The Induction Process: A Supervisors Guide

Transcription

1 The Inductin Prcess: A Supervisrs Guide

2 Index 1. Intrductin Overview f prcess Stages Part 1 - Pre Arrival Requirements Flwchart...4 Arranging a phne...4 Arranging a cmputer and cmputer access...4,5 Arranging wrkspace and statinery requirements...5 Infrming ther staff Part 2 First Day Requirements Flwchart...6 Sign-n appintment...6 Greeting new staff...7 Explaining the wrk unit rganisatinal structure...7 Intrductins t key persnnel...7 Hurs f attendance / Lunch breaks...7 Explaining wrk unit systems...7 Arranging allcatin f keys r key-card access...7 Allcatin f library access...8 Orientatin walks...8 Occupatinal Health and Safety...8 Equal Opprtunity Part 3 First Week requirements Flwchart Academic Staff Members Inductin...10 Cvering aspects f the new psitin...10 Staff Develpment and Training...11 Maintaining Cntact...11 Reviewing prgress Research Staff Members Inductin...12 Cvering aspects f the new psitin...12 Staff Develpment and Training...12 Maintaining Cntact...12 Reviewing Prgress General (Admin) Staff Members Inductin...13 Cvering aspects f the new psitin...13 On-the-jb supervisin...13 Staff Develpment and Training...14 Reviewing Prgress Part 4 First Mnth Requirements Flwchart...15 Reviewing prgress and prviding feedback...15 Discussing prbatinary requirements...15 Preparing a training and develpment prgram...15 Reviewing the inductin prcess and prviding feedback Cmpletin f prcess...16 Charles Darwin University Page 2 f 16

3 1. INTRODUCTION: This guide is designed t assist yu, the Supervisr / Manager, n specific Inductin requirements that must be met upn selectin f a suitable candidate fr a psitin in the University. The Inductin prcess is a cllabrative effrt between Peple Management and Develpment (PMD), yur HR Cnsultant and yurself. Althugh the prcess is custmisable fr yur respective area, the verall generalities present in the system allw fr a breakdwn f each specific stage and what must be cmpleted. All new emplyees receive a bklet frm PMD identifying the Inductin prcess and resurces that can be used t assist them. Hwever, the mst imprtant rle in the verall prcess is yur wn. Althugh a specific checklist has been created fr this purpse, if yu are unfamiliar with the Inductin prcess, yu can refer t infrmatin cntained in this guide t assist yu. As such yu will need t access a cpy f the checklist. This can be fund at: <Insert Link> 1.1 Overview f the Inductin prcess: Charles Darwin University Inductin prcess utline (7 Sep 05) Initial acceptance f ffer Inductin prcess / Seminar phase Feedback Functinal Area Actins PMD Actins Emplyee Actins Emplyee frwards acceptance f ffer t PMD The acceptance f ffer is received Emplyee receives and reads infrmatin in the Inductin package PMD generates an Inductin pack and frwards t new emplyee (PMD cntacts area by and sends a cpy f the letter f ffer) Receiving area infrmed f emplyee s acceptance f ffer New emplyee encuraged t cntact their supervisr prir t arrival New emplyee prepares fr arrival at the University and knws that an appintment has been bked fr them t attend a sign n PMD crdinates relcatin if applicable Receiving area crdinates initial meeting with the new emplyee and brings them t PMD fr sign n. HR Cnsultant cnducts the initial sign n prcess New emplyee is bked int relevant Inductin curses and fllws the PMD initial inductin prcess HR Cnsultant identifies specific Inductin requirements Receiving area identifies the specific lcal inductin required fr the new emplyee and begins delivery Emplyee attends identified seminars / training Emplyee begins Lcal area inductin under guidance f their supervisr HR Cnsultant mnitrs prcess and prvides assistance when necessary Area mnitrs perfrmance and prvides assistance when necessary Emplyee assesses the Inductin prcess and prvides feedback PMD registers feedback and reviews prcess. Emplyee then mves nt the prbatin prcess Area reviews perfrmance and self assesses internal prcesses. Prvides feedback t PMD if applicable 1.2 Stages: There are fur stages t the Inductin prcess. They are: Pre arrival, (Part 1 f this guide) First Day, (Part 2 f this guide) First Week, (Part 3 f this guide) brken int Academic, Research and General; and First Mnth. (Part 4 f this guide) The fllwing infrmatin refers t each f these fur steps. Charles Darwin University Page 3 f 16

