Guide to Induction & Probation

for New Employees

January 2016

“having the right people at the right time,competent and motivated todeliver the goals of the organisation.”

Contents

1.0Welcome to Bucks

2.0Induction – A Quick Overview

3.0Induction Explained

4.0Your First Few Days

5.0Induction Process -In Detail

6.0Bucks ID Card

7.0Digest

8.0Access to rooms

9.0Gateway Teaching Rooms

10.0Blackboard

11.0Payslips and Pensions

12.0Parking & Parking Permits

13.0Travel information and discounts for Bucks employees

14.0IT

15.0Gateway Library

16.0University Opening Times

17.0Cafe’s

18.0Open 4 Learning

19.0Faculty Help Desks

20.0Evacuation Procedure

21.0Health & Wellbeing

22.0My Benefits

23.0Training and Development

Appendices

Appendix 1 Induction Checklist

Appendix 2 University Data Protection Policy Employee Instructions

Appendix 3University’s Safety Procedures and Employee Instructions

Appendix 4Prevent Duty and Cause for Concern process

Appendix 5Prevent Duty Employee Instructions

Appendix 6Glossary of terms

Appendix 7Employee Workshops

We will consider any requests for accessible formats e.g. Braille, tape, disc, email or a larger font size. Please let us know what you need by contacting the Human Resources Directorate

1.0 Welcome to Bucks

I would like to warmly welcome you to Bucks New University, where we strive to enhance the student experience through our people, partnerships, physical environment and performance.

Our vision is to be a leading professional and creative influence, shaping higher education for the benefit of people and employers.

Our mission is to put all students first and work with the best partners to influence, inspire and nurture talent for professional and creative careers.

Motivating our people to achieve our goals

Central to the success of our Strategic Plan, through our people strategy, is a commitment to providing support and resources and to have employees who put students first.Our ethos is to:

  • to prepare students fully for the world of work and professional practice
  • to be innovative by having some courses which are brand leaders and other which are unique
  • to be leading-edge by developing new subject areas at university level
  • to have partnerships that enable us to achieve our goals
  • to provide an exciting place to work for our students and employees
  • to be business-facing and responsive to employers through our enterprise

and applied research activities

At Bucks we need people who:

  • put students first
  • are positive and encouraging
  • are competent and motivated to deliver the goals of the organisation
  • are ambassadors for the University

Whether we teach students or support them, manage the University or maintain it, every one of us has a vital role to play in its’ future success and we welcome you to be part of that.

My team of HR Business Partners and Advisors are aligned to Faculties and Directorates and information regarding who your contacts are can be found under the HR section in Blackboard, the University intranet. You can also find details of the whole HR team including their profiles on the University website under:

About Us/how we are structured/directorates/hr

Helen Downton

HR Services Director

2.0Induction – A Quick Overview

This guide has been produced to support new employees like yourself, during your induction and ensure that you understand the process and what happens at certain stages. It also includes information that your line manager is responsible for arranging prior to you joining, so you are aware of what happens before you start to ensure a smooth transition into your new role at the University. At the end of the guide you will also find a Glossary of Terms to help you with the numerous acronyms that are used in Higher Education.

Pre-employment

  • Allocate an Induction Buddy and ensure the Buddy’s name is included in the letter of appointment
  • Complete and return a New Starter Form at least one week before the start date
  • Prepare induction programme – refer to Induction Checklist (Appendix 1)
  • Organise desk/work area, relevant stationery, software, add name to office door listing etc
  • Inform High Wycombe/Uxbridge reception to expect the new employee on their first day.

The information included in this guide is designed to help you find your way around and integrate you into our culture.

3.0Induction Explained

The strategic aim of the Bucks People Strategy is “having the right people at the right time, competent and motivated to deliver the goals of the organisation”.

The University spends a lot of time and effort recruiting the right people and it is vital that new employees, such as yourself, receive an individual induction programme to ensure you feel valued and are effective in your role as quickly as possible.

The term ‘induction’ is generally used to describe the whole process whereby new employees’ adjust or acclimatise to their role and working environment, which is key to how quickly new employees integrate into their new role and successfully complete their probation period.

As a new employee, you will need to know about the University, the culture and the people, the environment and your role. The Induction Checklist (Appendix 1) provides the basic framework for this but your line manager should add specific activities relating to your role e.g. systems training, academic procedures, dates of meetings you will be expected to attend. The University website provides useful information that may assist you through your induction programme and you should spend time during your first few weeks familiarising yourself with its content.

3.1What happens without an effective induction programme?

