DIVISION OF INFORMATION

INDUCTION CHECKLIST

Purpose

The purpose of this checklist is to assist Supervisors to provide a thorough and timely induction for their new staff member.

Instructions

1.  Supervisors of new staff should complete the checklist on the following pages. To assist with this process the checklist is grouped by timeframe and by type of activity.

2.  Supervisors will need to have several conversations with their new staff member to complete this checklist, ensuring that the new staff member has the necessary information and support in their new role.

3.  Supervisors may provide all of this information on the checklist themselves, or may have other key people in the Division assist with this. The supervisor must ensure that induction is completed.

4.  The Division is committed to ensuring that all staff are working in a healthy environment that is safe; staff are treated fairly and equitably; and staff have clear understanding of what is required in their day-to-day work. To meet this commitment it is important that all staff complete the following compulsory University on-line training modules and have the certificates printed out and attached to this checklist:

·  Harassment, Discrimination & Bullying

·  Code of Conduct

·  Indigenous Cultural Awareness

·  Comcare Workplace Health & Safety

Staff are required to complete all four training modules within their first week of employment. As part of the DoI HR induction staff will complete the ‘Code of Conduct’ module on their first day.

It is also recommended that you make time for your new staff member to watch the ‘Strategies to reduce fatigue and strain from seated PC and laptop work’ video, this training session runs for one hour and covers ergonomic topics relating to work and activities outside of work. The session also provides information about planning for structural health and strength in the future, by discussing aspects of the body.

5.  On completion of the checklist, the Supervisor should ensure that the new staff member and DoI HR receive a signed copy for their records and placement on the official personnel file.

Employee’s Name
Position/Job Title
Position Number
Area
University ID
Start Date
Probation End Date
Induction Checklist Due
Supervisors Name
Supervisors Contact Details / Email / Phone

