Local Induction Provided By Supervisors & Managers

INDUCTION – ACADEMIC STAFF LOCAL AREA INDUCTION TEMPLATE CONTACT: HUMAN RESOURCES BRANCH DIVISION OF STUDENT & STAFF SERVICES Stage 1 - Before the Staff Member Commences Name: School/Branch: Supervisor: Commencement Date: DATE CORPORATE REQUIREMENTS

 Contact the new staff member and discuss arrangements for first day (eg location, relevant workplace benefits such as car parking and on campus child care)

 Arrange a work station/office, phone, extension no., computer, mobile phone (if appropriate) and stationery

 Email school/branch staff to inform them that a new staff member will be commencing

 Arrange for the addition of the person's name to the internal directory http://www.adelaide.edu.au/phonebook/amendments.html school/branch noticeboard and door of their office (if appropriate)

 If the staff member commences before they receive their Contract of Employment from Human Resources, you will need to complete a Prospective Employee Commencement form to initiate IT setup. This and other forms are available at http://www.adelaide.edu.au/hr/forms/newstaff

 Contact the ITS Helpdesk to request access to shared network folders (to be requested when Appointment form is submitted to HR) https://www.adelaide.edu.au/its/helpdesk/new_accounts/

 IT Setup – IT requirements will be initiated automatically following receipt of the acceptance form, including: an LDAP account (access to: email, MyUni, staff web pages, Web proxy [internet access], staff dial-up) and an NDS account (access to: login to a PC, network printing)

 Prepare tasks for first day/week (e.g. schedule meetings, allocate time to commence online courses)

Version 2/August 2006 http://www.adelaide.edu.au/hr/forms 1 of 11 INDUCTION – ACADEMIC STAFF LOCAL AREA INDUCTION TEMPLATE (continued)

Induction Tips  arrange for a buddy/mentor (someone designated to answer questions, help with arrangements, etc)  arrange for business cards if appropriate  organise ‘meet and greet’ session (e.g. morning tea)  set up computer and set printer(s)

Stage 2 – Day One Name: Supervisor: School/Branch: Commencement Date: DATE CORPORATE REQUIREMENTS LOCAL REQUIREMENTS, IF APPLICABLE  Welcome. Please ensure your new staff member has a copy of the templates. If your area has any specific requirements, record  Introduce the new staff member to their colleagues and them below eg: give them a tour of the workplace  discuss training needs (e.g. MyUni)  Discuss the new staff members role and the local  arrange a separate OH&S induction conducted by the organisational structure Operations Manager (emergency exits, first aid, emergency  Ensure the offer of appointment and associated documents wardens etc) have been understood and that the acceptance of contract,  discuss access to resources (e.g. use of University cars, bank and tax forms have been given to the Employee photocopiers, printers, stationery etc) Services Team, Human Resources  set up appointments with key staff/stakeholders  Discuss OH&S matters (highlight emergency exits and  organise meeting with the Executive Dean and/or Head of procedures). Introduce the OH&S Officer and Health and School as appropriate Safety Representative.  Discuss University Code of Conduct and Fair Treatment Policy http://www.adelaide.edu.au/policies  Ensure your new staff member has the correct University templates for documentation, available at http://www.adelaide.edu.au/vi/staff/desktop/download/  Direct the new staff member to the Corporate Online Induction, including OH&S and EO Online courses http://www.adelaide.edu.au/hr/development/new/  Direct the new staff member to Card Services (Hughes Plaza) for their staff card (which includes building access), email password and Employee Services Online password setup (electronic payslips)

Induction Tips Notes  introduce new staff member to buddy/mentor  take a photo for the staff photo board and/or to circulate in an email informing the area of the new staff member  apply for car parking permit if required  visit/discuss the library and other staff facilities  explain local mail system and fax/photocopying procedures  tell them who the Chancellor/ Vice-Chancellor and Executive Managers are Stage 3 – During the First Week Name: Supervisor: School/Branch: Commencement Date: DATE CORPORATE REQUIREMENTS LOCAL REQUIREMENTS, IF APPLICABLE

