Induction Policy

Intent

To ensure that all new staff have an induction into the University, which meets all University and Workplace Health and Safety requirements.

Definition

“Induction” – a process of providing information, which is relevant to a new employee during the first few weeks of work. The induction process is available to:

  • Staff new to the University;

  • Staff transferring from one location or work area to another; and

  • Any staff member who has not previously received an induction.

Induction involves:

  • A briefing with the immediate supervisor on key issues;

  • An information session with the Superannuation Manager and Workplace Health and Safety Manager;

  • And the provision of an Induction Package.

Policy and Procedures

1. Pre-Arrival Preparation

To ensure the new appointee will have a professional introduction to the University and their work area, it is important that there is adequate preparation prior to their arrival. The responsibility for this pre-arrival preparation lies with the immediate supervisor for the new appointee, and it should occur at least two weeks prior to the appointee's arrival. Note that the purchase of any new equipment and the allocation of office space will need to be approved by the relevant Head of School/Office.

Issues to be considered prior to the new appointee’s arrival include:

  • Allocation of office space;

- Purchase or allocation of office equipment including:

- Computer/printer/modem (where applicable); and

- Telephone/facsimile (where applicable).

  • Desk/chair;

  • Development of a schedule of meetings with Key Personnel appropriate to the level of the appointment;

  • Business cards (where applicable);

  • Name plate for office door; and

  • Nomination of mentor.

Note that notification of the new appointee to the Mailroom/Switchboard and allocation of an Email account occurs automatically following input of a new appointment into the Concept Human Resource Information System.

For all key appointments and senior appointments (HEWL10/Professor and above), the Recruitment Manager will publish an organisational announcement which will be distributed to 'JCU-heads, JCU-secs' as per the University's Email aliases. Announcements for personnel within the Faculty / Division are the responsibility of the relevant Faculty Executive Officer or equivalent.

1.2 Administration - Forms

On the first day of work the new employee is required to complete the on-line induction.This is available in Human Resources Office in Townsville and Cairns and in Faculty Offices.

In addition the new employee is required to complete the following:

a. Personnel and Pay Details.

  • HR11 - Commencement of Duty Form (address and contact phone numbers, bank account details, details of the person to be contacted in case of emergency);

  • HR68 - Staff Qualifications Form (for all Academic, Senior Research and Senior Administrative appointments - this information is used in the University Calendar);

  • HR283 - Authority for Change of Bank Account Details;

  • HR284 - Claim for Locality Allowance at Higher Rate (for Academics and all Research staff only);

  • HR285 - Personal Accident Form;

  • Employment Declaration Form (Australian Taxation Office).

These forms are to be returned to the Human Resources Officer (Faculty personnel) or the Recruitment Manager (Divisional personnel).

b. Superannuation Details.

  • UniSuper Booklet.

These forms are to be returned to the Superannuation Manager.

c. Workplace Health and Safety.

  • Each new employee is required to read the Workplace Health and Safety Booklet provided.

1.3 Information Sessions

In Townsville, the Superannuation Manager and Workplace Health and Safety Manager are available to conduct briefing sessions for new appointees. The Superannuation Manager and Workplace Health and Safety Manager will also visit Cairns campus on a regular basis.

1.4 Induction Package

As well as the information contained in the on-line induction, the new staff member will also receive:

  • Organisational Chart;

  • University Map/University Safety Map – Townsville or Cairns;

  • Workplace Health and Safety Booklet;

  • Application for Telephone Account Code.

Each Faculty is responsible for collating the Induction Packages for their new staff. The information above can be obtained from the Human Resources Office. Additional information, such as Faculty/School information may also be added to the pack.

1.5 Mentor

All new staff should be appointed a mentor who will assist the new employee during induction to the University. This person should be available to answer questions the new employee may have and to assist them to settle-in to the University. The mentor does not have to be the new appointee’s immediate supervisor.

Mentors need to be volunteers and their availability to act as a mentor should be discussed with their immediate supervisor prior to any arrangements being made.

1.6 Staff Induction Checklist

As part of the Induction process, the immediate supervisor is to ensure that the following topics are verbally explained to the new staff member:

  • Location of office/work area (keys and access);

  • Organisational structure of University (reporting lines, key personnel);

  • Hours of duty (lunch and other breaks);

  • Location of key amenities (library, toilets, key buildings);

  • Mail System (internal/external);

  • Location of policies and procedures (eg. leave, EEO, travel);

  • Procedure if injured at work;

  • Emergency procedures (eg. alarm system, evacuation procedures); and

  • Any special Workplace Health and Safety requirements.

Where applicable this briefing should also include:

  • Op-Time;

  • How to obtain stationery supplies;

  • How to use voice mail;

  • How to book lecture rooms, meeting rooms, audiovisual, video-conferencing etc;

  • Facilities for photocopying and printing;

  • Parking arrangements; and

  • Vehicle bookings.

A checklist to assist supervisors is contained in Annex A.

Annex A

INDUCTION CHECKLIST FOR SUPERVISORS

Pre-Arrival Checklist

  • Allocation of office space;

  • Computer;

  • Printer;

  • Telephone;

  • Facsimile;

  • Desk/chair;

  • Schedule of meetings with Key Personnel;

  • Business cards;

  • Name plate on office door;

  • Announcement of appointment within Faculty/Division;

  • Nomination of mentor;

Briefing for New Employee Upon Arrival- Checklist

  • Location of office/work area (keys and access);

  • Organisational structure of University (reporting lines, key personnel);

  • Hours of work (lunch and other breaks);

  • Location of amenities (toilets, food outlets, key buildings);

  • Mail System (internal/external);

  • Location of policies and procedures (eg. leave, EEO, travel);

  • Emergency procedures (eg. alarm system, evacuation procedures, injury at work);

  • Any special Occupation Health and Safety requirements;

  • OP-Time (HEWL 1-9 staff only);

  • Teaching Induction (Academic staff only);

  • Performance Management Program Probation;

  • Staff card;

  • How to obtain stationery supplies;

  • How to use voice mail;

  • How to book lecture rooms, meeting rooms, audiovisual, video-conferencing etc;

  • Facilities for photocopying and printing;

  • Parking arrangements; and

  • How to make vehicle bookings.

Approval Details

Policy sponsor:

Director, Human Resources Management

Approval authority:

Remuneration and Human Resources Committee

Version no:

08-1

Date for next review:

01/12/2010

Modification History

Version no.

Approval date

Implementation date

Details

08-1

13/10/2008

13/10/2008

07-1

27/07/2007

27/07/2007

Maria Edmondstone of 774staff last updated this page on 16 Aug 2012.