Engineering, Architecture and Information Technology
Faculty Workshop Group
PROCEDURE: Personnel Induction/Exit
All new employees within the EAIT Faculty Workshop Group (FWG) are required to
complete ALL the points listed in Section 1 of this procedure as part of their induction
process. All employees ceasing employment with the EAIT Faculty Workshop Group are
required to complete all the points detailed in Section 2 of this procedure.
1. Induction points for new Faculty Workshop Group employees.
1.1. All new members of staff are to be advised of the following points and record
completion of each Induction point on the checklist appended to this procedure;
1.1.1.
Occupational Health & Safety (OHS)
Staff are required to be formally inducted via both the UQ Online Induction Process and
the relevant UQ Online OHS Induction modules as detailed in the FWG Training Matrix.
Additionally, staff are required to complete the local process as detailed in PR-001
Workshop OHS Induction Procedure. All Workshop Inductions are to be recorded using
form FM-005 Workshop Induction Checklist. Once complete, the form is to be retained in
the EAIT Faculty Workshop Induction Register held in the associated workshop. Bookings
are to be made for Audiometric testing by contacting workshopstore@eait.uq.edu.au .
Safety Footwear is to be supplied by the employee and any out-of-pocket expense for
new safety footwear reimbursed upon successful completion of the probationary period.
Bookings for Optometric testing for prescription safety glasses (where required) are to be
made upon successful completion of the probationary period. All requests for these and
other OHS related matters should be directed to workshopstore@eait.uq.edu.au .
1.1.2.
Timekeeping
The work scheme that the employee is required to follow (VBT, Flex, 9DF/N, 4.5DWk) is
to be outlined with details of the core hours to be worked. A softcopy of the FM-016 FWG
Timesheet Form is to be provided and instruction in its completion given. The timesheet is
to be submitted to the appropriate workshop supervisor on a weekly basis and by 9:00AM
on the Monday following the week recorded. The supervisor is required to check the
details and save a softcopy in MS Excel format in the relevant Node# directory on the
FWG network drive. All timesheets must be identified as XX YY-MM-DD.xls where XX
are the employee’s initials followed by a space and then the Monday’s date that the
timesheet week commenced (in six-digit format in year-month-day order). The employee
is to be reminded of their obligation to accurately maintain their attendance records.
Document: PR-002-K
Page 1 of 6
Engineering, Architecture and Information Technology
Faculty Workshop Group
1.1.3.
MyAurion
The employee is to be shown how to access the MyAurion online self-service personnel
system and how to update the personal, contact and Next of Kin information contained in
it. Locating information on salary payments, leave requests and training are also to be
demonstrated. The employees UQ Staff No is to be recorded on the checklist appended
to this procedure.
1.1.4.
Purchasing
Details of the PR-003 Purchasing Procedure are to be demonstrated and access to the
UniFi system arranged where appropriate. The employee is to be shown how to purchase
items from both internal (UQCS, ITS, etc) and external (trade suppliers, retailers, etc).
Access to all online supplier pricing agreements (if relevant) is to be made available.
1.1.5.
Procedures
Access to all University PPL and the FWG Operating Procedures is to be provided.
1.1.6.
Risk Assessments
Access to the University Risk Management system is to be provided along with access to
Risk Assessments relevant to the employee’s role.
1.1.7.
Access to facilities
Staff are required to obtain a UQ Staff ID Card from the UniCard kiosk in the Duhig
Building library. Where required, keycode/swipe access is to be arranged for any
Laboratories/Rooms and any Alarm activation/deactivation codes given. Keys for
workshops, stores, offices and any other necessary facilities are to be provided and a
record kept by the Building manager or issuing authority. An Authorization to Drive UQ
Vehicles form is to be completed and along with a copy of the individuals Drivers License,
signed by the FWG Manager and submitted to the EAIT Faculty Office for authorization
by the Executive Dean and subsequently held in the FWG License Register. Personal
vehicle parking permits should be arranged via P&F using the relevant form.
1.1.8.
Equipment
The equipment requirements for each staff member, including IT hand/power tools and
clothing are to be address prior to arrival whenever possible. When this is not the case,
should specific personalized IT equipment be required, this is to be addressed upon the
arrival of the staff member. The EAIT Faculty IT Infrastructure Group (ITIG)
(helpdesk@eait.uq.edu.au) is to be notified of a new employee’s name, supervisor,
location and their start date. Overalls, Lab Coats or Shirts are to be issued as required.
Document: PR-002-K
Page 2 of 6
Engineering, Architecture and Information Technology
Faculty Workshop Group
1.1.9.
Mail and email Facilities
The University internal mail system is to be outlined and mail collection and delivery
points are to be identified. A mail “Pidgeonhole” is to be provided. Details of any Goods
Inwards and Parcel Dispatch mechanisms are to be described including PR-004 Return
of Goods Procedure. A UQ Username is generated centrally once the employee details
are entered on to ESS. Once the individuals email address is available they are to
implement the standard email signature format. A request must be submitted, via
helpdesk@eait.uq.edu.au to add the individual to email distribution lists.
1.1.10.
Personal Identification
Where appropriate, University Business Cards are to be ordered. The FWG staff
webpage is to be updated to include a photo and contact information. The individual is to
be identified on the door plaque for any office/room if allocated and all contact information
added to the FWG Contact List.
1.1.11.
Personal Notification
All new staff are to be introduced to key members of Staff, in particular the host units
Building Manger and FWG WHSO, as soon after commencing work as possible. All new
staff are to receive current EAIT & FWG Organisational Charts and attend the first
available TEDI UQ New Staff Expo event.
1.1.12.
Training/Qualifications
Training needs are to be identified and copies of all current training certificates, Licenses
and qualifications to be submitted to the FWG Manager for in the FWG Training Matrix.
All staff must attend the relevant courses identified in the FWG Training Matrix, including;

