Staff induction – Checklist and Manager’s Guide (Appendix 1)
This checklist provides a framework for the planning, delivery and evaluation of the staff induction process at school/service level. It must be completed by the immediate manager, although some items may be delegated to the colleague helping to settle the new staff member in . Completed checklists are to be returned to UEL’s Staff Learning and Development Unit within 6 weeks of the new staff member’s start date.
New staff member …………………………….
Start Date………………………………………..
Immediate Manager……………………………
School/Service………………………………….
Colleague helping the new staff member settle in:………………………………
BEFORE EMPLOYMENT
Action to be taken from the date appointment is confirmed
Action required / Manager’s Notes (record any further action points, general comments or reminders)Appoint an experienced colleague to help the new member to settle in, ensure they understand their role.
Set up IT network account refer to http://www.uel.ac.uk/it/helpdesk/ITF001.pdf
Ensuring that contact details are supplied to IT otherwise delays may occur.
Inform team of new staff member’s arrival and start date
Identify and order any necessary equipment.
E.g. computer, telephone, furniture, basic stationery, adaptations for disabled staff and inform about Access to Work scheme- contact OHSU for details www.uel.ac.uk/hs
Ensure the new staff member understands the arrangements for their first day i.e. time of arrival, who will meet them and where.
Identify essential training (including health and safety training) and book if necessary. Await arrival to discuss further specific individual needs.
Please sign to confirm that all required actions have been completed / Manager’s
signature
FIRST DAY
Action required / Manager’s NotesWelcome and introduction to colleagues
Key diary dates, ensure key meetings and events are booked, including regular one to ones, probationary reviews, team meetings and corporate staff induction day
Familiarise new staff with their environment, consider any facilities they may find useful (you may have your own induction guide for your school / service or building)
Security:
· provide any necessary keys or swipe cards
· arrange UEL staff ID pass
· car parking cards and windscreen stickers
· building security information including, evening and weekends
Health and Safety
· Location of fire exits and ‘Safe Havens’ for staff with restricted mobility
· Issue vibrating pagers to hearing impaired staff
· Fire and other emergency evacuation procedures
· Personal safety guidelines
· Accident and incident reporting
· On site first aiders
· University and School ./ Service Health and Safety Policy
· Work through DSE assessment tool and complete VDU assessment checklist www.uel.ac.uk/hs
Advise how to deal with telephone enquiries, visitors and navigating the UEL website.
Work times, breaks, tea clubs etc.
Please sign to confirm that all required actions have been completed / Manager’s
signature
FIRST TWO WEEKS
Action required / Manager’s NotesEnsure that Probation Scheme is discussed and understood, i.e. conduct and expected levels of performance, including confidentiality rules and adherence to the Data Protection Act
P45 and Payroll
Check that the new starter has received their P45 from the previous employer and has been forwarded to UEL’s Payroll Team. Staff member to retain Part 1a (parts 2 & 3 to Payroll)
School or Service information
E.g. Schools
Student Handbook
Course timetabling - key dates
Course tutor responsibilities
E.g. Services
Customer service standards
Administration procedures, room bookings, etc
If appropriate provide a copy of school/service Annual Plan and Student Charter - explaining key areas
Provide access to University and School or Service health and safety sub-policies, risk assessments and safety procedures.
Provide access to Health and Safety and Occupational Health web pages www.uel.ac.uk/hs
Identify initial training needs, e.g. Microsoft Outlook, Delta student database, etc. Discuss needs and take action to arrange training or coaching. Liaise with Staff Learning and Development Unit where necessary.
Book on to mandatory fire and manual handling health and safety courses.
Introduce them to the procedural information they may need. E.g.
· Finance
· Stationery & equipment ordering
· Leave & absence reporting
· Post collection and delivery
· Specialist functions
· Quality procedures
Introduce them to facilities and equipment they may need to use. E.g. library, photocopier, fax, etc.
Ensure that staff are aware of UEL financial regulations and procedures and where to find further guidance, e.g. budget holder workshops.
Further introductions to key staff outside the immediate area
Please sign to confirm that all required actions have been completed / Manager’s
signature
FIRST SIX WEEKS
Action required / Manager’s NotesMaintain regular performance review discussions to check progress against work and learning objectives. Provide an opportunity for new staff to discuss any problems with you; their immediate manager
Ensure that experienced colleague is available to discuss day to day issues with the new member of staff
Please sign to confirm that all required actions have been completed / Manager’s
signature
How can the staff induction process be improved? Please record any good practice that you feel could be shared across all schools and services.
………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
New Staff Member‘s Signature…………………………………………………
Immediate Manager’s Signature………………………………………………………………
Date……………………………
Please copy completed and signed staff induction checklist to the Staff Learning and Development Unit, Duncan House Room 144, within 6 weeks of the new staff member start date.
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