Induction

Guidelines and Checklists

Temporary Arrangements

Covid-19 Pandemic

27th March 2020 - until further notice

 Contents

Introduction...........................................................................................................................................................2
Stages of Induction................................................................................................................................................2
Use of Checklists...................................................................................................................................................2
Roles and Responsibilities.....................................................................................................................................2
Pre-Employment Induction...................................................................................................................................3
Departmental/Site Induction..................................................................................................................................3
The Pre-Employment Induction Checklist.............................................................................................................4
The Departmental/Site Induction Checklist - Essentials........................................................................................5
The Departmental/Site Induction Checklist - Supplemental................................................................................11
Appendix I - On-Call Campaign Training for Doctors, Nurses and Healthcare Assistants..................................16
Appendix II - Nursing Policies (Sample).............................................................................................................17

1
Introduction
This HSE Induction Guidelines and Checklists document is for use during the Covid-19 pandemic.
During the Covid-19 pandemic and aftermath, work will be undertaken by employees including those who are
re-deployed within our own Services, those redeployed from other Public Service Bodies, contract workers,
agency staff, volunteers and other staffing arrangements. Line Managers may use the Pre-Employment
Induction and Departmental/Site Induction checklists to guide them through the induction process for all
categories of staff. Use of the term employer or employee in the induction checklists does not confer any rights
in this regard.
When using the checklists Line Managers should concentrate on completing the Pre-Employment Induction and
the Department/Site Induction checklist – Essentials initially. In the current circumstances the Department/Site
Induction checklist – Supplemental can be completed as time permits.

Stages of Induction
Stages of 1. Pre-Employment 2. Departmental/Site Induction
Induction Induction

The purpose of Pre- The Departmental/Site Induction provides

Employment Induction is to appropriate information to people relevant to their
ensure that the Line Manager own role and department, working arrangements,
prepares for the arrival of new Departmental/Site health and safety arrangements,
person in order to help them security etc. It provides the Line Manager with a
settle in as quickly as possible, framework to clearly communicate policies,
especially those who need procedures and special arrangements.
reasonable accommodation,
e.g. wheelchair access.
In a hospital environment, the person will receive
details from an appropriate staff member on relevant
subject matters, e.g. catering, pharmacy, nursing etc.
In a community health organisation environment, the
person will receive details from an appropriate staff
member on Primary Care, Mental Health, Older
People and Disability Services.

Use of Checklists
Checklists (Essential and Supplement) have been developed for the induction process. They are designed to give
a guide to the procedure. They also provide the organisation with a record of the induction.

Roles and Responsibilities

Induction is the responsibility of both the employer and employee. The employer has the responsibility to
ensure that all staff are inducted and the employee has responsibility to co-operate fully with the process.

The Line Manager is responsible for:

• Tailoring the Departmental/Site Checklist to include local policies and procedures. This may be done
jointly with other Line Managers in the working environment, where applicable.
• Reviewing and completing the Pre-Employment Checklist and compiling any necessary back-up materials
ahead of the new person’s arrival
2
 • Ensuring that a designated person is available on the first day to meet the new person

• Delegation of induction tasks is the responsibility of the Line Manager. The workload of familiarising the
new person with work practices may be shared out.
• Where possible ensuring that appropriate equipment is in place on the first day
• Ensuring that the induction process is completed and for progressing through the checklists
• Recording details of employees who have completed the induction
• Where possible scheduling relevant training identified
• In the event that the new employee requests reasonable accommodations, that these be reviewed with the
employee, in consultation with Occupational Health.

The employee is responsible for:

• On appointment registering on www.hseland.ie – the Health Services Learning and Development portal
and immediately commencing their induction on the i-START hub. Employees should follow the
instructions on the hub and undertake all recommended e-learning programmes, including statutory and
mandatory e.g. An Introduction to Children First, Hand Hygiene, Health and Safety, etc.
• Co-operating fully with the process by completing all scheduled training

Pre-Employment Induction
The purpose of the Pre-Employment Induction Checklist is to assist the Line Manager to prepare for the arrival
of employees, and to help them settle in as quickly as possible.
The Line Manager is responsible for ensuring the completion of the specified actions as outlined in the Pre-
Employment Induction Checklist. Where possible these actions should be completed before a new person starts.
On completion of the checklist, a copy is placed in the employee’s file.

