4. During your HR new-hire orientation, did you receive Eastside Fire & Rescue’s policies and procedures? Yes___ No___ 5. During your HR new-hire orientation, did you receive Eastside Fire & Rescue’s benefit information?
Yes___ No___ 6. In your opinion, was the department information you needed included in the HR new-hire orientation process? Yes___ No___
If No, please check what was needed: ___ History of EF&R
___ Mission statement ___ Guiding principles ___ Policies and procedures ___ Benefit information
___ Organization chart ___ Budget information ___ Personnel names/rank ___ Other
Thank you for completing this survey. The results will reflect in my research paper, and you may also phone me after August 11, 2005, to inquire.
Maximizing New-Hire Orientations 38
Appendix E
Reminder Email on Employee Survey
From: Ingrid Anderson Sent: Monday, June 13, 2005 1:50 PM To: Steve Johnson; Mike Enselman; Scott DePuy; Tom Craig; Jamee Mahoney; Ryan Thaut; Ryan O'Cain; Mark Vetter; Walden Corpuz; Ryan Hendricks; Thomas Tull; Andrew Vieth; Jordan Simmonds; Danny Evanger; Rudy Case; Mark Eastwood; Steve Oltman; Joseph Lindsay; Nick Parker; Cody Ramstad; Kyle Houston; Bryan Hill; Jonathan Wiseman; Kyle Wood; Mark Harper; Peter Wilson; Mike O'Brien; Ryan Anderson; Dave Gray; Mark Lawrence; Merrilee Carty; Mary Hillier; Gina Pearson; Rona Harris; Debbie Gober-Beneze; Harold Morrill; Doug McConkey Cc: Debbie Gober-Beneze Subject: Friendly reminder.... Importance: High
Hi everyone - on May 23 I sent you survey questions to complete to help me with my EFOP project. To date, Debbie has received 11 and we are now past the deadline. For those of you who have not yet returned it, I am sincerely hoping you can complete the attached survey and submit it to Debbie Gober-Beneze within a few days. Thank you so much for your help with my research. Sincerely, Ingrid Anderson, PHR Human Resources Manager Eastside Fire & Rescue 425-313-3302
Maximizing New-Hire Orientations 39
Appendix F
Comparables Agency Survey
TO: Auburn Fire Department Bellevue Fire Department Everett Fire Department Kent Fire Department Kirkland Fire Department Puyallup Fire Department Lakewood Fire Department Redmond Fire Department Renton Fire Department King County Fire District 4 King County Fire District 11 King County Fire District 36 King County Fire District 39 King County Fire District 43 Pierce County Fire District 6 Snohomish County Fire District 1
FROM: Ingrid Anderson, PHR
HR Manager for Eastside Fire & Rescue RE: New-Hire Orientation Process Questions DATE: June 27, 2005
Last fall, I was very fortunate to be accepted into the National Fire Academy’s Executive Fire Officer Program (EFOP) through the United States Fire Administration.
I have completed Executive Development, the first of four courses, and am now writing a post-course Applied Research Project (ARP). The objective of the paper is to develop applied research findings that will be advantageous to our organization.
I have chosen to write my ARP on the Human Resources component of the employee new-hire orientation process. Although your participation is voluntary, your feedback combined with my own original work will allow me to discover existing problems, improve procedures, and find solutions to better Eastside Fire & Rescue.
I appreciate the completion of this survey. Please forward back to [email protected] by July 7, 2005. Thank you.
1. During your HR new-hire orientation, do you distribute the history of your agency? Yes___ No___
Maximizing New-Hire Orientations 40
APPENDIX F
Comparables Agency Survey
2. During your HR new-hire orientation, do you distribute your mission statement? Yes___ No___
3. During your HR new-hire orientation, do you distribute your guiding principles?
Yes___ No___ 4. During your HR new-hire orientation, do you distribute policies and procedures? Yes___ No___ If yes, please list the top five: a. b. c. d. e. 5. During your HR new-hire orientation, do you distribute benefit information? Yes___ No___ 6. In your opinion, is there department information you do not include in the HR new-hire orientation process? Yes___ No___
If yes, please check what is not distributed: ___ History of the agency
___ Mission statement ___ Guiding principles ___ Policies and procedures ___ Benefit information
___ Organization chart ___ Budget information ___ Personnel names/rank ___ Other (please list below): a. b. c. d. e. 7. What tool(s) do you use as an agency to communicate sources of information to your new employees? a. b. c. d. e.
