Onboarding and Orientation Policy

1.    POLICY OVERVIEW AND OBJECTIVES

Purpose:

This policy establishes a structured Onboarding and Orientation Program at Dominica State College (DSC) for the effective integration of all new hires- managerial, academic, administrative and support. It aims to:

• Provide a structured framework for introducing new employees to the College’s mission, policies, and work environment.
• Facilitate a smooth transition for new hires into their roles.
• Comply with Dominican labour laws and CARICOM employment standards.
• Support professional development and the Tenure & Promotion pathway.
• Promote a workplace culture rooted in engagement, inclusion, and retention.

Objectives:

The main objectives are to:

• Standardise onboarding experience across departments.
• Clearly communicate expectations, responsibilities, and compliance standards.
• Facilitate the integration of remote workers and foreign nationals in compliance with immigration policies and work permit requirements.
• Support new faculty with relevant academic training and support.
• Encourage long-term success and well-being for all employees.

2.    SCOPE

This policy applies to all employees hired under permanent, temporary, contract, remote or hybrid arrangements, including:

• Academic Staff: Instructors, lecturers, senior lecturers, adjuncts, and professors.
• Support Staff: Administrative and operational non-teaching employees.
• Foreign Nationals: Employees under work permits and migration programs.
• Remote or Hybrid Employees: Employees working outside physical premises.
• Student Workers or Interns: If applicable, student workers or interns.

3.    ONBOARDING PROCESS

Pre-Employment Engagement

Before their first day, new hires will receive:

• A personalised welcome email and onboarding schedule.
• A digital onboarding guidebook with FAQs and key resources.
• Assigned mentors or contact points for early support.

Pre-Employment Procedures

Job Offer and Contract:

• All employees will receive a formal contract outlining employment terms, compensation, benefits, probationary periods, and termination conditions.
• Employees must provide proof of work eligibility and qualifications.

1. Pre-Employment Documentation:

• Submission of taxpayer registration details, social security registration, and banking information for payroll processing.
• Verification of academic and professional qualifications for teaching staff.

1. Onboarding Day One

• Report to the Human Resources Department for ID verification, contract review, and system registration.
• Workstation Setup and IT Access: Employees will receive College email accounts, and access credentials.
• Introduction to Team and Department: New hires will be introduced to colleagues, and supervisors.

1. Onboarding Checklist (First 30 days)

• IT orientation and system training.
• Departmental and job-specific training
• Scheduled check-ins at 30,60 and 90 days.
• Engagement in cultural and DEI (diversity, equality and inclusion) orientation activities

4.    ORIENTATION PROGRAM

Institutional Orientation (First Week of Employment)

• Overview of Dominica State College’s mission, values, and strategic goals.
• Introduction to HR Policies, code of conduct, and employee handbook.
• Occupational Health and Safety Training, including fire drills, emergency response procedures, and first aid protocols.
• Leadership Introduction: Meet-and-greet with senior leadership to foster transparency and connection.

Job-Specific Orientation (First 30 Days)

• Academic Staff:

• Training on teaching standards, assessments, and research expectations.
• Access to curriculum planning tools and student engagement strategies.

• Administrative and Support Staff:

• Training on departmental workflows and college systems.
• Operational procedures and performance standards.

• All Staff:

• Guidance on using DSC’s student information systems, payroll platform, and internal communication tools.

5.     ROLES AND RESPONSIBILITIES

Human Resources (HR) Department

• Coordinate the onboarding and orientation program.
• Maintain employee records and compliance documentation.
• Ensure adherence to employment laws and labour agreements.
• Administer feedback surveys and implement improvements.

Hiring Department and Supervisors

• Provide new hires with clear role expectations and job-specific training.
• Assign mentors or onboarding buddies to help new employees integrate into their teams.
• Evaluate the effectiveness of the onboarding process through feedback and performance check-ins.

New Employees

• Participate actively in all onboarding sessions.
• Acknowledge policies and complete required documentation.
• Provide feedback on onboarding experience.

6.     VETTING AND ONBOARDING WORKFLOW

Head Of Department Vetting of Hiring Requirements

To address issues in the onboarding process, Heads of Departments (HODs) are required to vet hiring requirements before finalising an appointment. This ensures that all new hires meet the academic, professional, and institutional expectations of Dominica State College. The HOD’s role includes:

• Reviewing job description and required qualifications before approval.
• Verifying that the selected candidate meets all mandatory criteria before an official offer is made.
• Ensuring alignment with departmental goals and operational needs.
• Confirming that the new hire’s role-specific training and orientation plan is in place before onboarding begins.
• For academic staff, conduct teaching practice.

Onboarding Workflow: Who Gives What & How It Works

The onboarding process must be structured and standardised to avoid confusion and inefficiencies. The following steps outline how new hires are onboarded:

• HR Department: Issues formal offer letters, processes contracts, and conducts employment verification. Guides new employees through institutional policies, employee benefits, and training schedules including guided tours of facilities.
• Head of Department (HOD): Ensures role alignment, approves onboarding checklist, and assigns a mentor for new hires.
• IT Department: Provides system access, College email accounts, and workstation setup.
• Facilities Management: Issues ID badges, office keys, and workspace assignments.
• Payroll and Finance: Ensures salary setup, tax documentation, and benefits registration.
• Immediate Supervisor: Provides specific job training, expectations, and probationary review criteria.
• Onboarding Check-in: A structured follow-up at 30 days, 60 days, and 90 days to address any gaps.

7.    COMPLIANCE WITH REQUIREMENTS

All onboarding activities will align with:

• The DSC rules and regulations.
• Dominica’s Labour Standards Act, Labour Contract Act, and Protection of Employment Act.
• Collective Bargaining Agreement (CBA) between DSC and the Dominica Public Service Union.
• Immigration and work permit laws (for foreign nationals)

Employment contracts must clearly define probationary periods, benefits, termination conditions, and redundancy policies

8.      EVALUATION AND CONTINUOUS IMPROVEMENT

• Onboarding Feedback Surveys: New hires will evaluate their onboarding experience to identify areas for improvement.
• Probationary Performance Reviews: At 3, 6, and 12 months with performance metrics.
• Annual Policy Review: HR will review the policy every three years, or as required by legislative changes
• Benchmarking: Evaluate against regional and international standards.

9.    POLICY REVIEW AND AMENDMENTS

This policy will be reviewed every three years to ensure alignment with institutional goals, legal requirements, and industry best practices.  Amendments will be made as needed, following consultations with the HR Department, College Administration, and Employee Bargaining Unit.

10.   SUMMARY

This Policy ensures:

• Consistent, engaging onboarding experiences.
• Understand the College’s expectations, policies, and culture.
• Clear communication of roles, expectations, and resources.
• Strong support for long-term employee success and retention.

Dominica State College is committed to building a welcoming and high-performing workplace for all staff.