Preparation before the new person arrives
These guidelines are intended to help the person responsible for inducting the new member of staff.
It is not an exhaustive list but an aide-memoire and may therefore be modified to suit the induction
needs of any new member of staff to incorporate local induction practices within the recruiting
department.
Preparation of an induction pack: paper copy or electronic
o Payroll Details Form
o Get e-mail address and user ID – see http://username.leeds.ac.uk . The IT Helpdesk
can be contacted on 0113 343 33333 or helpdesk@leeds.ac.uk
o Departmental structure chart
o Staff Guide. Found at:
http://hr.leeds.ac.uk/info/11/joining_the_university/80/joining_the_university__things_you_nee
d_to_know
This should be sent out to new appointee prior to their start date
Ensure appointee is aware of arrangements for their first day. Contact new starter to:
o Advise where, when and who to report to on their arrival on their first day
o Provide any details of their induction programme and advise them to book onto SDDU
‘Welcome’ (invitation sent out with contract letter from Central HR) Find out details of
the next SDDU Event is: http://www.sddu.leeds.ac.uk/sddu-introduction-to-theuniversity.html  ext 34167
Ensure workspace is ready:
o Organise office/furniture
o Make sure all personal and desk stationery is ordered
o Create pigeonhole
o Get keys cut
o Prepare business cards & compliments slips
o Add their name to staff lists
o Add name to web-based telephone list by contacting your Telephone Liaison Officer
http://iss.leeds.ac.uk/info/200/telephone_service/228/telephone_liaison_officers
o Assign ID numbers - photocopiers, doors, restricted areas
o Arrange appointment with Media Services for ID photograph
o Passwords for SAP, COSTA etc.
Get relevant printed documentation together:
o Telephone directory
o University Strategy Map and Values
o School/Service plan
o Relevant policies and procedures
o Other as applicable
Assign mentor/‘buddy’/probationary adviser
Allocate someone to go through the attached Induction Checklist with the new person
Send an email around so everyone is aware of a new starter, particularly reception so
they aren’t greeted with blank faces!
Induction Checklist published December 2011. Updated March 2014
1
Induction Checklist
An appropriate member of the departmental staff should supply this checklist to the new
member of staff on their first day in the department, and then work through the information
with them. It is recommended that the checklist be completed for all employees, whatever
the nature of their contract and role, making appropriate adjustments to take into account the
circumstances of individual contracts. All employees must receive the Health and Safety
Induction. The completed list should be filed in the individual’s departmental records.
Aspect
Date
Covered
1.
Introduction to department
a) Welcome to the Department
b) Brief description of the department and how it fits into the University
c) Brief introduction to our University Strategy including background
information, purpose, vision, themes and explanation of how their role and
the department as a whole will be contributing to the strategy (sign-post
for more information to http://www.leeds.ac.uk/about/strategy/)
d) Brief introduction to our University values including background
information and discussion around the benefits of shared approaches to
achieving our vision (sign-post for more information to
http://strategy.leeds.ac.uk/values/
e) Explain management structure of department and who post-holder reports
to on a day to day basis
f) Introduction to other staff, explain their roles
g) Location of toilets, coffee room/kitchen, drinking water, first aid (or rest)
rooms, photocopier, pigeon hole etc
h) Provide map of University campus
2.
Documentation
a) Check receipt of signed formal contract of employment and
associated documents if appropriate
b) Complete all relevant documentation regarding payment of salary
c) Introduce to HR website – particularly terms and conditions of
employment http://hr.leeds.ac.uk/
d) Arrange for inclusion on departmental web site
3.
Security and Emergency
a) Issue keys and pin-numbers if appropriate
b) Arrange for ID card to be produced
c) Security office - telephone number for emergencies  32222
d) Reporting strange packages/people
e) Ensure cars, offices locked when left
f) Non-liability of University in insurance claims for loss of property
g) Departmental alarms, videos, secure areas
h) Departmental Critical Incident Management Plan and new person’s
emergency contact number and next of kin contact details
Induction Checklist published December 2011. Updated March 2014
2
Aspect
Date
Covered
4.
