4007 New Worker Training Procedures

Georgia State Seal

Georgia Division of Aging Services
Administrative Manual

Chapter:

4000

Effective Date:

12/05/2023

Section Title:

New Worker Training Procedures

Reviewed or Updated in:

MT 2024-02

Section Number:

4007

Previous Update:

Summary Statement

The Georgia Department of Human Services (DHS), Division of Aging Services (DAS) staff are required to complete New Worker On-the-Job Training (OJT) according to job classification, responsibilities, training, or education.

Scope

The objective is to introduce the new worker (new hire, re-hire, transfer, or promotion) to policies and procedures of their position. The curriculum may be delivered in the form of virtual independent lessons, videos, practical exercises, policy review, and instructor led courses.

Definitions

New Worker – An employee who has been hired within 45 days.

Hiring Manager or Designee- The manager responsible for hiring the new worker and participates with/and oversees the orientation process.

Lead Worker – A worker in supervisory role who can assist with on-the-job training.

Administrative Assistant – An assistant to the hiring manager that may assist in carrying out some administrative tasks related to on/offboarding.

On-the-Job Training (OJT) – An introductory job-specific skills development program based on operation practices of the work unit developed by each section in collaboration with the Training Specialist and the DHS Human Resources. OJT is documented through a checklist and stored in the training file of the employee, contractors, volunteers, or intern.

Training and Development Staff – Training and Development Specialists and specialty positions that conduct On-the-Job, Mandatory, and Specialized training. Trainers are responsible for the development, documentation, and delivery of department training.

Learning Management System (LMS)- A designated training platform used to register for virtual independent lessons, videos, practical exercises, policy review and instructor led courses.

Basic Considerations

  1. OJT requirements will be evaluated on an ongoing basis and reviewed by the Director’s Office as needed.

  2. New Workers will be required to complete the program specific OJT Checklist.

    • Access to Service OJT Checklist

    • Adult Protective Services OJT Checklist

    • Business Operations OJT Checklist

    • Director’s Office OJT Checklist

    • Forensic Special Initiatives Unit OJT Checklist

    • Georgia Council on Aging OJT Checklist

    • Intern OJT Checklist

    • Livable Communities OJT Checklist

    • Office Of The State Long Term Care Ombudsman OJT Checklist

    • Program Integrity OJT Checklist

    • Public Guardianship Office OJT Checklist

  1. DAS staff employed by the agency and promoted or transferred to another position will not be required to retake the New Worker OJT if previously completed, unless directed by their new supervisor.

  2. Former DAS employees with a break in service of 12 consecutive months or more must successfully complete the New Worker OJT Procedures if rehired by the agency.

  3. The New Worker OJT Procedures will cover topics relevant to all newly hired DAS employees to enhance comprehension of the agency mission, vision, and core values.

  4. Section Managers will be notified by Training and Development Specialists when staff under their supervision does not complete the New Worker OJT Checklist within the required timeframe.

Procedures

The Onboard process should be initiated within 2 business days of the offer letter accepted to ensure that the State of Georgia (SOG) username and password, LMS account and other access to programs are initiated.

The New Worker Training procedures should be completed in a timely manner. The Hiring Manager, Lead Worker, and Program Associate may assist with various parts of the OJT process along with the New Worker.

New Workers will complete their assignments according to the deadlines listed.

Procedures cont.

  1. Day 1 – Human Resources Orientation.

Day 2-14 – DAS On-The-Job Training begins. Hiring Managers will oversee all processes using the DAS Onboarding Checklist and OJT Checklist. The Lead worker can be designated to assist.

Day 15 - LMS - DHS Mandatory Online Training begins. Courses can be complete prior to Day 15 upon receiving LMS access.
OJT Section 1: Office of Human Resources Generalist, Section 2: Reviewed with Manager and/or Designees, Section 6: Program Specific Topics Completion Deadline.

Day 30 of Hire - Sexual Harassment Training and Sexual Harassment Prevention for Supervisors and Managers Completion Deadline.

Day 45 of Hire - DHS Mandatory Training Completion Deadline.
OJT Section 3: Mandatory Online Training Completion Deadline.

  1. Cyber Security – Proofpoint (Quarterly) – Must be competed within 90 days of assignment.

  2. Mandatory Virtual Instructor Led Training – New workers should be enrolled in the next class offered (may vary in order based on course schedule).

    • DAS Orientation - All Staff

    • Public Guardianship Office New Worker Training (PGO NWT) – PGO Staff Only

    • Adult Protective Services New Worker Training (APS NWT) – APS Staff Only

    • Certified At Risk Adult Crime Tactics Training (CACTS) – Mandatory for APS/PGO Staff, Optional for All Staff

    • Georgia SHIP New Worker Training – Georgia SHIP Staff Only

  3. Management Training – Supervisors should be enrolled in the next class offered.

    • DHS Skills for Successful Supervision

    • Leadership, Education and Development (LEAD) Academy

    • DHS Leadership Academy

References

MAN 5600, Appendix D, Forms and Templates, OJT Checklists, Section 4022, DAS Internship Program