Induction Procedure

Prior to arrival of staff member after appointment has been made

The Unit Secretary will be aware of new staff through the UMC, including their start date.

1. UMC discuss implications of housing new staff member. A Line manager/ Advisor and Mentor are appointed. Visiting Fellows do not have a Line Manager, but they will have a senior member of staff allocated to them to fulfil a similar role as required. 
2. Unit Secretary updates lists of Mentors and Advisors on U-Drive.
3. Unit Secretary writes to nominated Mentor and informs them of their role within the Induction process and the start date of the new member of staff, including a copy of the 'Role of the Mentor'.
4. Unit Secretary writes to nominated line manager, arranging a meeting on the first day, and explaining what they need to discuss with the new staff member.
5. Unit Secretary sends welcome letter to new staff member with induction pack (U/Staffing/Induction/Induction Pack/)
6. Unit Secretary approaches Project Director for list of computing drives required by new staff member.
7. I.S. form completed by Unit Secretary and signed by Head of Group.
8. Information Systems Officer given I.S. form and informed of staff member's start date, computing drive requirements, and location.
9. Unit Secretary ensures office space organised, desk, telephone, key and any other necessary equipment.
10. The Unit Secretary liases with line manager/project director regarding the need for new photocopy cards or prior booking of staff for training courses, e.g. I.S, H & S, specific issues.
11. Unit Secretary informs telecommunications and any other relevant central departments of new staff member's arrival, location and extension allocated.
12. Unit Secretary creates staff contract file with inserts (induction/ contract/ advisor reports/ appraisal).
13. Unit Secretary to arrange meeting times with the management team and new employees, line manager within the first two weeks of working.

On Arrival

1. Unit Secretary meets new employee on arrival and welcomes them to Unit.
2. Mentor conducts tour of Unit (Kitchen, resource room, fax, phone, seminar rooms and journals, photocopier) and Institute (Library) Personnel.
3. Unit Secretary conducts H & S tour of Unit, drawing the new employees attention to fire exits, first aid box, recoding of whereabouts in Unit Diary and indicate names and location of first aiders.
4. Line Manager explains processes for recording of absence from Unit, role at Unit, PM procedures and publication scheme.
5. Unit Secretary introduces new employee to their mentor and the Information Systems Officer.
6. Unit Secretary places notice on internal website welcoming the new staff member and explaining a little about their role within the Unit.
7. Unit Secretary updates staff contact list and staff project list on internal website and staff home contact details database with details from personal details form.
8. Unit Secretary ensures Marketing Officer receives website form, in order to update website and project list on internal website.

Induction Pack

The Induction pack consists of the following: Copy of most recent Annual Report Copy of Unit Handbook Website Details Form Website Consent Form Data Protection Form Personal Details Form Internal Contact List Project / Staffing Lists (for research staff) Diary dates for forthcoming meetings Door Codes and Communication Document. Unit's Health & Safety Procedures Unit's Performance management policy

Once completed by the new employee the forms should be filed in the Induction Folder within the Staff Contracts file. A copy of the website details form should be returned to the Marketing Officer, so the website can be updated.

N.B. There is a simplified Induction procedure for temporary, fees-paid, and agency staff and visitors (being developed) and research associates (U: Staffing/Induction/RA Induction pack).