4 2. PART 1 Pre Arrival requirements 2.1 Flwchart: ITMS HOS / Supervisr f Area Administratin Officer fr Area Peple Management and Develpment New Emplyee Separate prcess Pre-arrival: PMD will identify t yu when the new emplyee has accepted the letter f ffer fr their psitin at the University. Once this has ccurred, PMD will start the initial relcatin prcess (if applicable), frward an inductin package t the new emplyee and bk them int a sign-n appintment n their first day at wrk. Hwever, yu have a rle in this prcess as well. As indicated belw, yu need t crdinate resurces fr the new emplyee t begin wrk. The checklist identifies that yu need t surce the fllwing: Arrange a phne T arrange a phne yu will need t first identify the lcatin that the new emplyee will be wrking frm and that a phne is actually available. Once yu have dne this yu will need t frward t IT. This frm is currently lcated at: Shuld yu have difficulties filling this frm in, please cntact the ITMS Supprt Desk n (08) Phne access in Alice Springs is crdinated by the Campus Leader n (08) Arrange a cmputer and cmputer access Cmputer: T arrange a cmputer yu will need t first identify the lcatin that the new emplyee will be wrking frm and that a cmputer is actually available. If a cmputer is nt available yu will generally need t prcure ne. Please speak t yur areas Campus / Centre Leader, Finance Officer, Executive Officer r the Supply Office (08) at the University. Alice Springs persnnel will need t refer yur query t Crprate Services and A/Springs IT Supprt (Bld 7). ITMS and Purchasing/Supply are available t assist when yu are buying r leasing cmputer equipment r sftware fr yur CDU wrkplace. They can ffer assistance when chsing the right cmputer equipment r sftware. Charles Darwin University Page 4 f 16

5 They have made purchasing f cmputer equipment r sftware easier thrugh a new agreement with Hewlett Packard (HP) and Crprate Express as preferred suppliers, prviding yu with Desktp and Ntebk cmputing equipment. Further Infrmatin can be fund at: Cmputer Access: T arrange cmputer access please fill in the IT Access frm which is fund at: T assist with creating the crrect accunt first up please put the name f a persn within yur area that has access t the areas yur new staff member requires. Alternatively request the areas by file path. Please nte that the frm des nt need t be signed by the new emplyee, as lng as the supervisr r cst centre manager signs apprving the creatin. Shuld yu require assistance please cntact the ITMS Supprt Desk n: Casuarina / Palmerstn Campus (and reginal centres) - (08) ; r Alice Springs Campus - (08) Arrange Wrkspace and statinery requirements Yu will need t identify where the new emplyee will be wrking, the desk that they need, filing cabinets and ther ffice equipment t set up the new ffice. Refer t yur areas methds f prcuring r surcing these items. Additinally, yu may cntact the new emplyee and identify if they have any specific requirements. The basic needs wuld generally cnsist f: Office and wrkstatin availability, keys r building access requirements, Nameplates (if applicable), all lights, windws, fixtures and pwer switches wrk, Desktp and drawers are clean and all file cabinets r ther furniture is clean / serviceable. Statinery can be prcured by yur area s administrative fficer. Things yu shuld cnsider are: Pens, Pencils, Ntepads, Rulers, Hle Punch, Stapler, Paperclips, Calculatr, Pst-it ntes, Crrectin fluid, Relevant Stamps (Entered, draft etc), Manila Flders, Sticky tape, Internal / external envelpes, Bulldg clips and Highlighters. Fr Alice Springs based persnnel yu will need t cntact the Campus Leader n (08) fr assistance. Campus / Centre Leaders are respnsible fr the c-rdinatin f these requirements within their wn guidelines. Infrm ther staff that a new staff member will be cmmencing Many areas f the University have grup systems that can assist in this prcess. Likewise this can als be cmmunicated thrugh meetings cnducted by yur area. The ratinale behind this is that every emplyee f yur area knws that a new emplyee is arriving and that this emplyee may require sme assistance. Whilst it is the supervisr s respnsibility t ensure that the new emplyee receives help, it is gd business practice fr the new emplyee t be knwn t all existing staff as they can prvide a supprt rle in this prcess as well. Yu may even identify a member f staff wh can act as a mentr t the new emplyee and prvide assistance as and when required. As part f this prcess, d nt hesitate t cntact yur new emplyee t see hw they are prgressing. Relcating t Darwin r starting emplyment at the University can be difficult and frustrating fr them. By being a pint f cntact and advising them as they g, yu can establish a reprt with yur emplyee befre they even arrive. Liaise with HR Custmer Operatins t cnfirm the arrival date f the new emplyee and that a sign n interview has been arranged. At this stage yu can identify between yurself and HR Custmer Operatins where the emplyee is ging t arrive and what activities yu may cnduct befre the bked appintment. Please refer t the next sectin fr further infrmatin. Charles Darwin University Page 5 f 16

