DEPARTMENT OF BIOLOGY
INDUCTION CHECKLIST FOR STAFF
Welcome to the Biology Department.
You need to complete this checklist in conjunction with your Line Manager/designate. Your
induction will include a tour of the Department and introductions to key members of staff.
On completion of your induction, this checklist, and the Health and Safety checklist, should be
signed and returned to Glenda Foster in Biology HR, Room K122 (Area 6), ideally within 4
weeks of your start date.
ACTIONS FOR DAY 1
Recruitment Paperwork
If you haven’t already done so, you will need to visit Central HR in Heslington Hall to show
them the following documents: proof of eligibility to work in the UK
 acceptance of offer form
Payroll & Pensions
If you haven’t already done so, you will need to take the following details to the Payroll and
Pensions Office, Information Centre, Market Square.
 bank details
 P45/P46
You can also find out about pension funds. Staff in Grade 6 and above are eligible for USS
membership, and other staff are eligible for the University of York’s pension fund.
IT Account
If your manager has not given you your IT username please contact biol-personnel.
New joiners should look at the IT pages on the Biology website.
Further information is available on the University IT web pages and Guidelines to the
Regulations for the use of computing facilities.
Access to the building – KABA Card
For your staff KABA Card, you will need to take photographic ID to the Information Centre,
Market Square. No appointment is necessary. You will then need to visit Biology Reception to
have access rights added.
Getting to work
Bikes: There are 3 covered bike parks outside Biology, one on the right as you face Reception,
another between L & M blocks and the third on the right as you enter A corridor from
Vanbrugh. Please make sure you always lock your bike. The Biology website has useful
information on cycling as does the University website.
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Buses: There are several regular bus services to the campus form the York area.
Cars: If you need a car parking permit you can use the link to apply online. Until you have a
permit you must use the ‘pay and display’ parking area. You may also wish to consider joining
the carshare scheme.
Staff Data
Visit the staff search facility to ensure that your details are correctly recorded. Under the
staff search boxes select ‘Click here to check your own details’. Follow the online instructions
to complete all fields. Reception will email you to confirm any changes.
ACTIONS FOR WEEK 1
Date
Completed
Health and Safety
Complete the Health & Safety Induction and return the checklist to Biology
HR
General Support & Information from your Manager
 an outline of your immediate duties and work schedule
 clarification of your job description
 timings of progress/probation and performance reviews
 team meetings and communications procedures
 first pay day / where to collect your pay slip from
 issue of photocopying codes where appropriate
Identify Initial Training Needs with Your Manager
Identification of immediate training needs
 creating a Personal Development Plan (Link to pro forma)
 consider any IT and University systems training requirements (LINK)
 look at the online Induction Material
 enrol on the University Induction Event
Working Environment
You should be shown where the following are located: drinking water
 fire exits
 photocopier
 pigeonholes and mail collection points
 toilets
 notice boards
 recycling containers
Catering facilities are located throughout the campus. Cookies is the main
source of hot and cold food in Biology. It is located between the Teaching
Labs and the student Administration corridor. Vending machines can be
found in the Atrium and outside Cookies. Staff are encouraged to use the
staffroom behind Cookies or the tables and chairs in the Atrium for breaks.
Kitchen facilities are available in the Atrium.
Please use the map to find your way around campus. An outline map of key
places in the Biology Department is also available.
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Retail outlets on Campus are located near the Market Square.
Biology Staff
Use the Introductions Checklist to identify people you need to meet during
Induction and indicate when you have done so.
A full staff list is also available on the web.
Biology Department General Information
You may also wish to look at :Graphics
Health & Safety
Horticulture
Infrastructure
IT Services
Mechanical workshop
Technology Facility
The Weekly Bulletin, which is the main means of communication in Biology. It
contains topical information and reduces the need for global emails.
HR Information
Your manager will go through the following procedures with you.
Absence
All absences should be reported to your line manager within an hour of
your usual start time. If you are unable to notify your manager you should
contact Andrea Johnson/Glenda Foster, Biology HR, on ext 8503/8525 to
report your absence. Link coming soon.
Hours of work
Your weekly hours of work are confirmed in your offer letter. You should
agree with your manager how your hours are organised and also discuss
any local arrangements.
The Department operates a system of flexitime (LINK). Support staff in
grades 1-5 use an ‘excel’ based system to record their hours and holidays.
This is helpful for staff who need to record hours, particularly part time
staff. It may also be used by staff in grade 6 and above by request
although such staff tend to have more informal approaches to managing
their hours. Any queries should be directed to Andrea Johnson on ext
8503.
Holidays
Your annual leave entitlement will be confirmed to you. For support staff,
this will be shown at the top of your excel flexisheet. Details of how to
record holidays are given in the flexi sheet user notes and will form part of
the induction.
Your line manager will confirm any local arrangements but University
guidelines on leave are available on the web.
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Employee Benefits
Shortly after joining you will receive an email from HR inviting you to logon
and select your benefits from the University Rewards Extra Scheme. As
well as core benefits which all university employees receive, employees
may also wish to take advantage of salary exchange for specific purposes,
voluntary benefits and discounted goods and services.
As part of your benefits package, the University provides an entirely
confidential counselling and employee assistance service.
You will be emailed in August/September each year inviting you to review
your benefits selection.
Trade Union Membership
You have a right to belong to a union. Unison, Unite and Universities and
Colleges Union are all recognised by the University of York.
Policies and Procedures to read
You will need to be aware of the University’s Equal Opportunities and
Diversity Policies and schemes.
Additionally you will need to complete Diversity in the Workplace, an
online learning resource.
ACTIONS FOR WEEKS 2 – 4
Date
completed
University of York Communications
My view enables you to update your address, bank account details, view
training record etc online. Your university username and password will give
you access.
For University of York internal communications look at York Extra.
A regular University of York magazine is available in hard copy or online.
In addition to informal clubs and gatherings in Biology, the University has
extensive sports and recreational facilities on campus.
The University runs sports courses for children in the school holidays
Policies and Procedures
The following links are useful sources of information.
HR Policies, Procedures and Guidelines.
Biology IT Services Policies and Documentation
Supplies and Goods Services
Stores and Purchasing Procedures
Biology Finance
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Training and Development
For details on staff development courses run on campus look at the
Professional & Organisational Development pages.
Other training opportunities, such as IT related courses, using IT related
equipment, and writing for the web and Statutory and Compliance Training
are also available.
You and your manager should also have completed a training plan from an
appropriate template in your first week.
Other
The Department and University provide a range of support services and if
you have any difficulties you can’t resolve through your manager you should
seek help. You may find one of the following links helpful.
Disability Support Office
Equality & Diversity Office
Immigration Advice Service
Religion and Beliefs
York Campus Nursery
When your induction checklist is complete, please return it to HR, Glenda Foster, Room K122
Office (Area 6), together with your completed Health & Safety checklist.
Thank you.
Name
Date
Job title
Line Manager
Date
Comments
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