Departmental/Site Induction
The Departmental/Site Induction provides appropriate information to new employees relevant to their own role
and department, working arrangements, departmental health and safety arrangements, security etc.

Line Management Responsibility

The Line Manager is responsible for the completion of the specified actions as outlined in the Departmental/Site
Induction Checklist - Essentials. These actions should commence on the day a new person starts. On
completion, a copy of the checklist is placed in the employee's file. Responsibilities of the Line Manager
include:
• To progress through the Departmental/Site Induction Checklist with the new person
• To ensure that all employees receive the necessary information in a manner relevant to their needs, and to
enable them to contribute to the work unit as soon as possible
• To confirm with the employee that they have registered on www.hseland.ie and are completing their
induction on the i-START hub, and are completing/have completed all recommended e-learning
programmes
• To tailor the Departmental/Site Induction Checklist to meet local needs. This might be achieved with other
Line Managers in a working environment, if applicable
• To ensure that work unit induction material is maintained and kept up to date

Employee Responsibility
• To participate fully in the induction process
• To complete scheduled statutory and mandatory and other training as required - www.hseland.ie

3
The Pre-Employment Induction Checklist
Name

Location

Grade

Start of Employment Date

Personnel Number (if applicable)

Date Comments
Completed

Contact new person before start date to confirm their

start time, to tell them where to report to on their first
day and to provide any other relevant information that
may be required in advance of their arrival on site such
as uniform

Person designated with the responsibility to meet and

welcome the new person on the first day

Workspace provided for the new employee, if

appropriate

If possible, necessary equipment should be in place

Other relevant people notified including security, if

appropriate

Check to ensure that the new employee is set up for

payroll (if a direct employee of the organisation)

Identification card/security pass to be issued (where

appropriate)

Obtain employee’s personal contact details

Completed by:

Line Manager

PRINT NAME SIGNATURE DATE

4
The Departmental/Site Induction Checklist - Essentials
Name

Location

Grade

Start of Employment Date

Personnel Number (if applicable)

Provide new employee with Date Comments

Completed

Information on confidentiality and professionalism

Verify new person’s identity, if applicable

Confirm details of employment contract (where

applicable)

Date Comments
Role Clarity
Completed

Information on assignment of work duties

Introduction to other members of the department/site,

briefly explaining responsibilities

Information about the Department/Division Date Comments

Completed

List of staff in the department, their telephone/bleep

extensions and e-mail addresses (where possible)

Information on physical distancing arrangements etc

Ensure employees are briefed on exposure prone

procedures (where applicable)

Ensure employees are briefed on use of Personal

Protection Equipment PPE (where applicable). Further
information on Covid-19 and the use of PPE is available
below.

5
Working Arrangements Date Comments
Completed

Details of hours of work, start, breaks, finish etc

Familiarise with environment Date Comments

Completed

Entrances/exits and clock-in facilities (if applicable) in

the building

Car parking facilities, information on bus/train services,

local map, if available

Toilets

Staff room (if any) and staff notice-board

Staff changing facilities (where appropriate)

Security Date Comments

Completed

Keys, security number for door(s), swipe-card or clock-

in facilities (where appropriate)

Identification card (where necessary)

Information on after-hours procedures, e.g. exits

available and locking up arrangements

Health and Safety Date Comments

Completed

Departmental/Site safety statement and advise on

location of site safety statement

Information regarding fire exits, e.g. location of fire

equipment, map of fire assembly points, and details of
evacuation procedure

Information about who is in charge of first aid and

safety (either in or outside the department), where to
find the nearest first-aid box, and what to do if an
accident or emergency occurs

Details of accident/near-miss reporting procedure

6
COVID-19 Information for Staff Date Comments
Some key aspects in relation to Covid-19 have been identified Completed
below. This is not an exhaustive list and staff should keep up
to date with the relevant information on Covid-19 for the
service they are working in.