6 3. PART 2 First day requirements fr all Staff 3.1 Flwchart: First day: New emplyees will base their view f the University n the results gained n their first day. Therefre it is essential that this day be infrmative and the emplyee aware that they have supprt mechanisms that they can rely upn during their emplyment. The fllwing infrmatin shuld be fllwed and cmpleted within the first day f the emplyee arriving. It is nt prescriptive, and can be custmised t suit yur requirements. Fr example it may nt be pssible fr the new emplyee t cnduct their sign-n upn arrival. As such, yu shuld negtiate, between yurself and HR Custmer Operatins what yu wuld like t ccur. Ideally it wuld be expected that whilst the new emplyee was waiting fr their sign-n that yu r a delegate wuld intrduce them t sme f the ther first day requirements. Yu culd even take them t ITMS t secure their IT and Phne access. Althugh cmpletin f each f the elements listed fllwing must ccur the sequence in which they are cnducted is nt verly imprtant. The fllwing items have been listed in this manner purely fr ease f use. Cnfirm that sign-n with PMD has been cmpleted A sign-n date has been specified n the letter f ffer sent t the new emplyee. The new emplyee will either be taken up t PMD (if they arrive in yur area) r arrive there themselves and begin this prcess. All relevant appintment paperwrk will be cmpleted and entered int the University s HR infrmatin system. After this the new emplyee will be intrduced t the University s Pay, Leave, Payrll deductins, Staff Card access, Staff On-line and Organisatinal Inductin prcesses. Whilst yu will be cnducting a lcal area inductin, PMD have develped a series f web pages utlining requirements t the new emplyee as well. Yu may wish t lk at this site: Additinally, during this prcess, the Inductin training requirements fr the emplyee will be identified. PMD will arrange bkings fr the new emplyee t attend their respective seminars at this time. Charles Darwin University Page 6 f 16