Working Arrangements
a) Starting/finishing times/hours of work
b) Lunch time cover arrangements (as appropriate)
c) Absence through sickness - action to be taken
(including recommendation of sick leave for preventing spread of
communicable or contagious conditions)
d) Overtime/shift arrangements (as appropriate)
e) Use of telephone for personal calls
5.
Pay Arrangements
a) Check that salary arrangements are understood
b) Payment during absence due to illness or injury
c) Who to contact in the event of a tax/pay/pension query
d) Take bank details to Payroll
6.
Holiday Arrangements
a) Holiday entitlements
b) Procedure for booking holidays/fitting in with others
c) Bank Holiday arrangements
7.
Meal and Social Arrangements
a) Eating regulations in the department; including preventing cross
contamination/infection (i.e. drinking/eating prohibited areas and areas
where wearing of overalls/personal protective equipment is prohibited)
b) Lunch times
c) Location of Staff Centre
http://www.leeds.ac.uk/staffcentre/
d) Location of catering outlets http://gfal.leeds.ac.uk/index.php/where-to-eat/
8.
General Welfare
a) Wellbeing support available to staff, including Employee Advice Line,
counselling services, social, leisure and sports facilities and chaplaincy
http://www.wellbeing.leeds.ac.uk/for-staff/
b) Additional staff benefits
http://hr.leeds.ac.uk/info/9/benefits_and_discounts/109/benefits_and_disc
ounts
c) Registration of vehicle/parking disc/parking regulations
d) Information about trade unions (UCU/UNISON/Unite)
e) Who to approach in the event of grievance or harassment
f) For disabled staff: (i) inform of Faculty Equality and Diversity Officers, who
are able to provide further information, support and guidance regarding
their disability, (ii) make staff aware that funding is available for disability
related adjustments. Applications should be made within six weeks of
commencement of employment. Visit http://www.equality.leeds.ac.uk/forstaff/support-and-facilities-for-staff/support/
g) Smoking regulations in the Department
h) Regulations concerning alcohol
Induction Checklist published December 2011. Updated March 2014
3
Aspect
Date
Covered
9.
Computing and Library
a) E-mail and internet usage
b) IT security http://it.leeds.ac.uk/info/127/information_security_your_role
c) Online IT induction http://iss.leeds.ac.uk/filestore/training/Staff2014/
d) Using the Library http://library.leeds.ac.uk/use-the-library
10.
Own Job
a) Explain duties/go through job description
b) Explain probation procedures and agree probation plan
c) Introduction to the Staff Review & Development Scheme including how it
works and the link to further information:
http://hr.leeds.ac.uk/info/28/performance_and_development/172/staff_dev
elopment
d) Explanation of departmental, school or service objectives including
relevant key performance indicators
e) Team meetings schedule
f) Give information and contact names and numbers of appropriate staff
outside department e.g. RIS, IT, HR, SDDU etc
g) Notify staff of relevant systems e.g. Publications Database for Academic
staff, SAP and arrange training if necessary.
h) Arrange copy of internal telephone directory
11.
