HR SERVICE CENTRE

UNIVERSITY WIDE INDUCTION CHECKLIST FOR HIRING MANAGERS For continuing and fixed term staff

This checklist is designed as a guide, to assist you in getting your new team member up and running in their first few weeks. If you have any questions, please contact your faculty/unit HR Service Centre Officer or HR Advisor. It should be used in conjunction with role specific, local area information.

Name of staff member: Telephone & email: Faculty/School/Admin unit: Position: Employee ID No: Starting Date:  Academic or  General Hiring Manager: HR Service Centre Officer: Faculty contact person: Recruitment consultant:

Completed Date Notes On the first day: Welcome  Organise for someone to be there to greet the new team member and show them to their desk  Provide a plan for the first week, including where to go for more information and help  Introduce to colleagues and their roles  Assign a colleague or “work buddy”  Keep talking to the new team member during the first day HR forms Complete HR forms and provide to the HR Service Centre:  Employment Commencement Advice  Bank Account Form  Tax File Number Declaration Form  Useful contact: your faculty/unit HR Service Centre Officer Superannuation and salary packaging  Ensure the new team member has received superannuation information and forms  Ensure they are aware of salary packaging options  Useful contacts: HR Service Centre’s Superannuation and Salary Packaging Team; UniSuper Computer and access to systems  Ensure the new team member has received details of their new computer account (Unikey account): email, address, user name and password  Arrange for computer to be configured and access to computing network; including special software requirements, remote access, mapping to drives and printers  Organise logons to other systems they need to use in their role: e.g. RIMS; FlexSIS; Records Online; CMS; Hyperion; Spendvision  Refer them to online training/user guides or enrol in enterprise application training if required  Provide contacts details of IT support  Useful contacts: ICT Helpdesk, ICT training

Telephone and email

Last updated: 24/02/2011  Organise access to the telephone system and set up voicemail  Arrange mobile telephone if applicable and explain usage protocols  Advise of email limit (200mb) and email storage application and other email protocols  Demonstrate how to access email exchange  Set up access to departmental/role based email accounts  Add to circulation lists Staff card  Arrange for the new team member to obtain their staff card Security  Arrange for keys/swipe cards to be allocated and signed for  Confirm building access hours and procedures  Show alarms and emergency exits; explain fire and emergency procedures  Provide security contact details for your campus (including after hours) Show the location of  Light switches, toilets, kitchen and work areas; first aid supplies  Food, ATMs and other retail services on campus; parking and transport  Provide a campus map Work Health and Safety (WHS)  Arrange for completion of the Local WHS Induction Checklist (download from the WHS website)  Provide uniform/protective clothing as required Office administration  Location and ordering of stationery  Add name to the staff directory  Order business cards, name plates  Explain how to book rooms and audiovisual services  Explain filing and record keeping  Explain mailroom procedures  Provide contact details for property and equipment requests  Explain expenses, booking travel and corporate card if applicable  Organise parking  Useful contact: CIS Service Desk Working conditions and entitlements  Explain: start and finish times, working hours, pay days, leave requests, sick days notification  Ensure they are familiar with the Enterprise Agreement and other policies on working at the University. See the HR index of policies & related information  Introduce them to their HR Advisor and other key HR contacts Introduction to work team  Explain structure of work team including organisational chart  Explain how work team fits into the overall University community  Explain context of job what others do in the faculty/unit

2  Provide a lists of names and phone numbers for key staff in the work team  Direct to manuals and other written procedures e.g. Staff Guide, SharePoint  Encourage them to look through the faculty/unit website  Enrol in local induction program if available  Arrange meeting with dean/senior manager In the first week Staff identification number  Check that a staff identification number has been created and that the new staff member has been added to the manager/approver’s profile  Useful contact: faculty/unit HR Service Centre Officer Demonstrate myHRonline  Once the staff has been allocated an identification number, demonstrate how to log on to myHRonline and how to update personal contact details; request sick and annual leave and scheduled days off  Advise them of the first pay date and ask them to check their pay slips  Refer them to the “how to” guide for myHRonline – getting started  Useful contact: faculty/unit HR Service Centre Officer Demonstrate other systems  Organise logon  Organise someone to show log on and demonstrate application  Refer them to how to guides and where to find help  Useful contact: ICT Training Online services and the University website  Once the staff member has been issued with their Unikey, encourage them to look around the University website and in particular become familiar with the Staff homepage and information for all staff. Direct them to useful links, e.g.: o Staff directory o Logins to systems o Staff Benefits Card Benefit program o Brand guidelines and business document templates o Services such as Staff Counselling, University Health Service o Policy Online o List of faculties and administration o List of centralised online services Work Health & Safety (WHS)  Ensure completion of the University’s online WHS Induction (a link will be emailed to new continuing and fixed term staff – contact your WHS Advisor if any questions)  Show them relevant links and information on the WHS website About the University  Explain core purpose of the University, the organisational structure, governance and the Strategy Plan (see Leadership and Strategy website) University life  The University hosts a large number of public events throughout the year. Its facilities include museums, an art gallery, a theatre, a carillon and a veterinary hospital. Encourage your staff member to find out about

3 activities, talks, music, drama and exhibitions across our campuses.

Code of Conduct  Ensure they are familiar with the Code of Conduct and policies which set out the rights and responsibilities of all University staff  Ask them to complete online Equal Employment Opportunity (EEO) training University Orientation  Arrange enrolment in the next University Orientation Seminar (Academic Staff) Cover the following aspects of the position:  Clarify any points in relation to the offer of employment and associated documentation  Discuss the position description including major tasks and reporting relationships and accountabilities  Refer staff member to the University of Sydney (Delegations of Authority – Administrative Functions) Rule 2010 (in particular to Part 5, Finance and Part 6, Human Resources)  Discuss work unit meetings and committees  Ensure they have a copy of the University calendar; workflows and deadlines  Explain relevant policies and procedures  Outline resources and l earning and teaching supp ort in your area e.g. library, elearning  Introduce them to the Institute of Teaching and Learning and help them find out about research support at the University Performance management and development  Explain the PM&D process including probation  Discuss your faculty (and school/department) objectives, standards and measurements  Discuss teaching duties and expectations  Discuss research duties and expectations including opportunities and funding for research  Discuss development options  Prepare a PM&D plan  Set review dates  Refer staff member to PM&D training as required (General Staff) Cover the following aspects of the position:  Clarify any points in relation to the offer of employment and associated documentation  Discuss the position description including major tasks, and reporting relationships and accountabilities  Refer staff member to the University of Sydney (Delegations of Authority – Administrative Functions) Rule 2010 (in particular to Part 5, Finance and Part 6, Human Resources)  Discuss work unit meetings and committees  Ensure they have a copy of the University calendar; explain deadlines and workflows  Explain relevant policies and procedures Performance management and development  Explain the PM&D process including probation  Discuss your faculty/unit’s objectives, standards and measurements  Discuss duties and expectations

4  Discuss development options  Prepare a PM&D plan  Set review dates  Refer them to PM&D training as required

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