7 Be there t greet the new staff when they arrive Althugh verlked ccasinally, this is ne f the mst imprtant parts f the Inductin prcess. New emplyees have little knwledge f their new emplyer and having an initial pint f cntact alleviates sme f their cncerns. Als, thse emplyees wh have never been emplyed in a University envirnment may find sme f the prcesses and reprting chains cnfusing and by mentring the new emplyee a lt f these types f teething prblems can be rectified. Each sign-n will take between 30 t 60 minutes t cmplete. Upn cmpletin the new emplyee will be taken t ITMS t cllect their IT Access (If nt already dne) and then be returned t yur area. At this pint in time yu will then begin the prcess f lcal inductin. It prvides yu with an pprtunity t identify all f yur area s idisyncrasies t the new emplyee. Explain the rganisatinal structure within the wrk unit. By explaining t this, yu will give the new emplyee a better understanding f the functins f yur area, wh they can g t fr assistance and wh their peers are. Intrduce them t key persnnel including: Relevant Dean/Directr/Executive Directr/ Pr Vice Chancellr Head f Schl/Head f Department Immediate Supervisr Members f their wrk grup Subrdinates if any Intrductins allw the new emplyee t begin netwrking amngst their superirs, peers and subrdinates. By intrducing the emplyee t the peple they reprt t and are respnsible t/fr, it will allw them t better grasp their rle in their psitin and als identify ptential pints f cntact fr assistance. Frm an administrative pint f view, each new emplyee will be familiar with apprval chains and wh t refer questins and queries t. Specify hurs f attendance/lunch breaks as applicable Many new emplyees are nt fully aware f their specific requirements. Academic appintments can be cnfusing t new emplyees as specific attendance hurs rtate arund lecture times and may nt specifically fit int an 8.00am t 4.21pm wrkday. By explaining the specific requirements a new emplyee can better adjust their wrking practices t suit bth their wn needs and thse f the University. Explain University/Departmental systems including: phne system, including vic internal mail system cmputer system, including , relevant Websites, Meeting-Maker system fr btaining statinery phtcpying emergency prcedures Whilst sme f these prcesses are generic and require nly minr discussin, Unit/Schl/Faculty cnsideratins must be made clear t new emplyees frm the nset f emplyment t assist in their day t day cnduct. Whilst these prcesses may be simple t thse wh have wrked within the University previusly, by explaining these prcesses t new emplyees, yu will alleviate prblems later n. The University strives t ensure that whenever pssible, that the new emplyee fcuses upn their specific rle, and whilst administrative task such as these are unavidable, they can be presented in a manner that makes them less daunting t a new emplyee. Thse persnnel in remte lcalities r in a reginal centre need t be infrmed f the specific cntact persns, whenever pssible, as prblems assciated with resurce supply and supprt services impact much mre frequently and can have an adverse affect upn them. Arrange allcatin f keys r key-card access (Must ccur after sign n with PMD) Each specific campus f the University adpts a differing prcess t grant access t facilities. Casuarina campus crdinates security access centrally thrugh the Security ffice and a specific frm must be surced frm here t grant key-card access t specific lcatins arund the University. Charles Darwin University Page 7 f 16

8 T crdinate generic access and after-hurs air-cnditining (where available) yu will need t cntact the Security ffice n (08) Palmerstn Campus perates n a similar principle and a specific cntact fficer is available t assist with yur queries. This persn is Mr Steve Mawer n (08) Alice Springs based persnnel can crdinate their specific requirements thrugh the Campus Leader, Mr Lyle Mellrs n (08) r Mr Hans Seyffer n (08) Key custdians fr reginal centres can arrange access t specific University facilities where necessary. This rle is generally crdinated by each respective Campus / Centre Leader. Arrange allcatin f Library Card as required (Must ccur after sign n with PMD) Casuarina and Palmerstn based staff in receipt f a key-card can access library services. Thse staff based reginally r in Alice Springs will encunter prblems accessing library materials withut these cards. Alice Springs Campus, currently emplys a prcess whereby a new emplyee can enter the library and be granted a specific library card, separate t this prcess. Reginal Staff will need t discuss their ptins with their respective Campus / Campus Leaders t identify the best means f surcing this access. Take the new staff member n an rientatin walk assciated wrk areas tea facilities, staff rms, tilets library fd utlets, bank, etc car-parks (explain permits and vucher system) Many new emplyees are nt familiar with campus lay-uts r the resurces that are present n them. Each specific campus has nuances that are nt readily apparent t new emplyees. By undertaking this prcess, a new emplyee will feel mre cmfrtable in their surrunds. Campus / Centre Leaders in remte lcalities wuld als benefit by taking new emplyees n a shrt tur f the twn r lcality t identify t new emplyees (wh have nt resided in lcatin previusly) what services are available. Occupatinal Health and Safety utline the wrk area s OH&S prcedures identify wrk area OH&S representative utline prcedures fr reprting accidents and incidents highlight any hazards including plant, machinery, equipment, tls substances and materials utline fire and emergency plans lcatin f first aid supplies Each specific area f the University has differing OH&S cncerns. Wrkplace Advisry Grups (WAG) have been created t assist each functinal area f the University with their respective OH&S cncerns. Current University plicies nly prvide an verview f the prcess and guidelines n what shuld ccur. Hwever, the nus f respnsibility falls upn the area t ensure that new emplyees are fully aware f their lcal bligatins and any relevant wrkplace hazards that may impact upn them. Further infrmatin in relatin t OH&S cnsideratins can be surced frm Mr Neville Garrett n (08) and Mr Hrst Walter n (08) As specific checklist exists t supprt yu in the prvisin f OH&S related infrmatin t new staff members. This is lcated at: c Each respective campus has differing emergency prcedures and as such, it is the respnsibility f the relevant Campus / Centre Leader t infrm new emplyees f these. Charles Darwin University Page 8 f 16