We understand that without an effective induction programme, as a new employee your start with the University may not be effective and you may never really understand the University or your role within it. This can lead to poor integration into the team, low morale, failure to work at your highest potential and ultimately you could decide to leave, which is a situation we do not want to occur. Therefore, if you feel at any stage that you have an issue with your induction programme, please raise it with either your line manager or induction buddy in the first instance. If this does not resolve the situation then please contact your HR Business Partner.

3.2What is the role of Human Resources (HR) in employee induction?

Although the physical induction of a new employee is the line manager’s responsibility, HR is responsible for the University’s induction and probation processes, the Induction Buddy scheme, the mandatory ‘Welcome to Bucks Employee Induction including Diversity Confident workshop’, Health & Safety and Equality & Diversity e-learning. Please note that there are some additional workshops which may be useful for you to attend (Appendix 7). These activities form only part of the induction process; it is your line manager and induction buddy’s responsibility to design a programme which meets your individual needs. Within the first week of joining the University, where possible your HR Advisor will make contact with you and arrange a meeting to ensure that your induction programme is progressing well and that you are settling into your new role. You will also receive a welcome email providing you with details of how to access your payslips, book holidays and where essential policies and procedures can be located.

3.3 Induction Checklist

In order for you to ensure you have been provided with all the relevant information in your first few weeks an Induction Checklist is provided at Appendix 1. Your line manager should ensure that each activity is completed within a timely manner. If you have any unanswered queries from the checklist please ensure that you do speak to your line manager and ask for clarity where required.

4.0Your first few days

On your first day you will need to bring your passport, a P45 from your previous employer or New Starter Checklist (available from the HMRC website) and original qualification certificates to be seen and verified by HR situated on the 5th Floor of the Owen Harris building. It is important that you provide these documents as soon as possible as without them we will not be able to process any salary payments and/or payments will be delayed. The following activities should happen on your first day:

Day 1

  • New employee to be met at reception by their line manager or induction buddy and ensure that their Bucks Card has been issued.
  • Tour of campus including a visit to HR to ensure original documents e.g. passport are seen and photocopies taken.
  • Introduction to induction buddy /line manager and immediate colleagues.
  • Introduction to the Faculty Support Office team (if appropriate).
  • Provide general information e.g. office location, toilets, arrangements for tea, coffee etc, start, finish times and lunch breaks, procedure for absence reporting (sickness & holidays).
  • Provide a copy of the University’s Data Protection Policy and employee instructions (Appendix 2) which should be read and understood including ensuring the location of the Data Protection Policy. A signed confirmation must be sent to HR.
  • Provide a copy of the University’s Safety Procedures and Employee Instructions (Appendix 3) which should be read and understood, along with the local arrangements for health & safety and the location of the Health & Safety Policy. A signed confirmation must be sent to HR.
  • Ensure employee reads Appendix 4 – Prevent Duty and Cause for Concern process and employee instructions. A signed confirmation must be sent to HR.
  • Familiarisation of Website e.g. location of Health &Safety Policy and relevant policies and procedures.
  • If not completed prior to joining, complete the Health & Safety e-learning modules.
  • Shown how to use Blackboard and the Employee Portal and how to book holiday.

By the end of week 1

  • Discuss and clarify the role and responsibilities.
  • Identify and agree any training and development needs.
  • Confirm completed Health & Safety e-learning modules.
  • Complete the Equality & Diversity e-learning modules; Challenging behaviour and Understanding bias these can be found on Blackboard under the Equality & Diversity including training module.
  • Understand the role of yourinduction buddy.
  • Explain:

-Faculty/Directorate’s objectives and how these fit with the University

-Faculty/Directorate structure

-Where to access relevant pro-formas and documents

  • Supply dates for the mandatory:

-‘Welcome to Bucks’ Employee Induction including Diversity Confident Workshop

  • Introduction of relevant employees outside the work team
  • Review of week – first impressions
  • Had contact from HR to arrange a meeting

By the end of week 2/3

  • Set objectives for the probationary period
  • Agree date to review objectives and plan regular one to one meetings to check on progress

At 8 &16 weeks

  • Line Manager completes probation reports

By the end of 6 months:

  • Ensure the employee has attended the following workshops and training:
  • ‘Welcome to Bucks’ EmployeeInductionincluding Diversity Confident Workshop
  • Completed Equality & Diversity online training
  • Any other workshops identified
  • Meet to agree completion of induction and set objectives for the Professional Development Review (PDR) which takes place in May/June each year, using the PDR format or 26 week probation review form.

5.0 Induction process – In Detail

5.1Day 1

Your line manager or induction buddy will collect you from reception and whilst at reception we will ensure your Bucks Card has been issued.

