Induction Checklist

This checklist must be completed for all new employees, including those promoted/transferred as applicable. It is the responsibility of the Line Manager or Supervisor to ensure the checklist is completed within the first two weeks of a new employee’s start/transfer date (HR/Pensions will ensure their relevant sections are completed). Not all items on the checklist will be applicable to every individual role and in these cases the manager can indicate N/A. The checklist should be used in conjunction with the New Employee Welcome Pack, which contains a range of useful information to support new employees, in addition to other relevant resources. Three months after starting at the University, new employees will be invited to complete an induction evaluation questionnaire to provide feedback about their induction experience.

Name of Employee Start Date Job Title

Line Manager/Supervisor Faculty/Directorate Department

PRE-EMPLOYMENT Please tick √ when complete or enter the appropriate information: Prior to the new employee starting, Human Resources are responsible for organising/issuing the following: Appointment letter

Contract

Pre-employment Health Assessment

Disclosure & Barring Service Checks (as required)

Certificate of Sponsorship (as required)

Welcome Pack and VC Welcome Video

Induction Checklist

Induction Procedure

IT Account set up (standard package e.g. email, cluster PCs, Blackboard, basic office software). Details forwarded to line manager. Email:

Prior to the new employee starting, the line manager/supervisor is responsible for organising the following as appropriate to a new employee’s role: Workstation items e.g. desk, chair, computer/laptop, telephone, mobile

1 phone/tablet, stationery etc. Telephone number set up and line activated (via IT). Landline: Mobile phone number arranged as appropriate to role. Mobile: Completion of relevant form for Novell Log On Access and additional IT applications/role specific software on Service Now - log in to HR ServiceNow. Contact ICT Helpdesk x3333 if assistance required Safety and tidiness of the area

Any adjustments in relation to disability (with consent of new employee)

Mentor or buddy designated (refer to buddy guidance) Designated person:

Arrange for provision of essential equipment/clothing (including personal protective equipment on personal issue such as respirators which require a face fit test) Preparation of Induction file with useful information e.g. job description, department contacts list, calendar of important annual dates etc. Drawing up of Induction schedule – meetings with key staff, dates of team meetings, other meetings/events to attend etc. (employee to put in to Outlook diary once they have access)

ON THE FIRST DAY Please tick √ when complete or enter the appropriate information: Meeting with HR & Pensions (new employee to take their Induction Checklist to the meeting)

Check eligibility to work and qualifications (as per details in the Appointment letter) Review employee’s personal details and contractual information on Resourcelink Log on to and give demo of the My View system

Create a system access password from ‘username’ following on from IT Account set up Provide demo of the HR Service Now system and its functions e.g. how to search for information/UoB policies and procedure, log HR enquiries, access forms Inform about employee benefits including travel schemes and car parking arrangements Provide demo of People Development booking site and book onto Corporate Induction event (attendance required within first 3 months of start date) Pass bank details to Pensions

Discuss Pension options

Ask employee if they have any questions (HR & Pensions reps)

Local Induction (by line manager or buddy/mentor)

Welcome & initial meeting with line manager. Explain sickness reporting procedures and any other important information Introduce/handover to buddy/mentor – go through induction file / schedule. Ensure employee has received electronic copies of the New Employee Welcome Pack and Induction Procedure. Signpost to ‘Induction/New Staff’ section on the People Development website. Obtain ID card from HUB 2 Introduce to other team/department members

Familiarise with office environment e.g. workstation, kitchen facilities, toilets, photocopying, stationery, waste disposal bins, mail collection/post Conduct tour of building/campus & key facilities including Student Central/Library, Sports Centre, shops/catering outlets Inform about emergency evacuation procedures and fire exits

Inform about contacting Security and a First Aider and how to report incidents and accidents (i.e. log into HSW Service Now and click on ‘Report An Accident/Incident’). Inform in use of ICT e.g. telephone, email & setting up signature, H drive, intranet/ website orientation. If any queries, call the ICT Helpdesk on x3333 Check progress at the end of the first day (buddy or line manager). Give the opportunity for comments and questions

IN THE FIRST WEEK – Local Induction continued Please tick √ when complete or enter the appropriate information: Meet with line manager to discuss role, short-term objectives, probationary review/PDR process, learning/development/support needs & introduce to team or department / University objectives Explain organisational structure e.g. departmental, reporting lines etc.

