Welcome
to CDEM
(name)
CDEM Induction Tools
Table of Contents
Introduction 3
One week before start date 4
First Day of Work 7
First Week of Work 8
First Six Months 9
First Twelve Months 10
Appendix 1: Induction Plan Template 11
Appendix 2: Checklist for ‘Go Bag’ 12
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CDEM Induction Tools
Introduction
Description
/ This Induction Booklet has been developed to provide team leaders/line managers of new CDEM staff within CDEM organisations with information about how to induct new members of staff into their CDEM role. Checklists are also provided to help you, the team leader/line manager, work through the process.The aim of this booklet is to support you to document and provide a consistent approach to the induction of individuals that will be taking up roles (paid or unpaid) in CDEM on behalf of your organisation.
This booklet is intended to be a template and is completely reconfigurable so you can adapt it to your organisation and the individual you are inducting. You’ll find prompts to amend throughout the document.
This booklet is complemented by the ‘Welcome to CDEM’ online induction module for new CDEM staff.
If the staff member is new to your organisation (as well as CDEM), ensure your Induction Plan is coordinated with whatever other induction programme they may also need to undertake.
Instructions
/ Instructions for this booklet are below:1. Read this document before you induct your new staff member.
2. Print off a copy of this booklet and write the name of your staff member on the cover in the space provided.
3. Tick off the components of the checklists as they are completed.
4. Once all components are completed file this booklet in the staff member’s personnel file.
One week before start date
# / Task [delete those not applicable and add as appropriate] / Responsibility[amend to reflect your organisation] / Completed
[tick when completed]
1 / Prepare a tailored CDEM Induction Plan. / Team Leader / Line Manager/HR
2 / Arrange ‘Go Bag’. / H&S Coordinator
3 / Organise access to the “Welcome to CDEM” induction module. / Team Leader/ Line Manager
4 / Organise key readings. / Team Leader/ Line Manager
5 / [Add more here]
Induction Plan
/ The Induction Plan provides an outline of all CDEM induction activities for new staff during their first month in the organisation.What you need to do
/ Your role is to develop the plan by including all the CDEM induction activities you intend them to undertake within the first month and make it available on their first day. You will need to organise dates/times for the new staff member to attend key committee/executive meetings, and populate all of these activities in the Induction Plan.At a minimum you should include meetings with all parts of the CDEM-related areas of your organisation and those detailed below that are relevant to the new CDEM staff member’s role:
§ Joint Committee (CDEM Group)
§ The Coordinating Executive Group
§ Local Emergency Management Office
§ CDEM Group Emergency Management Office
§ Emergency Management Officers’ Forum
§ Group/Local Controller
§ Training Advisory Group
§ Local Welfare Committee
§ Welfare Advisory Group
[insert additional committees etc or delete those not relevant from this list]
See Appendix 1 for an example Induction Plan.
Continued next page
One week before start date, Continued
Go Bag
/ All staff should have a ‘Go Bag’ to ensure they are prepared if an emergency occurs while they are at work.‘Go Bags’ should remain in the office. If one is not provided by the office it is the responsibility of the staff member to prepare one. It should include some warm, light clothing, such as a polyprop top, comfortable trousers, light anorak, shoes and socks suitable for walking and non-perishable, high-energy food in the pack (replace every three months or before the expiry dates on the packaging) at their own expense.
[amend to reflect what is supplied, if anything by the organisation].
A checklist of all contents required for an ideal ‘Go Bag’ has been added in Appendix 2 for you to give to your staff member. It is best if the Health and Safety Coordinator can also come and do an audit of the ‘Go Bag’ after the new staff member starts, to ensure that it contains all the necessary contents.
What you need to do
/ If a ‘Go Bag’ is not provided by your organisation, ensure that the new staff member knows to put this together and to bring it with them on their first day. If a ‘Go Bag’ is provided, then ensure that it is available to the new staff member on their first day.’Welcome to CDEM’ induction module
/ The ‘Welcome to CDEM’ induction module is an online module that has been created to enable a new staff member to learn a little bit about CDEM within their first week. It has been designed to be interactive and provides necessary information about CDEM that a new staff member needs to get going quickly.What you need to do
/ Arrange access to the module on the staff member’s or another web-enabled computer. The online module is located in the CDEM Competency Framework Toolkit part of the Ministry of Civil Defence & Emergency Management’s website www.civildefence.govt.nzContinued next page
One week before start date, Continued
Key Readings
/ The following have been noted as the key readings for all new CDEM staff.[Note: many of these documents are available for download from the publications page of www.civildefence.govt.nz.]
Reading
National Hazardscape report
CDEM Act 2002
Guide to the National CDEM Plan
The National CDEM Strategy
CDEM Group Plan
Local plans/arrangements
Supplementary Readings
§ Director’s Guidelines and MCDEM Best Practice Guides.
§ Recent ‘Impact’ magazines.
