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UCD HR
UCD HR
UCD Orientation Guidelines for
Heads of School/Unit
1
Orientation guide for Schools / Units
Purpose of this booklet
This booklet is intended to provide those engaged in the orientation of new staff with some simple
guidelines to help them get the most from the process. This is the most important part of the
hese within
orientation process and these guidelines serve to provide a framework within which conversations
s
with new colleagues may occur but are not intended to form a rigid new structure. Many Schools /
Units may already follow an informal set of guidelines when welcoming new staff and this booklet is
intended to compliment and support such activities as well as the more formal UCD Orientation
Programme.
Issues
university can:
By providing an orientation the u
• Help the staff member settle in and become productive more quickly.
• Improve motivation and retention.
• Enhance the reputation of the employer as an “employer of choice”.
,
The absence of an orientation, formal or otherwise, gives a very poor impression of the university as
an employer and may lead to the following difficulties with new staff:
• from
They may feel socially isolated and confusion can arise from lack of clarity around rules and
procedures.
• They may feel unable to complete the tasks assigned to them due to inadequate training or
limited explanation of their role and objectives.
• disillusioned
They may lose enthusiasm for their new role and become cynical and disillusioned with UCD
as an employer leading to resignation.
How should orientation work?
The orientation process is composed of 4 complementary parts:
1. Before the employee starts, UCD HR will provide a range of information (details below)
niversity.
which will enable the employee to establish themselves quickly in the university.
2. On commencement, the School or Unit will provide a local orientation to introduce the
employee to their new environment and associated work practices.
Programme
3. UCD HR will facilitate new employees with a UCD Orientation Programm where more
general information on the uuniversity will be supplied.
4. All of the above will be supported by more detailed information on the UCD HR website’s
orientation page.
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What information will UCD HR provide to employees prior to commencement?
Orientation pack containing:
• Pension & Payroll information
• Healthcare information
• Policy documents (Freedom of Information, safety statement etc.)
• Travel and Relocation information
• Social and recreational information
• Campus information
• Basic information on IT services
On commencement, staff on a contract of 1 year or more will receive information on UCD’s
Performance Management Development System (UCD PMDS) from UCD HR.
The role of the School / Unit
While UCD HR will provide a certain amount of information to new starters the most important part
of the orientation process happens at the local level when the School or Unit engages in a “local
orientation” process to help staff acclimatise to conditions in their new post.
All staff will be supplied with an Orientation Pack by UCD HR prior to commencement .This pack
contains a checklist which may prove a useful basis for any conversations surrounding a local
orientation (see enclosures). Staff are encouraged to keep this pack with them as a reference point
during the initial period of employment and will be encouraged to work through the list with their
manager or a designated colleague. Schools or Units may find the list useful in ensuring that they
have provided all the information necessary to help the new colleague settle in. Once the
conversation has taken place, the staff member can sign the checklist and the School or Unit
administrator can keep it on file.
This checklist broadly covers:
• Conversations on School / Unit policies and local organisation charts.
o Suggestion: Focus on where your new colleague fits into the School / Unit and how it
in turn fits into the wider organisation.
• Current processes or strategies and future direction or projects.
o Suggestion: Outline the current strategy of the School and the kind of projects the
individual will be working on. It may also be useful to let them know of upcoming
projects across the School / Unit.
• The work plan for the initial period and performance expectations.
o Suggestion: Identify the general areas the individual will be working on. Outline the
standards of performance required and even develop a basic work plan for the first
week so the employee has a rough idea what they’ll be doing each day.
• A tour of the workplace and introductions to colleagues.
o Suggestion: Provide the employee with a colleague to use as a local point of contact
and ensure they are introduced to as many members of their School / Unit as
possible.
• Information on access to facilities and useful local contacts
o Suggestion: Provide the employee with information on building access, local health
and safety, and IT facilities.
• Working hours, breaks and general conditions.
o Suggestion: Outline local arrangements in terms of working hours. Ensure they know
where local facilities are (toilets, break room etc.)
• Sickness or absence procedures and who to notify.
o Suggestion: Clarify notice periods for holidays and who to contact in the event of
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unexpected absence.
• PMDS: The Head of School/Unit should discuss PMDS with the new staff member on a
minimum of a one year contract, and appoint them a PMDS reviewer. The Head of
School/Unit should also indicate to UCD HR if the new staff member will be a reviewer by
contacting pmds@ucd.ie
FAQ
Q: Do I have to stick to the checklist rigidly?