Explain about booking rooms, equipment etc.

Explain finance procedures e.g. claiming expenses, petty cash etc.

Explain internal communications e.g. staff briefing, group/department email addresses Explain any relevant risk assessments and safe working procedures and signpost to local documentation (i.e. which a line manager should have undertaken to control risks in the local work area.) Introduce to mandatory e-learning modules via the following link: E-Learning Modules for UoB Staff (to be completed within first 3 mths):

 Diversity in the Workplace e-learning module  Data Protection, Information Security & Freedom of Information  DSE (Display Screen Equipment e-learning module)  Health & Safety e-learning module

Book onto the following recommended training:  Getting the Best out of My Performance Review (employees) or Conducting Performance Reviews (managers)  University Governance

For staff working alone, which may include those working offsite, out of Date/Time: normal hours or in isolated parts of the building, inform about lone working procedures and arrange a risk assessment to be undertaken locally.

3 Discuss and arrange for job specific health and safety training in the local area as appropriate e.g. manual handling, hazardous substances, radiation, work at height. Training offered by the central HSW team can be found via the following link: Health, Safety & Wellbeing training Academic Employee specific: (as appropriate to role)

Provide key information e.g. registers, enrolment, exams etc.

Book onto Academic Orientation via the Centre for Educational Development - Academic Orientation Explore the overview of Learning & Teaching at Bradford – http://www.bradford.ac.uk/educational-development/learning-and- teaching Book the date of the Annual Conference in your diary (first Thursday in June) - http://www.bradford.ac.uk/educational-development/conferences Follow the Initial Professional Development (IPD) guidance for those involved in teaching and/or supporting learning and sign up for relevant development - http://www.bradford.ac.uk/educational-development/initial- professional-development Contact the Technology Enhanced Learning team to ensure you know how to make the most of the software available to support teaching and/or supporting learning - http://www.bradford.ac.uk/educational- development/technology-enhanced-learning Ensure you know how to make all your learning materials accessible to your students to fulfil your legal obligations - http://www.brad.ac.uk/it- services/help/help-sheets/accessibility Read the terms of reference appropriate to your role – http://www.bradford.ac.uk/educational-development/role-development

Explore staff development opportunities available via the Centre for Educational Development and Research and Knowledge Transfer Support NB. An introductory email from the Research and Knowledge Transfer Unit (RKTS) will be sent within the first two months of a new academic employee starting. This will invite them to make an appointment to visit the department. They are strongly encouraged to do this and to make a list of any relevant questions. In addition they will be automatically enrolled by RKTS on the UoB Research mailing list. Manager specific:

Briefing with Finance to receive appropriate budget information (if budget Date/Time: holder) Book onto mandatory training for managers (to be completed during the probationary period):  Recruitment and Selection (+ completion of R&S e-learning module) Additional non-mandatory training for managers may be found in the Management Development section of the following web page: http://www.bradford.ac.uk/dev-prog/index.php?section=development

Signature of Manager / Supervisor: ..……….………………………..….…. Date: …………………….... Signature of Employee: ………………………………………..………....….. Date: ………………….….. Following completion of the checklist within the first two weeks of the new employee commencing employment, the Manager/Supervisor is required to return it to the HR Service Centre (D36/ human-

4 [email protected]) so it can be put in the new employee’s personnel file. The Line Manager/Supervisor is advised to retain a copy for reference and to pass a copy to the employee.