Induction Guidance for Managers

Make sure you are familiar with the key contractual information for your new employee, such as:

• working hours
• work pattern
• holiday entitlement
• job description and responsibilities.

Different roles will have different requirements, so the below should not be considered exhaustive, and not every item is needed for every role.

Basics

• desk
• chair
• keys
• storage/locker
• personal protective equipment
• office name plate (via Marketing).

A nice touch is also to source things like a calculator, stapler, notebook, and pens, so your new starter doesn't need to go hunting for these! (This could be done by the new staff member's buddy).

Phone and IT Account

You new starters account will be processed automatically once they are registered on our system, so you do not need to request a new user account from IT. However you will need to:

• request access to departmental shared drives and mailboxes
• request a Shortel phone number: you can reassign an existing number or request a new one
• mobile phone or tablet computer: you can reassign a phone or tablet you already have in your department, or request a new one (this will come out of your departmental budget).

View IT request forms

Buddying is a method for settling a new starter into their new workplace by assigning them a first point of contact within the team who can be around day to day for general queries. 

This can be helpful, as a peer can sometimes be more available and accessible than you as the manager might be able to. Buddying reduces the chances of your new starter feeling isolated or unsupported in their new role, and provides a good development opportunity for your staff.

Who makes a good buddy?

• Someone you know will be friendly, welcoming and supportive.
• Experienced in the role the new starter is undertaking (ideally in the same team).
• Patient and willing to repeat information.
• Works close by, ideally on the same floor.
• Understands the role of a buddy.
• Is happy to commit some time to being a buddy (if the buddy is line managed by someone else you should consult with them as well).

What does the buddy do (and not do)?

The role of a buddy is to provide informal support and guidance. as a minimum this would include:

• showing the new starter around the department/campus
• facilitating introductions and explaining who's who
• invite them to lunch on their first day
• help understanding new processes and practices
• answering day-to-day questions (like how does the printer work).

The buddy is not responsible for the formal elements of induction, so they should not be:

• planning the new starter's induction
• answering questions about the new starter's employment contract, pay, or benefits
• setting targets, monitoring performance, or doing probation meetings
• working out a training plan for the new starter
• assigning work or projects.

When assigning a buddy you should make sure the person is well briefed, understands what their role is, and is willing and able to act as a supportive role model to the new starter. Not everyone will be able to act as a buddy, so consider who you think is best able to fulfill the role and who would enjoy being a buddy.

You can download a brief for a potential buddy.

Make sure your team know:

• when the new starter is arriving
• where they will be sitting
• what they will be doing in their role and what they will be responsible for.

In addition to the organisational induction activities you will need to arrange for your new starter to learn the basics of what they need to know in their new role. This should include:

• meetings with team members and key stakeholders within St Mary's to gain an understanding of different areas
• training in key software and processes
• shadowing colleagues to learn key elements of the job role
• a welcome lunch with the team.

Prepare a summary of the local induction activities for your new starter, and put calendar invitations into their calendar ahead of their first day. 

You should also make sure your new starter is allowed some time to work through the New Starters Learning Pathway and Essential e-learning modules.

A good information pack might include:

• copy of the local induction plan
• timetable of meetings arranged for their induction
• new starter induction checklist (linked above)
• flow charts or guidance notes for key processes in your department
• departmental strategy
• computing account form (this must be completed before IT give out the new starter's password).
• University prospectus
• campus map
• staff benefits leaflet
• health and safety checklist.

Make sure someone is available to meet the new starter when they arrive and show them to their new workspace. Ideally this would be you but it could also be their assigned buddy.

If the buddy doesn't meet them when they arrive make sure they check in with the new starter later on. You may ask them to do some of the 1st day tasks if this is appropriate (see pre-work section for guidance on what a buddy should be doing).

You may also ask the buddy to help make the new starter feel welcome by inviting them to lunch or a coffee on their first day.

Give your new starter any keys they need to access the office/storage etc. Show your new starter around the office and introduce them to colleagues. This could be you or their assigned buddy. Useful information to include:

• where to store belongings
• where to make tea/coffee
• toilets
• first aid box
• fire exits and fire assembly point
• where to get stationary
• where they should sit
• where the printers are.

ID badge

To arrange an ID badge, you need the new starter's payroll number which will have been issued by HR. Take the new starter to the security office where they will take a photo of the new starter and create the ID badge. 

IT account

Your new starter will need to complete the computing account form and return it to the IT Team before they will activate their IT account and give your new starter their password. Download the form.

Talk the new starter through both the University induction and your local departmental induction plan and pack (see pre-arrival checklist). Make sure your new starter books any meetings/events you've arranged into their calendar.

St Mary's induction includes:

• Discovering St Mary's Induction Day.
• Mandatory e-learning modules which must be completed to pass probation.
• Academic Induction (for academic staff only).

Show your new starter how to navigate StaffNet, pointing out key information relevant to them and their role, such as policies or procedures.

Direct them especially to the following:

• Staff News
• PeopleNet
• Key Policies for new Staff (see 'Month 1: Key Policies, Probation Guidance and Essential Training' in the Guide for New Starters)
• Staff Contacts
• Senior Leadership Team

• Complete the Health & Safety New Staff Checklist
  • You can find a list of First Aiders and Fire Marshals on the Health & Safety Team pages.
  • If you are unsure of anything in the Health and Safety Checklist, contact the Health & Safety Team at hsofficer@stmarys.ac.uk.
• Check your new staff member's workstation meets their needs (remembering any occupational health advice).
• Talk your new starter through key contractual information and employee absence procedures:
  • working hours and work patterns
  • annual leave arrangements - including how to book, authorisation, and university closure days
  • sickness absence reporting.
• Show your new starter how to access PeopleNet. Guidance on registering on and using the portal are available on StaffNet.
• Discuss parking arrangements: parking permits are allocated on an annual basis. Your new starter can ask to be added to the waiting list for parking through Campus Services.

Agree with your new starter what they need to achieve during their probation period (six months for professional services/12 months for academic staff). One of these targets should be to complete the mandatory e-learning modules before their probation ends. Make sure that the probation objectives are realistic and follow the SMART model.

If the assigned buddy is not able to do the campus tour, show your new starter around the campus. Some key points to visit:

• main reception and Security
• location of the different faculties and departments
• Student Square and Student Union
• Refectory and Dolce Vita
• Library
• sports facilities
• Chapel and chaplaincy offices
• Waldegrave Suite.

View the campus maps.

Want to really impress on the tour? Brush up on St Mary's history for some interesting facts to include!