Supervisors Guide to Induction and Onboarding

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1 Supervisors Guide to Induction and Onboarding Human Resources University of Southern Queensland Document title 1

2 Contents... 1 Welcome... 3 What is induction and onboarding?... 3 Induction... 3 Onboarding... 3 Why is a good onboarding program important?... 4 Who participates in the induction and onboarding program?... 5 Responsibilities... 5 Human Resources... 5 Managers and supervisors... 6 Colleagues... 6 Specialists from other Departments... 6 Fitting in... 7 Key pointers... 7 Inductions... 8 einductions... 8 Introduction to USQ (ebook)... 8 Onboard at USQ Face to face orientation and networking... 8 Refresher modules... 9 Remuneration... 9 Timeframes New employees Existing employees University of Southern Queensland Supervisors Guide to Induction and Onboarding 1

3 Policy and Procedures Surveys USQ s induction and onboarding process Additional resources for supervisors Checklist Policy and Procedures Induction and onboarding webpage Training for supervisors Icons made by Freepik from University of Southern Queensland Supervisors Guide to Induction and Onboarding 2

4 Welcome At USQ we want to ensure that all employees who commence here feel welcomed, and that they have made the right decision to join our team. Both induction and onboarding are extremely important activities that need to be well organised and delivered in stages during the all-important first few months of the new employee s commencement - it is not a process that is done overnight, or in one day. Managing the induction and onboarding process will help ensure the successful transition of the new employee into their job, team and the wider USQ community, it can also assist with creating a positive work environment. This guide goes through some of the key areas involved with USQ s induction and onboarding program and has been developed as a tool to assist supervisors with the critical element of integrating their new employee into the existing team, and the broader University. What is induction and onboarding? Induction Induction is the process of providing information, guidance and support to new employees to enable them to adjust to their new environment and begin productive, meaningful work as quickly as possible. Induction should be a structured program that is implemented consistently across an organisation to provide orientation, organisational knowledge and on-the-job training. At USQ, induction is defined in HR Policy and Procedures as the process whereby an employee is provided with access to appropriate information and support required to operate effectively in their appointed position. This may include general information related to an individual appointment to the University, expectations of the individual in their role and within the University, compliance aspects associated with employment, workplace health and safety, equity and diversity, learning and teaching, and relevant policies and procedures. Onboarding A good onboarding program is the foundation for a positive work environment that promotes performance, productivity, collaboration and a sense of community with an understanding of who we are, and what we value. Onboarding is a broader term and has a more comprehensive perspective than induction as it encompasses the complete range of tasks and requirements involved with acclimating and engaging a new employee in the organisation. Its University of Southern Queensland Supervisors Guide to Induction and Onboarding 3

5 goal is to accommodate, assimilate and accelerate new team members into their roles at USQ. Onboarding does not begin and end on the new employee s first day, week or month. It should be conducted in developmental stages and be followed up with regular progress evaluations. At USQ, the induction and onboarding process runs over a 3 month period (90 days) from the date of commencement. While the formal induction program may start when the employee first arrives to begin work, the actual onboarding experience began well before their first day. An impression of USQ was beginning to develop back when the employee had initial contact with the organisation about the employment opportunity. To project a professional image, the recruitment, induction and onboarding process should be conducted as a cohesive effort. The aim should be to create and maintain a positive first impression. Hiring for fit helps to ensure that the new prospective employees will support USQ s mission and values and also helps us to identify the best person for the role. Further information about hiring for fit can be found in this guide under Stage 1 of USQ s induction and onboarding process. Why is a good onboarding program important? The benefits of a good induction and onboarding program continue far beyond the employee s first day. A good induction and onboarding program ensures that: the new employee feels welcomed and comfortable they receive the correct and essential information in a timely manner the necessary resources are provided for them to start learning about the organisation clear expectations for both the employee and organisation are provided all administrative elements are completed prior to the employee commencing the employee settles into their role and the organisation quicker the organisational culture is clearly defined and explored there is a consistent approach for all employees the employee is well-equipped for their new role retention rates improve efficiency rates improves self-esteem, motivation and moral improves There is a direct correlation between the lack of a well-structured induction and onboarding program and early employee turnover. Turnover in the early stages of employment is costly to the employer because of the following reasons: University of Southern Queensland Supervisors Guide to Induction and Onboarding 4