The HSE has established a webpage with information

on Covid-19 for staff:

https://healthservice.hse.ie/staff/news/coronavirus-
news/

The new employee should review the relevant sections

of this webpage as part of induction, and on a regular
basis thereafter.

Preventing the Spread of Infection

Adherence to HSE Infection Control and Prevention
measures including regular hand washing

A video on preventing the spread of infection for

reception and non-clinical staff is available on:
https://healthservice.hse.ie/staff/news/news-
items/prevent-the-spread-of-coronavirus-in-the-
workplace.html

Social Distancing

Ensure knowledge and adherence to social distancing

principles.

PPE

The current guidance as at 17th March 2020 for use of

PPE in the management of suspected or confirmed case
of Covid-19 is available at:
https://www.hpsc.ie/a-
z/respiratory/coronavirus/novelcoronavirus/guidance/inf
ectionpreventionandcontrolguidance/Interim
%20Guidance%20for%20use%20of%20PPE
%20%20COVID%2019%20v1.0%2017_03_20.pdf

This guidance may be updated so staff are advised to

also check the Health Protection Surveillance Centre’s
site for the most up to date information.

Videos showing how to put on and take of PPE are

available on:
https://healthservice.hse.ie/staff/news/news-
items/prevent-the-spread-of-coronavirus-in-the-
workplace.html

7
PPE – HSeLanD Modules
There are two HSeLanD modules for putting on and
taking off PPE safely.
One is for staff working in acute settings. Go to
HSeLanD and search ‘putting on and taking off PPE in
acute healthcare settings’.
The second one is for any staff member working in
community settings. Go to HSeLanD and search
‘putting on and taking off PPE in community healthcare
settings’.

The Health Protection Surveillance Centre

The Health Protection Surveillance Centre has issued
Infection Prevention and Control Guidance for
Covid-19 for staff. This can be accessed at:
https://www.hpsc.ie/a-
z/respiratory/coronavirus/novelcoronavirus/guidance/inf
ectionpreventionandcontrolguidance/
Staff should visit this page regularly as it is being
updated and it contains a variety of infection prevention
and control guidance for different clinical situations,
along with use of Personal Protection Equipment,
advice for Residential Care Facilities and Sampling.
The page also has video resources both for Acute
Health Settings and GP Primary Care.

Data Protection and COVID-19

For information on data protection and Covid-19 please
review:
https://healthservice.hse.ie/staff/news/coronavirus/data-
protection-and-covid-19.html

Resources for Staff on Minding Your Mental Health

during the Coronavirus Outbreak
A range of resources and supports for staff are available
here:
https://healthservice.hse.ie/staff/news/coronavirus/staff-
minding-your-mental-health-during-the-coronavirus-
outbreak.html

HR Circular 013 2020 Updated Advice for

Healthcare Workers during the Delay Phase

8
 New staff should visit this page to familiarise
themselves with the information.

https://www.hse.ie/eng/staff/resources/hr-circulars/hr-
circular-013-2020-updated-advice-for-healthcare-
workers-during-the-delay-phase.html

Policies/Procedures/Guidelines

The employee should be made aware of the following policies/procedures/guidelines:

Patient Safety Date Completed Comments

Trust in Care Policy Document:
https://www.hse.ie/eng/staff/resources/hrppg/trust-in-
care.html

Children First: National Guidance for the Protection and

Welfare of Children
https://www.hse.ie/eng/staff/resources/hrppg/children-first-
2017.pdf
Health and Safety
Corporate Safety Statement

https://www.hse.ie/eng/staff/safetywellbeing/healthsafetyand
%20wellbeing/css.pdf

Site Specific Safety Statement

Manual Handling and People Handling Policy

https://www.hse.ie/eng/staff/safetywellbeing/healthsafetyand
%20wellbeing/manualhandlingandpeoplehandlingpolicy.pdf

Corporate
Data Protection Policy

https://www.hse.ie/eng/gdpr/hse-data-protection-policy/hse-
data-protection-policy.pdf

Please note that the above list is not exhaustive and is subject to change.
Further information is available on the HSE Website - www.hse.ie.

