www.rmit.edu.au/staffinduction It is estimated that 90% of new starters make their decision to stay (or go) within six months (Aberdeen Group, 2006) Ready-Set-Go is a three stage induction program, starting before the new staff member‟s first day and continuing through their first month. Each stage has a particular focus: READY - builds excitement and anticipation, confirms their decision, and prepares both of you and the staff member for the first day. SET - creates a great first impression, focuses on orientation and connection, and sets things up efficiently. GO - develops understanding and confidence, builds towards self- sufficiency, and leads to performance and results. THE COMPONENTS OF READY-SET-GO Website As the central resource for induction information and links, it steps the new hire through the program Local induction The „who, what, where, when and how‟ of the local working environment Compliance education Required training on occupational health and safety, equal opportunity, privacy and trade practices Materials Provided at the start of the program and downloadable from the website Events Gives the new hire an opportunity to meet other staff and leaders, and deepen their understanding of RMIT Participating in the Ready-Set-Go induction Using this checklist program ensures new staff: This manager‟s induction guide and checklist will help you plan and provide a high quality induction program for your » understand their role and what is expected of them new staff member. The checklist is divided into the three » build awareness of RMIT‟s history, culture, values and stages of the Ready-Set-Go program. Additional strategic direction information and resources are available on the managers » understand RMIT‟s operations and structure pages of induction website: » know how to access and work with key policies and procedures » http://www.rmit.edu.au/staffinduction/managers » understand their rights and responsibilities around equal opportunity, health and safety, privacy and trade The program is designed to be flexible so that it meets the practices personal needs and interests of each new staff member. » begin to establish connections and networks across the Adapt this checklist as necessary – there may be additional university. information, different meetings or alternative resources you need to provide, as appropriate for your area and the new A good induction will integrate the new staff member staff member‟s role. quickly with RMIT, and ensure they feel welcomed into their local environment. It will create highly engaged staff members, and prepare them to succeed in their role. For advice about setting up an induction program for an individual or your school / work unit, please contact The importance of your role your Human Resources consultancy team at any time. First impressions count, and as a new staff member‟s manager you have a significant impact on their successful transition into their new role and RMIT. An effective and carefully planned induction ensures a new starter feels supported in their role and their first experiences of RMIT Finalising induction are positive. At the end of the first month, you will have an „initial Make sure you are as accessible as possible throughout induction and probation meeting‟, which marks the end of the induction program, and commit to monitoring your new the formal induction program. Human Resources will send staff member‟s progress – through both formal meetings you the „initial induction and probation meeting form (form and informal conversations. 1)‟, which should be completed and returned so that completion of induction can be recorded. – pre-start / first day New staff member: ..................................................................................................................... Start date: ..................................................................................................................... TO DO LIST NOTES Contract of Human Resources will meet with the successful candidate, ensure the contract is signed employment signed, and required information is collected. They will also walk them through the Ready-Set-Go start date and induction program. probation period Human Resources will then email you to confirm the start date and probation period, and confirmed provide a link to the Ready-Set-Go induction web site. Take some time to familiarise yourself with the relevant sections of the Recruitment and induction policy, as well as the Induction and probation procedure. Inform your team Send an introductory email to your team and include brief details about the new staff about the new staff member‟s background and experience, as well as confirming their role, start date and member desk / office location. Also inform any other people across RMIT that should know. Contact your new Make sure they know where to come, at what time and who to ask for on their first day. staff member Arrange a meeting – perhaps coffee or lunch – with your new staff member prior to their first day. This might be just with you, or with the whole team, and is a valuable way of starting to build a relationship with them and answer any questions they have at this stage. Maintain contact by As appropriate, this might include: phone, email or in Sending some reading material (eg plans or reports) person Including them in team / group communications Inviting them to team meetings, events or social occasions Prepare a Local induction is the „who, what, where, when and how‟ of the new staff member‟s personalised local working environment – including the school or work unit, the immediate team and their induction program own role. Use the other sections of this checklist and the induction calendar template to organise at least the first week. Include: Time to complete the online training modules Opportunity for reading and reflection A welcome morning tea or lunch on their first day Also compile a pack of useful school / work unit information and reference material. TO DO LIST NOTES Set up meetings with You play an important role in introducing your new staff member to the people across key contacts RMIT that they will interact with, and helping them gradually expand their network. Timing them appropriately over the first month or two, set up meetings with: Your manager (ie their “manager‟s manager”, who will be able to provide a broader perspective on the team and its work) Peers / colleagues (one-on-one where appropriate) Direct reports (if applicable) Clients, contacts and stakeholders from other schools, the college office, central service groups and work units Also consider opportunities for them to attend meetings with you – this can be a time- efficient and less confronting option, and provides valuable insight into their work and the culture of RMIT. Prepare their Ensure that the desk or office is clean and clear of hazards, and that there is a chair, workspace computer, stationary, nameplate, keys (if applicable) etc. Consider any adjustments you are aware of, to cater to special needs. Arrange additional items agreed to during recruitment (such as a laptop, mobile phone, blackberry etc). Arrange the This should include: essentials Security