Preparation before the new person arrives

These guidelines are intended to help the person responsible for inducting the new member of staff. It is not an exhaustive list but an aide-memoire and may therefore be modified to suit the induction needs of any new member of staff to incorporate local induction practices within the recruiting department.

Preparation of an induction pack: paper copy or electronic

  • Payroll Details Form
  • Get e-mail address and user ID – see The IT Helpdesk can be contacted on 0113 343 33333 or
  • Departmental structure chart
  • Staff Guide. Found at:

This should be sent out to new appointee prior to their start date

Ensure appointee is aware of arrangements for their first day. Contact new starter to:

  • Advise where, when and who to report to on their arrival on their first day
  • Provide any details of their induction programme and advise them to book onto the OD&PL ‘Introductory Programme for New Staff’. Find out details of when the next event is: ext 34167

Ensure workspace is ready:

  • Organise office/furniture
  • Make sure all personal and desk stationery is ordered
  • Create pigeonhole
  • Get keys cut
  • Prepare business cards & compliments slips
  • Add their name to staff lists
  • Add name to web-based telephone list by contacting your Telephone Liaison Officer
  • Assign ID numbers - photocopiers, doors, restricted areas
  • Arrange appointment with Print and Copy Bureau for ID photograph
  • Passwords for SAP, COSTA etc.

Get relevant printed documentation together:

  • Telephone directory
  • University Strategy and Values
  • School/Service plan
  • Relevant policies and procedures
  • Other as applicable

Assign mentor/‘buddy’/probationary adviser

Allocate someone to go through the attachedInduction Checklist with the new person

Send an email around so everyone is aware of a new starter, particularly reception so they aren’t greeted with blank faces!
Induction Checklist

An appropriate member of the departmental staff should supply this checklist to the new member of staff on their first day in the department, and then work through the information with them. It is recommended that the checklist be completed for all employees, whatever the nature of their contract and role, making appropriate adjustments to take into account the circumstances of individual contracts. All employees must receive the Health and Safety Induction. The completed list should be filed in the individual’s departmental records.

Aspect / Date Covered
1. / Introduction to department
a)Welcome to the Department
b)Brief description of the department and how it fits into the University
c)Brief introduction to our University Strategic Plan including background information, purpose, vision, themes and explanation of how their role and the department as a whole will be contributing to the strategy (sign-post for more information to
d)Brief introduction to our University values including background information and discussion around the benefits of shared approaches toachieving our vision (sign-post for more information to
e)Explain management structure of department and who post-holder reports to on a day to day basis
f)Introduction to other staff, explain their roles
g)Location of toilets, coffee room/kitchen, drinking water, first aid (or rest) rooms, photocopier,pigeon hole etc
h)Provide map of University campus
2. / Documentation
a)Check receipt of signed formal contract of employment and associated documents if appropriate
b)Complete all relevant documentation regarding payment of salary
c)Introduce to HR website – particularly terms and conditions of employment
d)Arrange for inclusion on departmental web site
3. / Security and Emergency
a)Issue keys and pin-numbers if appropriate
b)Arrange for ID card to be produced
c)Security office - telephone number for emergencies32222
d)Reporting suspect packages/people
e)Ensure cars, offices locked when left
f)Non-liability of University in insurance claims for loss of property
g)Departmental alarms, videos, secure areas
h)Departmental Critical Incident Management Plan and new person’s emergency contact number and next of kin contact details
4. / Working Arrangements
a)Starting/finishing times/hours of work
b)Lunch time cover arrangements(as appropriate)
c)Absence through sickness - action to be taken
(including recommendation of sick leave for preventing spread of communicable or contagious conditions)
d)Overtime/shift arrangements (as appropriate)
e)Registration of vehicle/parking disc/parking regulations
f)Use of telephone for personal calls
g)Flexible working arrangements
h)Smoking regulations in the Department
i)Regulations concerning alcohol
5. / Pay Arrangements
a)Check that salary arrangements are understood
b)Payment during absence due to illness or injury
c)Who to contact in the event of a tax/pay/pension query
d)Take bank details to Payroll
6. / Holiday and leave Arrangements
a)Holiday entitlements
b)Procedure for booking holidays/fitting in with others
c)Bank Holiday arrangements
d)Carers leave
e)Maternity/paternity leave, adoption leave, shared parental leave
f)Compassionate leave
g)Career break arrangements
7. / Meal and Social Arrangements
a)Eating regulations in the department; including preventing cross contamination/infection (i.e. drinking/eating prohibited areas and areas where wearing of overalls/personal protective equipment is prohibited)
b)Lunch times
c)Location of Staff Centre

d)Location of catering outlets
8. / General Welfare, Equality and Inclusion
a)Wellbeing support available to staff, including counselling services, social, leisure and sports facilities and chaplaincy
b)Information about trade unions (UCU/UNISON/Unite)
c)Information about support for staff who have caring responsibilities
d)For disabled staff: to advise and liaise with Faculty/Service HR Manager for any required reasonable adjustments and support required from line manager(s) and/or the University.
e)Information about staff equality networks for:
  • Women (Women at Leeds network);
  • Lesbian, Gay, Bisexual and Trans staff (LGBT),
  • Black and Minority Ethnic staff (Leeds 11)
  • Dementia Carers
  • Mental health network

