Employee Orientation Policy

Goal

The goal of this policy is to ensure that employees feel welcomed and supported during the onboarding process, or when transitioning to a new position. This is achieved by outlining corporate and job-specific information to help employees understand the organization and their role within it.

Scope

This policy applies to every new employee and every existing employee that commences a new position within the City of Duncan.

Policy

Employee orientation must be completed on the employee’s first day of employment, or as soon as practical if it cannot be completed on the first day. The employee’s direct supervisor (Director or Manager) is responsible for completing the orientation process with the employee.

Corporate Information

Corporate information includes:

• The role of local government
• The City of Duncan’s organizational structure
• Strategic priorities
• Human resource policies and programs
• Payroll information
• Workplace culture

All employees will be provided access to the City of Duncan’s Onboarding and Employee Policy Portal and a copy of Appendix A: City of Duncan Overview for Employee Orientation.

Job-Specific Information

Job-specific information includes:

• Role and responsibilities
• Impact of the position on the department and City
• Immediate work environment
• Accessibility considerations
• Health and safety information
• Specific terms and conditions of employment

During onboarding, the employee’s direct supervisor must complete Appendix B: Employee Orientation Checklist.

City of Duncan Overview

The City of Duncan is a small yet vibrant community known as the City of Totems. Despite having a population of just over 5,000 residents, it serves as a commercial hub for approximately 80,000 people in the region.

Local Government

Local governments include municipalities (Cities, Towns, Districts, Villages) and regional districts. They provide essential services such as water, sewer, parks, and fire protection. They are governed by Provincial legislation and funded mainly through property taxes, grants, fees, and charges.

Mayor and Council

The Duncan City Council consists of one Mayor and six Councillors, elected for a four-year term.

• Mayor: Michelle Staples
• Councillors: Garry Bruce, Jenni Capps, Tom Duncan, Mike McKinlay, Stacy Middlemiss, Carol Newington

Orientation Checklist

The following checklist must be completed by the employee’s supervisor:

• Provide an overview of job responsibilities
• Review key policies and procedures
• Provide a tour of the workplace
• Explain payroll, benefits, and probationary period details
• Ensure access to necessary equipment and tools

Onboarding and Employee Policy Portal

Employees must log in to the City of Duncan’s policy portal and review key onboarding policies.

Login Instructions:

1. Visit city-of-duncan.mygo1.com/login and click “Sign up”.
2. Wait for an email confirming policy assignments.
3. Read and acknowledge the policies listed in the onboarding group.
4. Review additional policies relevant to your department.

Payroll, Benefits, and Probationary Period

The City of Duncan participates in the Municipal Pension Plan (MPP). All full-time employees are required to enroll. Benefits are provided through Pacific Blue Cross (PBC).

Payroll is processed bi-weekly, and employees receive electronic pay statements.

Site Access and Parking

City Hall:

• Parking is available on Duncan Street.
• Employees will receive a parking decal.
• Regular business hours: 8:30 AM – 4:00 PM (Monday to Friday).

Public Works:

• Operating hours: 7:30 AM – 3:30 PM (Monday to Friday).
• Employees will receive access codes and keys if required.
• Parking is available within the Public Works Yard.

Health and Safety

The City is committed to providing a safe and healthy work environment. Employees should familiarize themselves with the:

• Safe Workplace Commitment Policy
• Occupational Health and Safety Program
• Emergency Response Guide

For more details, employees should consult the Employee Orientation Handbook and speak with their supervisor.

By entering my name below, I confirm that I have read the policy.