Staff Induction Policy
Policy Title
Policy Number
Related Policies
Responsible
Status
Approved By
Approved Date
Effective Date
8-01
Functional
Field
Staff and Staff
Support Services
Staff Mentoring Policy
Quality Assurance Office
New
Vice Chancellor
June 2011
Trial period: August 2011-February 2012 (inclusive)
REVISION HISTORY
Number &
Date
Revision # 1
Date:
Revision # 2
Date:
Revision # 3
Date:
Revision # 4
Date:
Revision # 5
Date:
Next Revision Date
Contact Office
e-mail address
Phone Number
By
Main Changes
N/A
N/A
N/A
N/A
N/A
March 2012
Quality Assurance Office
qao@squ.edu.om
5880/5881/5882
Staff Induction Policy
1
Sultan Qaboos University
POLICY TITLE
Staff Induction Policy
2
POLICY STATEMENT
All staff new to the University or to the role shall have a timely access to appropriate formal
and/or informal induction.
3
PURPOSE/ REASONS FOR POLICY
3.1
3.2
3.3
3.4
3.5
3.6
Introduce systematic formal and informal induction activities.
Make staff feel welcomed and valued in their new environment or role.
Provide information about the University, College and the Department and their environment.
Introduce and meet with key staff and others and establish network bases.
Enrich the University by further enabling academic staff.
Outline the roles and responsibilities and expectations of all parties involved in the induction
activities.
Provide staff with early support to enable them to quickly become more productive; effective and
efficient in their contribution towards the mission of the University.
Promote positive view on the new workplace and conditions.
Identify staff developmental needs and recognize induction as a mandatory staff development
tool.
Utilize, in a cost- and time-effective way, available skills, expertise and competencies of senior
staff in university development programs.
Improve staff retention rate.
Enhance quality culture.
3.7
3.8
3.9
3.10
3.11
3.12
4
GENERAL PRINCIPLES
The following main principles constitute the bases of the induction process:
4.1
4.2
All parties involved in the induction activities act proactively.
Staff members undertaking induction are responsible partners for the success of induction
activities.
Staff members recognize that induction is a developmental tool.
The induction process is collegial, supportive, encouraging and guiding process.
Staff must avail themselves to participate in induction activities.
Formal induction is carried out regularly; timelines are effectively communicated to staff
concerned.
All activities are conducted within the limits of related University policies and procedures.
Line managers are responsible for ensuring that all new staff participate in University and
Departmental induction activities and are responsible for managing their own local induction
activities.
Induction may be adapted or contextualized to meet special needs of certain groups or
individuals as deemed necessary.
Induction activities are carried out by qualified, appropriately trained and knowledgeable people.
Resources including funding are appropriately provided.
Line-managers recognize the importance of induction when planning for training, carrying out
performance appraisal and when considering workloads of parties involved.
The induction process may take between three to six months; normally, the induction process
continues till the end of the probation period for newly hired staff.
All activities shall be evaluated annually.
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
4.12
4.13
4.14
5
SCOPE OF APPLICATION / KEY STAKEHOLDERS
This policy applies to:


All staff new to the University.
All staff assuming a new role.
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Sultan Qaboos University
APPROVAL BODY
The Vice Chancellor has approved this policy as a draft version for trial implementation during a period
of seven months during which this policy has to be reviewed by the Curriculum and Academic Policies
Committee and adopted by the Academic Council.
7
PROCEDURES & REQUIREMENTS
The induction process is divided into the following parts:
A – Pre-arrival
7.1
Part I – General information
This part aims at providing general and necessary information (Information Pack) to successful
candidates (those who have accepted work offer) prior to their arrival to the University. The information
pack contains information, documentation and literature that will introduce the University environment to
the new staff before they arrive to the University. The information pack may include but not limited to:
7.1.1
7.1.2
7.1.3
7.1.4
7.1.5
7.1.6
7.1.7
7.1.8
General information about the University and the Department, a University location map and,
reference is made to the university website for more institutional information on general
University policies. (provided to potential candidates and to those who enquire about job
openings)
Job descriptions and roles terms and conditions of service contract (provided to successful
candidates).
The name of the Induction-Coordinator (IC) to the new staff.
Meeting schedule for the first week is arranged in coordination with the line-manager, a copy
is sent to the new staff.
Information on first week induction activities communicated to new staff.
Communicate appointment to key Department and related staff and to broader College and
University related staff; this may include position title, reporting line, specialization, research
areas of interest, starting date, office number, previous work experience and hobbies.