f)Make staff aware of the University Policy on Dignity and Mutual respect
g)Who to approach in the event of grievance or harassment
h)Recommend that staff complete the online equality and inclusion training
i)Additional staff benefits
Athena SWAN
j)All staff should be aware that the University is committed to advancing the careers of women, especially where they are under-represented, through the Athena SWAN initiative, for which it currently holds an institutional Bronze award.
k)Make staff aware of the Women at Leeds (WaLN) network. The network supports the personal and professional development of all women at the University. It hosts regular events, usually held on the first Wednesday of the month and supports Athena SWAN activities across campus. The network also regularly shares useful information and events via its email list and Twitter, @Women_at_UoL.
9. / Computing and Library
a)E-mail and internet usage
b)IT security
c)Online IT induction
d)Using the Library
10. / Own Job
a)Explain duties/go through job description
b)Explain probation procedures and agree probation plan
c)Introduction to the Staff Review & Development Scheme including how it works and the link to further information:
d)Explanation of departmental, school or service objectives including relevant key performance indicators
e)Team meetings schedule
f)Give information and contact names and numbers of appropriate staff outside department e.g. RIS, IT, HR, OD&PL etc
g)Notify staff of relevant systems e.g. Publications Database for Academic staff, SAP and arrange training if necessary.
11.
11a / Professional Practice
Training and Development
a)Book on Introductory Programme for New Staff Introduce to any departmental training and development contacts.
b)Check whether individual has any immediate staff development needs
c)Introduce to OD&PL website including new staff webpages
d)Introduce to the LOGIK and Staff Centre
e)Introduce (as appropriate) to other websites
f)Arrange for new member to meetrelevant staff in other sections/departments
11b / Leadership and Management
The following is relevant if the staff member is responsible for leading and managing people
a)Review Leadership and Management behaviours
b)Review Management Essentials suite of courses
11c / Financial Procedures
a)All staff must be aware of the University’s financial and purchasing regulations and procedures and the need to comply with them. The regulations and procedures are on the University’s website at

b)Introduce to departmental finance administrator and arrange for that person to introduce new member to departmental financial and purchasing regulations and procedures and to train him/her as appropriate
11d / Data Protection
a)All staff must comply with data protection laws and relevant University guidance and policies.
b)Please see:
the University’s Data Protection Code of Practice
the University’s Information Protection Policy
ten golden rules of IT security at
c)All staff should look to receive data protection training. Please see OD&PL for training courses Online training also available at
11e / Other Areas of Professional Practice
In addition to Health and Safety and Financial Procedures the line manager, as appropriate, to make inductee aware of University policy on:
a)Copyright
b)Equality and Inclusion Equality and Inclusion Framework:
c)Intellectual property and its protection
d)Freedom of Information Act
e)University of Leeds policies relating to research and for information about the University and Research Excellence Framework requirements for research outputs accepted since 1 April 2015.
f)Learning and teaching policies and procedures
g)The Partnership
12 / Sustainability
The University of Leeds has a clear responsibility to have a positive impact on society, something we take very seriously. It is important that all staff are made aware of the University’s Sustainability Strategy and how they can contribute to the sustainability of the University.
a)The University’s Sustainability Strategy is accessible online at or contact for staff without computer access.
b)All staff must be made aware of the University Environmental Management System (EMS) and their roles and responsibilities within the EMS. Staff should complete EMS training available on-line at or contact to arrange training for staff without computer access.
c)The University’s Carbon Management Plan and associated targets is a high priority and all staff must understand their role in contributing to reducing emissions Non-essential equipment must be turned off at the end of the day and during University closures (unless equipment is required for research or health & safety reasons).
d)All staff should be made aware of opportunities to get involved with sustainability, including how they can take part in Green Impact ( sign up for community mentoring ( or become a staff sustainability architect.
e)Sustainable procurement: Before any items are purchased or disposed of, individuals should first consult the Reuse@Leeds website with purchasing responsibilities should be aware of the University sustainable procurement options (
f)Show individuals where local recycling facilities are and what can be recycled at the University. Please note that waste electrical items and batteries must be disposed of through cleaning services (or Health and Safety for lithium, cadmium, mercury, lead acid, or rechargeable batteries) and not thrown out into general waste. Further information and a copy of the recycling and waste guide is available at:
g)Travel: All staff should be made aware of sustainable travel options and benefits available
13a / Health and Safety First Day Requirements
13b / Health and Safety First Week Requirements

To be completed by the new member of staff

Except for the subjects deleted from the list I agree that I have received information, guidance and instruction as outlined on this checklist.

Signed:...... Date:......

To be completed by the person carrying out the induction

The above member of staff has received induction training as indicated on this checklist.

Signed:...... Date:......

