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INDUCTION

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INDUCTION Powered By Docstoc
					 MANAGER’S GUIDE TO

    STAFF INDUCTION


  How to plan and carry out an effective
departmental induction for staff new to the
       University or a changing role
                            STAFF DEVELOPMENT OFFICE

This guide is designed to support managers to plan and action an effective induction for their new staff.
This may include staff who move within the organisation to new roles as well as external appointments
to Christ Church. The guide will:
   o   Provide answers to key questions           – Section 1
   o   Identify who is responsible for what       – Section 2
   o   Highlight good practice                    – Section 3


We hope that all the information you need is here but if further help is needed, please contact the Staff
Development Office:
T : 2746       E : staffdevelopment             W: www.canterbury.ac.uk/support/staff-development




SECTION 1: KEY QUESTIONS

1. What is induction?

The Arbitration, Conciliation and Advisory Service (ACAS) guidelines define induction as:
‘helping a new employee to settle down into a new job as soon as possible, by becoming familiar with
the people, surroundings, job, and the firm and industry’.




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 postholder to become effective – possibly up to a year in
some departments.




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In common with many large organisations, Christ Church University has a probationary period of 6
months for support staff and 12 months for academic staff. Once this period is satisfactorily completed
this effectively marks the end of induction. See section 3 for further information




3. What do you mean by an ‘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 organisation.
      Build the ‘big picture’. Staff should be able to have a sense of the organisation’s mission, vision
       and values and see where their jobs fit in.
      Be a source of information about the organisation- what we do, what the sector is about, what
       our competitors do and ‘how they see us’
      Reduce employment costs by reducing labour 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 staff 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 by attendance at centrally
provided events but it is your responsibility to ensure 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 induction 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 Staff Development Office and Human Resources both have helpful information on their websites.
You can also contact them for further personal advice or support if needed.


Staff Development Office:                            Human Resources:
www.canterbury.ac.uk/support/staff-development http://personnel.canterbury.ac.uk/

                                                                                                        3
SECTION 2: Who is responsible for what?

There are 3 main parties involved in the organisation and carrying out of induction. Who they are and
what each does is summarised below. A full process guide is available on the Staff Development website
but for simplicity an overview is provided here.


 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         HoD/Line Manager
 sent by letter to candidate


 New starter notification sent to:                                     HR
 *Staff Development Office      *Resources   *Office services


 Departmental induction arranged and communicated to all relevant      HoD/Line Manager
 parties


 Mentor allocated                                                      HoD / Line manager


 Staff member booked onto relevant central induction events            Staff Development Office/
 (see next section for clarification)                                  Line Manager


 ICT Induction arranged as a one to one                                LTEU
                                                                       HoD/Line Manager or
 Departmental Induction completed                                      delegated person
                                                                       HoD/Line Manager
 Introduction to wider organisation
                                                                       HR to initiate
 Probation Review                                                      HoD/Line Manager to
                                                                       action




Central Induction events for Staff

What is it?           When is it?             Who should attend?     How are staff invited?

                                                                                                    4
Staff Orientation &      Once a term, at the        All staff                          Staff Development send letter of
Welcome                  start of each term         (staff    in     ancillary    /    invite once appointment notified
                                                    manual roles welcome               by HR. Staff then need to book
                                                    but own separate event             on.
                                                    is organised).
Getting Started          6 weekly intervals         All      staff     welcome;        As above
                                                    administrative             staff
                                                    strongly         advised     to
                                                    attend


Academic Induction       Series of 5 sessions       All new academic staff             Advertised in Staff Development
                         from      January   each                                      brochure; staff need to book
                         year onward
Induction for staff      Twice yearly               All   staff      working     in    Via line manager booking place
in facilities roles                                 identified departments             with Staff Development
(Estates; Domestic
Services; Hospitality)
ICT Induction            On      request     from   All staff                          Booking made direct by LTEU
                         LTEU IT staff                                                 staff once appointment notified
                         (www.lteu.canterbury
                         .ac.uk)




3. Your responsibility: Planning and delivering local induction


3.1 What needs to be covered?
While local priorities and needs will vary to some extent, it is clear that there are key areas that local
induction should address. These may be identified as:


1. The department/unit/section :
              Structure and management
              Plans and activities
              People
              Policies and procedures
              Communications incl. meetings


2. The workplace
              Location (s)
              Equipment
              Health and safety
              Parking
              Catering facilities incl. SCR and Staff Association


3. The post holders role and responsibilities
              Job description
                                                                                                                        5
          Standards and expectations
          Organisational policies and procedures, especially equal opportunities, health and safety,
           quality assurance, financial regulations, calendar.
          Sources     of   information   and   support   including   arrangements    for   allocation   of
           mentors/buddies
          Personal and professional development opportunities
          Appraisal


4. Personnel issues and requirements
          Pay and pensions
          Hours and holidays
          Sickness and leave
          Staff benefits
          Equal Opportunities


5. Other related departments/key contacts
       o   Purpose and activities
       o   Location
       o   Structure
       o   Communication between other departments


For staff re-locating from outside of Kent, 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.


3.2 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 be told to staff. Some elements of the induction and information finding
process can be ‘delegated’ in the form 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 necessary timeframe by
the staff member.


This process can be simplified by use of checklists or workbooks – indicative samples are included at
the back of this guide and on the Staff Development website.



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An additional resource is that of a mentor or buddy. Mentoring for academic staff is a critical element
of their induction and should be formalised as soon as an appointment is confirmed. PGCHE staff-
students also have a mentor as an element of their programme. Buddy-mentor allocation for non-
academic staff is strongly recommended. All mentors, whatever their role, should have received
guidance and training support for their role. Staff Development can provide support with this if needed.


