Sultan Qaboos University
Staff Induction Policy
AC/2014-15/5/1
AC/2015-16/1/MA1
Policy Title
Staff Induction Policy
Policy Number
8-01
Functional Field
Staff and Staff Support Services
Related Policies
Staff Mentoring Policy (once Approved)
Responsibility of
Centre for Staff Development (to be disscussed in AC)
Issuing Office
Quality Assurance Office
In-revision
Status
Active
Draft #

Proposed
Draft #
1
Approved By
Approval Date
Effective Date
Revision History
Number
Date
Revision # 1
6/12/2011
Revision # 2
21/5/2012
Revision # 3
16/4/2015
Revision # 4
28/6/2015
Contact Office
e-mail address
Phone Number
By
Curriculum and Academic
Policies Committee
Academic Council
Administrative Policies Review
Committee-VC qarar 300/2015
Qualit Assurance Office
Main Changes
Overall
Title
Overall
Sultan Qaboos University
Staff Induction Policy
1 POLICY TITLE
Staff Induction Policy
2 DEFINITIONS AND ABBREVIATIONS
2.1
Induction: A process by which new employees or existing employees who are appointed or
assuming a new role, are welcomed, introduced to their new environment and aided to smoothly
adjust to their new roles and responsibilities
2.2
Public Relations Induction Coordinator (PRIC): A Public Relations Department staff member
who is assigned to receive the inductee on arrival and to help on day-to-day issues during the
early days of assuming duties
2.3
Unit: An administrative body which has direct access to the Vice Chancellor or the deputies
(e.g. college, center or administrative department)
2.4
Unit Induction Coordinator (UIC): a member of the unit who is assigned to aid the new staff
during the first few weeks of assuming duties
2.5
Line-Manager: the person to whom the inductee reports directly.
3 POLICY STATEMENT
All staff new to the University or those who are assuming new roles shall have a timely access to
appropriate induction
4 PURPOSE / REASONS FOR POLICY
This policy is intended to provide new staff or those who are assuming new roles with opportunities to:
4.1 receive information about the University and the pertinent unit prior to their joining date
4.2 feel welcomed and valued
4.3 be introduced to and meet with relevant staff
4.4 receive early support to become actively engaged in achieving the University mission
The policy is also intended to utilize the induction process as an opportunity for the University to:
4.5 promote a conducive working environment
4.6 advocate a positive view on the new workplace and conditions
4.7 improve staff retention rate
4.8 Enhance quality culture.
5 GENERAL PRINCIPLES
The following main principles should guide the induction process:
5.1
5.2
5.3
5.4
5.5
The induction process should be tinged with courtesy
The induction process is a valuable professional developmental tool; its outcome should
be evaluated regularly and utilized to receive appropriate feedback
The induction process should be conducted proactively
The induction process should be adapted to meet the needs of the inductee
The success of the induction process is the responsibility of all involved
6 SCOPE OF APPLICATION
This policy applies to:
6.1
6.2
All staff new to the University
All staff assuming new roles
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Sultan Qaboos University
Staff Induction Policy
7 POLICY OWNER
Centre for Staff Development
8 APPROVAL BODY
University Council
9 PROCEDURE
The staff induction process shall be administered in two stages. During the first, new staff will be
provided with general information prior to joining the University. During the second, new staff on the
day of work commencement, as well as existing University staff who are assuming a new role, will be
provided with specific information about the work requirement and environment through,
documentations, meetings, presentations, tours, etc. (For a detailed list of induction activities or
information provided during the second stage, see Appendix I) .
9.1 FIRST STAGE:
9.1.1
An information pack is sent with offer of employment. The contents of the pack should be
appropriate to the new staff status (e.g. Omani, expatriate coming from inside Oman or
abroad).The information pack may include:
9.1.1.1 Job description
9.1.1.2 General information about Oman
9.1.1.3 University website link and University campus map
9.1.1.4 General information on entry visa requirements and travel arrangements
9.1.1.5 Induction programme
9.1.1.6 A List of important contact numbers
9.1.2
Once the offer is accepted by the new staff, the following appointment related activities are
conducted:
9.1.2.1 Process of visa and travel arrangements
9.1.2.2 Provision of information on arrival details, reception at the airport and transportation
to accommodation
9.1.2.3 Provision of contact details of PRIC
9.1.2.4 Carrying out appointment formalities (University ID card, Resident card, etc.)
9.1.2.5 Introduction to the line manager
9.2 SECOND STAGE (three parts)
9.2.1 Part 1: Unit induction
The line manager ensures that the staff member is familiarized with the work environment. It
should take place on day one of the employee assuming duty. It may include, but not limited to,
the following activities:
9.2.1.1 Introducing the inductee to head of unit, UIC and other relevant staff
9.2.1.2 Taking the inductee through a guided tour of the unit
9.2.1.3 Explaining to the inductee immediate duties
9.2.1.4 Briefing the inductee (if academic or research staff) on research goals, policies,
funding and expectations
9.2.2 Part 2: University induction
This part is a one-day programme to introduce inductees to the University environment through
a short tour of important facilities and presentations on the following:
9.2.2.1 History and organizational structure of the University
9.2.2.2 University vision, mission, values and strategic plan
9.2.2.3 Personnel Affairs Department services and procedures
9.2.2.4 Public Relations services and procedures
9.2.2.5 Centre for Information systems (CIS) services and policies
9.2.2.6 Centre for Educational Technology (CET) services
9.2.2.7 University library facilities and services
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Sultan Qaboos University
9.2.2.8
Staff Induction Policy
Health, Safety and Environmental (HSE) Policy
9.2.3 Part 3: Introduction to University leadership
This part is in line with the principle of the new staff member feeling welcomed and valued and
in this context, the following activities are conducted:
9.2.3.1 Preparation of a bi-annual list of new staff to the University that includes the contact
details, position and professional interests
9.2.3.2 Introduction of all new staff to the University leadership in an annual gathering
10 RELATED POLICIES
Staff Mentoring Policy (once Approved)
11 RESPONSIBILITY FOR IMPLEMENTATION
11.1 Public Relations and Information Department:
11.1.1 Prepare the information pack as appropriate to the candidate
11.1.2 Process entry visa and travel arrangements
11.1.3 Prepare the induction programme for the new staff in coordination with the relevant
unit
11.1.4 Assign one of its personnel to meet the new staff upon arrival (for expatriates)
11.1.5 Arrange for transportation from the airport to the accomodation and the Personnel
Affairs Department
11.1.6 Arrange for issuing the resident card
11.1.7 Assign one of its personnel to be the PRIC for the inductee
11.1.8 Organize a University tour of important facilities and prepare indutioan presentations
in coordination with the relevant units
11.1.9 Prepare list of new staff bi-annually
11.1.10 Organize the introduction of new staff to the University leadership
11.2 Personnel Affairs Department:
11.2.1 Send to the new staff the offer and the information pack
11.2.2 Complete the appointment formalities
11.3 Centre for Staff Development:
11.3.1 Coordinate the activities in University Induction Part with the relevant units
11.3.2 Get feedback from inductees on the effectiveness of the induction process and
means of improving it
11.3.3 Provide the Quality Assurance Office with the collected feedback
11.3.4 Compile an annual report on the Induction process and submitt to DVC-AFA
11.4 Line Manager:
11.4.1 Assign a member of its Unit as a UIC
11.4.2 Organise and supervise the Unit Induction Part
11.4.3 Communicate to relevant staff within the University the inductee’s contact details,
position and professional interests
11.5 PR Induction Coordinator:
11.5.1 Provide help, in the form of information and assist the inductee in all administration
matters during the early days of assuming job responsibilities
11.6 Unit Induction Coordinator:
11.6.1 Act as a an overall “resource” of information for the inductee and help in adapting to
the work environment
11.7 Quality Assurance Office:
11.7.1 Review feedback information and recommend improvement
11.7.2 Align this Policy with other related policies
11.7.3 Disseminate best practices
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Staff Induction Policy
12 ISSUING OFFICE
Quality Assurance Office
13 REVIEW
The Policy should be reviewed to assess the effectiveness of the induction process every five years or
earlier if sufficient feedback warrants significant changes. Input for review should include feedback:
13.1 Staff involved in the induction process
13.2 Units involved in the induction process
14 KEY RISKS
Main risks associated with this policy are:
14.1 Lack of trained and qualified staff to deliver induction activities
14.2 Poor coordination in delivery of various induction activities
14.3 Non-adherence to timelines of scheduled induction events
14.4 Lack of commitment of those involved in the induction process
14.5 Reluctance to provide feedback on the process
15 APPENDICES
Appendix I – Induction Checklist.