Personal Protective Equipment

Risk Management System

Managing OH&S in the Laboratory (Supervisory staff only)

OHS for Supervisors and Managers (Supervisory staff only)
1.1.13.
Recognition and Development
All staff are to be provided with a copy of the Faculty/Unit Organizational Chart and a
copy of the relevant Position Description. All staff are required to undergo a performance
review prior to confirmation of employment at the end of their probationary period. Each
employee then undertakes an annual review in February using the Recognition and
Development Plan.
Document: PR-002-K
Page 3 of 6
Engineering, Architecture and Information Technology
Faculty Workshop Group
2. Exit action points for Faculty Workshop Group employees.
2.1. All members of staff leaving the employment of the EAIT Faculty Workshop Group are
to be advised of the following points and record completion of each Exit point on the
checklist they completed during their induction. This checklist is held by the EAIT
Faculty Workshop Group Administration office and should be returned once complete;
2.1.1.
Timekeeping
The exiting employee is to be reminded of their obligation to accurately maintain their
attendance records and provide a correct timesheet up to and including their last day of
employment. All VBT or Flexitime is to be taken with the authorization of the supervisor.
In the event that this is impractical, authorization is required for any other option.
2.1.2.
MyAurion
All leave, pay and superannuation entitlements are to be confirmed with the EAIT Faculty
Human Resources Department.
2.1.3.
Access to facilities
The staff members UQ ID card is to be returned to the Faculty Human Resources
Department. Any keys or swipe cards issued are to be returned to the relevant Building
Manager and those records updated. Any security codes allocated are to be reset.
2.1.4.
Equipment
Any IT equipment, mobile phone and/or tools issued to the employee must be returned to
the staff member’s supervisor prior to their departure. ITS VoiceOps are to be notified of
the individual’s details to be removed from UQ Contact directory and telephone listings.
2.1.5.
Mail and email Facilities
The EAIT IT Infrastructure Group is to be notified of the date of the staff member’s
departure with instructions for email forwarding or cancellation instructions from the
individual’s supervisor. The staff members name is to be removed from the mail
pigeonhole.
2.1.6.
Personal identification
Any unused UQ Business Cards are to be returned to the individual’s supervisor. The
staff members name is to be removed from any door plaques and notice boards and their
details removed from the staff web pages.
Document: PR-002-K
Page 4 of 6
Engineering, Architecture and Information Technology
Faculty Workshop Group
2.1.7.
Personal Notification
Any key members of Academic and General Staff, in particular the host units Building
Manger and WHSO, are to be notified of the leaving date of the staff member as soon as
this is known.
Document: PR-002-K
Page 5 of 6
Engineering, Architecture and Information Technology
Faculty Workshop Group
3. Induction/Exit checklist for staff – Forward to FWG Manager once complete
Item
1.1.1
1.1.2
1.1.3
1.1.4
1.1.5
1.1.6
1.1.7
1.1.8
1.1.9
1.1.10
1.1.11
1.1.12
1.1.13
Details
UQ Online OHS Induction
Faculty Workshops OHS Inductions
Audiometric test complete
Optometric test complete
Safety Footwear ordered
Made aware of work scheme
Timesheet provided/finalized
Access to FWG G:/ drive if required
Personnel advised (Staff No. below)
MyAurion Personal/NOK details checked
MyAurion Pay details correct
MyAurion Leave entitlement checked
MyAurion Training records updated
UniFi System access demonstrated
Purchasing procedure demonstrated
Access to supplier pricing online
Access to PPL
Access to local procedures
Access to Risk Management System
Risk Assessments for related work viewed
Staff ID Card issued/withdrawn
Security/Alarm Access Codes
Relevant Swipe Access confirmed
Keys Issued (list separately)
Auth to drive UQ vehicles form
PC/Laptop issued (list separately)
Office Phone and Voicemail setup
Mobile Phone available
Additional IT resources required
Tools Issued (list separately)
Overalls/Clothing Issued (list here)
IT Login and email account
Email signature established
Mail collection points identified
Goods delivery area identified
Goods shipment process
Pidgeonhole allocated
Business Cards (if applicable)
Staff webpage & contact list updated
Office/room door plaque (Room No.)
EAIT Finance Dept. notified
EAIT FWG Staff notified
EAIT FWG WHSC notified
Host Building Manager notified
Faculty & FWG Org Charts Issued
UQ New Staff Expo attended
Training/Qualification Certificates filed
Training Courses identified and booked
Probationary Review complete
Document: PR-002-K
Staff No:
Init.
Induction
Comment
Name:
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