9 Equal Opprtunity infrm the staff member f the University's Equal Opprtunity and Affirmative Actin Plicies infrm the staff member f the University's Sexual Harassment plicies. The University strives t ensure that ur diverse cmmunity is encuraged, empwered, supprted and valued within an equitable safe envirnment. Each respective area f the University is required t infrm new emplyees f their bligatins and rights under these prcesses. Whilst web based resurces are available, Supprt and Equity Services (SES) can assist new emplyees in identifying and meeting these bligatins. Shuld yu require further assistance in undertaking this task then yu may cntact the Directr, SES n (08) Upn cnclusin f the first day s requirements the new emplyee may have further questins in relatin t their emplyment. It is envisaged that yu will discuss these questins with them and allay any cncerns that they may have. Yur respective HR Cnsultant can assist in this prcess. Charles Darwin University Page 9 f 16

10 4. PART 3 First week requirements 4.1 Flwchart: VET PD Team, TLDG, Research Office, Crprate Services Supprt PMD Supp rt Supervisr Supprt Emplyee First week: Each new emplyee f the University will have differing requirements depending upn the type f appintment being made. As such the fllwing checklist items have been separated t cver Academic appintments (VET/H/Ed); Research based appintments and General (Administrative) appintments. There may be cases when a new emplyee is emplyed acrss multiple sectrs. As such, yu may use whichever lists suit yur particular needs. If yu identify that an additinal requirement is needed then yu may engage in that als. Althugh cmpletin f each f the elements listed fllwing must ccur the sequence in which they are cnducted is nt verly imprtant. The fllwing items have been listed in this manner purely fr ease f use. Each f the fllwing checklist items have been brken int their respective categries: 4.2 Academic Staff members (VET, H/Ed and dual sectr) Cver aspects f the psitin with the new staff member (Arrange a frmal meeting t identify t new emplyee what their wrk requirements are) discuss psitin prfile, primary bjectives discuss wrk unit meetings and key respnsibilities explain semester dates discuss majr tasks/rles explain class/curse allcatin teaching duties and expectatins explain curse plicies and prcedures research duties and expectatins explain university student plicies utline perfrmance expectatins explain manuals and dcumentatin utline perfrmance feedback / review utline resurces available mechanism utline pprtunities and funding fr explain student evaluatin f teaching and learning prcedures research Charles Darwin University Page 10 f 16

11 Each new Academic Staff member requires significant supprt during this prcess. As each particular rle is highly specific, the new emplyee must be infrmed f their respective respnsibilities and where they can surce infrmatin r supprt when needed. Of particular nte are thse emplyees wh are dual sectr. These emplyees teach in bth the VET and H/Ed sectrs. These emplyees will require cnsiderably mre assistance and shuld be supprted in meeting their requirements. It shuld be nted that whilst each new emplyee in this categry will be bked in t attend either r bth f the VET and Teaching and Learning Inductin wrkshps, that this in itself may nt prvide all f the assistance that they require. It is vital that teaching specific materials are present and are identified t the new emplyee s that they may begin their rle withut undue pressure being applied in their first week n the jb. Nte that any materials created r used fr the purpses f teaching and learning at the University are cnsidered t be rganisatinal assets and shuld be ffered t the new emplyee t supprt them during this prcess. Departing emplyees shuld be made aware f this particular requirement as many new emplyees have encuntered, upn arrival, a distinct lack f materials t supprt them. Full curriculum develpment at this stage shuld be avided at all csts. Specialised teams within the University can be cntacted shuld yu r the new emplyee require assistance in this part f the prcess. If yu yurself have questins relating t particular requirements then please cntact the fllwing peple as they will be able t assist. Academic Develpment Unit Crdinatr, Dr Terry Clark n (08) fr infrmatin abut the Teaching and Learning Inductin wrkshps fr all new academic staff, Learnline wrkshps, assistance with curse and unit develpment and ther academic prfessinal develpment pprtunities. See: VET Prfessinal Develpment, Senir VET Advisr Pam Mrgan n (08) fr infrmatin abut Inductin wrkshps fr new VET staff and ther VET specific prfessinal develpment. See: Staff develpment and training explain Prfessinal Develpment Leave Prgram explain availability f cnference leave, including Overseas Cnference Leave The University has specific plicies that relate t these types f leave; hwever, as the persn s supervisr yu are expected t advise them n these prcesses and identify when it is pssible t take these types f leave and what internal prcesses must be undertaken in rder t gain apprval frm the relevant HOS / Dean. HR Custmer Operatins will be able t advise yu n these prcesses. Maintain regular cntact with the new staff member during the first week. By maintaining regular cntact with the new emplyee yu can identify where further assistance may be required. Additinally, shuld they have any questins; they will be able t apprach yu with them. This cntact is vital t ensure that the entire prcess is cnducted smthly and that the new emplyee adjusts as best as pssible t the wrking envirnment. & Twards the end f the first week review prgress Mnitr new staff members Inductin prgress These last tw stages can be cnducted in unisn. In shrt, yu will need t identify whether the new emplyee is adjusting t their particular rle and that their immediate requirements are met. This part f the prcess allws yu t identify any gaps that may be evident and in cnsultatin with yur HR Cnsultant r HR Custmer Operatins, these can be addressed. Likewise, this als allws the new emplyee t prvide feedback n their inductin t date, and allws them t remain in cntact with yu shuld they identify anything they require. Charles Darwin University Page 11 f 16

