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SHORT SERVICE EMPLOYEE PROGRAM (SSE)
PROCEDURE
TITLE SIGNATURE
Prepared & Reviewed by: HSE Engineer
Approved by: Managing Director
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Document Revision History
The revision and issue numbers done on this document with a description of changes shall
be recorded on the “Document Revision History” specified on the cover page of this
procedure. It is the responsibility of the HSE Officer to update these details, whenever
changes and revisions are made to this document.
Revision
Issue Date Description of Changes Pages By
No
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Table of Contents
1. PURPOSE.......................................................................................................................................4
2. SCOPE............................................................................................................................................4
3. DEFINITIONS..................................................................................................................................4
3.1. Mentoring..............................................................................................................................4
3.2. Supervisor..............................................................................................................................4
3.3. Short Service Employee (SSE)................................................................................................4
3.4. Short Service Employee Mentor............................................................................................4
4. SHORT SERVICE EMPLOYEE PROGRAM (SSE) KEY ELEMENTS......................................................4
5. MANAGEMENT RESPONSIBILITIES................................................................................................5
6. SUPERVISOR RESPONSIBILITIES....................................................................................................5
7. MENTOR RESPONSIBILITIES..........................................................................................................5
8. SHORT-SERVICE EMPLOYEE RESPONSIBILITIES.............................................................................6
9. HSE COORDINATOR RESPONSIBILITIES.........................................................................................6
10. PROCEDURES - SHORT SERVICE EMPLOYEE PROGRAM...........................................................7
10.1. Notification (Appendix A)...................................................................................................7
10.2. Orientation........................................................................................................................7
10.3. Training..............................................................................................................................7
10.4. Identification System.........................................................................................................7
10.5. Documentation..................................................................................................................8
10.6. SSE Quality Assessment and Control..................................................................................8
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1. 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.
2. 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.
3. DEFINITIONS
3.1. Mentoring
A process of transferring skills and knowledge from one person to another in a
work environment.
3.2. Supervisor
The individual is responsible for the direct supervision and oversight of an
employee.
3.3. 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.
3.4. Short Service Employee Mentor
A person with at least 6 months of employment with the company who has
demonstrated safe and efficient work habits.
4. 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
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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.
5. 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, and
• Audit, review performance, and take timely corrective actions to continually improve
the effectiveness of the orientation and Short Service Employee Programs.
6. 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, and
• Follow all safety rules and company policies.
7. 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,
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• 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, and
• 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, and
• Follow all company policies and procedures.
8. 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.
9. 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.
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10. PROCEDURES - SHORT SERVICE EMPLOYEE
PROGRAM.
10.1. 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.
10.2. 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.
10.3. 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; and
• 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; and
• The skills are necessary to conduct their assigned jobs safely and efficiently
while providing quality and economy.
10.4. 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.
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• 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.
10.5. 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.
10.6. 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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Appendix A
[COMPANY] SHORT SERVICE EMPLOYEE NOTIFICATION FORM
1. Short Service Employee Information (completed by HR Specialist)
Employee Name (Print)
Employee Hire Date Change Date:
Current Job Title
Time in Present Position
Years of Experience
Types of Experience
2. SSE Mentor Information (completed by Supervisor)
Employee Name (Print)
Employee Hire Date
Current Job Title
Time in Present Position
Years of Experience
Types of Experience
3. Supervisor Sign-Off (Send to Project Manager)
Print Name: Print Job Title: Signature:
4. Send to Safety and HR Directors and retain in employee’s files.
The employee has received the required
☐ ☐
Safety Orientation Yes No
The employee has received all required
☐ ☐
Safety Training * Yes No
The employee has received the required safety
☐ ☐
training except (Attach a list of any exceptions) Yes No
* Safety training shall be determined and conducted by individual company policies and
procedures, in compliance with all regulatory requirements.
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Appendix B
SHORT SERVICE EMPLOYEE CHECK LIST
Mentor’s SSE Short Service Employee sets clear expectations and consequences for safe
Initials as Initials as behaviors.
Completed Completed
Does not take unnecessary risks.
Asks for help when needed.
Does not try to lift or handle too heavy of a load. Gets mechanical
help when needed.
Raises awareness of possible hazards.
Intervenes with unsafe behaviors.
Understands his/her “stop work” authority and responsibility
Short Service Employee demonstrates the ability to do the job
required:
Works in a craftsman-like manner.
Has a clear understanding of the job to be done.
The new employee can use tools safely by:
Communicating
Demonstrating
Observing
New Employees can identify the following at the work site:
Struck by hazards
Crushed by hazards
Burns and scalds
Sharp objects and precautions
Trip hazards and precautions
Electrical hazards and precautions
Fall hazards and precautions
Hot and/or cold surfaces, piping, and equipment
Chemical hazards and precautions
Emergency procedures
Emergency communications
Respiratory hazards and precautions
Toxic substance hazards and precautions
Any additional hazards specific to the job site
Short Service Employee exhibits compliance to:
General safety rules and policies
Safety rules and policies specific to the job being performed
Housekeeping policies
PPE requirements
Short Service Employee shows competency on the following
equipment:
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a. Equipment Name:
b. Equipment Name:
c. Equipment Name:
Other:
_____________________________________________________
Mentor New Employee
________________________ ____________________________
Today’s Date New Hire Date
Review Dates: 30 day review__________ 60 day review_________ 90 day
review_________
120 day review__________ 150 day review__________ 180 day review___________
DIST: Site Supervision - original Project File – copy Safety Dept. - copy
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