Aberystwyth University
Induction Plan (Generic)
Updated: September 2011
CONTENTS
1.
Staff Induction Plan ............................................................................................................................ 3
1.1. Welcome from the Director of HR, Ms Sue Chambers .............................................................. 3
2.
Important Tasks.................................................................................................................................. 4
3.
Policies and Procedures and Terms and Conditions of Employment ................................................ 5
3.1 Probation Policy ......................................................................................................................... 5
3.2 Bilingualism ................................................................................................................................ 5
4.
Departmental Guide to Induction ...................................................................................................... 6
4.1 Introduction to Induction........................................................................................................... 6
4.2 Departmental Checklist.............................................................................................................. 6
4.2.1
Departmental Pre Arrival Tasks: .............................................................................6
4.2.2
Day 1 Welcome & First Induction Meeting .............................................................6
4.2.3
End of First Week Tasks ..........................................................................................8
4.2.4
End of First Month ..................................................................................................8
4.2.5
Complete and return probation compact to Probationary
Appointments Committee (Academic and Academic Related Staff Only)..............8
Appendix 1:
Induction Completion Statement...................................................................................... 9
1.
Staff Induction Plan
1.1.
Welcome from the Director of HR, Ms Sue Chambers
A very warm welcome to the web site for new employees to Aberystwyth
University.
At staff induction events we received feedback from new staff which suggested
that advice about the university and locality would have been helpful before the
start of their employment. Often there was quite a gap between accepting the
post and actually commencing employment at the University and more
communication would have been helpful. As a result of those comments, these
web pages have been designed with the intention of providing you with information you may need to
prepare for your arrival at Aberystwyth.
The information is divided in to two sections:


