University Code of Practice
Welcome, Orientation and Induction
Document Reference:
Identifier:
Version:
Welcome Orientation and Induction
QH:K07
2 03
Date: Aug 2015
Date coming into force:
Immediate
Approved By:
University
Learning,
Teaching
Assessment Committee (ULTAC)
Originator:
Learning
Practice
Responsibilities:
Heads of departments
Staff responsible for induction in academic
and non academic departments
Application to collaborative provision:
For information
Contacts:
quality@hull.ac.uk
Student Support Services: 01482 462020
(Hull), 01723 357311
Applications for exemptions to:
FLTAC
Report Exemptions to:
ULTAC
Other useful information:
Code on Student Handbooks – QH:K1
Code on Student Representation – QH:K2
Enhancement
and
and
Academic
Summary/ Description:
This document sets out principles to guide the development of welcome, orientation and induction
arrangements across the University.
Version 2 03 (Aug 15) introduces the following change:

Replaces Personal Supervisor with Academic Support Tutor
Version 2 02 (May 2014)
Recognises the following changes:

Several minor amendments for clarity and further substantial amendments including:
- the addition of guiding principles and actions
- the addition of guidance relating to pre-entry events and communication
- the addition of guidance relating to welcome week
- mandatory requirement for induction experience to be included on the agenda of
the first meeting of the staff/student committee

Revision of annexes Communication Guidelines and Templates for Pre-Entry Communication

Removal of annexes Week 1 Timetable, Contacts List and Good Practice Examples
Version 2 01 is primarily a re-drafting to make the code more accessible (for example the table at
para 15) with appropriate updating (for example reference to students on franchised programmes
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removed, reflecting the move to in house delivery of foundation year provision). The annexes have
been published as separate documents.
This University Code has been written in accordance with the approach approved by QSC to enhance clarity
(Quality Handbook section A2) involving the following terminology:
must = mandatory
should = advisable
may = desirable.
This document is available in alternative formats from
Learning Enhancement and Academic Practice
Contents
Introduction ........................................................................................................................................ 3
Authority ............................................................................................................................................ 4
Scope of the code.............................................................................................................................. 4
Application to collaborative provision ................................................................................................ 4
Definitions .......................................................................................................................................... 4
Welcome, Orientation and Induction Checklist ................................................................................. 4
Guiding principles and Actions ...................................................................................................... 5
Pre Entry ........................................................................................................................................ 5
Welcome ........................................................................................................................................ 5
Actions ........................................................................................................................................... 6
Specific Student Groups .................................................................................................................... 8
Students repeating years ............................................................................................................... 8
Students on Joint/With and Combined Programmes..................................................................... 8
International students .................................................................................................................... 8
Disabled students .......................................................................................................................... 9
Mature students ............................................................................................................................. 9
Part-time students .......................................................................................................................... 9
APL/ ‘Advanced Standing’ students............................................................................................... 9
Late arrivals ................................................................................................................................... 9
Feedback and review ........................................................................................................................ 9
Annexes ........................................................................................................................................... 10
Annexe One - Communication Schedule/Guidelines .................................................................. 10
Annexe Two - Templates for Pre-entry Communication.............................................................. 10
Annexe Three - Guide for Students on Joint, With and Combined Programmes ........................ 10
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University Code of Practice
Welcome, Orientation and Induction
INTRODUCTION
1.
This document is written to inform the planning and delivery of a co-ordinated
programme of welcome, orientation and induction of students at departmental and
University levels to provide a corporate approach to the initial student experience.
It is influenced by recognition of the needs of a diverse student body and a desire
to facilitate the sharing of good practice and the recognition that positive initial
engagement is a strong indicator of retention and success. The guidelines
therefore reflect the primary aim of the University in the context of retaining
students and ensuring success and in the provision of an outstanding student
experience. Retaining students and enabling them to be successful is a principal
value of the University in line with our organisational culture and values. Every
member of staff of the Institution will be committed to displaying a positive and
proactive student focus. All staff are committed to engage with students on a
variety of levels to facilitate their academic success and their social well-being.
2.
Whilst the major focus of this Code is on the periods termed ‘week 0’ (being the
week before the start of the new academic year) and ‘week 1’ of the academic
year, two key principles are identified: 1) the principles established are applicable
for students starting at any point in the academic year and 2) students engage
with the University from the point of application and in particular from the point at
which an offer is accepted to study with us. Consequently, our welcome and
University orientation commences from that stage. There is also a need to pay
particular attention to students who necessarily arrive after week 1, who may as a
result of that later arrival need greater support, having missed out on the range of
University and departmental induction opportunities.
3.
The Code recognises the importance of communication and co-operation between
academic departments and service areas and that this must be constantly
evaluated.
4.
The Code is underpinned by recognition that there are risks to the arrival,
enrolment and retention of new University students. These include the provision of
too much information in too short a space of time, some of which may be
duplicated. All communication with students should therefore:





Take into account the information provided to students by academic
departments, University level services and the Students’ Union
Be clear, relevant, concise and connected
Be presented in compliance with the University’s visual identity and reflect the
University’s strategic objectives
Be provided by the area of the University best qualified to provide it
Be monitored by the relevant school/department
This should help to ensure new students gain a holistic overview of their
programme, school/department, faculty and the University. The arrival of new
students should be celebrated with as much enthusiasm as they display,
acknowledging the impact of their journey to arrive at University.
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AUTHORITY
5.
The University Learning, Teaching and Assessment Committee is the final arbiter
of the application and interpretation of this code of practice.
SCOPE OF THE CODE
6.
This code applies to arrangements for the welcome, induction and orientation of
undergraduate, postgraduate taught and research students, whether studying full
or part-time.
7.
The detail of the code necessarily addresses arrangements on campus.
Departments must ensure that appropriate welcome, orientation and induction
opportunities are provided to students studying distance taught, online
programmes and modules, part time and postgraduate students.
8.
Though the code focuses primarily on the arrangements for new students,
departments or schools must also provide appropriate re-induction opportunities
for continuing students bearing in mind changes which may need to be
communicated to students (whether departmental or University level). Good
practice would suggest that such re induction should happen at the beginning of
each semester.
APPLICATION TO COLLABORATIVE PROVISION
9.
Partner institutions are expected to have in place mechanisms for the welcome,
orientation and induction of students which are comparable with those set out in
this code of practice. This code is provided for information to partner institutions
DEFINITIONS
10.
This code uses the following definitions:

Pre-entry – which is focused upon the initial application/enquiry to the
University made by an applicant and the time and processes leading up to
registration

Welcome - Welcome is about the University of Hull creating a comfortable,
inviting and friendly environment from the initial contact with the University

Orientation - Orientation is about locating oneself within the University of
Hull. It may involve resolving personal/social matters, becoming familiar with
new surroundings, getting to know other students, knowing what is on offer
and knowing what to expect of the University and University life.

Induction - Induction is an ongoing process and as such is about explaining
the principles, rules and regulations and other important academic and nonacademic information that students will need to know in order to undertake
their programme of study. Care must be taken to ensure that students are
also welcomed and celebrated during this process.

Registration - Registration is the process through which a student enters
into a contract with the University, including fulfilling financial obligations and
confirming the details of his/her programme of study.
WELCOME, ORIENTATION AND INDUCTION CHECKLIST
11.
The checklist is premised on the principle that the first week of the new academic
session is devoted to welcome, induction events (although the induction process
should be substantially longer) and orientation to allow students to become fully
accustomed to life and study in the University so that by the beginning of week 2
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they are ready to begin the substantive programme of study and are able to make
the most of their student experience. It is likely that schools and departments will
wish to extend this orientation process into the first few weeks of the teaching
semester.
12.
The following checklist is supplemented by an annotated schedule (updated
annually) for week 1 produced by the Student Union. Departments/schools and
support services must adhere to this schedule to ensure that activities are coordinated.
13.
Annexe 1 provides a list of topics which should be covered by
departments/schools, although departments/schools will wish to consider whether
any of the topics are more effectively covered over a longer period of time (as
discussed above).
14.
Unless otherwise stated all activities apply to undergraduate, taught and research
postgraduates. In all cases comparable opportunities must be provided for
students at the Scarborough campus.
Guiding principles and Actions
15. Induction lectures during the first few weeks should be planned and phased to
ensure they are not repetitive and delivered in groups which are not too big.
16.
Induction tasks should be interactive and engaging, encouraging active
participation rather than passive listening.
17.
Consideration should be given to provision of information through social and peer
supported activities.
18.
Information should be provided in a phased manner rather than front loading the
information delivery during week 1.
19.
Induction activities should include social activities to encourage students to get to
know each other. Team building and town tours are useful in settling students in
and providing a wider orientation.
Pre Entry
20. Pre-entry events should be considered as an opportunity to strengthen the
student/University bond.
21.
The use of social media should be used to provide a proactive platform for social
and academic interaction prior to entry, providing a means of addressing a range
of queries, manage expectations and encourage ‘belonging’ to the University.
22.
The amount of pre-information provided to students should be proportionate and
must recognise that at this stage the student is not familiar with the University
culture and the use of accessible terms should be encouraged.
23.
Pre-entry communication by schools/departments should be undertaken in the
context of the communication guidelines in Annexe 1 through the admissions
process in order to avoid overloading students and duplicating information.
Welcome
24. Week 1 activities must deliver both academic and social integration for new and
returning students. It should provide opportunities for academic programme
events and for social events ensuring that students and staff have opportunities to
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engage in both a formal and informal way. The overall approach should be
welcoming and emphasise a positive and supportive environment promoting a
‘personalised student experience’.
25.
Careful consideration should be given to what information is imparted in week 1
sessions recognising that a number of key messages will not be retained and will
be more effectively delivered when required in the academic process. E.g.
referencing and plagiarism may be better delivered in the context of a first
submission rather than during welcome week.
26.
Arrangements should be made to ensure each student is seen individually by an
academic support tutor or dedicated person to ensure that those students who
may be experiencing difficulty/doubt can be supported.
27.
Opportunities for engagement with other cohorts of students should be provided
and where possible students already on the programme should be encouraged to
help in delivering welcome and induction.
Actions
28. The following table summarises the requirements and identifies the area of the
University responsible for the action in question.
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When
Home academic department
Pre-Entry: Upon application to
the University and confirmation
of acceptance of an offer