Provide information on and discuss arrival details and relocation support and other logistics
as appropriate.
Supply new staff with details of University Public Relations contact person(s) who would meet
him/her upon arrival to Muscat.
B – Post-arrival Induction
7.2
Part II (Day One) – Departmental Meeting Introduction
This part introduces new staff member to the Department. The Line manager or their nominees ensure
that the staff member is familiarized with his/her new local environment. These may cover:
7.2.1
7.2.2
7.2.3
7.2.4
7.2.5
7.2.6
Introducing Department Coordinator(s).
Introducing Head of Department and line-manager (if applicable).
Introducing induction-coordinator (mate): the coordinator would act as mate to help and guide
the new staff during the first 2-3 weeks.
Supply a copy of induction checklist – the checklist will provide detailed list of induction
activities or information provided during the induction process, see Appendix I. The checklist
is to be completed by the new staff in consultation with the line-manager or the inductioncoordinator. The completed checklist is returned to the Quality Assurance Office.
Introducing the “Mentor” (if applicable)
Introducing new staff to departmental colleagues and other staff; a welcoming tea gathering
will be a good welcoming approach.
7.3
Part III (Week One) –Departmental Physical Orientation
This part ensures that a new staff member is familiarized with his/her new local physical environment.
Activities cover:
7.3.1
7.3.2
New office is shown; ensure that PC/Laptop is provided, operational and connected to
network, stationary is available, phone is working, name plate is available and e-mail address
arrangement is made. Also ensure that office keys are provided.
Ensure network access, access card/keys and staff card have been obtained
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Sultan Qaboos University
7.3.3 Show location of Department/College facilities:
7.3.3.1 Classrooms, teaching theaters, laboratories, notice boards and equipment.
7.3.3.2 Meeting room, common room and Cloakrooms.
7.3.3.3 Printer, photocopier, binding, faxing and pigeon holes.
7.3.3.4 Kitchen, lifts, fire exists and assembly points.
7.4
Part IV (Weeks One & Two) – University Central Induction
7.4.1 University Overview:
A 4-6 hours program in which presentations introducing new staff to the University environment and
services are delivered by appropriate staff. Topics covered include:
7.4.1.1
7.4.1.2
7.4.1.3
7.4.1.4
7.4.1.5
7.4.1.6
7.4.1.7
History of SQU
Organizational Structure
Vision, Mission, Goals and Strategic Plan
Research strategies and areas
Service units & centres
Omani culture and University values
Introduction Dinner-meeting with senior staff including VC, DVCs and Deans of Colleges
7.4.2 University Physical Orientation (Week one):
In this physical orientation new staff is given an opportunity to view various University facilities
including:
7.4.2.1
7.4.2.2
7.4.2.3
7.4.2.4
7.4.2.5
7.4.2.6
7.4.2.7
Campus map.
Campus tour.
Staff parking areas.
Mosque, shops, banking, sports facilities, health facilities.
Entertainment, catering (restaurants and café) and laundry.
Day care and nursery.
Security office, Center for Staff Development, Center for Educational Technology, Center
for Information Systems.
7.4.2.8 Library and information resources.
7.4.2.9 Deanship of Students Affairs.
7.4.2.10 Deanship of Admission & Registration.
7.4.2.11 Deanship for Research.
7.4.2.12 Deanship for Postgraduate Studies.
7.4.2.13 Housing department
7.4.3
Health and Safety (Week Two)
Health and safety, H&S, is discussed to ensure awareness and embed H&S culture. New staff are
introduced to H&S Policy, attending H&S program, fire alarm, exit and assembly points, after working
hours security arrangement. New staff are to attend a risk management workshop and made aware of
University assessed risks and the risk register.
Workstation furniture assessment is carried out and found to be deemed ergonomic. The latter
include: selecting and setting up office chair, desk, monitor, computer monitor and keyboard
assessment. Lighting, noise and storage checked.