Maximizing New-Hire Orientations 41
APPENDIX F
Comparables Agency Survey
8. In your opinion, what is needed to communicate information regarding employment practices to new employees?
Maximizing New-Hire Orientations 42
APPENDIX G
Reminder Email on Comparables Agency Survey
From: Ingrid Anderson Sent: Thursday, July 7, 2005 4:38 PM To: '[email protected]'; '[email protected]'; 'Murray Gordon'; '[email protected]'; '[email protected]'; '[email protected]'; '[email protected]'; '[email protected]'; '[email protected]'; '[email protected]'; '[email protected]'; 'Larson, Arlene'; 'Conner, Donna'; '[email protected]'; 'Karen Johnson'; 'Ellen Ransford' Subject: Agency survey questions Importance: High
Just a reminder that if you could please try to answer this brief survey, I would sure appreciate it. Thank you so much. Ingrid Anderson, PHR Human Resources Manager Eastside Fire & Rescue 425-313-3302
From: Ingrid Anderson Sent: Tuesday, June 28, 2005 9:25 AM To: '[email protected]'; '[email protected]'; 'Murray Gordon'; '[email protected]'; '[email protected]'; '[email protected]'; '[email protected]'; '[email protected]'; '[email protected]'; '[email protected]'; '[email protected]'; 'Larson, Arlene'; 'Conner, Donna'; '[email protected]'; 'Karen Johnson'; 'Ellen Ransford' Subject: Agency survey questions Importance: High
Please see attached. Any help is greatly appreciated. Sincerely, Ingrid Anderson, PHR Human Resources Manager Eastside Fire & Rescue 425-313-3302
Maximizing New-Hire Orientations 43
APPENDIX H
EF&R Partner City Survey
TO: City of Issaquah City of Sammamish City of North Bend City of Carnation
FROM: Ingrid Anderson, PHR
HR Manager for Eastside Fire & Rescue RE: New-Hire Orientation Process Questions DATE: June 30, 2005 Last fall, I was very fortunate to be accepted into the National Fire Academy’s Executive Fire Officer Program (EFOP) through the United States Fire Administration.
I have completed Executive Development, the first of four courses, and am now writing a post-course Applied Research Project (ARP). The objective of the paper is to develop applied research findings that will be advantageous to our organization.
I have chosen to write my ARP on the Human Resources component of the employee new-hire orientation process. Although your participation is voluntary, your feedback combined with my own original work will allow me to discover existing problems, improve procedures, and find solutions to better Eastside Fire & Rescue.
I appreciate the completion of this survey. Please forward back to [email protected] by July 7, 2005. Thank you.
1. During your HR new-hire orientation, do you distribute the history of your municipality? Yes___ No___ 2. During your HR new-hire orientation, do you distribute your mission of your municipality? Yes___ No___ 3. During your HR new-hire orientation, do you distribute your guiding principles? Yes___ No___ 4. During your HR new-hire orientation, do you distribute policies and procedures? Yes___ No___ If yes, please list the top five: a. b. c. d. e. 5. During your HR new-hire orientation, do you distribute benefit information? Yes___ No___
Maximizing New-Hire Orientations 44
Appendix H
EF&R Partner City Survey
6. In your opinion, is there City information you do not include in the HR new-hire orientation process? Yes___ No___
If yes, please check what is not distributed: ___ History of the City
___ Mission statement ___ Guiding principles ___ Policies and procedures ___ Benefit information
___ Organization chart ___ Budget information ___ Personnel ___ Other (please list below): a. b. c. d. e. 7. What tool(s) do you use as a City to communicate sources of information to your new employees? a. b. c. d. e. 8. In your opinion, what is needed to communicate information regarding employment practices to new employees?
