Department of Human Resources. Induction Policy & Procedure. This document is available electronically and in other formats on request.

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1 Department of Human Resources Induction Policy & Procedure This document is available electronically and in other formats on request. Department of Human Resources March 2005 (Approved at Court )

2 CONTENTS Page No. 1. Purpose 3 2. Scope 3 3. Principles Procedure Evaluation 5

3 Induction Policy and Procedure 1. Purpose 1.1 The purpose of this policy is to ensure that all employees have the benefit of a properly structured Induction Programme that will help them to integrate into their role in the University quickly and effectively. Through the induction process, employees should have all of their necessary initial training and information needs identified and a plan set for meeting these needs. It is the University s intention that all employees will have the opportunity to participate in both the core (University) and the local (School / Departmental and their own role) induction. 1.2 The aims of the Induction Programme are: i. To welcome new employees and to help them settle down quickly and happily as part of the institution. ii. iii. iv. To ensure that new employees understand the mission, vision, strategic aims and objectives of the University in providing excellent academic delivery and understand where their contribution fits in. To inform new employees about the structures and schools/departments within the University to enable them to understand the roles of others within the institution. To introduce new employees to strategies, policies, procedures and practices which emanate from the University and advise them of both the University s corporate and their individual employee legal responsibilities (e.g. on matters such as health and safety). 2. Scope v. To ensure that in addition to the general induction for all employees, they are also given a thorough induction in their School / Department, covering what they need to know, the standards and processes they will be expected to work to and given the materials and resources they will need to perform effectively in their new role. This policy applies to: All new employees (for casual staff see below) Employees transferring to new roles within the University, if appropriate. Employees who have returned to work at the University after an extended break Where a manager identifies a member of casual staff as likely to be employed on a regular basis they should opt to include them in the Induction process. In ALL circumstances the health and safety training needs of employees, Policies (especially those that relate to the legal obligations of the University) and University quality standards must be addressed. 3. Principles The key underlying principle is that all employees will be scheduled to attend a Core Induction

4 Programme, introducing them to the strategies, policies and structures of the University. This will be combined with a local induction to their department, specifically in relation to their job role their duties and their department. 3.1 All new employees will be required to attend a core Induction Programme. The induction programme will cover aspects such as the University s Mission and key values, organisational structures, key University Policies and legislative issues for the employee and sources of useful supplementary information. The majority of Induction Programmes will take place at the Paisley Campus. Employees at Ayr Campus will be invited to Induction at the Paisley Campus however, where practical, inductions will be held at University Campus Ayr subject to a minimum attendance number of employees. Appropriate arrangements will be made for new employees at Crichton University Campus. 3.2 Managers will be responsible for ensuring that all new employees participate in both the core and the local induction. Managers will be responsible for managing the local induction. A checklist is available for a range of potential issues that should be covered in the local induction. The checklist provides space for the manager to add in specific requirements for individual schools/departments as well as for individual roles. The Local Health & Safety Manager will be responsible for facilitating the Health & Safety aspects of the local induction. 3.3 Managers will be responsible for ensuring that staff attend the Core Induction Course and that the local induction is also carried out. 3.4 It is essential that all new employees attend the Induction Programme at the first available opportunity and that they are enabled to do so by their Manager. If, in exceptional circumstances, this is not possible they will be given the opportunity to attend on two further occasions. 3.5 Additionally some employees will be required to attend induction specific to their employment in accordance with the University s principles and procedures. For example new teaching staff will be required to attend induction for new academic/teaching staff in learning and teaching principles and practice and new staff in Estates & Buildings will be required to attend Manual Handling courses etc. where they will be involved in such activity. 3.6 Each new employee should receive informal help and support from within their department during the settling in period. 4. Procedure 4.1 The Manager will seek a contact person, who can act as an informal source of help and support for the new employee during the settling in period. Ideally this support should be provided by someone who is a peer of the new employee, easily available on an informal basis and who has an approachable manner. The person selected should have enough service themselves, to be knowledgeable about the University. This is not expected to be a time consuming activity, it is intended to be an informal contact for the person to complement the more formal role of the manager (or the manager s delegate). Guidance and support would be provided by this means for a period of approximately three months but could be longer or shorter depending on the needs of the new employee based on informal discussions between the parties involved. The new employee would be introduced to this volunteer on the first day by the manager or his/her delegate. 4.2 On the first day, the Manager or their delegate will ensure that adequate arrangements are made for the reception and welcome of the new employee. Further details are included in the checklist however, for example, these will include:

5 i. Introduction to colleagues and other appropriate staff in the school/department in which the employee is to commence work and other appropriate colleagues and staff in other schools/departments out with their own. ii. iii iv. Ensuring that the new employee has met with HR and provided them with the relevant documentation. Going through and planning appropriate actions based on the Induction Checklist. Checking that they have been given the date for the Induction programme by HR and that the employee is given leave from their duties to attend the course. Attendance at the Induction Course is mandatory. 4.3 The Manager or their delegate will discuss with the employee their initial activity plan / workload, goals. They should ensure the new employee has all the information they need to be able to carry this / these out. They should consider the new employee s immediate need for any initial training required to enable them to carry out the role. 4.4 The Manager or his/her delegate will monitor the induction process through the induction checklist by meeting with the new employee on a regular basis. 4.5 Managers should have a formal progress interview with each new start at the end of three months. The effectiveness of the induction should be monitored (by reviewing the Induction Checklist and by discussing with the employee their views on their integration into the University, their school/department and into their role) at this stage and remedial action taken as necessary. 5. Evaluation 5.1 This Policy and Procedure will be updated from time to time in light of experience and good practice. Department of Human Resources March 2005

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