New Staff Induction: Checklist of Essentials for ALL New Staff
This checklist contains items that are relevant to any new member of staff as part of their induction programme.
Name:
Start date:
Name of Line Manager:
Item
Details
Preemployment
information
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Agree pre-employment
information with HR team
University and
campus
orientation
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Building and campus tour
Cafes, resources and sports
facilities
Toilets & staff rooms
Car parking
Public transport between
campuses
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Take them to HR with their
documents day 1
Take them to Card Security to
get their Photo ID and car
park pass
Getting to know NTU –
services, departments and
strategy
Who Responsible
(tick box when done)
Line Manager
Line Manager or
nominated rep
Notes
This information will flag up to the new member of staff information about their
induction and probation.
All university maps can be downloaded or accessed from NTU maps online:
http://www.ntu.ac.uk/about_ntu/maps_travel/index.html
The virtual tours of the campuses are also useful – these were originally
designed for open days and are great for new staff, too.
http://www.ntu.ac.uk/about_ntu/maps_travel/vod/index.html
This link takes you to information about the Schools & Departments in NTU
http://www.ntu.ac.uk/about_ntu/schools_departments/departments/index.html
Or visit Google Earth for 3-d images of the 3 NTU campuses
Departmental
and team
orientation
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Employment
Contract,
Job Role and
the PDCR
process
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Overview of the department
(purpose, mission and
structure) and how it relates
to the rest of the university
How the department/team is
managed
Departmental cycle of
meetings and events
Overview of key standards
and principles within the
department (including
customer care, recycling)
Overview of the job role and
how it fits with the team.
Overview of their contract,
contract hours, workloads and
objectives for their
probationary period and first
year
Overview of the probationary
period and purpose
Agree dates for probation
period review meetings
Overview of the annual
personal development and
contribution review process
(PDCR)
Line Manager
Line Manager
NTU Strategic Plan
How to access the NTU calendar
For staff in professional services and essential service departments, the
HR office is Central HR based in Dryden.
For all staff in Colleges and Schools, the HR team is the College HR team.
The Line Manager (and person overall responsible for ensuring that induction is
organised and completed) varies depending on the new member of staff:
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For a new Dean – it will be the Head of College
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For a new Associate Dean – it will be the Dean
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For a new ATL – it will be the Dean or Associate Dean
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For a member of an academic team – it will be the ATL
NTU operate a probationary period for all new staff: full details of the policy,
roles and responsibilities can be found under ‘probation policy’ :
https://hrportal.ntu.ac.uk/relations_reward/policies_procedures
The probation period varies between 3 and 6 months – please check you’re
your local HR team if you are unsure of the probation period associated with
the post.
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How to access information
about the individual HR
record, including annual leave,
pay scales and pension
information, Bank holidays
and closure days
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You can access your own HR record on CHRIS
https://hrportal.ntu.ac.uk/relations_reward/how_to/check_hr_file/Pages/index.
aspx
Information on pay scales and other reward and benefits can be found on the
HR portal,
https://hrportal.ntu.ac.uk/relations_reward/rewards_benefits/Pages/index.aspx
Pensions information
https://hrportal.ntu.ac.uk/relations_reward/rewards_benefits/pension_benefits/
Pages/index.aspx
https://hrportal.ntu.ac.uk/relations_reward/rewards_benefits/time_off_work/Pa
ges/statutory_days.aspx
Extra curricula activities available to
staff
Sport and Lifestyle http://www.ntu.ac.uk/sport/index.cfm
Volunteering
http://www.ntu.ac.uk/human_resources/about_ntu/volunteering/index.html
Professional
Development
and Training
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Complete the induction
professional development and
training, and ensure
arrangements made including:
o Online Health and
Safety orientation
o Equality & Diversity
orientation
o VCs Welcome
Agree any further job-specific
professional development and
training required
Line Manager to ensure
that new starter has
place reserved on these
events
Health and Safety induction – details on website:
https://hrportal.ntu.ac.uk/health_safety/Pages/index.aspx
https://hrportal.ntu.ac.uk/health_safety/learning_programmes/online_training/
Pages/index.aspx
Equality and Dignity induction – details on website:
http://www.ntu.ac.uk/equality_diversity/
http://www.ntu.ac.uk/equality_diversity/learning_programmes/Our_courses/in
dex.html
Details of NTU equality and diversity policy:
https://www.ntu.ac.uk/intranet/ecentral/policies/equality_diversity/89417.doc
‘Welcome to NTU’ event led by CPLD and the Vice Chancellor;
‘Introduction to Academic Policy, Practice and Strategy at NTU’
further information on both events at:
http://www.ntu.ac.uk/cpld/events/index.html and search ‘events’
under the various headings of staff induction, academic practice, and
ICT
Information about training available to help you use the many different
information & computing technologies (ICT software and systems) at NTU
http://www.ntu.ac.uk/cpld/our_services/ict/index.html
Photo ID Staff
Smart Card
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Both available from any card
security site at various
New staff member
Information about card security and obtaining a smart ID card:
http://www.ntu.ac.uk/smartcard/index.html
Car Park Permit
Security
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House-keeping
procedures
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Health and
Safety
Orientation
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locations around the 3
different campuses
Building opening hours &
access to buildings out of
hours
How to contacting security
Line Manager or
nominated rep
How to order stationery,
supplies & equipment
Postal services available
Mail delivery & pick-up points
& times
How to get printing,
photocopying and scanning
Any staff shared tea and
coffee facilities
Reminder of no-smoking
policy & designated smoking
areas
How to notify any absence
from work (incl sickness)
How to get annual leave
approved
How to claim expenses on-line
How to book work-related
study leave events and travel
How to report any
maintenance repairs
How to report any faults with
computers and
telecommunications
equipment
Line Manager or
Orientation to safety routines
in the building
Emergency exits & fire alarm
points
Health and Safety
Manager/Coordinator
Security contact numbers at:
https://www.ntu.ac.uk/intranet/essential/security/index.html
Important to check your local admin team for arrangements for these items.