7.4.4 HR procedures (Week One & Two)
New staff are introduced and familiarized with various human resources information, procedures,
practices and policies. Below are main points to be covered:
7.4.4.1 Gate pass and swipe cards or access keys.
7.4.4.2 Staff parking permits.
7.4.4.3 Specific information to international staff.
7.4.4.4 Probation performance criteria and requirements discussed.
7.4.4.5 Passport, medical check, road pass.
7.4.4.6 Library & staff club memberships.
7.4.4.7 Procedures for booking University facilities and equipment.
7.4.4.8 University directory.
7.4.4.9 Bank details to payroll.
7.4.4.10 Leaves and travel booking procedure.
7.4.4.11 List of University acronyms.
7.4.4.12 Exit questionnaire.
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7.5
Part V ( Week One – Three ) – Departmental General Information and Procedures
The Head of Department, or a nominee, meets the new staff member and further introduces him/her to
their local Departmental procedures and operations including:
7.5.1 Departmental general induction
7.5.1.1 Explain Working hours, holidays, reporting sickness, and absence arrangements.
7.5.1.2 Provide a copy of and explain Department Academic Calendar.
7.5.1.3 Explain Departmental communication practices including notice boards.
7.5.1.4 Give information on use of printer, photocopier, binding, faxing and mail distribution.
7.5.1.5 Provide information on procedures for ordering resources, purchasing, expenses, travel.
7.5.1.6 Highlight any social & sport activities.
7.5.1.7 Provide a copy of staff handbook.
7.5.1.8 Outline Department procedures for booking rooms and facilities.
7.5.1.9 Provide information on meal and tea/coffee breaks.
7.5.1.10 Explain further the induction check list and assist the new staff in completing it in a timely
manner. Make sure that the completed checklist is returned to the Quality Assurance
Office.
7.5.1.11 Adding name to e-mail and phone lists.
7.5.2 Departmental procedures
Provide general information on Departmental procedures including:
7.5.2.1
7.5.2.2
7.5.2.3
7.5.2.4
7.5.2.5
7.5.2.6
Mission, strategic plan, objectives and KPIs.
Department organizational chart.
Contact list.
Departmental meetings, committees and procedures.
Communication practices including notice boards.
Give details on and provide a copy of Schedule of various regular Departmental
meetings.
7.5.2.7 Discuss mentoring with Mentor.
7.5.2.8 Sample minutes of Department and committees meetings.
7.5.2.9 Job- Specific (Academic Staff Only)
Head of Department or a line-manager shall meet with new staff and discuss in
details of his/her new job responsibilities or roles. In particular discussion shall cover
the followings:
7.5.2.9.1
Clearly explaining job description and expectation - Job Orientation –
responsibilities, expectations and targets are explicitly stated. Link to the
Department and University structure is made clear.
7.5.2.9.2
Timetable is given (academic staff).
7.5.2.9.3
Quality and standards – overview of quality assurance standards, regulations
and procedures including departmental approach to teaching, learning and
assessments (good and not so good practices).
7.5.2.9.4
Student feedback and peer reviews procedures.
7.5.2.9.5
Professional accreditation and OAAA reports.
7.5.2.9.6
Introduce and provide a copy of QA handbook. Give information on any good
practices and benchmarks.
7.5.2.10 Facts, figures and analytical and other reports about the Department and the
specific job.
7.5.2.11 Meeting with line-manger to discuss the probation performance criteria and
requirements.
7.5.2.12 Discuss and explain how to enroll on the Teaching and Learning Certificate
program. Newly appointed staff and those who would like to upgrade their
knowledge on learning, teaching, assessment and curriculum design and
development are required to undertake this program. Program modules can be
taken on stand-alone basis over a period of 2 years.
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Sultan Qaboos University
7.5.3 Research
This part of the induction process is overseen by the Head of Department or the chair of the
research committee in the Department in liaison with DVC office for research and postgraduate
studies. Emphasis is made on research goals and expectations
7.5.3.1 Discuss Research goals, output and plans and alignment with Departmental and
University plans.
7.5.3.2 Explain research ethics, intellectual property rights and commercialization.
7.5.3.3 Emphasis research-teaching nexus.
7.5.3.4 Consultations and policies.
7.5.3.5 Research areas and groups Postgraduate supervision.
7.5.3.6 Research funding.
7.6
Part VI – Information and communication technology
7.6.1
7.6.2
7.6.3
University IT & communication policies and procedures.
Demonstrate the use of e-mail, telephone, voicemail and video conferencing.
Explain and demonstrate the use of computer account and password, internet access,
software at SQU, shared drives , calendar, wireless connection, off-campus access, Moodle
or other University portal, online management and access to administration and students
information systems.
7.7
Part VII – Ongoing Induction
To further assist new staff in settling down and progress faster in achieving their goals, new staff
are provided with ongoing feedback on their performance. This may cover:
7.7.1 Meeting with line-manager at mid-probation period to review performance, identify good
practices, areas needing development and set new goals/targets.
