Induction guidelines

Induction should take place over a number of weeks, even months. During this time, employees need to assimilate a great deal of information. The Manager responsible for the induction programme can help this programme by:

Not overloading

• Too intensive an information-giving session is likely to be ineffective.

Deciding on priorities

• What must be said on the new employee’s first day? What can wait for the second week? What will have the most significance in the second month?

Explaining the purpose of knowing each new piece of information

• Information is more likely to be digested if the new employee is told the relevance of it to their job or the University.

Using a variety of techniques

• People have a variety of learning styles. Some people may learn easily from written material. Others may prefer to be given the information orally and also the opportunity to discuss and ask questions.

Involving other people

• This may include a number of colleagues from the Faculty/Directorate, a trade union representative or someone from another Directorate such as Human Resources, Finance and Legal Services, Academic and Student Administration or Corporate Affairs.

The following lists are designed to help the person responsible for induction plan the induction programme and ensure it includes essential and appropriate information. The lists provide suggestions of what may need to be included (not all the points will be relevant to all jobs) and they are divided into the following two levels:

Organisational information (not in order of priority, and only if applicable)

• Structure of the Faculty/Directorate
• Purpose/role of the Faculty/Directorate
• Staff list - names, telephone numbers, and room numbers
• Roles and responsibilities of other staff
• Annual leave arrangements, who to contact
• Sickness arrangements, who and when to inform
• Tea/coffee, lunch arrangements
• Toilet facilities
• Faculty/Directorate safety procedures; fire exits and extinguishers, first aid, accidents, safety representatives
• Financial Regulations
• Arrangement for access to buildings/late working etc.
• Other University regulations and procedures
• The internal telephone system/personal calls
• Explanation of the Modular System
• Holiday arrangements

Job information (not in order of priority, and only if applicable)

• Duties and responsibilities of the post
• Lines of reporting and supervision
• Colleagues doing interrelated tasks
• Procedural manuals
• Sources of funding for training, conferences, research etc.
• Personal Development and Review Scheme
• Development and training opportunities
• Faculty/Directorate meetings
• How to obtain equipment/stationery etc.
• Hours of work
• Work allocation procedures
• Secretarial support
• Financial Regulations
• Examination dates and arrangements

There is also a list of action points for use by the Manager, again split into two sections:

Action points prior to the new employee’s first day

• Arrange for a car park permit to be issued
• Ensure new member of staff knows the time and place of arrival on the first day
• Ensure someone is around to welcome them
• Allocate office space, equipment etc.
• Inform other staff of the start date
• Obtain the agreement of other staff who are to be involved in the induction programme
• Arrange meetings with other staff to meet the new employee
• Produce an induction timetable/programme
• Make arrangements for attendance on the Teaching and Learning skills course and arrange the required mentor/tutor

Action points once the new employee has commenced employment

• Arrange for a staff card to be issued
• Give the new employee a copy of Induction Programme/timetable
• Provide tour of Faculty/Directorate and Campus
• Introduce new member of staff to colleagues, including mentor (if applicable)
• Identify immediate information and training needs, e.g. word processing
• Set up progress meetings