It is important that each Line Manager ensures that the appropriate Policies and Procedures are communicated
to employees under their area of responsibility (for example, please see Appendix II for Nursing Policy
Information).

9
 List of relevant Departmental/Site Policies Date Comments
Completed

STATEMENT THAT THE DEPARTMENTAL/SITE INDUCTION CHECKLIST –

ESSENTIALS HAS BEEN COMPLETED

I wish to confirm that I have received an induction to the department/site as set out above.

Signed by:

Employee

PRINT NAME SIGNATURE DATE

Line Manager

PRINT NAME SIGNATURE DATE

10
The Departmental/Site Induction Checklist -
Supplemental
Name

Location

Grade

Start of Employment Date

Personnel Number
(if applicable)

Date Comments
Provide the employee with
Completed

Identify any necessary supports for the employees, e.g.

assisted devices

Information about the Department/Division Date Comments

Completed

Ensure employees are briefed on accessing online

payslips (if applicable)

Working arrangements Date Comments

Completed

Details of leave entitlements and the procedure for

applying for leave

Details on how to report absences/late arrivals,

including who and when to notify (Attendance
Management Policy)

If applicable, details on where the employee might be

required to travel, and how to claim travel expenses
(NFR 5)

Familiarise with environment Date Comments

Completed

Disabled access – familiarisation for able and disabled

employees

11
 Assistive technology needs and special learning needs
(if any) have been assessed

List other relevant training

Policies/Procedures/Guidelines - Supplemental

It is suggested that the employee should be made aware of the following policies/procedures/guidelines:

Patient Safety Date Completed Comments

Procedures on Protected Disclosures of Information in the
Workplace
https://www.hse.ie/eng/about/qavd/protected-disclosures/hse-
protected-disclosures-procedures.pdf

Open Disclosure Policy

https://www.hse.ie/eng/about/who/qid/other-quality-
improvement-programmes/opendisclosure/
Health and Safety
Risk Assessment Templates
 General Risk Assessment Form
 Biological Agents Risk Assessment Form
 Chemical Agents Risk Assessment Form
 Display Screen Equipment Risk Assessment Form
 Pregnant Employee Risk Assessment Form
 Workplace Stress Risk Assessment Form

https://www.hse.ie/eng/about/qavd/riskmanagement/risk-
management-documentation/risk%20management
%20support%20tools.html

Policy on Management of Work Related Aggression and

Violence
https://www.hse.ie/eng/staff/resources/hrppg/aggpol.pdf

Policy for Prevention and Management of Stress in the

Workplace
https://www.hse.ie/eng/staff/resources/hrppg/policy%20for
%20prevention%20and%20management%20of%20stress
%20in%20the%20workplace.html
Policy for Preventing and Managing Critical Incident stress

12
https://www.hse.ie/eng/staff/resources/hrppg/policy%20for
%20preventing%20and%20managing%20critical
%20incident%20stress.html

National Tobacco Free Campus Policy

https://www.hse.ie/eng/staff/resources/hrppg/national-
tobacco-free-campus-policy---april-2012.pdf

Policy for Lone Working

https://www.hse.ie/eng/staff/safetywellbeing/healthsafetyand
%20wellbeing/policyonloneworking.pdf

HSE Policy on the Prevention of Sharps Injuries

https://www.hse.ie/eng/staff/safetywellbeing/healthsafetyand
%20wellbeing/hse%20policy%20for%20the%20prevention
%20of%20sharps%20injuries.pdf

