HR SERVICE CENTRE
UNIVERSITY WIDE INDUCTION CHECKLIST FOR HIRING MANAGERS
For continuing and fixed term staff
This checklist is designed as a guide, to assist you in getting your new team member up and running in their first few weeks.
If you have any questions, please contact your faculty/unit HR Service Centre Officer or HR Advisor. It should be used in
conjunction with role specific, local area information.
Name of staff member:
Telephone & email:
Faculty/School/Admin unit:
 Academic
or
 General
Position:
Employee ID No:
Starting Date:
Hiring Manager:
HR Service Centre Officer:
Faculty contact person:
Recruitment consultant:
Completed
On the first day:
Welcome
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Organise for someone to be there to greet the new team
member and show them to their desk
Provide a plan for the first week, including where to go
for more information and help
Introduce to colleagues and their roles
Assign a colleague or “work buddy”
Keep talking to the new team member during the first
day
HR forms
Complete HR forms and provide to the HR Service Centre:
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Employment Commencement Advice
Bank Account Form
Tax File Number Declaration Form
Useful contact: your faculty/unit HR Service Centre
Officer
Superannuation and salary packaging
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Ensure the new team member has received
superannuation information and forms
Ensure they are aware of salary packaging options
Useful contacts: HR Service Centre’s Superannuation
and Salary Packaging Team; UniSuper
Computer and access to systems
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Ensure the new team member has received details of
their new computer account (Unikey account): email,
address, user name and password
Arrange for computer to be configured and access to
computing network; including special software
requirements, remote access, mapping to drives and
printers
Organise logons to other systems they need to use in
their role: e.g. RIMS; FlexSIS; Records Online; CMS;
Hyperion; Spendvision
Refer them to online training/user guides or enrol in
enterprise application training if required
Provide contacts details of IT support
Useful contacts: ICT Helpdesk, ICT training
Last updated: 24/02/2011
Date
Notes
Telephone and email
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Organise access to the telephone system and set up
voicemail
Arrange mobile telephone if applicable and explain
usage protocols
Advise of email limit (200mb) and email storage
application and other email protocols
Demonstrate how to access email exchange
Set up access to departmental/role based email
accounts
Add to circulation lists
Staff card
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Arrange for the new team member to obtain their staff
card
Security
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Arrange for keys/swipe cards to be allocated and signed
for
Confirm building access hours and procedures
Show alarms and emergency exits; explain fire and
emergency procedures
Provide security contact details for your campus
(including after hours)
Show the location of
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Light switches, toilets, kitchen and work areas; first aid
supplies
Food, ATMs and other retail services on campus;
parking and transport
Provide a campus map
Work Health and Safety (WHS)
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Arrange for completion of the Local WHS Induction
Checklist (download from the WHS website)
Provide uniform/protective clothing as required
Office administration
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Location and ordering of stationery
Add name to the staff directory
Order business cards, name plates
Explain how to book rooms and audiovisual services
Explain filing and record keeping
Explain mailroom procedures
Provide contact details for property and equipment
requests
Explain expenses, booking travel and corporate card if
applicable
Organise parking
Useful contact: CIS Service Desk
Working conditions and entitlements
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Explain: start and finish times, working hours, pay days,
leave requests, sick days notification
Ensure they are familiar with the Enterprise Agreement
and other policies on working at the University. See the
HR index of policies & related information
Introduce them to their HR Advisor and other key HR
contacts
Introduction to work team
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Explain structure of work team including organisational
chart
Explain how work team fits into the overall University
community
Explain context of job what others do in the faculty/unit
Provide a lists of names and phone numbers for key
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staff in the work team
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Direct to manuals and other written procedures e.g.
Staff Guide, SharePoint
Encourage them to look through the faculty/unit website
Enrol in local induction program if available
Arrange meeting with dean/senior manager
In the first week
Staff identification number
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Check that a staff identification number has been
created and that the new staff member has been added
to the manager/approver’s profile
Useful contact: faculty/unit HR Service Centre Officer
Demonstrate myHRonline
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Once the staff has been allocated an identification
number, demonstrate how to log on to myHRonline and
how to update personal contact details; request sick
and annual leave and scheduled days off
Advise them of the first pay date and ask them to check
their pay slips
Refer them to the “how to” guide for myHRonline –
getting started
Useful contact: faculty/unit HR Service Centre Officer
Demonstrate other systems
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Organise logon
Organise someone to show log on and demonstrate
application
Refer them to how to guides and where to find help
Useful contact: ICT Training
Online services and the University website
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Once the staff member has been issued with their
Unikey, encourage them to look around the University
website and in particular become familiar with the Staff
homepage and information for all staff. Direct them to
useful links, e.g.:
o Staff directory
o Logins to systems
o Staff Benefits Card Benefit program
o Brand guidelines and business document
templates
o Services such as Staff Counselling, University
Health Service
o Policy Online
o List of faculties and administration
o List of centralised online services
Work Health & Safety (WHS)
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Ensure completion of the University’s online WHS
Induction (a link will be emailed to new continuing and
fixed term staff – contact your WHS Advisor if any
questions)
Show them relevant links and information on the WHS
website
About the University
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Explain core purpose of the University, the
organisational structure, governance and the Strategy
Plan (see Leadership and Strategy website)
University life
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The University hosts a large number of public events
throughout the year. Its facilities include museums, an
art gallery, a theatre, a carillon and a veterinary hospital.
Encourage your staff member to find out about
activities, talks, music, drama and exhibitions across our
campuses.
Code of Conduct
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Ensure they are familiar with the Code of Conduct and
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policies which set out the rights and responsibilities of
all University staff
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Ask them to complete online Equal Employment
Opportunity (EEO) training
University Orientation
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Arrange enrolment in the next University Orientation
Seminar
(Academic Staff)
Cover the following aspects of the position:
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Clarify any points in relation to the offer of employment
and associated documentation
Discuss the position description including major tasks
and reporting relationships and accountabilities
Refer staff member to the University of Sydney
(Delegations of Authority – Administrative Functions)
Rule 2010 (in particular to Part 5, Finance and Part 6,
Human Resources)
Discuss work unit meetings and committees
Ensure they have a copy of the University calendar;
workflows and deadlines
Explain relevant policies and procedures
Outline resources and learning and teaching support in
your area e.g. library, elearning
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Introduce them to the Institute of Teaching and
Learning and help them find out about research support
at the University
Performance management and development
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Explain the PM&D process including probation
Discuss your faculty (and school/department)
objectives, standards and measurements
Discuss teaching duties and expectations
Discuss research duties and expectations including
opportunities and funding for research
Discuss development options
Prepare a PM&D plan
Set review dates
Refer staff member to PM&D training as required
(General Staff)
Cover the following aspects of the position:
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Clarify any points in relation to the offer of employment
and associated documentation
Discuss the position description including major tasks,
and reporting relationships and accountabilities
Refer staff member to the University of Sydney
(Delegations of Authority – Administrative Functions)
Rule 2010 (in particular to Part 5, Finance and Part 6,
Human Resources)
Discuss work unit meetings and committees
Ensure they have a copy of the University calendar;
explain deadlines and workflows
 Explain relevant policies and procedures
Performance management and development
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Explain the PM&D process including probation
Discuss your faculty/unit’s objectives, standards and
measurements
Discuss duties and expectations
Discuss development options
Prepare a PM&D plan
Set review dates
Refer them to PM&D training as required
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