12 4.3 Research based staff members Cver aspects f the psitin with the new staff member (Arrange a frmal meeting t identify t new emplyee what their wrk requirements are) discuss psitin prfile, primary bjectives explain manuals and dcumentatin and key respnsibilities utline resurces available discuss majr tasks/rles utline pprtunities and funding fr research duties and expectatins research utline perfrmance expectatins Fr staff with a research expectatin set up utline perfrmance feedback / review a meeting with the Research Office mechanism Fr Early Career Researchers assign and discuss wrk unit meetings intrduce Schl based research mentr Research based staff members require cnsiderable infrmatin in relatin t the specific prject that they are wrking n. Mentring n ne frm r anther can assist them in beginning their prjects, but additinal infrmatin such as jb requirements and reprting requirements shuld als be identified. As each research psitin is highly fcussed n ne particular requirement, the majrity f peple appinted t these psitins have a strng understanding f their requirements. Hwever, unless they have been at the University befre, a lt f internal prcesses will nt be immediately apparent. The Research Office undertakes a pivtal rle in the management f research grants and cnsultancies, research cntracts, research ethics (human and animal), higher degree by research student administratin, research reprting and research cmmunicatins, being the pint f cntact fr all utside agencies as well as fr staff and students. The Research ffice can assist bth yu and the new emplyee during this perid and can be cntacted n (08) Staff develpment and training explain Prfessinal Develpment Leave Prgram explain availability f cnference leave, including Overseas Cnference Leave The University has specific plicies that relate t these types f leave; hwever, as the persn s supervisr yu are expected t advise them n these prcesses and identify when it is pssible t take these types f leave and what internal prcesses must be undertaken in rder t gain apprval frm the relevant HOS / Dean. HR Custmer Operatins will be able t advise yu n these prcesses. Maintain regular cntact with the new staff member during the first week. By maintaining regular cntact with the new emplyee yu can identify where further assistance may be required. Additinally, shuld they have any questins; they will be able t apprach yu with them. This cntact is vital t ensure that the entire prcess is cnducted smthly and that the new emplyee adjusts as best as pssible t the wrking envirnment. & Twards the end f the first week review prgress Mnitr new staff members Inductin prgress These last tw stages can be cnducted in unisn. In shrt, yu will need t identify whether the new emplyee is adjusting t their particular rle and that their immediate requirements are met. This part f the prcess allws yu t identify any gaps that may be evident and in cnsultatin with yur HR Cnsultant r HR Custmer Operatins, these can be addressed. Likewise, this als allws the new emplyee t prvide feedback n their inductin t date, and allws them t remain in cntact with yu shuld they identify anything they require. Charles Darwin University Page 12 f 16