7.7.2 Discuss general development needs.
7.7.3 Discuss any early student feedback, as appropriate.
7.7.4 Answer any questions and/or queries.
7.7.5 Meeting with line-manager at end–probation period to debrief on performance during
probation period and, if applicable, discuss appraisal requirement/criteria, identify
development needs, set new targets, and discuss progress in achieving set targets.
7.7.6 Meeting with line-manger to discuss annual performance and achievements, and, if
applicable, identify further development needs and review targets.
8
RESPONSIBILITY FOR IMPLEMENTATION
8.1
8.2
8.3
8.4
9
Personnel Affairs Department & Development and Public Relations & Information Department –
Part I and Part IV
Heads of Department, Heads of Units and/or Line Managers – Parts II, III, V and VII
CIS – Part VI
Quality Assurance Office – reviewing feedback information, aligning with related policies,
assisting in and disseminating good practices
REVIEW
9.1
9.2
9.3
9.4
Heads of Departments and managers of units and HR staff responsible for managing staff
development shall annually participate in evaluating the effectiveness of induction activities in
achieving intended goals.
Staff undertaking induction are expected to provide feedback on their experiences. Appendix II
gives a sample feedback questionnaire.
Staff referred to in 12.1 are expected to annually provide to the Quality Assurance Office
feedback on effectiveness of induction activities and where appropriate suggest any needed
changes.
Induction activities providers and other staff who participate in its delivery are expected to report
on its effectiveness to the Quality Assurance Office.
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Staff Induction Policy
Sultan Qaboos University
10 DEFINITIONS
10.1
Induction: may be defined as the formal or informal activities by which new employees, or those
assuming new role, are welcomed, introduced to their new environment and helped to adjust to
and familiarize themselves with their new roles and responsibilities.
10.2
Induction - Coordinator (mate): a colleague who is assigned to assist the new staff during the
first couple of days with physical orientation and accompany him/her to lunch and so on.
10.3
Line-Manager: the person to whom the inductee reports directly.
11 APPENDICES
Appendix I – Induction Checklist.
Appendix II – Sample Feedback Questionnaire
12 RISKS
Identifying potential risks associated with the introduction of policies, in particular new ones, is
considered a good practice. Line managers have the responsibility to embed risk management
practices in their day-to-day operations. This may include taking the necessary measures to eliminate
or control such risks. Main risks associated with this policy are listed below:
12.1.
Lack of real collegial spirit and lack of needed induction skills may result in boring and not so
useful activities.
12.2.
Scarcity of trained and qualified staff to deliver induction activities.
12.3.
Poor coordination of and non-availability of staff to deliver various activities.
12.4.
Non adherence to timelines of scheduled events.
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Staff Induction Policy
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Appendix I. INDUCTION CHECKLIST
Dear new Staff Member,
Below is a detailed list outlining information, activities and other issues that are expected to be covered
during your induction process. Not all listed items may be applicable to you.
This list serves two main purposes, the first is to provide a guidance on what should be covered during
your induction and the second is to indicate the completion date of each activity.
You are kindly requested to sign off and write down the date of completion of each item.
When all items have been completed or when you have got the needed information on a particular item
send a copy to the Quality Assurance Office (email: qao@squ.edu.om) and another to your linemanger and keep a copy with you.
Thank you.
Name of the New Staff
:
Job Title
:
College
:
Department
:
Line-Manager
:
Start Date
:
Note – Table above is to be filled in by the Line Manager.
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Arrival
Part I: Pre-Arrival
(HR Office)
Part
No
Item
Date covered
I have developed well understanding of, received enough information on and/or discussed the items
given in the statements below
1
Introductory information on Oman
2
Job description
3
Employment terms and probation conditions
4
Basic information about the university
5
University location map
6
Basic information about the Department
7
Information on post-arrival induction
8
Name of the induction-coordinator (mate)
9
Schedule of first-week activities
Information on arrangement to meet with University
10
contact person(s) on arrival
11 Information on accommodation & relocation support
University
Overview
13
14
15
16
17
18
19
Meet with University contact person(s) upon arrival to
Muscat
24
Meet Department coordinator(s)
Meet line-manager (if applicable)
Meet Head of Department
Meet induction-coordinator (mate)
Meet mentor ( if applicable)
Meet Departmental colleagues at tea-welcome
Location of Department facilities; meeting room,
classrooms, theaters etc.