Maximizing New-Hire Orientations 45
Appendix I
Reminder Emails on EF&R Partner City Survey
From: Ingrid Anderson Sent: Thursday, July 14, 2005 7:46 AM To: '[email protected]' Subject: FW: Agency Survey Questions Importance: High
Hi Mary - is there any way you could please complete this brief survey today and forward back to me? I would sure appreciate it. Thank you so much. Ingrid Anderson, PHR Human Resources Manager Eastside Fire & Rescue 425-313-3302 From: Ingrid Anderson Sent: Thursday, July 7, 2005 4:41 PM To: [email protected]; [email protected]; [email protected]; [email protected] Subject: Agency Survey Questions Importance: High
George and Mary: If you could please try to answer this brief survey and forward back to me, I would sure appreciate it. Thank you so much for your time on this. Ingrid Anderson, PHR Human Resources Manager Eastside Fire & Rescue 425-313-3302 From: Ingrid Anderson Sent: Thursday, June 30, 2005 11:36 AM To: [email protected]; [email protected]; [email protected]; [email protected] Subject: Agency Survey Questions Importance: High
Please see attached. Any help is greatly appreciated. Sincerely, Ingrid Anderson, PHR Human Resources Manager Eastside Fire & Rescue [email protected] 425-313-3302
Maximizing New-Hire Orientations 46
Appendix J
EF&R TD Survey
TO: Captain Sandford Battalion Chief McMahan Captain Tryon Firefighter Dotson Lieutenant Hooper EMS Coordinator Schaff Deputy Chief Collins Deputy Chief Fallstrom Deputy Chief Murphy
FROM: Ingrid Anderson, PHR HR Manager for Eastside Fire & Rescue
RE: New-Hire Orientation Process Questions DATE: July 2, 2005 Last fall, I was very fortunate to be accepted into the National Fire Academy’s Executive Fire Officer Program (EFOP) through the United States Fire Administration.
I have completed Executive Development, the first of four courses, and am now writing a post-course Applied Research Project (ARP). The objective of the paper is to develop applied research findings that will be advantageous to our organization.
I have chosen to write my ARP on the Human Resources component of the employee new-hire orientation process. Although your participation is voluntary, your feedback combined with my own original work will allow me to discover existing problems, improve procedures, and find solutions to better Eastside Fire & Rescue. I have specifically targeted those of you who have, or are currently working in the EF&R Training Division since the time of consolidation (January 1, 1999).
I appreciate the completion of this survey. Please forward back to [email protected] by July 7, 2005. If you should be interested in the results of this survey, please contact me after the due date of this ARP, which is August 11, 2005. Thank you.
1. During a Training division new-hire orientation, did or do you distribute the history of the department? Yes___ No___ 2. During a Training division new-hire orientation, did or do you distribute the mission of the department? Yes___ No___
Maximizing New-Hire Orientations 47
Appendix J
EF&R TD Survey
3. During a Training division new-hire orientation, did or do you distribute the guiding principles? Yes___ No___ 4. During a Training division new-hire orientation, did or do you distribute policies and procedures? Yes___ No___ If yes, please list the top five: a. b. c. d. e. 5. During a Training division new-hire orientation, did or do you distribute benefit information? Yes___ No___
If yes, please list what was distributed: a. b. c. d. e.
6. In your opinion, is there department information you did or do not include in the Training division new-hire orientation process? Yes___ No___
If yes, please check what is not distributed: ___ History of the department
___ Mission statement ___ Guiding principles ___ Policies and procedures ___ Benefit information
___ Organization chart ___ Budget information ___ Personnel names/ranks ___ Other (please list below): a. b. c. d. e.
Maximizing New-Hire Orientations 48
APPENDIX J
EF&R TD Survey
7. What tool(s) did or do you use as a Training division to communicate sources of information to the new employee(s)? a. b. c. d. e. 8. In your opinion, what is needed to communicate information regarding employment practices to new employees?