About the university, and;
The town and locality of Aberystwyth, including links to sites which provide information about
accommodation and schools.
If the information and advice you need is not contained in these pages please do not hesitate to ask
your line manager or the Human Resources team.
I would particularly like to direct you to two e-learning training packages about Health, Safety &
Environment and Equality and Diversity respectively. These are two important areas of university
activity with which you need to ensure you are familiar. We expect staff to complete this training as
part of their induction but we often find that, although new staff have the very best of intentions to
complete these training packages during their first month of employment, they become immersed in
their role and responsibilities thus finding it difficult to devote time to this training. You may,
therefore, find it more convenient to complete one or both on-line before the commencement of
employment and the links are shown above.
We are delighted that you have chosen to work for Aberystwyth University and very much look
forward to welcoming you to our community. We hope that these web pages will ultimately help you
to settle in to University life more easily.
I look forward to meeting you at the next University Welcome event
With best wishes
- Sue Chambers
2.
Important Tasks
Please ensure you complete the following within two weeks of commencing employment:
1.
Login into the Self Service system which will allow you to securely view edit and maintain
certain details held about you, on the HR and Payroll system. You, and you only, can view your
own personal information through this system - this system links securely to your AU username
and password, and the site is protected for use over the Internet.
2.
Health, Safety & Environment: It is the responsibility of your line manager to ensure that you
have sufficient experience, or have received appropriate training, before you undertake any
work activity that contains any significant hazards. All staff must read the Health, Safety and
Environmental Policy Statement and the Health, Safety & Environmental Management:
Structure and Responsibilities All staff must complete the S010 Induction Report copies of this
document must be retained by you and your departmental administrator
3.
Diversity E‐learning Course: this online tutorial enables staff to:
 familiarise themselves with equality legislation
 understand the broader issues around equality/diversity
 raise their awareness of their responsibilities and rights as members of staff.
3.
Policies and Procedures and Terms and Conditions of Employment
These documents are contained within the Human Resource Department’s web pages and set out the
main terms and conditions governing the relationship between Aberystwyth University (AU) and its
employees, and also includes the human resource related policies and procedures of the University.
For more information on Terms
http://www.aber.ac.uk/en/hr/tandc/
and
Conditions
or
Policies
and
Procedures
see:
Or
http://www.aber.ac.uk/en/hr/pandp/
3.1
Probation Policy
Procedure for Reviewing Academic & Academic Related Staff Probationary Appointments applies to
Lecturers, Administrators, Teaching Fellows, Tutors and Teaching Assistants
Appointments of Academic and Academic Related Staff are normally made subject to a period of
probation indicated in the letter of appointment. This procedure is based on the premise that every
new appointment to a Department or Section must be able to contribute to the realisation of
Institutional and Departmental aims and objectives, through the support and development of
University employees.
For
full
information
on
the
http://www.aber.ac.uk/en/hr/tandc/probation/
3.2
probation
process
please
see:
Bilingualism
Aberystwyth University is proud of its history as a bilingual University and aims to create an
environment in which all members of society can feel at ease in their chosen language, whether it be
Welsh or English, while at the same time respecting and trying to understand the distinctive nature of
the bilingual society in which they reside. The AU language policy operates in accordance with the
requirements of the 1993 Welsh Language Act and it is of utmost importance that each member of
staff informs themselves of the terms of the Language Scheme and works to support the
implementation of the bilingual policy, until remembering the need to do so, becomes an instinctive
and a completely natural part of everyday work.
For full details of the Language Scheme and the various services available to support its
implementation see: www.aber.ac.uk/canolfangymraeg
4.
Departmental Guide to Induction
4.1
Introduction to Induction
This Induction pack takes the form of a comprehensive departmental checklist that each department
should tailor to meet the needs of the individual inductee and the requirements of their post.
The most important factor is whether the new inductee is an academic, academic related or allied staff
member. The checklist should expand or contract where necessary.
Staff should be encouraged to be responsible for educating themselves about their job, the department
and the University. They should receive the induction material before their first day.
4.2
Departmental Checklist
4.2.1
Task
Departmental Pre Arrival Tasks:
1.
Allocate work space and order basic equipment
1.1 Desk & Chair
1.2 Computer
1.3 Telephone
1.4 Keys
1.5 Protective equipment and clothing (if required)
1.6 Diary
Tick
2.
Allocate a mentor (academic, academic related staff)
3.
Check start date and write to inductee providing:
3.1 Details of when, where and to whom to inductee should report
3.2 Name of mentor
3.3 Induction checklist
4.
Inform departmental staff of the date of arrival of the inductee
5.
Plan approach to induction to job-role, i.e. work shadowing, hand-over period etc
6.
Gather together relevant departmental documentation.
6.1 Make the induction list department specific.
4.2.2
Day 1 Welcome & First Induction Meeting
Each department should ensure that the inductee has been informed of the following:
Task
1. Introduction to the Induction Team: (Mentor or designated colleague)
2. Introduction to:
2.1 Head of Department
2.2 Mentor (if applicable)
2.3 Director of Research (if applicable)
2.4 Director of Learning and Teaching (if applicable)
2.5 Administrative Staff
2.6 Staff Development Representative
Tick
2.7 Health and Safety Representative
2.8 Other Relevant Colleagues
3. Policies and Procedures: the inductee should be made aware of the following policies and
procedure as a minimum. The inductee is not required to read the full text, but should be
aware of the existence of each policy and how to access the documents as required.
Departmental Policies
3.1 Departmental Strategic Plan
3.2 Departmental Teaching Strategy (Academic Departments) (if applicable)
3.3 Departmental Research Strategy (Academic Departments) (if applicable)
3.4 Departmental Handbook (leave, sickness, grievance procedures etc)
3.5 Departmental Staff Development Policy
Institutional Strategic Policies
3.6 Mission Statement
3.7 Research
3.8 Learning and Teaching
3.9 Widening Access and Delivery
3.10 Meeting the needs of Wales
3.11 Equal Opportunities & Diversity (Diversity E-learning Course )
3.12 Collaboration
3.13 Partnership with Industry and Enterprise
3.14 Technological Innovation
3.15 Asset Management, Financial Management and Stability
3.16 Governance
Institutional Operational Policies
3.17 Academic Policies
3.18 Academic Quality Assurance Handbook
3.19 Health, Safety & Environment
3.20 Human Resource Policies
3.21 Information Services
3.22 Energy and Water Management Policy
3.23 Information Compliance
3.24 Financial Regulations & Procedures
3.25 Manual Handling Policy
3.26 Driving Licence check (if required)
3.27 Collegiate Identity
3.28 Welsh Language Scheme
4. Contractual issues and conditions of service
It is recommended that this is abridged as the inductee should know this information prior to the
meeting. The induction meeting is the opportunity for new staff to have their questions answered.
If there are any specific questions they need answering, arrange for a meeting with the relevant
personnel contact as soon as possible.
For part-time members of staff this meeting should also be used to clarify terms and conditions
including hours of work.
5. Departmental Tour: Usually carried out by the mentor or Designated Colleague
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Introduction to colleagues including the Health & Safety Representative
Introduction to facilities
Stationery
Photcopying
Mail
Printers
Fax
Phones
Refreshments and toilets
Other (Key box, security etc)
6. Departmental communication channels:
1.
2.
3.
4.
5.
6.
Notice boards
Staff meetings
Email lists: make sure inductee is on any relevant email lists
SharePoint
Website
Pigeon Holes
7. Academic Staff Only
1. Location of teaching rooms
2. Emergency procedures whilst teaching (fire escapes, muster points)
4.2.3
End of First Week Tasks
1.
2.
3.
4.
Register with Library
Login into the Self Service system
Contact Staff Development: provided with CPD calendar
Plan date for the first Mentor Meeting by end of month
4.1.1
End of First Month
4.1.2
Complete and return probation compact to Probationary Appointments Committee
(Academic and Academic Related Staff Only)
1.
2.
Check that the inductee understands probation requirements
Meet with mentor and agree:
2.1 Job profile
2.2 Tasks
2.3 Targets
2.4 Skills
4.1.3
Send a copy of the training needs requirement to CDSAP
4.1.4
Arrange ongoing mentoring sessions
NB: The Departmental Staff Development Representative is also available for discussions with staff concerning
any aspect of professional development and will assist staff with liaising with the Centre for the Development of
Staff and Academic Practice.
Appendix 1:
Induction Completion Statement
Name of Inductee
Department
Job Title
Name of Mentor
Employment Start Date
Period of Probation
Induction Statement
I confirm that I have received an induction to the Department, including briefing on departmental and
institutional policies on Health and Safety and other issues relating to my job.
I understand that it is my responsibility to adhere to these policies and keep myself up to date with
these policies, by means of individual development, as part of my contract of employment.
Signed by inductee
Signed by mentor
designated colleague
Date
/
Date
PLEASE COMPLETE AND SEND COPIES OF THIS STATEMENT TO:
 One copy of this form to Human Resources at: Aberystwyth University, The Mansion,
Gogerddan, Aberystwyth, Ceredigion SY23 3EB

One copy retained by department.

One copy retained by the inductee.