SMP Onboarding Program

Introduction
This document entails the Onboarding Program for new staff at the Saudi Mining
Polytechnic (SMP).
Tailoring onboarding program for new staff will facilitate and enhance their integration at
the new work environment. It will also help them have better understanding of SMP
operations and expectations of their new roles.

Rationale
The purpose of the Onboarding Program is to help new employees settle into their position
at SMP.
The Onboarding Program includes components that specify all the activities and information
new staff will receive on their first few days of the job and during the probation period.

Scope
The Onboarding Program addresses new employees who join SMP and become a member
of the organization performing a job as specified in their job description.

The Importance of Employee Onboarding

SMP needs to ensure the long-term success of the new employees.

SMP Onboarding management includes components that address the induction program
and cover and not limited to the following:

 Introduction to SMP operations, policies, guidelines, vision, mission, and values

 Employee job description, title, roles, employment agreement and responsibilities
 Class visitation schedules, orientation and workload
 Manuals: Operations Manual, HR Manual, Trainees’ Manual, etc…
 Systems, processes, applications, software packages, Classe365 and testing systems
 Work health and safety induction (layout of premises, building signs, facilities)
 Tools, equipment, software, workstations, company smartphone, notepad, office
stationery, PPE
 Workstation location, access to drives, servers and printers
 Contact list of staff members, their roles, locations and important stakeholders
 Overview of upcoming key dates and events on the Training Calendar

Before the First Day:

 Inform staff: SMP current staff should know a new employee is joining the
organization and
have a brief summary of his role, department, duties and responsibilities, and
whether his inclusion will mean any changes to the operation. This way, SMP team
will know exactly what to expect and will be ready to welcome the new recruit.
 Prepare the paperwork:  Personnel in charge should make sure everything is printed
and ready for the new recruit to sign on their first day.
  Prepare the workstation: SMP needs to have the new employee hit the ground
running from day one. The new employee’s workstation will also be made clean,
tidy, presentable and functional. SMP personnel in charge needs to order in special
tools, equipment, or software for the new employee and do this a few weeks in
advance in case of long delivery times.
 Appoint a mentor: Mentors can offer invaluable advice and guidance. When
appointing a mentor, SMP chooses someone who has been with the organization for
a while, is trustworthy, and most importantly, is up to the task itself.

On the First Day

 Remind staff: On the day of onboarding, let the receptionist know the new
employee will be arriving. Leave instructions about where the new employee has to
go and who he needs to talk to upon arrival.
 Arrange a coffee, morning tea, breakfast or lunch: By doing this, both the current
team and the new recruit will have a chance to become acquainted in a casual
setting.
 Guided tour: SMP member or the mentor takes the new employee on a guided tour.
The mentor will show him around and give him a map he can reference at any time.
After the tour, he should know where to find his main workstation, exits, emergency
exits, toilets and places to grab food, to name a few.
 Training: SMP provides internal training to help the new employee learn more about
his role. The program should provide an overview of basic duties, tasks, and
responsibilities, including health and safety induction program, company-specific
procedures and SMP culture.

Engaging a New Employee:

On the new employee’s first day, SMP personnel in charge makes sure that all
relevant documents are put together and given to the employee.
From a best practice perspective, the following items need to be introduced:

 Background and culture of the organization

 Mission, vision, values and CSR contributions
 Code of conduct, work processes, policies, procedures and rules
 Employment documents including a job description, letter of offer & contract
 Operating hours and timekeeping matters like absence, sick leaves, emergency leaves and
official holidays
 SMP training programs, labs, simulators, curriculum, testing & evaluation
 Management systems and IT applications (Classe365, Moodle, MS Packages)
 Performance standards and Individual Development Plans (IDPs)
 Utilization of SMP shuttle bus/means of transportation
 Health, Safety & Environment policy
 Termination of employment & benefits

Setting Employee Expectations:

SMP management most likely has a clear idea as to what to expect from its
employees; therefore it needs to communicate to them those expectations.
 Likewise, new employees probably have their own criteria as to what they expect
from SMP.
Having a comprehensive induction process will create a solid foundation where SMP
can promote its workplace culture and values, increase employee retention and
foster open communication amongst new and existing staff.

Health, Safety & Environment (HSE) Induction:

 SMP duty as an employer is to make sure its employees are well informed about
their health and safety at work.
 SMP always ensures that all employees, new or current, follow and comply with the
Pandemic Covid-19 virus Protocols as specified by the local authorities and
international regulations.
 SMP regularly conducts a training needs analysis to decide if employees need further
training in health and safety and whether to do this in-house or hire an external
trainer. SMP always records the type of training our employees undertake and have
them sign for any training taken.
 SMP sometimes consults with its employees on health and safety. It provides its
employees with the findings of any risk assessments by putting in writing the safest
ways of working.
 During this time, SMP needs to maintain regular communication with new
employees through follow-up meetings. This way, SMP management can give
constructive feedback and resolve issues early before they escalate.

Following-Up:
Once the formal induction is over, SMP arranges regular meetings with the new employee
to check up on his status. SMP gives its employees the chance to raise any concerns that
have come up and discuss them in confidentiality. Whether it be problems with the job
requirements, disputes with fellow team members or a bad experience with a customer –
these issues should be handled early to ensure their future in SMP business is a success.

Probation Review:
The probationary period that may extend from one to three months provides SMP with an
opportunity to assess the new employee’s suitability for the role. During the probation
period, SMP management identifies the areas where the employee is achieving and the
areas in need of improvement, which can be used as a basis for either extending or reducing
the probation of the employee.

The appropriate screening to recruit the right individuals for SMP business will help
minimize any potential risks for the business in the long run and will help SMP make any
future recruitment easy.
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