Health and Safety at Leeds

Fire Safety / Emergency Evacuation

Show new starter a Fire Instruction Notice pointing out the following:

a)Action to take on hearing the evacuation alarm

  • Explain what the alarm sounds like; bell, siren etc. (clarify if any other alarms might be heard in the area)
  • Show them their evacuation route and any alternative route(s)
  • Show them their assembly point
  • Explain they are not to use lifts during an evacuation
  • Explain how the “all clear” is communicated - to allow re-entry

b)Action to take on discovering a fire

  • Show them where alarm call points are and how to sound the alarm
  • Explain how to confirm the fire with Security ( 32222)
  • Explain they are not to take personal risks regarding fire fighting
  • Show themthe location of fire fighting equipment

c)Explain the “Personal Responsibilities of Staff” section of the Fire Instruction Notice

d)Explain that the University’s smoking policy prohibits smoking in all University workplaces

e)Provide information on Fire Wardens (e.g. see Health and Safety notice board) and introduce them to the area Fire Warden

f)Consider whether a Personal Emergency Evacuation Plan (PEEP) or any changes to the alarm system (e.g. flashing light instead of sirens) are required for the individual.

Not Required / Required (please see area Fire Warden)

(Complete this checklist on the First Dayprior to issuing keys, fobs, swipe cards, ID badge etc.)

First Aid

g)Show them the location of the first aid point and first aid boxes

h)Provide information on First Aiders (e.g. see Health and Safety notice board) and introduce them to the area First Aider

i)Explain how to obtain emergency assistance via Security ( 32222)

Lone Working

j)Explain that lone working is subject to risk assessment

k)Explain the procedures for accessing lone working

To be completed by the new member of staff

Except for the subjects deleted from the list I agree that I have received information, guidance and instruction as outlined on this checklist.

Signed:...... Date:......

To be completed by the person carrying out the induction

The above member of staff has received induction training as indicated on this checklist.

Signed:...... Date:......

Health and Safety @ Leeds - First Week

New starter to watch the essential online Health and Safety Induction training video (15 minutes) at

Health and Safety responsibilities and arrangements

Please also see University Health and Safety Policy

a)Management of health and safety within the University; including duties of staff with responsibilities for students

b)Management of health and safety locally and employee’s own health and safety responsibilities

c)Fire Safety / Emergency Evacuation

New starter to complete the essential online Fire Safety e-learning training package (3x5 minutes modules) at

Accident and Near Miss Reporting

An accident is an unplanned event that causesinjury/ill health to people, damage to property or a combination of both.

A near miss is an unplanned event that does not causeinjury, ill health or damage but could do so.

d)Procedures for reporting Accidents and Near Misses; including by those staff who have responsibility for students

Staff should report all accidents and near misses to their line manager, without delay, for recording in the online reporting system – Sentinel .

Hazard Reporting

e)Procedures for reporting Hazards

Staff should report any concerns they may have about health and safety to their line manager, without delay. (e.g. unsafe or unhealthy working conditions, suspected faults in buildings, building fabric, or in any equipment)

Occupational Health Service

f)Role of Occupational Health Service and accessing the Occupational Health Service

Out of Hours Working

g)Discuss their personal safety when working outside normal hours; including defining this time period. Explain local area out of hours security, access and egress procedures.

Risk Assessments

h)General Activity/Task/Job/Location Risk assessments

i)Specific/Special Risk assessments

  • Display Screen Equipment (DSE)

on-line e-learning training package [3x5 minutes modules] and personal risk assessment)

  • Manual Handling

minutes modules)

  • Lone Working
  • Working with Hazardous Materials
  • Control of Substances Hazardous to Health (COSHH)
  • Biological and Genetic Modification
  • Ionising and Non-Ionising Radiations
  • Off Site activities
  • Field Work Activities
  • Student Placements
  • Student Study Abroad
  • Young Persons (under 18s)

j)Electrical safety

Health & Safety Contacts

k)Identify (& introduce where appropriate) local health and safety contacts, including outline of duties and responsibilities e.g. Health and Safety Coordinator

l)Identify (& introduce where appropriate) the Faculty/Service Health and Safety Managers, including outline of duties and responsibilities

m)Identify (& introduce where appropriate) local Trade Union Health and Safety Representative, including outline of duties and responsibilities

Health & Safety Committees

n)Explain the functions of the University, Faculty/Service and School health and safety committees

Health and Safety Training

o)Arrange for completion of any additional local induction procedures relevant to the area, e.g. laboratory or workshop related activities

p)Introduction to the core Health and Safety Protocols via the Health and Safety Services website to Health and Safety information on Faculty/Service/School Health and Safety websites or notice boards

q)Identify any additional Health and Safety training needs or speak to the Faculty/Service Health and Safety Manager

To be completed by the new member of staff

Except for the subjects deleted from the list I agree that I have received information, guidance and instruction as outlined on this checklist.

Signed:...... Date:......

To be completed by the person carrying out the induction

The above member of staff has received induction training as indicated on this checklist.

Signed:...... Date:......

Induction Checklist.Updated May20171 Any queries on Induction Checklist should be sent to (or tel 34167)