6 Cost of recruitment: initial advertising expenditure and recruitment costs will not have been recouped and will be doubled by having to repeat the process. Loss of Return on Investment (ROI): if an employee leaves within the first three months of employment, the University will receive little, if any, return on investment for the training and resources provided. Loss of productivity: duties/priorities of other employees will need to be reorganised to cover the duties of early leaver. Cost of temporary replacement: temporary staff may be hired to fill the gap, bearing an additional cost to the company. Temporary staff will need to undergo initial training and, depending on the nature of the work, may be unable to work on long-term projects, thus affecting productivity further. Who participates in the induction and onboarding program? All USQ employees are required to participate in the induction and onboarding program. The exceptions to this are employees engaged as Dissertation Markets, Prac Teachers and Exam Supervisors. Responsibilities It is imperative that new employees receive the adequate knowledge, information, support and resources during their first few months of employment. To ensure this happens a number of people need to be involved in the process. A common misconception about induction is that it is a one-off training event conducted solely by Human Resources. Ideally, onboarding should be carried out in stages and involve people from across USQ. Importantly, it requires major commitment from managers and supervisors. Human Resources Human Resources primary responsibilities are to design the corporate induction program and associated documentation (such as training modules and checklists), and regularly evaluate the induction program to ensure it is meeting organisational objectives. It is also the responsibility of HR to ensure managers have the necessary skills and training to identify new starter developmental needs and deliver induction effectively. Induction training may include communication skills, such as giving and receiving feedback. University of Southern Queensland Supervisors Guide to Induction and Onboarding 5

7 Human Resources should also work in collaboration with managers and supervisors to ensure that adequate support and resources are provided to new starters who are from a diverse background. Managers and supervisors Managers and supervisors own the onboarding process they have a comprehensive understanding of the requirements and expectations of the new starter s role, and can identify training and development needs. Managers and supervisors are also best placed to offer ongoing feedback and support to new starters. Managers and supervisors are responsible for conducting performance appraisals in conjunction with probation requirements. As part of induction, USQ s performance management framework should be explained in order for new starters to understand the work outputs and behaviours expected of them. As well as conducting formal performance reviews, managers should meet regularly with new starters for informal feedback sessions. New employees are particularly receptive to the atmosphere in their new workplace. Whether consciously or not, personal attitudes may be conveyed when information is presented, and a negative attitude from supervisors or colleagues towards a new employee, or the workplace in general, will not go unnoticed. Managers and supervisors are also formally accountable for ensuring each new employee completes the mandatory induction programs as outlined in USQ HR policies and associated procedures incorporating four online einduction modules: 1. Compliance 2. Equity and diversity 3. Work health and safety 4. Fire and emergency response. Colleagues The new starter s colleagues also have an important role to play in onboarding. Team members should be notified in advance of new staff commencing and should be encouraged to be proactive in offering assistance when needed. Onboarding is also an ideal opportunity for existing staff members to gain valuable development experience by coaching/mentoring new employees. It is a good idea to organise a small social gathering such as a morning tea or lunch, where the new starter can meet with their colleagues in an informal setting. Specialists from other Departments Onboarding should involve internal presentations or briefing sessions from specialists within other departments. Departmental representatives can provide specific information, such as advice on legal compliance, equity and diversity University of Southern Queensland Supervisors Guide to Induction and Onboarding 6