Staff office is shown, office keys, computer, stationary,
phone, e-mail , name plate
Network access, access card and staff card
Location of Department common room, lifts, labs,
equipment, fire assembly points
Use of printer, photocopier, binding, faxing and mail
distribution
Cloakrooms
25
Notice boards
26
27
28
29
30
31
History of SQU
Organizational Structure
Vision, Mission, Goals and Strategic Plan
Research strategies and areas
Service units and centers
Omani culture and University values
Introduction Dinner-meeting with senior staff including
VC, DVCs, Deans of Colleges
Campus map
Campus tour
Staff parking areas
Facilities – mosque, shops, banking, sports and health
Tea and coffee area, kitchen and common rooms
Catering– restaurants, cafes and laundry
Day care and nursery
Security office
Library & Cultural Centre
HR office
IT office
Deanship of students
20
21
22
23
32
University Orientation
Part IV : Post-arrival University Central Induction
Weeks 1 & 2
Part III : Post-arrival Induction – Part II: Postarrival
Weeks 1
Introduction
Day 1
Departmental Orientation
12
33
34
35
36
37
38
39
40
41
42
43
44
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Sultan Qaboos University
63
64
65
66
67
68
69
Departmental procedures
Part V : Post-arrival
Week 1- 3
Departmental general
induction
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
Research
62
Accommodation quarters
Health and safety information and policy
H&S induction program
Fire alarm, exists and assembly points
Accidents & incident reporting
After working hours security arrangements
University main risks and risk register
Office chair
Desk
Computer monitor
Keyboard
Lighting
Storage
Gate pass and swipe card or access keys
Staff parking permit
List of University acronyms
Specific information to international staff
Probation performance criteria and requirements
discussed
Passport, medical check, road pass
Bank details to payroll
University directory
Library & staff club memberships
Procedures for booking facilities and equipment
Leaves and booking procedure
Exit questionnaire
Working hours, holidays, reporting sickness, and
absence arrangements
Academic calendar
Departmental communication practices including notice
boards
Schedule of various regular Departmental meetings
Social & sport activities
Staff handbook
Procedures for ordering resources, purchasing,
expenses, travel
Booking rooms and facilities
Meal and tea/coffee breaks
Adding name to e-mail and phone lists
Department mission, objectives and strategic plan
Department organizational chart
Departmental meetings, committees and procedures
Sample minutes of department and committees meetings
Departmental facts, figures and reports
Discuss mentoring with Mentor
Enrollment on compulsory Teaching and Learning
Certificate program
Roles and expectations and link to the
Department and University structure
Timetable is given
Quality and standards of work
Student feedback and peer reviews
Professional accreditation and OAAA
QA handbook
Research goals and plans and any link to
Departmental and University plans
Research ethics, intellectual property rights
and commercialization
Teaching – research nexus
Consultations and policies
Workstation
ergonomic
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
Job-specific
(academic Staff)
HR procedures
Health and Safety
Staff Induction Policy
9
Part VIII
Post-arrival
3-6 months
Part VII –
Ongoing
Induction
Part VI – Information and
communication
technology
1-4 Weeks
Staff Induction Policy
Sultan Qaboos University
97
98
99
100
101
102
103
104
105
106
107
108
110
111
112
113
114
115
Research areas and groups
Postgraduate supervision
Research funding
IT and communications policies and procedures
E-mail, telephone, voicemail and video conferencing
Computer account and password
Internet access
Software at SQU
Shared drives and calendar
Wireless connection
Off-campus access
Moodle or other university portal
Online management and access to administration and
students information systems
Informal feedback on performance
Development needs
Student feedback
Progress in achieving set targets
General developmental discussions
Mid- probation performance review
116
End- probation performance review
117
Discuss annual performance review
109
I hereby confirm that I have received information, guidance and instruction on the statements, activities
and topics outlined on this checklist.
Name of New Staff:
Signature:
Date:
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Appendix II. SAMPLE FEEDBACK QUESTIONNAIRE
Dear Inductee,
Kindly provide your feedback to the questions/statements given below when you have completed your
induction. Please pass on the completed form to your Line-Manager.
Name: Inductee:
Name of Line Manager:
Date:
Statement
No
Feedback
1
If you have found the induction activities
useful, kindly indicate why?
2
Which part was the most useful of the
induction process?
3
If you have not found the induction activities
useful, kindly indicate why?
4
Which part was the least useful of the
induction process?
5
6
If you believe that the staff who have
delivered/explained the activities were not
competent, indicate which activities?
Were activities well managed?
7
If you were to include other items, what are
these?
8
If you were to exclude existing items, what are
these?
9
Overall, would you rate your experience as, please tick  in the appropriate box:
Excellent
Good
Satisfactory
 Poor
Signature:
Line Manager is kindly requested to forward one copy of the completed form to the Quality
Assurance Office.
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