INDUCTION CHECKLIST

Week prior to commencement of new staff / Person Responsible / Date Completed
IT Systems and Communications
Employee ID Number: U ______
Arrange computer systems – UDS access form sent to DoI HR
Facilities
Allocate a room. Building ______
Room No: ______
Workstation/office set up (telephone, computer, printer, fax access) stationery, chair. Request name tag for office (if applicable)
Arrange for keys to office/room
For building access, request Building Custodian to email Security at: .
Allocate a mailbox/pigeon hole
Confirm starting date and day 1 agenda with the new staff member and inform them when to arrive, where to park and where you will meet them.
Inform/email other staff about the new staff member’s arrival and role.
Allocate time to spend with your new staff on their first day, (according to agenda).
Induction: First Day / Person Responsible / Date Completed
Welcome
Greet new staff member, show office/workstation, provide tour of work area, including facilities, photocopier, tea/lunch room toilets/showers. Introduce to immediate work colleagues.
As per day 1 agenda, bring new staff member to DoI HR to ensure signed letter of offer and relevant forms have been returned for processing and so DoI HR can run the individual HR induction.
Access
Attend Security for University Identification Card and visit Parking Office to arrange parking permit. (An email from the Building Custodian is required for ID card) (if active in HR system only).
Room PIN numbers (if required)
Photocopier PIN number (if required)
Library access: Take employee to the service area of Library with ANU Identification Card (if required)
As per day 1 agenda ensure that an IT staff member remotely sets up new staff members access (via telephone)
Complete forms for access to IT systems (as required) for example, CRS, HRMS, ESP, Wattle etc
Induction: First Day – continued / Person Responsible / Date Completed
Workstation
As per day 1 agenda ensure that an Occupational Strain Liaison Officer sets up the new staff member’s workstation.
IT & Communications
Explain telephone system and assist with voicemail set-up.
Add staff member details to staff directory on ANU website. Notify reception in your area of employee’s details (if required)
Establish e-mail address/account, add to any circulation lists, show work directories/drives. Add full signature block to new staff member’s email settings.
Explain internal email directory, introduce to – or provide contacts for - local HR, Finance and IT support staff, advice on external/internal mail process, photocopying, faxing, and stationery supplies.
Work Environment & Campus
Show emergency exit locations, assembly points for evacuation, emergency information and procedures.
Show emergency equipment and safety devices required for work, eg first aid room, first aid kit, fire extinguisher etc
Provide campus map: Discuss campus facilities: food outlets, banks, post office, cultural facilities
Explain security services on campus (such as UniSafe and the safety bus service)
Explain parking regulations/locations and other transport options – buses and bus routes, cycle paths, cycle-sheds, car-pooling
First Week / Person Responsible / Date Completed
Job Role & Responsibilities
Discuss Position Description, responsibilities and performance expectations, professional development – using the Supporting our Staff Policy and forms. Identify and plan work appropriate for the first week of work.
Explain where role fits within the immediate area, Division and ANU. Show organisational chart of area and Division.
Explain the Probation process, and activities required by staff member in order to fulfil probation
Allocate time for the remaining compulsory on-line modules to be completed: Harassment, Discrimination & Bullying, Indigenous Cultural Awareness & Comcare Workplace Health & Safety
Allocate time for the ‘Strategies to reduce fatigue and strain from seated PC and laptop work’ video – on the DOI Internal website under ‘Staff health and wellbeing’.
Explain and show the Code of Conduct and the process for handling personal problems or complaints including bullying and sexual harassment.
Explain personal resources available to staff:
Advisor to Staff, Counselling Centre, Employee Assistance Program, Health Service etc.
Discuss University Delegations (provide information) and identify any specific delegations associated with the staff member’s role.
Check staff member has registered for the ANU wide Induction
Occupational Health & Safety (OHS)
Explain OHS policy, Health and Safety Management Arrangements and hazard management procedures, and location on ANU website.
Explain the process of reporting hazards and incidents, and location on ANU website.
Provide information on local area Health and Safety Representatives, First Aid Attendant, Chief Emergency Warden.
Consider any specialised OHS training required to undertake job safely and efficiently.
Working Conditions & Environment
Explain working hours, tea and lunch breaks, flexi time, pay days, how to use HORUS – payslips, leave applications, employee’s emergency contact details and numbers. Advise who to contact and notification timeframe if unable to attend work.
Provide Division structure information – key staff, contact information and phone lists.
Discuss ANU Policies and where to find them
Discuss the child-care other relevant facilities at ANU
First Month / Person Responsible / Date Completed
Conduct Probation meeting (refer to the University’s Probation Policy). Refer to first page for employees end of probation due date.
Check staff member’s attendance at Induction event/s.
Conduct Statement of expectations meeting and complete Part A of the form
Discuss with staff member their work progress – ‘how things are going’.
Identify and explain relevant meeting, committees, networks, communities of practice – relevant to individual staff member, (especially where attendance is required)

On completion of this checklist, the Supervisor should provide a copy to the new staff member and a copy to DoIHR for placement on the staff member’s personal file. A copy should also be retained by the Supervisor.

Comments by Supervisor
Comments by New Staff Member
Is there any additional information required by the staff member – if so, please describe here:

DIVISION OF INFORMATION

INDUCTION COMPLETION

Staff Member

I have completed the induction process with my Supervisor and/or other delegated staff member, attended the DoI and/or registered for the University Induction sessions, completed Part A of the statement of expectations form with my supervisor and successfully completed the following University on-line training modules:

Induction / On-line Training Module / Completed / Certificate attached (if given)
Supervisor Induction
Division of Information Induction Session
University Induction Session
Statement of Expectations – Part A
Harassment, Discrimination & Bullying
Code of Conduct
Indigenous Cultural Awareness
Comcare Workplace Health & Safety
Strategies to reduce fatigue and strain from seated PC and laptop work’ video

Employee’s Name: …………………………………………………………………………………..….

Employee signature: ………………………………………………………………………………..……

Date: ………………………………………………………..……………………………

Supervisor

I confirm that induction has been provided and certify that the above mentioned staff member has completed induction procedures and the above on-line training modules:

Supervisor’s Name: ……………………………………………………………………………………..

Supervisor signature: …………………………………………………………..……………………..…

Position/Job Title: ……………………………………………………………………………………...

Copy of this Checklist sent to DoI HR: Date: ………………………………….

Copy of this Checklist provided to new staff member: Date: ..………………………………...

Division of Information Induction Checklist

Page | 2