13 4.4 General (Administrative) Staff members Cver aspects f the psitin with the new staff member: (Arrange a frmal meeting t identify t new emplyee what their wrk requirements are) discuss psitin rle discuss majr tasks/rles utline wrk-flws utline deadlines utline perfrmance expectatins utline perfrmance feedback / review mechanisms discuss departmental meetings utline majr plicies and prcedures explain dcumentatin and prcedures manuals Administrative staff require, if pssible, a full handver f all respective tasks that they are respnsible fr. Additinally, it may nt be fully pssible t induct a new emplyee in this categry fully until such time as they have cmpleted all required system curses. Apprval prcesses must be discussed and specific deadlines identified as these can severely affect emplyee perfrmance if neglected. The rles and respnsibilities f these psitins will generally invlve liaisn with centralised administrative areas and as such, thse elements shuld be identified. The specific rle f the psitin must be clearly identified and any sequela tasks clearly mapped ut. If wrk instructins fr prcesses exist within yur area then this shuld als be identified. At this stage, additinal cmputer access may be required s liaisn with prviders is essential. On-the-jb supervisin assign tasks explain what is required demnstrate bserve new staff member perfrming the task prvide feedback In rder fr administrative supprt staff t undertake their rles, it is imperative, whenever pssible, that each particular prcess is demnstrated t the new emplyee. If the emplyee has wrked within a University envirnment befre, yu will still be required t undertake this prcess as systems and apprval chains vary significantly between rganisatins. As part f this prcess any particular deadlines shuld be identified and the new emplyee encuraged t crdinate their effrts undertaking their tasks arund these. Priritisatin must be identified and feedback prvided when bth successful and unsuccessful in achieving these deadlines. Whilst new emplyees can be trained t perate a new electrnic system, the majrity f them learn system functinality by undertaking actual prcessing. As such demnstrating prcesses and identifying required utcmes are essential in develping the new emplyee s ability t perate autnmusly. During this stage, yu may encunter particular questins that yu cannt immediately answer. As such it is strngly recmmended that yu pint the new emplyee twards a ptential answer surce in the first instance. In such cases identifying a pint f cntact in a relevant area, fr example, Crprate Cmmunicatins, PMD, Student Services etc, can alleviate the new emplyees cncerns and als identify ptential surces f infrmatin that may be used in the future. If yur new emplyee is required t interpret plicy / prcedure, then yu will need t identify where these are lcated n the University s website. Fr Schl r Faculty based emplyees, yu may cntact relevant administratrs such as the Finance Officer, Executive Officer r admin fficer t assist in this prcess. Ideally, yu wuld invlve at least ne f these emplyees in the prcess if yu yurself are nt familiar with the rle s specific requirements. Reginal Centre / Campus Leaders may encunter prblems during this prcess as yu will nt have an immediate pint f cntact in this regard. Alice Springs based persnnel are encuraged t cntact Crprate Services in lcatin fr assistance. All ther Campus / Centre Leaders will need t cntact a relevant member f staff n Casuarina, Palmerstn r Alice Springs campus fr assistance. Charles Darwin University Page 13 f 16

14 Staff develpment and training explain access t Study Time Release utline internal training curses utline pprtunities t attend shrt curses etc. Maintain regular cntact with the new staff member during the first week Staff develpment and training differs fr General Staff members. The purpse f Study Time Release is t prvide an pprtunity fr members f General Staff t undertake relevant study where such study is deemed t be beneficial t their wrk at the University. The apprval f this release is subject t the discretin f the Vice-Chancellr r their delegate, and emplyees may be permitted t attend apprved and recgnised educatinal curses up t a maximum f five hurs each week during nrmal wrking hurs. Additinally, the University will, frm time t time, run internal training curses which the new emplyee may be interested in. These types f curses are generally funded ut f yur area s finances. Shuld yu require further infrmatin yu shuld cntact HR Custmer Operatins. & Twards the end f the first week review prgress Mnitr new staff members Inductin prgress These last tw stages can be cnducted in unisn. In shrt, yu will need t identify whether the new emplyee is adjusting t their particular rle and that their immediate requirements are met. This part f the prcess allws yu t identify any gaps that may be evident and in cnsultatin with yur HR Cnsultant r HR Custmer Operatins, these can be addressed. Likewise, this als allws the new emplyee t prvide feedback n their inductin t date, and allws them t remain in cntact with yu shuld they identify anything they require. Charles Darwin University Page 14 f 16