nominated rep
Online expenses system at:
https://www.ntu.ac.uk/intranet/essential/online_expenses/index.html
See information on IS website:
http://www.ntu.ac.uk/information_systems/help_support/index.html
Look here to find details of health and safety:
https://hrportal.ntu.ac.uk/health_safety/Pages/index.aspx
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On-line
orientation and
communications
New member of staff
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Complete the online H&S
induction programme
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How to get a computer login
username and password
Checking their contact details
are accurate on Outlook
Email system
Getting help - contacting the
IT helpdesk
Orientation to School or Dept’s
web pages and NTU website
Academic calendar
NTU events
Staffnet
Their telephone number
How to use their IP ‘phone
and set up voicemail
How to find telephone
numbers and other people’s
contact information in
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Fire alarm testing
Evacuation procedure &
assembly points
First-aider and first-aid
equipment
Local Safety procedures (eg
COSHH)
How to report an accident
How to report a hazard
Ensure any protective clothing
and equipment is ordered as
required
Workstation assessment if
required (incl display screens)
Occupational Health Service
Line Manager or
nominated rep
Details at:
https://portal.ntu.ac.uk/health_safety/learning_programmes/courses/Pages/ind
ex.aspx
Information Systems web page for further info:
http://www.ntu.ac.uk/information_systems/
User-guides for Microsoft Office 2010, Microsoft Office Communicator and
Microsoft Live Meeting can be located here:
http://www.ntu.ac.uk/information_systems/help_support/user_guides/interacti
ve_guides/index.html
Information about courses & resources available to help you use the many
different information & computing technologies (software and systems) at NTU
http://www.ntu.ac.uk/cpld/our_services/ict/index.html
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Outlook and Microsoft
Office Communicator
Using email and live meeting
Software
How to access email etc from
home (web access)
All staff have access to ‘NOW’ Learning Rooms – you can login to the NOW site
using your username and password.
Use of VLE ‘NOW’ – and how
to login
When you log on to NOW, look for the Help and Support box on the main front
page. This will take you to the NOW Community where you will find FAQs and
online guides to using NOW.
Any problems with your login or using NOW please contact e-learning helpdesk:
Email: elearninghelp@ntu.ac.uk
Phone: ext 86030
Information about training available from CPLD to help you use NOW
http://www.ntu.ac.uk/cpld/our_services/ict/Learning_technologies/index.html
Awareness of
staff policies
and what NTU
expects of, and
provides staff
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Alcohol & No-Smoking policy
Annual leave
Code of conduct
Competency framework
Computer user regulations
Data protection
Dignity at work
Expenses and benefits (incl
payment of professional fees)
Flexible working & Job Sharing
Grievance
Harassment
Health and Safety
Lone working – guidance
notes for working alone
Maternity & Paternity leave
Minimum Standards of on line
teaching and learning
provision
Line Manager of
nominated rep
An A-Z list of policies and procedures in housed on the NTU staff intranet under
e-central (each listing is linked to the policy document) :
https://www.ntu.ac.uk/intranet/ecentral/atoz/index.html
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Introductions
to colleagues
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Performance Development and
Contributions Review
Sickness reporting procedure
Trade Union membership
Immediate members of the
team
Senior manager responsible
for the team
Meeting colleagues elsewhere
associated with their work
Additional Checklists exist which can be used in conjunction with the essentials checklist
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Academic Staff
Staff with a management role
Last revised May 2011
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