PURPOSE
This program is intended to help employers keep new employees, whether experienced or inexperienced, safe and on the job. [COMPANY] has adapted this Short Service Employee Program (SSE) to fit its unique requirements.
SCOPE
This Short Service Employee Program (SSE) procedure applies to all [COMPANY] Projects, Facilities, and worksites. It is important to ensure that newly placed employees work under the direction of experienced personnel.
DEFINITIONS
Mentoring
A process of transferring skills and knowledge from one person to another in a work environment.
Supervisor
The individual is responsible for the direct supervision and oversight of an employee.
Short Service Employee (SSE)
A newly placed full-time or temporary employee or subcontractor with less than six months of experience in an assigned job.
Short Service Employee Mentor
A person with at least 6 months of employment with the company who has demonstrated safe and efficient work habits.
SHORT SERVICE EMPLOYEE PROGRAM (SSE) KEY ELEMENTS
- SSE Policy
- Risk Assessment Procedures
- Induction and Training Programs
- Site-Specific Rules and Procedures
- Personal Protective Equipment (PPE) Requirements
- Monitoring and Reporting
- Supervision and Mentoring
- Compliance Audits
- Performance Metrics
- Continuous Improvement
By presenting these documents and practices, you can provide substantial evidence of a well-established SSE program focused on managing risks associated with newcomers in site activities, in line with contract HSEW requirements stipulated in the bid.
MANAGEMENT RESPONSIBILITIES
The responsibilities of company leadership and management are to set expectations, evaluate the effectiveness and:
- Make and demonstrate a personal commitment to a strong and functional Health Safety and Environmental work culture
- Establish a written, signed, and dated HSE policy that sets compliance expectations for management and employees
- Provide employees access to company policies, standards, and procedures
- Establish written HSE Orientation and Short Service Employee Programs for all employees newly assigned to any job or task
- Ensure that all employees new to a job assignment are identified to the responsible supervisor(s) and placed into the HSE Orientation and Short Service Employee Programs
- Audit, review performance, and take timely corrective actions to continually improve the effectiveness of the orientation and Short Service Employee Programs
SUPERVISOR RESPONSIBILITIES
The responsibilities of Supervisors in the Short Service Employee Program are:
- Know which jobs and crews are using Short Service Employees
- Ensure Short Service Employees are appropriately identified per this plan
- Develop and communicate Job Safety Analyses (JSA) to affected personnel upon initial assignment and when the operation changes
- Ensure Short Service Employee Mentor possesses proper knowledge and skills in the job task assigned
- Ensure Short Service Employee Mentor is adequately training SSE
- Ensure Short Service Employee is gaining the necessary knowledge and skills in the job tasks
- Follow all safety rules and company policies
MENTOR RESPONSIBILITIES
The responsibilities of the Mentor in the Short Service Employee Program are to:
- Be an experienced and responsible person assigned by the supervisor to work with the new employee
- Be selected based on a history of safe work and policy/procedural knowledge
- Be able to communicate the expectations and characteristics of work tasks and their associated hazards
- Have a patient disposition, as well as the desire and willingness to devote the necessary time to succeed as a mentor
- Possess knowledge and skills in the job tasks assigned to the SSE
- Be willing and able to effectively listen to the SSE to determine if the SSE is learning and retaining the knowledge being shared
- Be willing to watch an SSE perform a job without interfering as long as the SSE is not in a position to harm themselves, others, the environment, or the equipment
- Adopt a positive safety attitude, avoid criticism, and strive to build confidence and self-esteem in the SSE
- Be able to teach the SSE the proper way to create a quality JSA and to follow that JSA in performing tasks
- Keep abreast of new equipment in their field of expertise
- Refrain from taking shortcuts and doing anything else that jeopardizes health or safety
- Demonstrate a positive work ethic at all times
- Introduce the SSE Checklist (Appendix B) to the new employee. The checklist is a tool to train the new employee and monitor progress
- Review the checklist with the new employee periodically over six months, forward the information for supervisor and management review
- Follow all company policies and procedures
SHORT-SERVICE EMPLOYEE RESPONSIBILITIES
The responsibilities of the Short Service Employee are to:
- Be willing to watch and listen to the Mentor,
- Establish a positive safety attitude toward assigned job tasks,
- Learn how to create and follow JSAs,
- Be willing to learn how to do each task in a safe and environmentally sound manner,
- Stop and report unsafe conditions immediately,
- Participate in safety meetings, and
- Follow all safety rules and company policies.
HSE COORDINATOR RESPONSIBILITIES
The responsibilities of the HSE Coordinator in the Short Service Employee Program are to:
Serve as subject matter resource to support the Supervisor and SSE
Ensure the SSE gets the necessary safety training,
Follow all policies and procedures.
PROCEDURES - SHORT SERVICE EMPLOYEE PROGRAM
Notification (Appendix A)
The HR department notifies the worksite management/supervision and safety department of all newly hired or reassigned employees. In turn, Management will notify the Safety Coordinator of new employees in their region who require training.
Orientation
Management will provide a company-approved orientation. The orientation will include a Job Orientation Checklist (Appendix C) that the supervisor reviews with each newly hired employee.
Each SSE will be provided orientation specifically based on job position and job-related topics before performing job tasks.
Each SSE will be taught how to access company policies, standards, and procedures.
Satisfactory completion of the orientation must be signed and dated by the employee and supervisor.
Training
The supervisor will ensure that each SSE is properly trained per federal, state, industry, company, and operator requirements before starting work when:
The employee is hired
The employee has been appointed a new job assignment
The employee is exposed to new substances, processes, procedures, equipment, etc. that represent a new hazard to the employee
The supervisor will ensure that each SSE is properly trained in:
The hazard(s) present in the workplace
The policies, procedures, processes, and PPE utilized to control these hazards and prevent illnesses, injuries, property damage, and/or environmental incidents
The skills are necessary to conduct their assigned jobs safely and efficiently while providing quality and economy
Identification System
Supervisors, co-workers and project managers need to recognize a Short Service Employee; therefore, an identification system is developed for this purpose. The identification system is a means of communicating to the workforce that the Short Service Employee is in a transitional period. It will not be a designation of in-experience or used to mark an employee as having lower skill sets.
The SSE will be identified by a vest, colored hardhat, decal, or other clothing or PPE that prominently identifies the employee as an SSE employee. For example, if a hardhat decal is used, it should be placed on each side of the hardhat with a label under the decal indicating the date when the employee is no longer considered to be a Short Service Employee. The Supervisor and the SSE Mentor will provide supervision and not allow the SSE to perform any task in which they have not been properly trained. The Supervisor and the SSE Mentor will ensure that the SSE understands the task to be performed and the associated hazards.
The Supervisor removes the decals and other identifiers upon expiration of the SSE term, and after verifying that the SSE exhibits the knowledge and skill level to perform the job tasks assigned.
Documentation
The HR Specialist completes the SSE Notification form for new employees (Appendix A) and forwards it to the Supervisor.
Upon completion of training, the supervisor signs off and forwards the notification form to HR.
All records for the SSE Orientation and Training should be maintained at the employee’s location by the Supervisor.
SSE Quality Assessment and Control
Management should review the effectiveness and quality of the Short Service Employee Program at least annually.
SSE Orientation and Training documentation should be audited for accuracy, timeliness, and completeness.
Onsite inspections should be conducted to ensure that supervisors, mentors, and Short Service Employees are adhering to the SSE Program.
The number of incidents involving new employees should be measured, compared to the general workforce, and evaluated for trends or performance variations.
Management should ensure that all program deficiencies are promptly corrected and documented.
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