PROBATION SCHEME /
PROFESSIONAL, MANAGERIAL,
SUPPORT & RESEARCH STAFF
Probation & Induction Checklist
Name:
Job Role:
Line Manager:
Start Date:
The Probation & Induction Checklist is designed for use with the Probation Scheme for Professional,
Managerial, Research & Support Staff and the University Induction Policy.
The aim of the document is to provide a framework to guide departments through the induction and
probation processes, by listing the typical things a new member of staff needs to know and examples of
things to cover, at different stages of each process. This information should be collated by the line
manager or nominated person (for example it may already be held centrally within the admin team, or
could be provided by a Probation Mentor for staff on Probation).This checklist is intended to be
downloaded and used as a working document so that activities can be signed off once completed.
Not all staff who are being inducted are also on Probation and so this Checklist should be used
flexibly to reflect the specific needs and requirements of individuals.
Departments are encouraged to keep a copy of the document as a record that it has been completed. It
is also a requirement of the Probation Scheme that this checklist is completed and returned, along with
the Probation Form, to HR Operational Services once probation is complete. Individuals are also
encouraged to keep a copy as a record of their personal development.
Pre-Arrival
Action
Decide who in the department is going to take overall responsibility for inducting, or co-ordinating
induction
Completed
Assign a Probation Mentor to support through probation
Name of Probation Mentor:
Identify the office and / or other facilities that need to be in place and check the provision of these
Draw up a Probation & Induction Programme to cover the key meetings and activities for the first
few weeks in the role
Send any useful information about the University, the school / department, role & Probation &
Induction Programme, as necessary, to your new staff member
Contact new staff member to check he/she has everything they need, know where to go, where to
park, to whom to report and when, on their first day
Where a disability has been disclosed, assess for reasonable adjustments in consultation with
designated HR Adviser and Occupational Health and arrange for Access to Work funding within
first 6 weeks, if relevant.
Where a new member of staff is relocating from overseas, provide information on helping them to
settle into life in the UK. The Good Practice Guidance for International Staff can help to do this.
Probation Scheme - Probation & Induction Checklist v4. January 2014
1
PROBATION SCHEME /
PROFESSIONAL, MANAGERIAL,
SUPPORT & RESEARCH STAFF
Day 1
Orientation
Action
Completed
Line manager introductions & welcome to the team.
Confirm eligibility to work (if not already done), bank details for payroll and pension scheme
eligibility with the HR Operational Services team
Give details of how and when salaries are paid and send any P45 details as necessary to the
Payroll team
Confirm hours of work and timekeeping (including any flexibility), lunch and other breaks
Orientation to the department, including location of toilets, kitchens and other facilities
Arrangements made for obtaining KentOne cards, passes, computer access codes and office keys
Travel / car parking arrangements, including parking permit, cycle to work schemes, car share, bus
routes and location of bike sheds, as required, explained
Overview of University facilities and services available to staff including, catering outlets, sports
facilities, shops, library, banks, Campus Watch
People
Action
Completed
Introduced to Head of School / Department, or Director
Introduced to department colleagues and co-workers
Introduced to Probation Mentor
Introduced to department Health & Safety Co-ordinator
Introduced to department EDI Representative
Health & Safety
NB: For some working environments (Such as laboratories) new members of staff must have a Health & Safety
briefing before starting work
Action
Completed
Provide instructions regarding the emergency evacuation arrangements for the building(s) in which
based
Provide a copy of the Health & Safety procedure for the department, names and locations of first
aiders and the procedure for reporting accidents and hazards
Building security arrangements explained
Visit SHE E-learning module for more information for new staff at www.kent.ac.uk/safety
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Probation Scheme - Probation & Induction Checklist v4. January 2014
PROBATION SCHEME /
PROFESSIONAL, MANAGERIAL,
SUPPORT & RESEARCH STAFF
Information Systems
Action
Completed
Rules regarding personal use of computing facilities and telephones explained
I.T Account set up & accessed
Use of PC shared drives / directory structure, approved hardware and software usage and
information on computer user guidelines explained
Email access and usage explained and introduced to electronic calendar
First Week
Action
Completed
University IT Regulations (PC’s, laptops, mobile devices, VPN’s) read
Date read:
Introduced to relevant systems (CMSDS, Agresso, SharePoint, Moodle & Virtual Learning
Environment)
Arrangements for working remotely / access from outside the University explained (VPN)
Work station assessment undertaken and eye test information provided (where relevant)
Date of DSE assessment:
Booked onto University Fire Safety awareness course
Date of course:
Explanation provided of the key aspects of the job including important contacts, an explanation of
how the job fits in with the wider department role and objectives as well as the wider University and
copies of all relevant policies and procedures pertinent to the role provided
Details of any University-wide Policies provided, along with their location on Campus Online
Arrangements for contacting the authorised department contact in the event of absence explained
Arrangements for booking annual leave explained, including any restrictions on planning leave
during busy periods etc
Department Organisation Chart and staff lists provided
Provided with an up-to-date copy of the job description for reference throughout the probation
period, together with an overview of the main responsibilities of the role
Discuss how performance will be monitored and when it will be reviewed informally and formally
Discuss performance standards and expectations of the role and set initial objectives, recording
relevant information on Probation Form
Administrative systems within the department explained (stationary ordering, booking meeting
rooms etc)
Probation Scheme - Probation & Induction Checklist v4. January 2014
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PROBATION SCHEME /
PROFESSIONAL, MANAGERIAL,
SUPPORT & RESEARCH STAFF
Issues of confidentiality and other relevant legal issues, for example intellectual rights and keeping
records, discussed
Details provided of team meetings and departmental and wider University communications,
including an introduction to Campus Online
During Probation
Action
Completed
Insurance for business trips (where appropriate) explained
Procedure for claiming expenses and other relevant financial regulations, explained
Information provided on departmental and Institutional plans, and key University publications as
relevant (prospectuses, annual report, newsletters)
Details provided of Trade Union membership, the University Green Impact Scheme and other
University sports and social networks, schemes and groups
Details provided of Wellbeing at work and support services available (Occupational Health,
Counselling Service, Mediation Service, Harassment Contacts)
Discussion of learning / development needs and identification / booking of relevant courses
including, for example, via HR, UELT, IT Training and Safety, Health & Environment
On-going review of progress during probation and support given where required, through both
informal conversations and one to ones and Formal Review meetings
Find out the date of the next the University Annual Induction event and put it in the diary
Discuss how probation and induction feed into the University appraisal scheme, RPD.
Stage 1 Review meeting held
Date of meeting:
Stage 2 Review meeting held
Date of meeting:
Stage 3 Review meeting held
Date of meeting:
Attended University Induction & Information Fair
Date of Induction:
Successfully completed EDI e-learning module
Date of completion:
Line Manager signature:
Date:
Staff member signature:
Date:
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Probation Scheme - Probation & Induction Checklist v4. January 2014