Induction: Week Two
By the end of the second week, your new staff member should be starting to know their way around. Your induction checklist assists with this by including the following tasks:
- Discuss the Probation Scheme
- Ensure Payroll have a P45
- Provide School/Service information
- Work out initial training needs
- Go through department procedures
- Make sure a VDU assessment is completed
- Introduce other facilities and procedures
- Highlight financial regulations
- Make further introductions to staff outside your team
Discuss the Probation Scheme
Ensure you discuss the Probation Scheme with the new staff member and they understand how long their probationary period lasts and what levels of conduct and performance are expected. Also ensure they understand rules governing computer use, confidentiality and Data Protection (ensure they also read relevant sections in the Staff Handbook).
Ensure Payroll have a P45
Parts 2 and 3 of the P45 to go to Payroll and part 1a is retained by the new staff member. If, for any reason, the new staff member does not have a P45, contact us.
Provide School/Service information
Ensure your new staff member has relevant information for their role. For Schools this might include the Student Handbook, course timetables, key dates and a description of course tutor responsibilities. For Services this might include Customer Service Standards and key administrative procedures (eg, booking rooms).
Also consider other information that will be useful and provide background about both your systems and vision/objectives. This includes your School/Service Annual Plan and the Student Charter.
You should give access to UEL and School/Service health and safety policies, safety procedures and risk assessment information. Also remember to include Health & Safety guidance.
Work out initial training needs
Initial training and coaching requirements are best discussed with the new staff member, and you may also wish to consult other members of your team who have watched them working and spotted gaps in their knowledge. Find information about training courses from the Staff Learning and Development Unit.
Also remember that all new staff members must attend Fire and Manual Handling health and safety courses. Find out more.
Go through department procedures
Ensure your new staff member understands procedural information. This should include ordering equipment, leave and absence reporting, finance, post collection/delivery and relevant Quality procedures.
Also ensure you explain any specialist functions and internal systems that keep your department running smoothly – including managing and filing paperwork and dealing with internal and external enquiries.
There is a lot of detail to absorb, so consider practical sessions as well as verbal explanations. Allowing the new staff member to shadow other members of the team and carry out tasks under the guidance of an experienced staff member can be effective ways of getting information across.
Make sure a VDU assessment is completed
The new staff member should have completed the DSE assessment tool and VDU assessment checklist by now. Go there now.
Introduce other facilities and procedures
Check that new staff member is familiar with facilities they will be using in their job, such as Library, Print Services and Web & Design Services. Also explain how they can get technical assistance from IT.
Highlight financial regulations
Ensure that your new staff member understands UEL financial regulations and is aware of the importance of seeking guidance if they are uncertain of correct procedures. You may decide that they should attend a Budget Holder Workshop.
Make further introductions to staff outside your team
By now the new staff member should have met members of their team. Extend their network by introducing them to other people they will come into contact with as part of their role. This can be done via department tours/introductions, or by encouraging them to set up face-to-face meetings with contacts they deal with regularly