Professional Practice
11a
Training and Development
a) Book on Introductory Programme for New Staff
http://www.sddu.leeds.ac.uk/sddu-introduction-to-the-university.html
Introduce to any departmental training and development contact
b) Check whether individual has any immediate staff development needs
c) Introduce to SDDU website http://www.sddu.leeds.ac.uk including new
staff webpages http://www.sddu.leeds.ac.uk/sddu-new-staff.html
d) Introduce to the LOGIK and Staff Centre
http://www.leeds.ac.uk/staffcentre/
e) Introduce (as appropriate) to other websites
http://www.leeds.ac.uk/forstaff/
f) Arrange for new member to meet relevant staff in other
sections/departments
Leadership and Management
The following is relevant if the staff member is responsible for leading and
managing people:Recommend participation in the Leading and Managing
strand of the Introductory Programme
a) Review Leadership and management standard
http://www.sddu.leeds.ac.uk/sddu-university-of-leeds-leadership-andmanagement-standard.html
b) Review People Management Practices suite of courses - see
http://www.sddu.leeds.ac.uk/sddu-management-know-howprogramme.html
11b
Induction Checklist published December 2011. Updated March 2014
4
Aspect
Date
Covered
11c
Financial Procedures
a) All staff must be aware of the University’s financial and purchasing
regulations and procedures and the need to comply with them. The
regulations and procedures are on the University’s website at
http://www.leeds.ac.uk/finance/policies/index.htm
http://purchasing.leeds.ac.uk/info/5/purchasing_guidance
b) Introduce to departmental finance administrator and arrange for that
person to introduce new member to departmental financial and
purchasing regulations and procedures and to train him/her as appropriate
11d
Other Areas of Professional Practice
In addition to Health and Safety and Financial Procedures the line manager
as appropriate to make inductee aware of University policy on:
a) Copyright, http://library.leeds.ac.uk/copyright-basics
b) Data protection,
http://www.leeds.ac.uk/secretariat/data_protection_code_of_practice.html
c) Equality and diversity, http://www.equality.leeds.ac.uk/university-policies/
d) Intellectual property and its protection,
http://www.leeds.ac.uk/secretariat/documents/ipr_policy.pdf
e) Freedom of Information Act 2000,
http://www.leeds.ac.uk/info/30317/freedom_of_information
f) University of Leeds policies relating to research
http://ris.leeds.ac.uk/ris/info/73/additional_useful_information
g) Learning and teaching policies and procedures
http://www.leeds.ac.uk/aqst/policyprocedures/
h) The Partnership http://partnership.leeds.ac.uk/
12
Athena Swan
a) All staff should be aware of the University’s commitment to the Athena
Swan initiative and that it currently holds the Bronze award.
http://www.leeds.ac.uk/info/20025/university_jobs/1955/athena_swan
b) Make female staff aware of the WISET network and First Tuesday
Club. http://lists.leeds.ac.uk/mailman/listinfo/women_in_set
The actual and virtual networks are open to any women who aspire to a
career in SET, including academic, research and technical staff and
postgraduate students.
13
Sustainability
a) All staff must be made aware of the University’s Environmental Policy.
b) All staff must be made aware of the University’s Carbon Management
Plan and associated targets. Explain that this is a high priority for the
University.
c) All staff are made aware of ways to be involved in any relevant behaviour
change schemes. And how they can become an Environmental
Coordinator and take part in Green Impact.
d) Explain that non essential equipment must be turned off at the end of the
day. (Note: Unless equipment is required for research or health and
safety reasons)
e) Before any items are purchased or disposed of, individuals should first
Induction Checklist published December 2011. Updated March 2014
5
Aspect
14a
14b
Date
Covered
consult the Reuse@Leeds website http://reuse.leeds.ac.uk/
f) Show individuals where local recycling facilities are and what can be
recycled at the University. Further information is available at:
http://www.leeds.ac.uk/sustainability/recycling.html
g) Explain that waste electrical items and batteries must be disposed of
through cleaning services (or Health and Safety for lithium, cadmium,
mercury, lead acid, or rechargeable batteries) and not thrown out into
general waste.
h) All staff are to be given a copy of the University Travel Guide and made
aware of sustainable travel options to the University, and the range of
benefits available through Travel+
Further information on sustainability and University initiatives is available at:
http://www.leeds.ac.uk/sustainability/
Health and Safety First Day Requirements
Health and Safety First Week Requirements
To be completed by the new member of staff
Except for the subjects deleted from the list I agree that I have received information,
guidance and instruction as outlined on this checklist.