 Discuss Probation requirements & establish the dates for the three probation review sessions (it is suggested that these If your area has any specific requirements, record sessions be scheduled periodically through the probation period them below eg: [eg 1, 3 & 5 months], with the last session to be held no later  staff/area meetings than 4 weeks before the end of probation) (see Clause 7, The  identification of teaching load University of Adelaide Collective Agreement) Note: Probation Can  discuss teaching timetables and all-student email list for No Longer Be Extended each course (provided in email address book, student  Discuss Continuing Employment (Tenure) requirements if directory) applicable  discuss area delegation responsibilities  Discuss immediate tasks, including clarification of duties (refer  discuss local OH&S requirements (this will be done in a to Classification Standards) separate OH&S induction conducted by the Operations  Discuss new staff member’s tertiary teaching background and Manager) give information on availability of short (1.5 hour) “Introduction  discuss room booking procedures and introduce the local to Tertiary Teaching” workshop (run by the Centre for Learning timetabling officer and Professional Development (CLPD))  Discuss MyUni – online course information  Discuss semester dates and other key dates in the academic year  Outline teaching and course/program coordination duties and expectations  Outline research duties and expectations and opportunities for funding  Commence the Corporate Online Induction  Arrange access to Netscape Calendar, via the ITS web site. Face-to-face training is not required.  http://www.adelaide.edu.au/its/training/calendar/  There are a wide range of University Policies & Procedures of which you should be aware. Consider which policies are relevant to the new staff member. A comprehensive listing of policies is available at http://www.adelaide.edu.au/policies

Induction Tips Notes  inform the new staff member of any school/discipline seminar timetable  explain University jargon (eg Schools, Faculties, Executive Deans, etc)  discuss relevant interaction with other campuses (eg shuttle bus, maps)  area social functions  the probation review meetings are not limited to three only  discuss security escort services

Stage 4 – During the First Month Name: Supervisor: School/Branch: Commencement Date: DATE CORPORATE REQUIREMENTS LOCAL REQUIREMENTS, IF APPLICABLE  The first probation review meeting should be conducted within the first month** If your area has any specific requirements, record them below eg:  Discuss training and development needs (eg Special Study Program, Cultural Awareness Program, personal  identify relevant web sites, eg ChemWatch, Material Safety development etc) and course providers (eg CLPD and Data Sheets, Academic Journals, etc Professional and Continuing Education (PCE))  discuss research opportunities  discuss membership of professional organisations  Discuss the promotion procedures, including the requirement to undertake the CLPD course “Teaching at University”. Information can be found at http://www.adelaide.edu.au/clpd/lta/teaching/

 Arrange to attend a research information session conducted by Adelaide Research & Innovation - Research Branch (ARI)  Have you referred the new staff member to the Governance website? http://www.adelaide.edu.au/governance/  Has the new staff member completed the Corporate Online Induction course, the OH&S and EO online courses? ** Review meeting dates need to be recorded

Induction Tips Notes  organise tour of campus through Development and Alumni o North Terrace (Alumni) 36356 http://www.adelaide.edu.au/alumni/membership/tours. html o Other campus tours can be arranged through Development and Alumni  identify relevant training providers (eg PCE, CLPD, Medical Education Unit, OH&S, etc)  Staff Networks o Academic Women’s Forum http://www.adelaide.edu.au/awf o Early Career Researchers http://www.adelaide.edu.au/hr/ecr/ o Researchers http://www.adelaide.edu.au/ari/researchers

Stage 5 – During the Third Month Name: Supervisor: School/Branch: Commencement Date: DATE CORPORATE REQUIREMENTS LOCAL REQUIREMENTS, IF APPLICABLE  The second probation review meeting should be conducted during the next 2 months** If your area has any specific requirements, record them below eg:  If performance issues have been identified, discuss with  explain how travel is applied for and conference funding Human Resources. These issues will need to be addressed procedures immediately and before probation ends  how the accounting system works eg consultancies, purchases  Discuss any performance shortfalls with the staff member and keep a record of any informal meetings, specific  how to handle legal agreements directions for improvements, training organised, etc

 Discuss Student Evaluation of Learning and Teaching (SELT) system, provided by CLPD

 Has the new staff member completed the OH&S and EO online courses? The completion dates need to recorded

** Review meeting dates need to be recorded

Induction Tips Notes  continue regular communication and feedback  additional training may help address performance issues

Stage 6 – Finalising Induction Name: Supervisor: School/Branch: Commencement Date: DATE CORPORATE REQUIREMENTS LOCAL REQUIREMENTS, IF APPLICABLE  Prior to completion of the six month Probation period, a recommendation needs to be made whether to confirm If your area has any specific requirements, record employment or annul employment them below eg: o Human Resources will send out a blue probation  review teaching load confirmation form, 6 weeks before the end of  review administrative duties probation  discuss research progress o the form must be completed and returned to Human Resources, 4 weeks before the end of probation

 The final probation review meeting must be held no later than 4 weeks before the end of the probation period**

 Discuss Planning and Development Review (PDR) and schedule commencement meeting date. Information and forms can be found at: (http://www.adelaide.edu.au/clpd/orgdev/PDR/)

**Review meeting dates need to be recorded

Induction Tips Signatures:  identify training needs through PDR after the completion of 6 month probation (for fixed-term Academics) or after tenure for Tenurable Academics (Tenurable Academics may use PDR Supervisor: after probation for career development if desired) ...... ………………………  review progress and provide feedback regularly (please copy & attach to the Probation Form. Retain a copy for your records)

Staff Member: ...... ………………………

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