access card Telephone service and voicemail account Business cards and corporate credit card, if required GroupWise and Novell access will be set up automatically once the new staff member is entered in the HR system and allocated their employee number. You can look up the employee number in SAP / Managers Desktop or contact the Employee Services team in Human Resources for advice. Include your new Including local telephone lists and email distribution lists or groups. staff member on The new staff member‟s details will automatically be included on the web-based Staff appropriate contact Directory. Amendments can be made at any time using the Electronic communications lists amendment form Assign a peer This should be someone with great people skills, who will support and guide the new staff mentor member during their induction (and beyond). Make sure you support them, and recognise and reward their efforts and contribution. – first week TO DO LIST NOTES Clear your own This ensures you are available and on hand for your new staff member. Your visibility diary for the first and support during the first week is vital to creating a great first impression of RMIT, and day a settled, confident new staff member. Show your new Including: staff member Location of the kitchen, bathrooms, meeting rooms, photocopiers, stationery, etc around the work Emergency procedures, exits and assembly points, floor wardens area First aid kit and first aiders Introduce your new Also give them some context, not just a name – what does each person or team do, how staff member to might their role interact with the new staff member‟s role, what other details might be of their immediate interest (eg “Jamie coordinates the school‟s netball team”, “Lindsay‟s been at RMIT for 20 team and wider years”). school / work unit If you have nominated a peer mentor, introduce them as soon as possible, and ensure colleagues the two of them get together in the first couple of days. Ensure that the Do they have everything they need? workspace is set To login to their computer, the new staff member’s initial password will be their up date of birth backwards (eg if the date is 25 December 1969, the password is 19691225). They will be prompted to change this after their first login. Pay particular attention to the ergonomic set up of the desk, chair and computer. See the ergonomic furniture and assessment of workstations policy and procedures for assistance and a workstation set-up checklist. Contact the Health and Safety team if you need assistance with this. Allocate time for Your support and encouragement of the completion of the required online training completion of modules is critical. See http://www.rmit.edu.au/staffinduction/onlinemodules for more compliance information. education Allocate time for This time should include the materials on the induction web site and the RMIT web site, reading and as well as printed or web-based information about your school or work unit and anything reflection else that will be useful in their role. Host an informal For example morning tea or lunch. While you don‟t want to overwhelm your new staff welcome member with names and faces, this kind of gathering helps them feel welcomed into the team and starts the process of making connections. TO DO LIST NOTES Have a ‘first day At this meeting provide any relevant written material and discuss: meeting’ with your The induction program you have prepared, and if there‟s anything else they would new staff member like to include The importance of completing the online training modules RMIT and local practices and expectations (eg hours of work, flexible working, breaks, advising of absences / sick leave, pay cycles, holidays, dress code etc) Local administrative systems and processes The school / work unit‟s structures, plans, and place within RMIT An overview of their role and responsibilities (this will be revisited in more detail later in the week and during workplanning meetings) How you expect to work together Register for Induction events provide a broader perspective on life and work at RMIT. Your new staff induction events member should attend: Orientation event (a new event coming in 2011) Introduction to IT at RMIT Discover RMIT Campus Tour By participating in these events, they will meet other new staff and continue to build their understanding of the structures and activities of the University. Have an ‘end of At this meeting discuss: first week’ meeting Their position description with your new staff Tasks, priorities and responsibilities, and performance expectations member The probation process RMIT‟s strategy, plans and values This wide ranging discussion will clarify how things fits together – from University and local plans and targets, through to the staff member‟s own work. It is the first step in developing their workplan. – first month TO DO LIST NOTES Ensure all required Completion of the online training modules is a mandatory part of probation. compliance If the required modules remain incomplete, the staff member will receive weekly emails, education modules which you will be copied into. are completed Support and You should have set some of these up already, but encourage the new staff member to suggest meetings make contact with people themselves. Also be on the lookout for useful or interesting with key contacts opportunities to get them involved with, and invite them to meetings you are attending. Have workplanning Discuss and finalise a workplan for the period up to the end of the current calendar year. meeting/s This will outline the key activities and performance targets of the role, and include development activities that reflect the staff member‟s skills, interests and motivations. See the Managing for performance policy for more information. Have the ‘initial Human Resources will send you a copy of the initial induction and probation meeting form induction and (form 1), which should be used to record this discussion and acknowledge the completion probation meeting’ of the induction program. at the end of the While induction activities may continue throughout probation (and sometimes beyond), first month this meeting signals the end of the formal induction program. Use it as an opportunity to provide quality feedback on their performance to date – where things are tracking well, and where improvements might need to be made. Also ask for feedback on the new staff member‟s experience of their first month at RMIT, and in particular what‟s still missing or a mystery. Submit initial By completing and sending this form to Human Resources, the new staff member‟s induction and participation in the induction program is recorded. probation meeting From here, meetings and informal discussions should be held throughout the remainder form (form 1) to of the probation period, and the final probation meeting held at least eight weeks prior to Human Resources the end of probation. If you have serious concerns about the staff members‟ performance at any time during the probation, and are considering extending probation or not confirming employment, contact your HR Consultancy team for advice. See the induction and probation procedure for more information.