You will be provided with a copy of the University’s Safety Procedures, Data Protectionpolicy, Prevent Duty and Employee Instructions (Appendix 2-5) which you should read and ensure you understand,along with the local arrangements for health & safety and the location of the Health & Safety and Data Protection Policy. Signed confirmations must be sent to HR (Appendix 2,3 & 5)

It is essential that this is completed on your first day and returned to HR as it is a statutory requirement that health & safety information is provided to every employee, and this is the University’s method of recording that this has been done.

You should then complete all the other Day 1 activities as per the Induction Checklist (Appendix 1)

5.2 By the end of week 1

You should be following the induction programme and your line manager will ensure arrangements have been made for you to attend the mandatory; ‘Welcome to Bucks’Employee Induction including Diversity Confident Workshop. You should have completed the Equality & Diversity e-learning modules; Challenging behaviour and Understanding bias these can be found on Blackboard under the Equality & Diversity including training module.

Your line manager should hold an informal meeting with you to review the weeks’ induction with you and make any amendments, which may be required and identify any training and development needs.

5.3By the end of week 2/3

Your line manager will meet with you to set objectives for the induction period. Objectives should be SMART (specific, measurable, achievable, realistic and time-related). Further regular meetings should be arranged to review progress against these objectives and agree any support you require.

5.4Probation

‘Probation’ is the term used to describe the overall assessment process of establishing the suitability and ability of new employees to successfully deliver in their new role.

All new professional service employees, and academic employees who have less than 12 months experience in Higher or Further Education are subject to a 6 month probationary period.

During the probationary period, the onus is on the line manager to provide the necessary information and training that will equip you to undertake all aspects of your role at the University. It is your responsibility to demonstrate your suitability to the role. Line managers must ensure systems are in place to support and monitor your work throughout the probationary period, in order that you receive such assistance as is reasonable to fulfil the duties and responsibilities of the role.

5.58 weeks

You will have your first formal probationary meeting at 8 weeks. This is an opportunity for both parties to discuss how you are progressing; giving constructive feedback and discussing any further support if needed. Any concerns at this stage should be identified and action for improvement agreed. An 8 week probationary report will be completed and forwarded to the Human Resources directorate to be kept on your HRrecord.

5.616 weeks

A second formal probationary meeting will take place at 16 weeks and will provide a further opportunity to discuss your progress and any support required. By this stage of the probation period, there should be a clear indication of whether the probation period has been a success. Any concerns should be addressed immediately so that further development and action can be taken. A 16 week probationary report will be completed and forwarded to the Human Resources directorate to be kept on your HR record.

5.726 weeks

A final formal probationary meeting will take place at 26 weeks when the probationary period is complete. New objectives will now be set which will form the basis for review at your first Professional Development Review meeting (PDR), which takes place in May/June each year. Full details of the PDRprocessare available through the Learning & Development area on Blackboard, if you have any queries please contact your HR Business Partner.

If the probationary period has been successfully completed, your line manager will notify Human Resources who will write to you to confirm that your probationary period has been completed. If you have has been unsuccessful in your probationary period, the probationary period may be extended or your employment terminated.

5.8By the end of 6 months

Your line manager should ensure that you have attended and completed the:

  • ‘Welcome to Bucks’Employee Induction including Diversity Confident Workshop
  • Health & Safety and Equality & Diversity e-learning modules
  • Other appropriate induction workshops

Identify any other learning and development needs. If you require any assistance or support please contact your HR Business Partner.

6.0Bucks ID Card

The University has introduced the Bucks Card – rather like an Oyster card - for all employees, students and associates (e.g. consultants) of the University.

The main use of the multifunctional Bucks Card is to enable access to certain parts of the university buildings and services such as library books, but it also incorporates a barcode and a magnetic strip, so it can be used with a variety of devices. It bears your photograph and employee reference number.

Access cards must be carried and visibly displayed at all times. Access to the majority of external doors is only accessible using a Bucks card and challenges may be made on site to persons not showing ID.

Which areas can I access?

You will be assigned basic access rights.You will be able to enter The Gateway and its main areas including the Café, Library and general IT rooms, but not areas such as Music and Video Studios, Fitness Centre, Events Hall, etc.

However, if you are associated with the Music and Video courses you will have additional access rights into these areas; if you are associated with the Textiles courses then you will have additional access rights to the Red Shed.

In Uxbridge you will be able to enter the building, its main areas and all teaching rooms.

To check your access status, please visit the Employee Portal on the University website; log in using your user name and password and then click on the following link:

Note: the first time you log in you will need your National Insurance number and employee reference number for security purposes as the portal holds your personal information.

What happens if I lose my card?

You will need to go to the Reception and they can produce a new one for you, but there will be a charge of £10 for a replacement card. £1 for a replacement lanyard, 50p for a replacement badge reel and card holder, and a replacement lanyard pack is £1.50.

What happens if my card stops working?

Reset your card by swiping it at one of the Card Updater points.