Maximizing New-Hire Orientations 49
Appendix K
Reminder Emails on TD Survey
From: Ingrid Anderson Sent: Thursday, July 07, 2005 4:40 PM To: Peter Sandford; Brian McMahan; Greg Tryon; Brian Dotson; Craig Hooper; Elenjo Schaff; Wesley Collins; Jon Fallstrom; John Murphy Subject: EFOP survey questions Importance: High
Please, please.....can you try to answer this brief survey? Thank you so much. Pete, I know you will get me yours this Saturday. Thanks. Ingrid Anderson, PHR Human Resources Manager Eastside Fire & Rescue 425-313-3302
From: Ingrid Anderson Sent: Saturday, July 02, 2005 1:05 PM To: Peter Sandford; Brian McMahan; Greg Tryon; Brian Dotson; Craig Hooper; Elenjo Schaff; Wesley Collins; Jon Fallstrom; John Murphy Subject: EFOP survey questions Importance: High
Please see attached and thank you in advance for completing this brief survey. Your feedback is valuable for my research. Sincerely, Ingrid Anderson, PHR HR Manager Eastside Fire & Rescue
Maximizing New-Hire Orientations 50
Table 1
Received? Received? Dissemination of information during orientation: Yes No History of department received 10 12 Mission statement received 13 9 Guiding principles received 10 12 Policies and procedures received 8 14 Benefit information received 21 1 Information needed but not disseminated:
History 7 Mission statement 6 Guiding principles 8 Policies and procedures 8 Benefit information 2 Organization chart 5 Budget information 2 Personnel names/rank 6 Other:
Union Requirements 1 Operational information regarding firefighting personnel
1
Maps 1
Maximizing New-Hire Orientations 51
Table 2
Distributed? Distributed? Distributed? Dissemination of information during orientation:
Municipal Fire Departments
Fire Districts EF&R partner cities
Yes / No Yes / No Yes / No History of department, district, or city 3 2 3 2 2 2 Mission statement 4 1 3 2 3 1 Guiding principles, vision, or values 5 0 4 1 2 2 Policies and procedures: 3 2 3 2 4 0
Safety 2 0 1 0 1 0 Code of Conduct/Harassment/Ethics 1 0 2 0 1 0 Whistle Blower 1 0 0 0 1 0 Email/Internet usage 1 0 0 0 2 0 COBRA 0 0 1 0 1 0 Personnel Guidelines and/or CBA 1 0 2 0 3 0 Wages and benefits 1 0 2 0 1 0 Accident reporting 1 0 0 0 0 0 Hose handling and ladders 1 0 1 0 0 0 Equal Employment Opportunity 0 0 1 0 0 0 Employee handbook 0 0 0 0 1 0
Benefit information 5 0 5 0 4 0 Information not included in orientation:
History 1 2 0 2 0 2 Mission statement 0 1 0 2 0 1 Guiding principles, vision, or values 0 1 0 1 0 2 Policies and procedures 0 1 0 1 0 0 Benefit information 1 0 0 0 0 0 Organization chart 0 1 0 2 0 0 Budget information 1 3 0 3 0 2 Personnel names/rank 0 1 0 1 0 0
Tools used to communicate information: Email/Internet/Intranet/Phone 4 0 4 0 3 0 Employee handbook 0 0 0 0 1 0 Orientations from other staff 1 0 6 0 4 0 Training Academy 1 0 2 0 0 0 Information bulletins/newsletters 3 0 4 0 2 0 Safety Talks 1 0 1 0 0 0 Alpha pagers 0 0 1 0 0 0 Work books on policies 1 0 1 0 0 0 Division meetings 1 0 1 0 1 0 Hose handling 1 0 0 0 0 0
What is needed to communicate employment information?
Supervisor input on practices 2 0 3 0 1 0 Utilization of Training personnel 3 0 3 0 0 0 Intranet, email 0 0 1 0 1 0 Employee handbook 1 0 1 0 1 0 CBA 0 0 1 0 0 0 Orientation night 0 0 1 0 0 0
Maximizing New-Hire Orientations 52
Table 3
Distributed? Distributed? TD dissemination of information for orientations: Yes No History of department 3 5 Mission statement 4 4 Guiding principles 3 5 Policies and procedures: 5 3
Probationary standards 1 Code of Conduct/Harassment/Ethics 2 Accountability/Incident Management System 3 Chain of command 1 Radio use 1 Emergency related policies 4 Safety related policies 4
Benefit information 1 7 Information not included in orientation:
History 1 1 Mission Statement 1 Guiding Principles 1 Policies and Procedures Benefit Information 2 1 Organization Chart 1 Budget Information 2 3 Personnel names/rank 1 Other: Picture IDs 1
Tools used to communicate information: Orientation handbook 5 Policies 4 Email/Internet/Intranet 5 Verbal 3 Utilization of key personnel 2 Check off sheets and handouts 3 Presentation on practices 2 CBA 2 Union handbook 1 Textbooks and manuals 1
What is needed to communicate employment information? Employee handbook 5 Policies 2 Email/Internet/Intranet 1 Verbal communication/expectations 5 History of department as a resource 1 Disability handbook 1 JATC manual 1 CBA 1