MANAGER’S GUIDE TO STAFF INDUCTION How to plan and carry out an effective Departmental induction This guide is designed to support managers and leaders to plan and action an effective induction for their new staff, staff who move within the organisation to new roles as well as external appointments to the University of Liverpool. The guide will: Provide answers to key questions - Section 1 Identify who is responsible for what - Section 2 Highlight good practice - Section 3 We hope that all the information you need is here but if further help is needed, please contact us at: Tel: 0151 795 0503 Email: email@example.com Web: http://www.liv.ac.uk/hr/organisational-development/index.htm SECTION 1: KEY QUESTIONS 1. What is induction? The Arbitration, Conciliation and Advisory Service (ACAS) guidelines define induction as: “Helping an employee to settle down into a new job as soon as possible, by becoming familiar with the people, surroundings, job and the organisation” 2. How long does induction last? It depends on the complexity of the job. Many of the initial requirements of the induction process may be covered in the first few days but learning the actual job may take longer. A basic level entry post may take as little as a week for a person to settle in, learn the basic skills and become effective. More complex posts may require longer for the post holder to become effective – possibly up to a year in some departments. In common with many large organisations, the University has a range of probationary periods ranging from 6 to 12 months depending on the appointment. Once this period is satisfactorily completed this effectively marks the end of induction 3. What do we mean by “effective induction”? Induction should aim to do all of the following: Model good practice. An effective and well thought out induction can set the tone for the persons’ working life within the University Build the “Bigger Picture”. Staff should be able to have a sense of the organisation’s mission, vision and values and see where their job fits in. Be a source of information. Information on what we do, what the sector is about, what our competitors do and “How they see us” Reduce employment costs. By reducing staff turnover and making new staff effective sooner. Introduce staff to key contacts and relevant existing staff. Encourage motivation, particularly by supporting staff to feel effective early on and so develop a sense of belonging and contribution. Emphasise the organisational commitment to train and develop employees, initially and in the future. Plan learning & development from day one, linking to an ongoing personal development plan for staff members. Make sure staff are aware of the legal requirements and organisational policies on health and safety, equal opportunities etc. 4. How can I do ALL of that? It is not purely down to you to cover all of these aims alone. Many can be met with the online E-Induction and Welcome Day but it is your responsibility to ensure that new staff have access to the opportunities needed to ensure these aims are met within the first 6 months of employment. Larger Departments may wish to nominate co-ordinators or mentors to assist with this task. Section 2 explains your particular responsibilities in more detail. 5. Who can I go to for advice and information? The Organisational Development & Diversity team has helpful information on its website. You can also contact them for further personal advice or support if needed (see above) SECTION 2 – WHO IS RESPONSIBLE FOR WHAT? There are 3 main parties involved in the organising and carrying out of induction. Who they are and what each does is summarised below. ACTIVITY RESPONSIBILITY Verbal offer made by HoD under advice from HR HoD/Line Manager Written offer and contract sent out Human Resources (HR) Collation of required pre employment documentation HR Confirmation of start date and initial induction arrangements HR sent by letter to candidate Workplace disability adjustments are put in place HoD/Line Manager with support from HR Departmental induction planned and communicated to all HoD/Line Manager relevant parties Mentor/ Co-ordinator allocated (if applicable) HoD/Line Manager Staff member booked onto relevant University Welcome Event HR/Line Manager (see next section for clarification) IT induction arranged Line Manager or delegated person Departmental induction completed Line Manager or delegated person Introduction to wider organisation HoD/Line Manager PDR conducted Line Manager Probation Review Line Manager SECTION 3 – YOUR RESPONSIBILITY: PLANNING AND DELIVERING LOCAL INDUCTION While local priorities and needs will vary to some extent, it is clear that there are key areas that local induction should address. The areas listed below are an indication of the 5 key areas that should be considered when planning a local induction. Used in conjunction with the Local Induction Checklist (see attachment) you will be able to ensure that a robust local induction can be delivered. 1. What needs to be covered? A. The department/unit/section: Structure and management Plans and activities People Policies and procedures Communications including meetings B. The workplace: Location(s) Equipment Health & Safety Parking C. The post holders role and responsibilities: Job description Standards and expectations Organisational policies and procedures especially diversity & equality and dignity at work, health & safety, quality assurance, financial regulations, calendar management. Sources of information and support including arrangements for allocation of mentors/buddies, and staff peer and equality networks Personal and Professional development opportunities PDR D. Personnel issues Pay and pensions Hours and holidays Sickness and leave Staff benefits Disability reasonable adjustments including physical, learning and mental health. Diversity and equality including family friendly policies (maternity, paternity etc), flexible working, international induction, religious observance etc. Staff Networks – BAME, Disabled, LGBT, Bullying & Harassment Advisors etc E. Other related departments/key contacts Purpose and activities Location Structure Communication between other departments For staff relocating from outside of Liverpool, managers may also need to ensure that relevant support and information has been given regarding the surrounding area, reimbursement of costs (if applicable), accommodation and transport arrangements. 