Guidance for Hiring Mangers, Supervisors, Administrators and Colleagues.
Detailed induction guidance is available to download.
This process should begin well in advance on the new appointees’ arrival.
Acceptance of offer
The candidate accepts the offer of employment.
Send New Start Information Pack
The School sends out New Start Information Pack, which includes:
- letter of employment
- contract of employment
- terms and conditions - CD
- salary/payroll information
- pensions information
- application for staff card
- appointee information form
- keynote guide to the health and safety policy
- information management matters - introduction to freedom of information, data protection and records managment
- any other related information
Contact new staff member
The Line Manager contacts newly appointed staff member to make First Day arrangements.
This includes when, where, and whom to report to on the first day.
Clear directions must be included.
Setup tools and systems
The Line Manager coordinates required work related tools and systems. This includes:
- Contacting the School or Section Computer Representative to set up username, password and email address.
- Allocating desk and/or office, telephone number and extension.
- Adding new employee details to staff contact lists.
The Line Manager notifies existing staff about the arrival of a new hire. They should provide:
- name and start date
- brief background on the individual
- their area of work
- where they will be located
Invite new staff member to Welcoming Day
The Line Manager or Human Resources invites the new staff member to attend Welcoming Day for new staff.
This is a formal, university-wide programme.
Plan the induction
This should be a phased programme over several weeks.
Plan the First Day. Decide how to introduce:
- the University
- the College
- the School
- the role
- colleagues and contacts
- key policies and procedures
Consider identifying an informal induction buddy - someone within the section or School to provide day to day help with settling in.
Also consider identifying a mentor for the new staff member - someone who has been in a similar position.
The first day
Welcome the new staff person. Provide overview of planned Induction Programme.
Introduce the Head of School or other senior Manager.
The Line Manager should explain and issue the Induction Checklist.
Health and Safety requirements must also be covered on the first day.
During and after the induction, information can be conveyed to the new member of staff though a mix of methods:
- formal training via the University wide Staff Induction
- informal Meet and Greet sessions with colleagues
- directed learning - observation, reading and reviewing websites, manuals, and so on
- involving them in group or team work
- buddy system - provide the new start with an Induction mentor or buddy
- hands-off approach - set objectives and let them work independently, knowing where to turn for help
- Do not overload your new team member. Give them time to absorb things or introduce task in a systematic way.
- Provide the Big Picture. Explain the whys and hows as well as the whats.
- Explain working relationships early, so they will always know someone who can help, guide and support them.
This article was published on Aug 3, 2010