A: The checklist is there to ensure that basic information is provided but if there is further
information you would like to cover then feel free to do so. Every role has special features
and the checklist cannot take account of all of them.
Q: Do I have to induct staff on secondment or transferring from another part of the university?
A: Yes. If the individual is new to your area then the School or Unit should provide a local
orientation. They may be aware of the skills required but not issues like the School or Unit
strategy and ongoing committees. Working through the checklist will fill in any gaps in their
knowledge.
Q: Should I provide orientation for agency staff?
A: Yes. While all elements of the orientation checklist may not be appropriate, working through
even a portion of the checklist will be of benefit.
Enclosures:
• Copy of Local Orientation Checklist (provided to employees with their contract).
• Sample organisation chart
• Sample contact list
• Outline of the information provided to staff by contract type
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When deciding on the appropriate information to provide new employees with, please consult the
chart below.
Employee type Orientation pack Local Orientation UCD Orientation
Programme
New Perm. Full time
New Perm. Part time
New Temp. Full time
New Temp. Part time
New Occasional1
New Hourly / Casual2
New Agency Full time3
New Agency Part time
Secondments / Existing
staff transferring4
Visiting staff
1
New Occasional staff do not get an Orientation Pack as their contracts / claim forms are not issued
by HR (and so no pack can be sent out with it) but instead are submitted by the relevant School /
Unit. For large-scale hiring events, such as the yearly intake of Tutors / Demonstrators, it is more
practical to provide local orientation on a group basis rather than an individual one.
2
New Casual or hourly staff do not get a Orientation Pack as their contracts are not issued by HR
(and so no pack can be sent out with it) but instead are submitted by the relevant School / Unit.
3
Agency staff do not receive UCD contracts or Orientation Pack as they contain information on
benefits and terms & conditions applying to UCD staff only. They do not attend the UCD Orientation
Programme as this time would have to be billed to the School / Unit and represent an unjustified
cost.
4
Staff transferring from one area of the university to another should be subject to a local orientation
to ensure they are familiar with the strategy, committees, projects and points of contact of their
new School.
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Local Orientation Checklist
(To be completed on arrival with your line manager/ colleague)
My Personnel Number:
My Phone Number:
The “local orientation” is the most important part of the orientation process and this checklist is
designed with your speedy integration in mind.
It is recommended that the following points should be covered during your discussion with your
Head of School (or designated colleague) on arrival. A basic level of information around the role and
functions of the School / Unit must be provided on commencement.
School / Unit information
Introductions to colleagues and tour of the School / Unit.
IT set up and passwords.
Contact details for colleagues and School / Unit.
Details of “local arrangements” regarding holidays and working hours.
Who to contact when absent or sick.
Location of service areas.
Dress codes (if applicable).
Location of stationary supplies and procedures for ordering
Location of photocopiers / scanners / fax machines / printers / phones / post
Details on access to buildings and swipe cards (if applicable).
Parking facilities (see General Information section for more additional information)
Information on designated support colleagues (See policy on Dignity & Respect contained in
the Policies section of the HR website)
Job Information
Overview of UCD strategy.
Overview of the School / Unit strategy and how it applies to my work.
Details of the specific duties assigned to me and expectations.
Reporting and communication lines in the School / Unit.
Overview of the responsibilities assigned to others in the School / Unit.
Organisation charts for my area.
General information on projects and committees within my School / Unit.
Outline of my immediate work plan.
Outline probation review date and important milestones and targets I need to be aware of.
UCD PMDS, what it is and who their reviewer will be.
Health and safety information
Details of fire exits and emergency procedures.
Location of First Aid Kit and who to report accidents to.
Location of fire extinguishers.
Name of fire marshal.
Details of hazardous materials on site (if applicable).
Copy of local safety statement (For overall UCD Safety statement, see UCD website).
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Teaching and Research (if applicable)
Details on current teaching and research in my area.
Information on:
Banner Gradebook support and training.
Blackboard virtual learning environment.
Modularisation.
Timetabling.
Research Management System.
Business Objects.
Signature of new staff member:
Name: Date:
This form should be returned (signed) to your local administrator.
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Sample Contact List
School / Unit contacts
Name Area of responsibility Contact Email Address
Number
Administrative contacts
Name Area of responsibility Contact Email Address
Number
Other useful contacts
Name Area of responsibility Contact Email Address
Number
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