Signed:
................................................................ Date: ..............................................
To be completed by the person carrying out the induction
The above member of staff has received induction training as indicated on this checklist.
Signed:
................................................................. Date:..............................................
Induction Checklist published December 2011. Updated March 2014
6
Health and Safety @ Leeds
(Complete this checklist on the First Day prior to issuing keys, fobs,
swipe cards, ID badge etc.)
Fire Safety / Emergency Evacuation
http://www.leeds.ac.uk/safety/fire /index.htm
Show new starter a Fire Instruction Notice pointing out the following:
a) Action to take on hearing the evacuation alarm
 Explain what the alarm sounds like; bell, siren etc. (clarify if any other alarms might be
heard in the area)
 Show them their evacuation route and any alternative route(s)
 Show them their assembly point
 Explain they are not to use lifts during an evacuation
 Explain how the “all clear” is communicated - to allow re-entry
b) Action to take on discovering a fire
 Show them where alarm call points are and how to sound the alarm
 Explain how to confirm the fire with Security ( 32222)
 Explain they are not to take personal risks regarding fire fighting
 Show them the location of fire fighting equipment
c) Explain the “Personal Responsibilities of Staff” section of the Fire Instruction Notice
d) Explain that the University’s smoking policy prohibits smoking in all University workplaces
http://hr.leeds.ac.uk/info/34/support_and_wellbeing/37/smoking
e) Provide information on Fire Wardens (e.g. see Health and Safety notice board) and
introduce them to the area Fire Warden
f) Consider whether a Personal Emergency Evacuation Plan (PEEP) or any changes to the
alarm system (e.g. flashing light instead of sirens) are required for the individual.
Not Required / Required (please see area Fire Warden)
First Aid
http://www.leeds.ac.uk/safety/first_aid/index.htm
g) Show them the location of the first aid point and first aid boxes
h) Provide information on First Aiders (e.g. see Health and Safety notice board) and
introduce them to the area First Aider
i) Explain how to obtain emergency assistance via Security ( 32222)
Lone Working
http://www.leeds.ac.uk/safety/lone_working/index.htm
j) Explain that lone working is subject to risk assessment
k) Explain the procedures for accessing lone working
To be completed by the new member of staff
Except for the subjects deleted from the list I agree that I have received information, guidance and
instruction as outlined on this checklist.
Signed:
................................................................ Date:
..............................................
To be completed by the person carrying out the induction
The above member of staff has received induction training as indicated on this checklist.
Signed:
................................................................. Date:..............................................
Induction Checklist published December 2011. Updated March 2014
7
Health and Safety @ Leeds - First Week
New starter to watch the essential online Health and Safety Induction training video
(15 minutes) at http://www.leeds.ac.uk/safety/training/training_video.htm
Health and Safety responsibilities and arrangements
Please also see University Health and Safety Policy http://www.leeds.ac.uk/safety/policy.htm
a) Management of health and safety within the University; including duties of staff with
responsibilities for students
b) Management of health and safety locally and employee’s own health and safety
responsibilities
c) Fire Safety / Emergency Evacuation
New starter to complete the essential online Fire Safety e-learning training package (3x5
minutes modules) at http://www.leeds.ac.uk/safety/e-learning.htm
Accident and Near Miss Reporting
An accident is an unplanned event that causes injury/ill health to people, damage to property or a combination
of both.
A near miss is an unplanned event that does not cause injury, ill health or damage but could do so.
http://www.leeds.ac.uk/safety/accidents/index.htm
d) Procedures for reporting Accidents and Near Misses; including by those staff who have
responsibility for students
Staff should report all accidents and near misses to their line manager, without delay, for recording in the online
reporting system – Sentinel https://www.vantage-sentinel.com/LeedsUni/.
Hazard Reporting
e) Procedures for reporting Hazards
Staff should report any concerns they may have about health and safety to their line manager, without delay.