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Staff Induction Policy
16 REFERENCES
It is hereby acknowledged that it is useful while developing policies to consider policy documents and
good practices of other higher education institutions. The development of this policy has, in a
contextualized manner, benefited from the following documents or some ideas thereof:
1. Induction Policy, University of Sunderland,
https://docushare.sunderland.ac.uk/docushare/dsweb/Get/Document-1256/Induction+Policy.pdf
2. Induction and Appraisal, Staffordshire University,
http://www.staffs.ac.uk/support_depts/cpd/induction_and_appraisal/
3. Induction Policy, Kingston University,
http://staff.kingston.ac.uk/C15/C6/New%20staff/default.aspx
4.
Staff Development, University of Ulster
http://staffdev.ulster.ac.uk/index.php?corporate_policies/induction
5.
Induction Policy , University of Kent
http://www.kent.ac.uk/hr-managementinformation/documents/induction/policies/Induction%20Policy.pdf
6.
Induction Guidelines, Curtain University
http://hr.curtin.edu.au/local/docs/Induction_Guidelines.pdf
7.
Sessional Staff – A Quick Guide for Academics
http://w3.unisa.edu.au/staffdev/guides/sessional_staff_quick_guide.pdf
8.
Induction Code of Practice, University of Exeter
http://www.exeter.ac.uk/induction/code/
9.
Induction Guide for New staff , University of Bournemouth,
file://lytchett/intrastore/Staff%20Development/Public/Working%20in%20BU/New%20Staff/
Induction/Induction%20Guide%20for%20New%20Staff/Induction%20Guide%20for%20Ne
w%20Staff%20August%202011.pdf
10. Policy on Induction , York University
http://www.york.ac.uk/admin/hr/resources/policy/induction.htm
11. Induction, Monash University
http://adm.monash.edu/staff-development/induct/
12. A Guide for Supervisors: Making a Great First Impression, Department of Human Resources, the
University of Melbourne.
http://pdfcast.org/pdf/a-guide-for-supervisors-making-a-great-first-impression
13. Induction: guidance for new starters, University of York,
http://www.york.ac.uk/admin/hr/employees/induction
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Staff Induction Policy
Appendix I. INDUCTION CHECKLIST
Below is a detailed list outlining suggested information and activities that are expected to be covered by
departments/units during the induction process.
No
1
2
3
4
5
6
7
8
9
Pre-Arrival
Part
10
Arrival
11
12
Departmental Orientation
University
Overview
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 equipment (e.g. 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
20
21
22
23
32
University
Orientation
Post-arrival University Induction
Weeks 1 & 2
Post-arrival Unit Induction
Weeks 1
Post-arrival
Introduction
Day 1
13
14
15
16
17
18
19
Item
Introductory information on Oman
Job description
Employment terms and probation conditions
Basic information about the university including the map
University location map
Basic information about the Department
Information on post-arrival induction
Name of the induction-coordinator (mate)
Schedule of first-week activities
Information on arrangement to meet with University
contact person(s) on arrival
Information on accommodation & relocation support
33
34
35
36
37
38
39
40
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Sultan Qaboos University
HR procedures
62
63
64
65
66
67
68
69
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
R
e
s
eJob-specific (academic
a
Staff)
r
c
h
Departmental procedures
Post-arrival
Week 1- 3
Departmental general
induction
70
Library & Cultural Centre
HR office
IT office
Deanship of students
Accommodation quarters
Health and safety information and policy
H&S induction program
Fire alarm, exits 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
Workstation
ergonomic
Health and Safety
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
Staff Induction Policy
87
88
89
90
91
92
93
Research goals and plans and any link to
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110
111
112
113
114
115
Departmental and University plans
Research ethics, intellectual property rights
and commercialization
Teaching – research nexus
Consultations and policies
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
student 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
Information and
communication
technology
Week 1- 4
94
95
96
97
98
99
100
101
102
103
104
105
106
107
108
Ongoing
Induction
109
Post-arrival
3-6 months
Staff Induction Policy
8