Prevention of Blood Borne Diseases in the Health Care

Setting

https://www.hse.ie/eng/staff/resources/hr-circulars/hse-hr-
circular-012-2009-re-implementation-of-recommendations-
of-report-on-the-prevention-of-transmission-of-blood-borne-
diseases-in-the-health-care-setting.pdf

Guideline on the Safe Use and Handling of Cytotoxic Drugs

https://www.hse.ie/eng/staff/safetywellbeing/healthsafetyand
%20wellbeing/hse%20guideline%20on%20the%20safe
%20handling%20and%20use%20of%20cytotox%20drugs
%20%20aug%202016.pdf

HSE Policy on Statutory Occupational Safety and Health

Training

https://www.hse.ie/eng/staff/safetywellbeing/healthsafetyand
%20wellbeing/hse%20policy%20for%20health%20and
%20safety%20statutory%20training.pdf

HR
HSE Employee Handbook

https://www.hse.ie/eng/staff/resources/employee-resource-
pack/employee-handbook-2017.pdf
Terms and Conditions of Employment

13
https://www.hse.ie/eng/staff/resources/terms-conditions-of-
employment/revised-guidelines-on-terms-and-conditions-of-
employment-march-2017.pdf

Managing Attendance Policy and Procedures

https://www.hse.ie/eng/staff/resources/hrppg/managing
%20attendance%20policy%20revised%20may%202014.pdf

Sick Leave Policy

https://www.hse.ie/eng/staff/benefitsservices/timeoff/sick-
leave.html

Disciplinary Procedures for Employees of the HSE

https://www.hse.ie/eng/staff/resources/hrppg/disciplinary-
procedure-for-employees-of-hse-2007.html

Corporate
Freedom of Information Legislation

https://www.hse.ie/eng/services/yourhealthservice/info/foi/
Code of Standards and Behaviour

https://www.hse.ie/eng/staff/resources/codeofstandards.pdf

Dignity at Work Policy

https://www.hse.ie/eng/staff/resources/hrppg/dignity-at-
work-policy.html

Social and Digital Media Policy and Guidance for HSE

Employees

https://www.hse.ie/eng/about/who/communications/digital/so
cial-media/social-media-and-digital-policy/social-media-
policy-staff-use-guidelines.pdf

Ethics in Public Office (Grade VIII and above)

https://www.hse.ie/eng/staff/resources/ethics/
Policy Statement on Fraud and Corruption
https://www.hse.ie/eng/staff/resources/hrppg/policy-
statement-on-fraud-and-corruption.html
National Financial Regulations - Travel and Subsistence

https://www.hse.ie/eng/staff/resources/financial
%20regulations/nfr-5-travel-and-subsistence.pdf

14
The Policy for the Management of Consumer Feedback to
include Comments, Compliments and Complaints in the HSE

https://www.hse.ie/eng/about/qavd/complaints/ysysguidance/

External Documents
Health Care Professionals who could be in receipt of
Transfers of Value from the Pharmaceutical Industry must
read the IPHA Code of Practice for the Pharmaceutical
Industry

Please note that the above list is not exhaustive and is subject to change. Further information is available on the
HSE Website - www.hse.ie.

It is important that each Line Manager ensures that the appropriate Policies and Procedures are communicated
to employees under their area of responsibility (for example, please see Appendix IV for Nursing Policy
Information).

STATEMENT THAT THE DEPARTMENTAL/SITE INDUCTION CHECKLIST –

SUPPLEMENTAL HAS BEEN COMPLETED

I wish to confirm that I have received an induction to the department/site as set out above.

Signed by:

Employee

PRINT NAME SIGNATURE DATE

Line Manager

PRINT NAME SIGNATURE DATE

15
Appendix I - On-Call Campaign Training for Doctors,
Nurses and Healthcare Assistants
Mandatory Training requirements are generally determined by Local Services. The table below outlines courses
that may be helpful in this regard.