8 issues, workplace health and safety, IT, security, records management, etc. Linking a face with policies and procedures can assist new starter to better retain information and will encourage ownership. It will also provide new starters with a contact name if they need assistance in these areas. Fitting in The first 90 days in any new role is a challenging and critical time for new employees, their team and the University. Employees may feel nervous in the early stages of a new job, standing out as the new person is just an added source of anxiety. The organisations culture is an important concept for any new employee to grasp in order to feel comfortable in their new role. A buddy program can be an effective way to introduce new employees to the conventions and customs of their new workplace. Buddies can also assist with social integration by introducing new starters to other people in USQ on an informal level. The need for social interaction in the workplace should not be underestimated. Feelings of rejection and exclusion from private social groupings have a profound effect on an employee s wellbeing and performance. Failure to integrate socially at work is not an uncommon reason for early resignation. Key pointers On the employee s first day, there are a number of things you can do as a supervisor to make them feel welcomed and ease their nerves. Listed below is an overview of some of the key pointers you should consider on their first day: 1. Don t delegate the meet and greet remember, first impressions count! 2. Ensure the team and reception know when to expect them so they feel welcomed. 3. Introduce them to senior leaders in the work area, along with all their colleagues. 4. Ensure their workstation is ready for them including computer and phone. 5. Ensure they have appropriate access to the building/office. 6. Lay out a plan for the coming days set expectations. 7. Allow them to contribute. 8. Don t make comparisons to their predecessor. 9. Do not bombard them with too much information at once plan the activities. 10.Make time to talk to them regularly. University of Southern Queensland Supervisors Guide to Induction and Onboarding 7

9 Inductions einductions USQ s mandatory einduction program is an online induction training program that has been designed for all employees to work through at their own pace. The program covers the following four key areas of employment: Compliance Equity and diversity Work health and safety Fire and emergency response Each module contains key information that all employees must be aware of including relevant legislation, acts, policies and procedures governing their employment. It is the responsibility of the supervisor to ensure these modules are successfully completed in the employee s first week. Failure to do so will mean the employee is in breach of their employment agreement. Individual PeopleSoft training records will be updated on a weekly basis for the einduction program. Introduction to USQ (ebook) This online introduction will provide employees with an overarching look at the University including such areas as USQ vision and mission, core values, history, governance, structure, and general employment information. This introduction to USQ has been designed to provide brand new employees with an overview of the organisation. It is the responsibility of individual supervisors to provide employees with specific information about their Organisational Unit, Faculty/Department and detailed information about the employee s role and responsibilities. Onboard at USQ Face to face orientation and networking Onboard at USQ is a face-to-face orientation and networking program designed for new employees to enhance their transition to USQ. The program compliments the einduction modules, whilst also providing a valuable opportunity to meet other new employees. Continuing and Fixed Term employees will receive an invitation to the next available session by a representative from Human Resources. University of Southern Queensland Supervisors Guide to Induction and Onboarding 8

10 The session will cover a variety of topics, including: formal welcome by a member of the Executive Team USQ s vision and values our brand, students and communities employment information and support available e.g. policies, pay and benefits, career progression, workwear and support services/groups presentation by each of the core areas associated with the mandatory einduction program Q&A session. In addition, an information and services stand will be in operation at each session to advise employees of the numerous benefits that are provided for staff. Representatives from Human Resources will also be available to answer any queries. At the conclusion of the session, employees will be encouraged to join in a catered lunch and network with other new employees. This program is not mandatory, however we strongly encourage participation to help with the onboarding process of your new employee and to ensure they are provided with essential information that will assist with their transition to USQ. Refresher modules All employees that are required to participate in the induction program (see Who participates in the induction and onboarding program ) are required to complete online refresher training annually each year after commencement. The refresher training consist of four einduction modules; Compliance; Equity and diversity; Work health and safety; and Fire and emergency response. It is a requirement that each employee will be current with all required refresher training as at the employees annual Enrich performance review (completion of the Enrich annual review is required by 30 April each year). Individual PeopleSoft training records will be updated on a weekly basis for annual refresher training for existing employees. Remuneration All employees will be paid for the completion of the mandatory induction program and subsequent annual refresher training. Continuing or Fixed Term employees will complete the program within their normal working hours. University of Southern Queensland Supervisors Guide to Induction and Onboarding 9

11 Casual employees will receive a flat fee payment upon completion of all four einduction modules which is in addition to their contracted hours. The payment, which is administered by Human Resources, will be made on a monthly basis in accordance with pay deadlines. Casual employees are required to complete the program once per year, not per contract. Please note: casual staff are eligible for one payment per year only. If an employee completes the program more than once per year, they will not be remunerated for the subsequent completions. Timeframes New employees All new employees are required to complete the mandatory corporate einduction program within their first week. Eligible employees will have three months to attend Onboard at USQ and any additional mandatory training and professional development associated with their role. Existing employees All existing employees are required to complete the mandatory refresher training modules annually. The refresher training must be current in their training record as at 30 April to coincide with Enrich performance reviews. Please note: training records are updated on a weekly basis. Policy and Procedures The Performance, Development and Recognition Policy, along with the Employee Induction and Onboarding Procedure outlines the framework and guidelines associated with USQ s induction and onboarding program. University of Southern Queensland Supervisors Guide to Induction and Onboarding 10