15 5. PART 4 First mnth requirements 5.1 Flwchart: First Mnth flwchart current as at 28 September 2005 External area PMD Supervisr Emplyee New emplyee meets with supervisr All elements in this prcess are cnducted with bth the emplyee s and supervisr s invlvement Supervisr and emplyee review prgress and prvide feedback t all areas n prcesses Feedback used t refine internal prcesses Feedback used t refine and further develp inductin prcess Feedback used by relevant areas t further target effective teaching and learning f the inductin prgram Discussin f prbatinary requirements Supprt HR Cnsultant can be utilised t prvide supprt Preparatin f a training and develpment prgram Supprt HR Cnsultant can be utilised t prvide supprt Liaisn VET PD and ADU invlvement if required Have all inductin requirements been met? NO Identify gaps and bk if apprpriate int additinal curses Cnfirm that slutin meets inductin requirements YES Emplyee and supervisr cmplete lcal inductin Finalised checklist frwarded t PMD as cnfirmatin f cmpletin. END OF PROCESS First Mnth: This part f the inductin prcess allws fr yu t test whether the new emplyee understands the rles and functins within yur area. It is essential that yu cnfirm in cnjunctin with the new emplyee that there are n utstanding issues in relatin t wrkplace practices, prcesses r training requirements that have nt been addressed. Review prgress with the new emplyee and prvide feedback. Arrange a meeting with the new staff member and identify whether they require further assistance. They may nt encunter all ptential hurdles in their first week f emplyment. Additinal supprt may be required t vercme sme prblems, and allw the staff member t address any cncerns they may have well befre the first prbatin assessment. Additinally, this allws yu t prvide feedback t the new emplyee n their prgress in their current rle. Discuss prbatinary requirements Prbatin requirements are a mandatry part f every new cntract ffered at the University. As such, yu will need t identify t the new staff member what yur particular requirements are. Yu may liaise with yur HR Cnsultant in relatin t this prcess, and will be infrmed f the particular review date by them when it becmes due. Additinally, yu may refer t the prcedure utlining prbatinary requirements by accessing the fllwing link: Prepare a training and develpment prgram In rder t assist with nging develpment f the new staff member it is vital that yu identify any particular develpment prgram that yu wish them t undertake. This shuld be discussed with the new emplyee with regard t the relevance f the develpment in relatin t their rle, the level f funding that is available and the time requirements necessary t undertake this training. This is dcumented in the fllwing link: Charles Darwin University Page 15 f 16

16 As each emplyee has different time cnstraints, yur HR Cnsultant will be able t assist, but cannt cmpel emplyees t undertake this prcess. PMD are currently develping resurces that may assist yu in undertaking this prcess. Additinally, Academic and Research based staff have the ability t undertake prfessinal develpment f their chsing, within specific guidelines as indicated in the fllwing link: Review prgress f inductin, cmpletin f relevant curses and that bkings have been made if necessary. C-rdinate feedback frm emplyee fr frwarding t PMD. The final stage f the prcess invlves full cnfirmatin that all lcal inductin has been cmpleted and wherever pssible, that the new staff ember has attended all relevant training curses. If they have nt attended a particular curse, then liaise with HR Custmer Operatins t identify whether they have been bked in t attend it. If this has nt ccurred then we will be able t assist. Shrt, rle specific curses such as Calista and Oracle Financials can be bked int withut the HR Custmer Operatins input. Finally, discuss the verall prbatin prcess with the new staff ember and ask fr their feedback n this prcess. A feedback frm can be dwnladed frm the fllwing link: <Insert link develp frm> Once cmpleted, please attach it t the Supervisr frm and frward this t yur HR Cnsultant. This will allw us, and any ther area invlved t refine and further develp ur inductin prgram. 5.2 Cmpletin f prcess: SECTION 7 Cnfirmatin f cmpletin f supervisr respnsibilities Supervisr Signature: Date Cmpleted: This is the last stage. Once cmplete, with a feedback frm attached, please sign and apprve then frward the dcumentatin t PMD. When the emplyee s prbatin reprt is due, yu need nly tick the bx identifying that the Inductin prcess has been cmpleted. Charles Darwin University Page 16 f 16