Doctors
Mandatory To Be Determined By Local Management
Children First Certificate (www.hseland.ie - HSE Prevention and Management of Work-Related
Policy for all Employees) Aggression & Violence Certificate
Manual Handling and People Handling e-learning Safeguarding of Vulnerable Adults Certificate
Certificate (www.hseland.ie)
Hand Hygiene Training Certificate Manual Handling and People Handling Practical
(www.hseland.ie) Module Certificate
Fire Training (Statutory Requirement) Compass Training
GDPR (www.hseland.ie - Statutory Requirement) Basic Life Support (CPR) Certificate
Health, Safety and Security (www.hseland.ie and ACLS
Site Specific Safety Statement - Statutory
Requirement)
PPE (www.hseland.ie) ATLS
PALS
PROMPT & CTG

Nurses and Midwives

Mandatory Determined By Local Management
Children First Certificate (HSE Policy for all Manual Handling and People Handling Practical
Employees) Module Certificate
Manual Handling and People Handling e-learning Basic Life Support (CPR) Certificate
Certificate
Infection Control Certificate Prevention and Management of Work-Related
Aggression & Violence Certificate
Hand Hygiene Training Certificate Therapeutic Management of Violence &
Aggression Certificate (Acute Psychiatric Units)
Fire Training (Statutory Requirement) Safeguarding of Vulnerable Adults Certificate
GDPR (www.hseland.ie - Statutory Requirement) Mental Health Act Training (RPN's)
Health, Safety and Security (www.hseland.ie and
Site Specific Safety Statement - Statutory
Requirement)
PPE (www.hseland.ie)

Health Care Assistants

Mandatory To Be Determined By Local Management
Children First Certificate (HSE Policy for all Prevention and Management of Work-Related
Employees) Aggression & Violence Certificate
Manual Handling and People Handling e-learning Safeguarding of Vulnerable Adults Certificate
Certificate (www.hseland.ie)
Hand Hygiene Training Certificate Manual Handling and People Handling Practical
(www.hseland.ie) Module Certificate
Health, Safety and Security (www.hseland.ie and Basic Life Support (CPR) Certificate
Site Specific Safety Statement - Statutory
Requirement)
PPE (www.hseland.ie) HACCP Certificate
Fire Training (Statutory Requirement)
GDPR (www.hseland.ie - Statutory Requirement)

16
Appendix II - Nursing Policies (Sample)
• Patient specific health and safety policies, procedures and safe work procedures.
• Manual handling policies and procedures including the location and use of manual handling equipment.
• Manual handling equipment
• Hazard and incident reporting procedures
• Location of care plans or individual patient/resident plans
• Security arrangements (particularly when working after hours)
• Location of personal protective equipment (PPE)
• Clinical quality and risk assessment
• Clinical governance procedures
• Ward/Departmental orientation including location of sluice, treatment room, patient and staff toilets,
kitchen, storage areas and nursing office
• Emergency resuscitation trolleys, oxygen and suction equipment
• General department routine
• Patients profile
• Supplies ordering process
• Patient call bell system – sound of the emergency buzzer
• Clinical policies manual and professional policies manual
• Discharge policy/infection control policy
• Action in the event of cardiac arrest
• Action in the event of Anaphylaxis
• Infusion pumps/syringe drivers
• Pressure relieving devices
• Pressure Ulcer Prevention
• Wound Management
• Care of Intravenous Cannula
• Care of Central Venous Access Devices
• Care of Urinary Catheters
• Observation equipment
• Recognising deteriorating patients, early warning scoring and the observation chart and escalation
(national early warning systems (NEWS and IMEWS and ISBAR)
• Documentation in use
• Departmental/Specialty/Team procedures/guidelines
• Pharmacy department role and related procedures for medicines management
• Child protection
• Vulnerable adults
• Consent

It is the Line Manager’s responsibility to identify Departmental/Site policies (where appropriate) regarding safe
work practices including hand washing, infection control, VDUs, provision of protective clothing, waste-
management etc.

17