12 Surveys Sixty days after your new employee has commenced, they will receive an from Human Resources with a link to an Induction and onboarding experience survey. This survey is completely anonymous and asks for feedback on their experience with our recruitment, induction and onboarding processes. All feedback will be collated and contribute to the annual review of the program. University of Southern Queensland Supervisors Guide to Induction and Onboarding 11

13 Stage 1 Stage 2 Stage 3 Stage 4 USQ s induction and onboarding process USQ s induction and onboarding program Attract the Best Get Ready, Set Welcome to USQ! All On board Attract and connect with the prospective employee Build a sense of belonging and excitement for the employee Employee to feel supported and form connections Employee feels connected and valued This stage covers the recruitment phase where we are looking to hire for strength, motivation and fit. Once you have selected your new employee, you will need to ensure everything is ready for them prior to their first day. Your new employee starts! There are a number of activities you must ensure are completed in the employees first week. By the end of the third month, the employee should have completed a number of activities to connect them with their job, team and wider University community. University of Southern Queensland Supervisors Guide to Induction and Onboarding 12

14 Stage 1: Attract the Best Recruitment phase - Attract and connect with prospective employees. The purpose of this stage is to: Build brand and engagement. Educate and communicate on culture and values. Allow self-selection for strength, motivation and fit. Ensure accurate job preview is given to candidates: o Information about the position. o True statement about the department. o How the job fits in the bigger picture. Clearly communicates expectations of the position. Did you know that the onboarding process commences as soon as a vacancy is advertised? This is the opportunity for the University to demonstrate who we are, what we stand, inform the applicants about the position, and most importantly, clearly demonstrate what skills and abilities are needed to fill the position. The perceptions created through this process, and also the interview stage, are critical elements in ensuring you choose the best candidate for the position. Allowing an individual to self-select from strength, motivation and fit will increase the likelihood of securing an applicant who will not only support USQ s values and culture, but also help us acquire top performers who are well suited, and equipped to join our teams. Supervisors role and responsibilities Understand the importance of a successful onboarding program and start planning from the time you advertise the position. Ensure the interviewing panel understand what you are looking for and the importance of hire for fit. Use behavioural based interview questions. Ensure you assess all elements of the position with the prospective employee, not just their technical abilities. Resources Model expected hiring practices as the panel chair/leader On the Recruitment and appointing staff webpage, you will find a number of resources to assist with Stage 1 of the induction and onboarding process, including: Attracting and Recruiting Quality Staff: A Guide for Recruitment Panels Request to Advertise and Business case templates Position Description templates (Professional and Academic) Fixed Term Appointment request forms USQ Salary rates and guide to salary on costs usq.edu.au/hr/resources/forms/recruit University of Southern Queensland Supervisors Guide to Induction and Onboarding 13

15 Stage 2: Get Ready, Set Prior to the employee commencing - Build a sense of belonging and excitement for the employee. Some of the key activities in this stage are: All paperwork and associated documents will be sent to the new employee (this activity is actioned by Human Resources). Ensuring that a workspace is organised and ready for the arrival of your new employee (including a set-up computer, phone, stationery etc.). Employee allocated ID number and USQ account. Supervisors role and responsibilities Ensure you have had a conversation with your new employee prior to their commencement. Confirm they know where to go on their first day, starting time and where to park. We have one chance to make a great first impression with our new employees preparation is an essential part of this. Preparing for the arrival of your new employee is a key activity in the onboarding process. Ensuring the employee s workstation is well organised and their arrival is anticipated can help relieve many of the employee s first day jitters as they will feel welcomed. Ensure workstation is set up, including a computer and relevant software, phone and stationery PRIOR to the employee s commencement. Prepare for the arrival of your new team member by using the Employee Induction and Onboarding Checklist. Prepare all relevant welcome resources, update phone lists and any other internal forms/documents used in your area. Resources Employee Induction and Onboarding Checklist University of Southern Queensland Supervisors Guide to Induction and Onboarding 14