Contact to be made by a relevant staff
member from the Home department to
initiate contact and welcome the
prospective student: with a focus on
celebrating the student application and
receipt of offer and providing a point of
contact.

Renew this contact at the start of the
Summer break period (after University
communications cease) and before
Clearing period.


Before the start of semester
By the end of week 1

Provide an on-line induction for health and
safety, student services, accommodation,
academic and library services and
International student transition.
Provide students with departmental
specific information as per annexe 1
(and see annexe 2 for a sample letter
template)

Inform students when and where to arrive at
the University (Admissions Service for UK
students, International Office for international
students)
Plan week 1 welcome and induction
events providing both social and
academic opportunities fitting with the
University timetable for week 1* see
annexe 1)and where possible including
HUU timetable (for relevant Hull and
Scarborough campuses)

Provide students with a copy of the Welcome
Guide (Admissions Service)

Plan a timetable of University level activities
for week 1 and inform departments in a timely
manner (Student Administrative Services)

Provide relevant students with details of
University accommodation (Accommodation
Service)

Provide a University welcome for students in
our accommodation in partnership with HUU

Provide a central Welcome Desk to support
and advise students (Student Services)

Provide students with an opportunity to
meet their academic support tutor and
explain the PDP system (or research
supervisors for research students)
Provide an opportunity for students to formally
register with the University (Student
Administrative Services and Student Financial
Services)

Explain the student representation
system (this may include facilitating the
holding of elections)
Provide a University welcome event (Student
Services for UG, Graduate School for
PGT/PGR)

Provide an opportunity for students to register
with the SU and to attend Societies, Athletic
Union, Volunteering and Commercial Bazaars
(Students’ Union)

Provide a Free Electives Fair for
undergraduate students (LEAP)

Identify those students who may be at risk of
withdrawal through pastoral staff/departmental
staff and HUU and provide/signpost to
appropriate support

Determine the allocation of academic
support tutors

Produce departmental (or programme)
and module handbooks (see Quality
Handbook:K1) and/or give access to
them electronically

Ensure that there is a means of
delivering welcome and induction key
messages to students who may arrive
late

Provide a series of welcome and
icebreaker sessions for new students,
including guided opportunities to choose
optional modules


University level service

Explain the Free Elective Scheme
[undergraduate] (or make clear that it is
not applicable where that is the case)

Give students an opportunity to reflect
and question information provided, to
ensure it is embedded and understood
*Student Administrative Services will collate and publish a week one timetable
incorporating University level events and other events during this week.
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29.
The above is therefore designed so that at the planned start of full teaching in
week 2 students have:






Confirmed their programme of study, any optional modules and (where
applicable) choice of free elective
Registered with the University (including making any appropriate fee payment
arrangements) and been issued with their student card
Met key staff in the school/department, their academic support tutor (or
research supervisors) and fellow students and are able to orientate themselves
within the school/department, the campus and the local community.
Received a copy of module and programme/departmental handbooks (or
access to them electronically)
Had the opportunity to stand for, or consider standing for, election to the
staff/student committee
Had key University staff introduced to them, and been informed of the
University’s specialist support services and how those services can be
accessed.
SPECIFIC STUDENT GROUPS
30.
The following section provides further information about specific groups of
students to help ensure that welcome, orientation and induction reflect the range
of needs of our diverse student body, including meeting additional needs where
appropriate.
Students repeating years
31. Where a student is repeating a year for any reason, where possible steps must
be taken to ensure that the reasons for the repeat year are explored with the
student and steps taken to ensure the same issues do not arise during the repeat
year.
Students on Joint/With and Combined Programmes
32. Reflecting the University code of practice (QH:I8) the departments involved in
delivering two or more subject programmes are responsible for ensuring that the
information and activities enable students to be inducted by each
department/school, and that the timetable of events during week 1 facilitates this
opportunity.
International students
33. To facilitate the orientation of international students (whether from other parts of
Europe or further afield) the International Office provides an orientation
programme focusing on cultural, national and local matters during the week before
the start of semester (known as ‘week 0’ for these purposes). This programme is
referred to as the International Welcome (IW), and includes an arrivals service to
help students get to Hull. The International Office is responsible for informing
international students of the IW, including when and where to arrive. The
Scarborough International Coordinator provides a similar service to Scarborough
Campus students.
34.
An increasing number of international students arrive at the Institution in the
period after the IW. The International Office will provide supplementary orientation
sessions in weeks two and four to ensure that newly arriving students are given
the opportunity to attend.
35.
Certain categories of international students are required to register with the police
within the first four weeks of arrival in the UK. There will be an opportunity during
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the IW for this process to take place. Students should be advised to contact the
International Office for further information.
Disabled students
36. Disabled students will have been given the opportunity to declare their disability
(this includes physical disabilities, specific learning difficulties and mental health
difficulties) during the application and admissions process. Once students have
declared a disability, Disability Services will have been informed and will have
contacted students and departments to ensure that adequate provision is put in
place prior to arrival. All students should be given the opportunity to declare a
disability during the registration process and should then be referred to Disability
Services. Students who are unsure whether they are disabled or have a specific
learning difficulty should also be referred to Disability Services. Disability Services
will be present at the Registration events and can be contacted for advice. There
is a responsibility on all University staff to encourage such disclosure. From 2013
entry all new students will be offered the opportunity to be screened prior to entry
for any indicative specific learning difficulty.
Mature students
37. Mature students who enter the University must be made aware of the existence of
the Mature Students Adviser via Student Support Services. The Mature Students
Adviser will run a dedicated session welcoming students to the University. It is
recommended that all mature students attend this event. Mature students should
also be encouraged to take part in the activities planned by the University and the
Students’ Union.
Part-time students
38. Schools/departments with part-time students must ensure that they make
provision for their students to receive all information given to other students as per
the Welcome, Orientation and Induction checklist. Departments/schools should
consider the benefit of providing extra sessions for part-time students.
APL/ ‘Advanced Standing’ students
39. Students who are admitted into the Diploma or Honours stages of undergraduate
programmes or into postgraduate taught programmes through APL (sometimes
referred to as Advanced Standing) must be provided with opportunities for
welcome, orientation and induction comparable with new Certificate stage
students. It may be appropriate to designate one (or more) members of staff with
specific responsibility for supporting such students (for example HUBS designate
a specific academic support tutor for all such students within the School).
Late arrivals
40. In addition there will be provision of supplementary Welcome sessions run in
weeks two and four of semester one and week one of semester two for late
arrivals. To facilitate this process, faculties and departments are advised to inform
Student Services of students who may attend these sessions.
FEEDBACK AND REVIEW
41.
To facilitate the continuous improvement of University and school/departmental
level arrangements for welcome, orientation and induction for all students,
feedback should be sought through a range of mechanisms. This is particularly
crucial to inform planning for subsequent events and to test how well information
is communicated.
42.
Specifically, departments/schools must include on the agenda of the first meeting
of the staff/student committee(s) an item to enable discussion of students’ most
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recent experience of induction and encourage constructive comments for
improvements.
43.
The Associate Dean for Learning and Teaching must provide the Learning and
Teaching Advisory group with a report on the success of welcome activities.
ANNEXES
Annexe One - Communication Schedule/Guidelines
44. In an attempt to make communication with the student body as meaningful as
possible both prior to and upon arrival this document details what should be sent
to a student before arrival, what should be distributed in the first week of semester
and what information could be delayed.
Annexe Two - Templates for Pre-entry Communication
45. The communication with students should have a consistency in terms of design
and language used, a series of templates have been produced to allow for this to
happen.
Annexe Three - Guide for Students on Joint, With and Combined Programmes
46. This is updated annually by Learning Enhancement and Academic Practice.
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