3.3 End of probation review

Shortly before the end of probation, Human Resources will send to HODs a form to complete and
return. Prior to completing the form however HODs should take the opportunity to ensure that
inductees have:
   o     attended the appropriate central induction event(s)
   o     completed all planned elements of the local induction
   o     attended at least one central staff development event other than induction
   o     received an ICT induction from a member of the LTEU team


They should also hold a short review meeting with inductees to identify:
   o     How effective induction processes have been from their point of view
   o     Short to medium training and development needs
   o     Some interim objectives for the staff member leading up to full appraisal in the next appraisal
         round.



3.4 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
                                     Sent a welcome letter and information
                                     Allocated a buddy or mentor
                                     Informed buddy/mentor
                                     Sorted out office/desk, phone, computer etc
Week 1 and 2                         Ensured arrangements for day are in place
                                     Cleared your own diary!
                                     Set out and communicated an induction programme
                                     Allocated responsibilities for induction clearly
                                     Booked all necessary meetings for inductee
                                     Prepared a checklist
First 3-6 months                     Ensured inductee attended all relevant central induction
                                      events
                                     Planned    and    organised     necessary    support   re:
                                      development
                                     Completed induction checklist
                                     Carried out review of probation/induction
                                     Set targets for next 6-12 months

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SAMPLE DEPARTMENTAL JOINING LETTER




03 May 2010


                                     8
Ms B Sweet
115 Grange Hill
Canterbury
Kent
CT1 8PP



Dear Beverley


Further to our recent conversation I thought it might be helpful to confirm your start arrangements with
us in writing and to send you some advance information that you might find helpful to review before
you join us.


You should also shortly receive separately your contract and pre-employment information from our
Human Resources department if you have not already done so. If you have any queries or concerns
about these, please do not hesitate to contact either HR or myself.


Just to confirm, we have agreed that you will start with us on 8th September at 10.00am. Please ask for
either myself or Tony on arrival at reception and we will come to meet you.
To assist you with parking on day one, a parking permit is enclosed. We will discuss the arrangements
for your first couple of weeks with us on the 8th but just to let you know in advance that Friday 10th
September is the University Staff Orientation & Welcome event to which you are invited. This day ends
with a drinks reception at 5pm.


We look forward to working with you and welcoming you to Canterbury Christ Church University
generally and our own department in particular.


Yours sincerely




Professor Thomas
Head of Quantum Physics




Enc : Faculty Brochure, Department staff list, Strategic Plan, copy of Fountain, campus map




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                                         Sample Induction Checklist - Page One



Employee Name:


Date employment commenced:


Department :


Area to be addressed                        Useful resources / contacts                        Date Completed
Tour of buildings and facilities            Line manager/Induction facilitator
       Departmental & locally
       Map issued
Overview of fire and evacuation             http://www.canterbury.ac.uk/support/health-
procedures                                  safety/fire-safety/index.asp
Emergency procedures                        First Aiders List
Work/Office location                        Line manager/Induction facilitator
       Keys / security                     Porters
       Computing access / account          http://induction.canterbury.ac.uk/ (IT Induction
       Telephone & Voicemail               pages)
       Cathedral pass                      Office Services
       SCR card                                 “
                                            Staff Association


Introduction to work colleagues             Line manager/ Induction facilitator
Discussion of working hours,
departmental culture, meal breaks,          Line manager /Induction facilitator
social activities etc
Introduction to key
departmental/University contacts            Line manager /Induction facilitator
( see page 2 )
Identification of staff development         Line manager/ Induction facilitator
needs / support available                   Staff Development brochure & web pages


Discussion of job description –             Line manager /Induction facilitator
clarification of role and expectations
Departmental process for:
       Notification of absence             Line manager /Induction facilitator
       Self-certification
       Annual leave entitlements
       Health & Safety
University process for :
       Pay and benefits                    http://personnel.canterbury.ac.uk/
                                                                                                         10
      Expenses                            http://finance.canterbury.ac.uk/Forms.htm


Trade union membership & staff
representation                             Line manager
Check appropriate documentation
received from HR:
      Contract of employment              http://personnel.canterbury.ac.uk/
      Grievance procedure
      Disciplinary procedure
      Equal Opportunities policy          www.canterbury.ac.uk/college/equal-opportunities/
      Pension scheme details              http://personnel.canterbury.ac.uk/



       NB: The following web page contains a useful summary of all the necessary links above :
                    www.canterbury.ac.uk/support/staff-development/induction/essential.asp




       Useful introductory meetings programme                - Page 2
       (this is a suggested guide only and may need tailoring for different staff posts)




       Weeks 1 and 2



       WHO                                 PURPOSE                                MEETING ARRANGED
       Departmental Health & Safety        DSE work station assessment
       Representative                      arrangements
                                           Health & Safety induction
                                           Accident Reporting
                                           Fire Procedures


       For academic staff


       LTEU representatives:
                Learning Technologist     ICT Induction
                Learning & Teaching       LTEU provision & services
                 Co-ordinator


       Faculty Quality Officer             Academic quality processes


       Library Faculty Librarian           Library services induction
       For Support staff
       LTEU IT Trainer                     To complete 1:1 ICT induction


                                                                                                     11
Registry Contacts             Academic programme processes


QL Training                   Introduction to QL : University
                              Student database



Human Resources Department    CRB Checks completed
                              Introduction to departmental HR
                              contact
                              Contractual queries
Other :
(to be determined by
department)




 Date checklist completed


 Signature HOD/Line Manager


 Signature employee




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