What you need to do
/ Arrange for copies of key readings to be given to the new staff member from day one. Add key readings to the staff member’s Induction Plan and make hard copies available on the staff member’s desk. Most of the publications listed in the table above can be downloaded from the ‘Publications’ page of www.civildefence.govt.nzFirst Day of Work
# / Task [delete those not applicable and add as appropriate] / Responsibility[amend to reflect your organisation] / Completed
[tick when completed]
1 / Conduct initial individual meeting to agree to the CDEM Induction Plan. / Team Leader/ Line Manager
2 / [Add more here]
Induction Plan
/ Your initial meeting with your new staff member should include an overview of the CDEM organisation, your business unit and the new staff member’s role. As this is the initial meeting, you do not need to go into a lot of detail. The aim is to set the person up for further reading and discussions about work plans, strategic goals etc. Talk the new staff member through the CDEM Induction Plan that you have developed for them, highlighting the key appointments, training and readings you have set out for their first few weeks. Add anything further to the plan that arises from your discussions.What you need to do / Print off the Induction Plan template (Appendix 1) and complete this with your new staff member.
First Week of Work
[amend to reflect your organisation] / Completed
[tick when completed]
1 / Visit to Emergency Operations Centre (EOC). / Emergency Management Office
2 / Organise a future meeting time for the new staff member to meet with the Ministry of Civil Defence & Emergency Management Regional Emergency Management Advisor (MCDEM REMA). / Team Leader/ Line Manager
3 / [Add more here]
Visit to EOC
/ A visit to the Emergency Operations Centre (EOC) or its location (if not a permanent set -up) is a must in the early stages of induction as an emergency can happen at any time.What you need to do
/ Arrange a visit to the local Emergency Operations Centre that your new staff member will be working in.Meet the MCDEM REMA
/ New staff members need to meet with the REMA assigned to their region by MCDEM.What you need to do
/ Arrange these meetings by contacting the relevant REMA directly. Contact details are below:Northern Office (Northland, Auckland Waikato and Bay of Plenty)
Ph 09 362 5170
Central Office (Gisborne, Hawkes Bay, Taranaki, Manawatu-Wanganui and Wellington)
Ph 04 473 7363
Southern Office (Marlborough, Nelson-Tasman, West Coast, Canterbury, Otago, Southland and Chatham Island)
Ph 021 687 995 (Regional Coordinator)
First Six Months
# / Task [delete those not applicable and add as appropriate] / Responsibility[amend to reflect your organisation] / Completed
[tick when completed]
1 / Visits to Emergency Management Offices and Emergency Operations/Coordination Centres (EOC/ECC). / Team Leader/ Line Manager
2 / [Add more here]
CDEM Emergency Management Office and EOC/ECC visits
/ All new staff are encouraged to visit other CDEM Emergency Management offices and Emergency Operations/Coordination Centres within their Groups. The purpose of these visits is for the new staff member to get to know the other CDEM staff at the CDEM Group Emergency Management Office and the type of work the staff do.What you need to do
/ Help your new staff member to arrange these visits. Use opportunities to attend stakeholder meetings, exercises etc to get your new staff member out in the CDEM community.First Twelve Months
# / Task [delete those not applicable and add as appropriate] / Responsibility[amend to reflect your organisation] / Completed
[tick when completed]
1 / Visit to MCDEM regional office. / Team Leader/ Line Manager MCDEM REMA
2 / [Add more here]
Visit to MCDEM regional office
/ All new staff are encouraged to visit their MCDEM regional office to establish a relationship with the REMA and any other MCDEM staff members that they may be in contact with throughout their engagement in CDEM.What you need to do
/ Help your new staff member to arrange these visits. Use opportunities to attend stakeholder meetings, exercises etc to get your new staff member out in the CDEM community.CDEM Induction Tool –Induction Booklet 4 of 12
CDEM Induction Tools
Appendix 1: Induction Plan Template
Document a week-by-week induction plan for your new CDEM staff member using this template. Some useful suggestions have already been made in the template below. Give the completed plan to your new CDEM staff member on their first day and talk them through it.
Induction Plan – [Insert name], [Insert position]Week 1 / Monday / Tuesday / Wednesday / Thursday / Friday
AM / “Welcome to CDEM” (online induction module with activities) / Key readings / Principles of Emergency Management training via RAPID eLearning and assessment activity booklet
PM / Key readings / EOC Tour. / CDEM Framework training via RAPID eLearning and assessment activity booklet
Key Readings for
Week 1 / CDEM Act 2002, National CDEM Plan and Guide, National CDEM Strategy and CDEM Group Plan, operational standard operating procedures.
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CDEM Induction Tools
Appendix 2: Checklist for ‘Go Bag’
Contents of ‘Go Bag’
/ The following checklist details the recommended contents of a ‘Go Bag’./ Contents / a
small radio and 2 spare batteries
a water bottle
4 x water purification tablets
first aid kit
torch and 2 spare batteries
2 x emergency blankets
a card for your family’s details
2 x face masks
Accident report note pad
2 x light sticks
Recommended additional contents
warm, light clothing
§ polyprop top
§ comfortable trousers
§ light anorak
shoes and socks suitable for walking
non-perishable, high-energy food
additional medication
spare glasses or contacts
personal Identification
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