16 Stage 3: Welcome to USQ! First week - Employee to feel supported and form connections Some key activities in this stage: Introduction and assimilation with new colleagues. Adherence to USQ s induction processes, including legislative and compliance aspects associated with the employee s letter of offer. Induction processes, both online and work area specific. Staff cards and access. Ensuring the employee understands all the information within their Position Description, letter of offer and all associated paperwork. Supervisors role and responsibilities Meet with your new employee don t delegate the meet and greet! By the end of the first week, it s likely these will be important factors to your new employee: I understand what s expected of me in my role. I ve met all my team/immediate colleagues. I know where to go for help with questions and where to go to find information. I feel I have made the right choice. I feel a connection. I have a sense of the culture and I like it. New employees need to understand their role and what is expected of them to assist with their transition to USQ. Assign a buddy for the new employee who can assist with answering questions and serve as a friend during their integration to the University. Ensure the employee understands what is expected of them. Ensure all compliance and legislative requirements have been met. Within the first week, there are a number of activities that as a supervisor you will need to ensure are completed. Please refer to the Induction and Onboarding Checklist. Plan what they need to know and ensure the team is involved with this process to help the employee form connections. Remember not to overload your new employee with too much information upon commencement! Resources Employee Induction and Onboarding Checklist University of Southern Queensland Supervisors Guide to Induction and Onboarding 15

17 Stage 4: All On board Three months - Employee feels connected and valued Some of the activities involved in this stage are: By the end of the third month, the employee should: Feel like they belong. Feel like they are valued. Not be thinking of leaving. Be satisfied with their job (ultimately). Be in a position to make a positive contribution to the work unit and be productive in their position. After 3 months at USQ, the employee should have the necessary tools, information and resources to effectively perform in their positions. To ensure your new employee is contributing to the success of USQ, fulfilling the expectations of their positions and fitting in with the team, make sure you take the time to meet with your new employee regularly. Feedback is a two-way street, ensure the employee has the opportunity to provide you with their input by doing this the employee will feel valued and you will be able to address any issue with the employee s work or behaviour in a timely manner Face-to-face induction and networking forum Onboard at USQ. Mandatory supervisor training (if applicable). Enrich Goal Setting. Completed all other recommended einductions. Participate in any recommended or relevant professional development. Supervisors role and responsibilities Employee has integrated into the team Complete Enrich Goal Setting clearly set expectations. Provide regular feedback on the employee s performance Ensure all legislative and compliance requirements are met. Don t wait till the end of probation to address issues that need to be stopped, changed or improved now! Resources Employee Induction and Onboarding Checklist Enrich Performance Management Program usq.edu.au/hr/odt/enrich University of Southern Queensland Supervisors Guide to Induction and Onboarding 16

18 Checklist Additional resources for supervisors An Employee Induction and Onboarding Checklist has been developed to help guide supervisors through the key activities that need to be undertaken prior to the new employee s commencement, and further activities that need to take place during their first three months. The checklist can be found on the Resources and guides for supervisors page under the Induction for new employees. Policy and Procedures The Performance, Development and Recognition Policy, along with the Employee Induction and Onboarding Procedure outlines the framework and guidelines associated with USQ s induction and onboarding program. Induction and onboarding webpage The Induction for new employees webpage provides both employees and supervisors with a wide range of information to assist during this phase. Supervisors should familiarise themselves with the content contained within these pages so they are aware of the information new employees are receiving. Please note, the webpages do not provide work area specific information, this aspect is to be coordinated and delivered to the new employee by their supervisor. Training for supervisors A number of professional development workshops are available to assist supervisors. To visit the full suite of professional development opportunities offered please visit Self Service. Supervisors are encouraged to contact the HR Learning and Development team for specific training enquiries, to seek advice around suitable workshop recommendations and/or to discuss future involvement in our Management and Leadership Development specific flagship programs. University of Southern Queensland Supervisors Guide to Induction and Onboarding 17

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