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Supervisor's guide to induction

A new employee's view of the University, their immediate work unit and their role is strongly influenced by early impressions. A well planned induction helps make those first impressions positive and helps the employee settle comfortably and quickly into their new role.

As a supervisor, you are responsible for ensuring new employees in your team are inducted to Southern Cross University. This does not mean you have to provide all of the information yourself but you will need to manage the process to ensure all steps are completed.

The following resources have been prepared to help you develop an effective work unit induction program. Adapt the resources where necessary to meet the needs of your work unit and your new employees.

I encourage you to seek suggestions and feedback from your employees about their induction experience so, through a process of continuous improvement, your employees receive the best possible introduction to the Univesity.

Sharon Farquhar
Director, Human Resources

Before Arrival || Day 1 || Week 1 || 1st Month

Before arrival

Regardless of the nature or length of your new employee's contract, it is important to invest time and thought into planning for their arrival. Consider what the new employee needs to know and avoid overloading them with information, particularly on their first day.

Things to do before your new employee arrives:

Make sure everything is ready, their work area is tidy, equipment is in working order and, where required, the following resources are available:

  • Computer (with appropriate applications installed);
  • Telephone;
  • Office supplies;
  • Organisational chart, phone list etc; and
  • Email distribution lists (where appropriate).
  • Inform work unit colleagues of the new employee's details and date of arrival and ask their assistance in helping the new employee settle in;
  • Contact the employee and arrange a time and place for them to report to on their first day. If you cannot meet them on their first day, arrange for someone else to do so.
  • Inform them of parking options and remind them about what they need to bring with them on their first day as specified in their letter of offer or contract of employment.);
  • Consider nominating a mentor;
  • Arrange a social event such as a morning tea to welcome the new employee and introduce them to their colleagues;
  • Schedule any job-specific and systems training required (include details on their induction checklist;
  • Create a list of key people and schedule meetings if necessary; and
  • Prepare an induction checklist. Use the 'Induction checklist template' [doc] to develop a checklist that reflects both the work unit and new employee's requirements (the checklist can be used at the end of the induction process to ensure all topics have been covered.

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Day 1

Greet the new employee personally at the arranged time or nominate a colleague to do so. If you cannot be there to meet them, arrange a meeting later in the day to familiarise the new employee with their new role and your expectations.

Things to do on the employee's first day:

  • Explain the induction process and provide the employee with their Induction Checklist;
  • Inform the employee of who they should see if they have questions;
  • Ask them to work through the Day 1 component of the Corporate Induction on their first day and remind them the remainder needs to be completed during their first week;
  • If the employee is required to work at the Gold Coast campus, explain the need to complete the compulsory Emergency Evacuation Training as part of the induction.
  • Complete the Work Unit WHS checklist [pdf] and, if required, the Specific WHS requirements template [doc] should be completed;
  • Forward any outstanding documentation, including the employee's completed Corporate Induction - Certificate of Completion (completed as part of their online induction in Blackboard) & the Work Unit WHS checklist to HR Services to initiate their records and payroll information;
  • Introduce their mentor, if appropriate, or refer the employee to the mentoring program;
  • Arrange a tour of the employee's immediate work area, introducing them to the colleagues they will be working with;
  • Encourage a sense of belonging to the work group at a welcome morning tea or other social event;
  • Explain the job:
  • Discuss the scope and duties of the job (use the position description for professional employees);
  • Cover the duties briefly at first, introducing and explaining each major task in more detail progressively over the first week, to avoid information overload;
  • Check the staff member's understanding of their duties, ask for questions and/or feedback;
  • For casual employees, ensure the employee knows how to claim payment for work they have completed and are aware that claim forms are to be submitted at the end of each pay cycle.

It is your responsibility to create a realistic impression of the job and clearly explain your expectations concerning performance standards and work practices.

  • Arrange access and training for SCU systems such as Email, Concur, T1-Financials, Student One, Aurion, Elluminate and Blackboard;
  • Arrange a tour of relevant offices, lecture theatres, computer laboratories, staff rooms, toilets and other immediate work area facilities. Provide a campus map and suggest the employee explore the campus;
  • During Day 1 check to see how they are settling in; and
  • Arrange to meet the new employee at the end of the day to review their reactions to the first day and to answer any questions which may have arisen.

Remember: Aspects of the induction process may be provided by other colleagues or administrative staff. However, as a supervisor, it is your responsibility to manage this process to ensure your new employees receive the information and support they need.

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Week 1

During the new employee's first week, maintain regular contact with them to help them settle in. Use this contact to discuss any questions that may arise.

Things to do during the employee's first week:

  • Arrange for the new employee to meet with the work unit's admin staff to explain the work unit's processes, local computer and email systems, telephone and mail systems, how to go about ordering supplies, business cards (if appropriate), how to use the photocopier and other equipment;
  • Discuss Photo ID, keys and access requirements;
  • Explain work unit practices, expectations and culture;
  • Explain the roles of key staff (Head and Deputy Head of the Work Unit, Course Coordinator, Managers etc) in the work unit and their financial, HR and other delegations;
  • The major tasks of their position and priority projects;
  • Performance and behavioural expectations;
  • Legal, ethical and compliance requirements, including their Code of conduct obligations;
  • Information available on the University's website that is relevant to the employee's role and employment (eg student processes including grade submission, academic board, research guidelines, financial and HR policies and procedures;
  • How the person's role fits into the team's plans, the work unit's overall activities and the University's vision and goals;
  • Other University resources and services that may be relevant to the work being completed by the employee, such as the University Library and the Centre for Teaching and Learning;
  • Explain HR matters such as hours of work, attendance records/claim forms (if required) and access to MyHR;
  • Discuss the University's Strategic plan and values that guide the person's performance;
  • Briefly explain the performance management, development and review process, including probation (if it applies to the new employee). Outline the employee's role in the process, including their rights and obligations;
  • Review and give feedback on the employee's performance to date and, if appropriate, identify any scheduled training requirements; and
  • Ensure they have completed the remaining part of their of their Corporate induction, including EO Online.

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1st Month

Maintaining regular contact and discussing work performance during an employee's first few months enables you to manage their performance by:

  • Giving constructive feedback, including praise and encouragement, on the employee's strengths and weaknesses;
  • Inviting suggestions for continuous improvement within the work unit; and
  • Identifying and clarifying performance matters.

Things to do during the employee's month:

  • Maintain contact and review the employee's progress regularly;
  • Follow up uncompleted tasks;
  • Monitor progress and provide feedback on any agreed outcomes or probationary conditions. Check their progress towards completing any compulsory training requirements;
  • Conduct a probationary review (if required);
  • Arrange meetings with key staff from other units;
  • Discuss key issues;
  • Discuss relevant policies, procedures and delegations;
  • Ensure the employee has completed all aspects of the Corporate induction; and
  • Invite feedback on the employee's induction experience.