(e.g. unsafe or unhealthy working conditions, suspected faults in buildings, building fabric, or in any equipment)
Occupational Health Service
http://www.leeds.ac.uk/occupationalhealth/
http://www. wellbeing.leeds.ac.uk/for-staff/occupational-health.htm
f) Role of Occupational Health Service and accessing the Occupational Health Service
Out of Hours Working
g) Discuss their personal safety when working outside normal hours; including defining this
time period. Explain local area out of hours security, access and egress procedures.
Risk Assessments
h) General Activity/Task/Job/Location Risk assessments
http://www.leeds.ac.uk/safety/risk/index.htm
i) Specific/Special Risk assessments
 Display Screen Equipment (DSE)
http://www.leeds.ac.uk/safety /dse/index.htm (Includes on-line e-learning training package

[3x5 minutes modules] and personal risk assessment)
Manual Handling
http://www.leeds.ac.uk/safety/ handling/index.htm
http://www.leeds.ac.uk/safety/e-learning.htm (3x5 minutes modules)

Lone Working
http://www.leeds.ac.uk/safety/lone_working /index.htm

Working with Hazardous Materials
Induction Checklist published December 2011. Updated March 2014
8
o Control of Substances Hazardous to Health (COSHH)
http://www.leeds.ac.uk/safety/hazardous_substances/index.htm
o Biological and Genetic Modification
http://www.leeds.ac.uk/safety/biological_safety/bio_safety_index_faculty.htm
http://www.leeds.ac.uk/safety/biological_safety/bio_safety_index_services.htm


o Ionising and Non-Ionising Radiations
Off Site activities
o Field Work Activities http://www.leeds.ac.uk/safety/fieldwork/index.htm
o Student Placements http://www.leeds.ac.uk/safety/placements/intro.htm
o Student Study Abroad http://www.leeds.ac.uk/safety/study%20abroad/index.htm
New or Expectant Mothers (Pregnant workers)
http://www.leeds.ac.uk/safety/handling/documents/appendix/pregwrkr.pdf

Young Persons (under 18s)
http://hr.leeds.ac.uk/info/35/visitors_consultancy_and_agency_workers/188/work_experience
j) Electrical safety
http://www.leeds.ac.uk/safety/electrical/index.htm
Health & Safety Contacts
k) Identify (& introduce where appropriate) local health and safety contacts, inc. outline of
duties and responsibilities e.g. Health and Safety Coordinator
http://www.leeds.ac.uk/safety/local.htm
l) Identify (& introduce where appropriate) the Faculty/Service Health and Safety Managers,
inc. outline of duties and responsibilities
http://www.leeds.ac.uk/safety/contacts/contacts_hsm.htm
m) Identify (& introduce where appropriate) local Trade Union Health and Safety
Representative, inc. outline of duties and responsibilities
http://hr.leeds.ac.uk/info/11/joining_the_university/80/joining_the_university__things_you_need_to
_know/2
Health & Safety Committees
n) Explain the functions of the University, Faculty/Service and School health and safety
committees http://www.leeds.ac.uk/safety/committee_statement/intro.htm
Health and Safety Training
o) Arrange for completion of any additional local induction procedures relevant to the area,
e.g. laboratory or workshop related activities
p) Introduction to the core Health and Safety Protocols via the Health and Safety Services
website http://www.leeds.ac.uk/safety /topics.htm and to Health and Safety information on
Faculty/Service/School Health and Safety websites or notice boards
q) Identify any additional Health and Safety training needs or speak to the
Faculty/Service Health and Safety Manager
To be completed by the new member of staff
Except for the subjects deleted from the list I agree that I have received information, guidance and instruction as
outlined on this checklist.
Signed: ................................................................ Date:
..............................................
To be completed by the person carrying out the induction
The above member of staff has received induction training as indicated on this checklist.
Signed: ................................................................. Date:..............................................
Induction Checklist published December 2011. Updated March 2014
9