2. How should I organise our departmental induction? For each area you need to establish: WHO is responsible for inducting the new staff member (may not be the same person for each area) HOW this will be done. WHEN this will be done Not all information need to be told to staff. Some elements of the induction and information finding process can be “delegated” in the form of self managed learning. The online corporate induction is a good example of self managed learning. You will need to assess what information is useful to cover in this way as each of us differs in our learning styles and some staff may require more support than others. However, information gained in this way is generally better retained so some element of self managed learning should be included. Your role is to check that the information has been found or received within the agreed/necessary timeframe by the staff member. The process can be simplified by using the Local Induction Checklist (Attached) An additional resource is that of a mentor or buddy. Mentoring is an important element of induction and all staff should be allocated a mentor or buddy to support them through the probation period. All mentors should have received training and guidance for their role. 4. SUMMARY OF WHAT YOU NEED TO DO Stage: Have you..... Pre arrival Agreed when and how inductee will start Checked all start details with HR Checked a welcome letter and information has been sent Set out and communicated an induction programme Allocated a buddy or mentor Informed buddy/mentor Sorted out desk/office, phone, computer etc Confirm and put in place disability related reasonable adjustments Week 1 and 2 Ensured arrangements for Day 1 are in place Cleared your own diary! Allocated responsibilities for induction clearly Booked all necessary meetings for inductee Prepared a checklist First 3 to 6 months Ensured inductee complete all relevant central induction events Planned and organised necessary support re: development Completed induction checklist Carried out a PDR Agreed objectives for the next 6 to 12 months Ensure disability related reasonable adjustments are effective Departmental Induction The aim of this departmental induction checklist is to help provide important information to staff new to the University and to help them settle in as quickly as possible. It is intended as an aid to support a new member of staff during their departmental induction. (A completed copy of the departmental induction should be attached to the individual’s first PDR documentation) As it is impossible to produce one checklist that will be suitable for every role within the University, the checklist should be adapted accordingly to suit the role, individual, location and circumstances. While some items must be covered on the first day, it is advisable to spread the material over the first few weeks or months. University of Liverpool Staff Induction Checklist New Member of Staff Name: Start Date: Job Title: Department: Departmental Inductor Name: Job Title: Name of Reviewer if not the same person: Introduction Welcome to the Department Introduction to Head of Department/Senior staff Location of place of work and support facilities Introduction to colleagues Brief description of Department/University Information on Values and Behaviours Information on environmental issues relevant to the Department; e.g. recycling facilities Security access procedure cards key etc Appointment, Administration Welfare facilities Local shops, cafes, restaurants Use of telephone features Familiarisation with the University web pages Car parking Car and travel allowance Support services, e.g. Counselling Service, Human Resources, Occupational Health, etc Disability related reasonable adjustments Smoking arrangements Personal and Mobile Phone Calls Personal use of web Computing Services Department IT Regulations (Roles and Responsibilities for usage of University Assets) CSD (Computing Services Department) Services and Tools (http://www.liv.ac.uk/csd/) Information Security Information Security Policy and Sub Policies (Roles and Responsibilities) Information Security Training and Awareness Module (Confidentiality, Integrity and Availability) Health and Safety Tour of the building, Identifying any special hazards University safety policy Departmental safety policy (practical departments) Fire alarm system Fire exits Fire evacuation procedure and assembly point Personal Emergency Egress Plan (for staff who need assistance during evacuations) Action in event of fire First aid and accident /incident reporting Housekeeping and waste disposal Computer (display screen equipment) safety Departmental Safety Coordinator Safety representatives Safety advisory Service Occupational Health Risk assessments (if applicable) Safety Induction varies depending on whether new staff will be doing practical or laboratory work. Please follow the guidance on the health and safety web pages: http://www.liv.ac.uk/safety/Hazard_A_to_Z/Safety_Induction_Training.htm Training/Educational/Promotion/ PDR Training or development (required or desirable for new entrant to attend) Arrange booking onto the University Welcome Event (Induction) for ALL staff (Mandatory attendance) – Please contact firstname.lastname@example.org Complete E-Induction Module - http://www.liv.ac.uk/hr/organisational- development/induction/e-induction.htm Staff recognition scheme Professional Development Review procedures Annual review – promotion and career prospects Internal/External training opportunities Day release training Mentoring Scheme/Name of mentor if appropriate Certificate in Professional studies Use of email, Tulip and other network facilities Work Environment Work of Department (explanation) Role of Faculty Work of section Importance of job/section/Department (details of how job fits into team) Duties and responsibilities Other Information Details of the Record Management Service – this information can be viewed from the following website address: www.liv.ac.uk/library/recman/quick.htm Induction Checklist Completed New Member of Staff Signature: Date: Departmental Safety Coordinator Signature: Date: Departmental Inductor Signature: Date: Department administrator/Line manager Signature: Date: If there has been any part of the induction process that you were unable to complete, please give your reasons here. Additionally, if there are any parts of the process you would like to comment on for quality purposes please state here.
Pages to are hidden for
"managers guide induction3"Please download to view full document