Supervisor Guide to Induction

Benefits of Effective Induction
The Induction Process
Your Responsibilities
Assigning a Mentor
Work Area Orientation
Probation Reviews
Adequate Record Keeping
Inductions for Temporary Casual and Sessional Staff
Supervisor Toolkit

Benefits of Effective Induction

For the new employee:

  • Feel welcome and part of the organisation
  • Feel positive about the University and the local workplace
  • Gain information about the University and their role and responsibilities
  • Gives employees an opportunity to discuss and set career development goals for themselves and the unit.
For the University:

  • New employees understand the shared culture and values of the University
  • Reduces staff turnover, and thus reduces the cost of replacing employees that leave
  • Reduces the amount of time it takes for a new employee to become effective in their role
  • Aligns individual development goals and their job role with the strategic direction of the University.

The Induction Process

You may need to adapt the induction process dependant on the role, for example temporary, casual or sessional staff members, or staff with special requirements or no computer access. Certain Supervisor responsibilities may be delegated to an appropriate delegate. There may also be certain HR responsibilities that may be carried out by other units, for example the School Office in the case of Sessional Staff.

 
 
 
Before Arrival
Supervisor Responsibility
HR Responsibility
  • Prepares for new starter arrival using pre-arrival checklist.
  • Schedules meetings and activities for new starters first week (i.e. job shadowing; morning tea; orientation tours)
  • Completes recruitment and selection   process
  • Sends employment Offer Letter to preferred candidate
 
 
New Starter Self Led
Supervisor Responsibility
HR Responsibility
 
Starting Essentials
  • Begins to orient themselves to UNSW including the use of the UNSW Online Orientation resource
  • Collects ID / passes / uniform
  • Welcomes new starter and provides brief unit orientation.
  • Holds Welcome meeting with new starter & completes important forms.
  • Reminds new starter on UNSW Online Orientation website
  • Provide campus map
  • Ensures Employee is on NSS
 
 
New Starter Self Led
Supervisor Responsibility
HR Responsibility
 
Settling In
  • Continues to access UNSW Online Orientation - essentials information has been read and completed and returns Employee Acknowledgement Form.
  • Undertakes job shadowing
  • Attends Welcome to UNSW
  • Provides detailed induction to unit
  • Conducts a one to one discussion with new starter about job role.
  • Supports new employee
  • WHS Induction checklist completed
  • Documented WHS training plan for the employee which identifies any WHS training needs for each employee
  • Provides ongoing support to new starter and supervisor.       
 
 
New Starter Self Led
Supervisor Responsibility
HR Responsibility
 
Ongoing
  • Continues to build skills and knowledge to meet all performance standards.
  • Attends mandatory training courses including WHS awareness.
  • Completes Probation reviews
  • Provides ongoing support for new employee's development
  • Confirms WHS courses have been attended.
  • Provides ongoing support to new starter and supervisor.

Your Responsibilities

Confirming your own knowledge & understanding

Although your new employee will be initially gaining information regarding policies and procedures via the UNSW Online Orientation, they may have a number of questions about them which they wish to discuss further with you. It is your responsibility to ensure that the employee understands the policies and procedures and so you must be confident to be able to explain them yourself.

Activities

You may not know all the answers in regards to induction and orientation, your HR consultant is available for coaching and advice.

Assigning a Mentor

Mentor Responsibilities

A mentor does not normally take the role of the supervisor in the induction process, but instead has the following functions:

  • Be an information source on policies, procedures, work rules, norms etc.
  • Help socialise the new employee and provide introductions
  • Train - where appropriate
  • Be a lunch companion
  • Be a tour guide
  • Provide feedback and encouragement
  • Identify useful resources

Selecting a Mentor
(Adapted from Barbazette, 2001)

A mentor should ideally be/possess the following:

  • Have been at UNSW for more than a year
  • Is compatible with the new employee
  • Is given time to be accessible to the new employee
  • Has some knowledge or skills of the new employees position
  • Is a peer of the new employee
  • Has patience and good communication and interpersonal skills
  • Actually wants to be a buddy
  • Is a positive role model
  • Has been selected in advance and trained in 'buddy' responsibilities

Work Area Orientation

The first day orientation will help the new employee to settle into their immediate work area. This activity can be completed yourself, the new starters buddy or delegated to another appropriate person.

The orientation should provide information about the following:

  • Personal work area, toilets, lunch room, lockers
  • Building opening & closing procedures
  • Stationary or supplies store
  • Ingoing/outgoing mail procedures.
  • Location of equipment & operation
  • How to log on to the computer & access the online induction website.
  • Give details of Key contacts - WHS officer / Fire Warden/ First Aid officer details / Security emergency number / IT service desk number
  • First Aid information & location of first aid kits.
  • Emergency Evacuation procedures
  • Meet colleagues
  • Protocol for answering the telephone
Detailed Induction to Work Area

There is a lot to learn about the organisational unit and it's work practices. This again can be carried out by yourself, the new starters mentor or delegated to another appropriate person. Your discussion should include information about the following:

  • Organisational chart for Faculty/Division
  • Explain the business of the Faculty/Division
  • Explain the goals and priorities for the Faculty/Division
  • Explain how the unit interacts with the rest of the university community & UNSW strategic plan.
  • What are the regular meetings that should be attended & when are they?
  • Explain how to access important resources
  • Explain local policies for area - taking leave, flexi-time, culture (birthdays, regular social activities etc)
  • If the employee will be provided with a purchase card, what are the rules on its use & what can be charged?
  • Absence procedures

This must also include the completion of the OHS checklist which requires you to give details about the WHS policies and procedures.

One to one meeting about employees job role and performance expectations

You should have a detailed discussion that includes the following:

  • Discuss employee's job role and objectives
  • How does this position relate to others in the unit?
  • Agree individual objectives
  • Explain probation process and diarise review dates
  • Discuss essential and necessary training required(i.e. NSS, WHS Awareness, FULT, supervisor training , etc) and
  • document in a training plan.

Probation Reviews

During their probationary period at UNSW, your new employee will require your support to help them build their knowledge and skills to help them perform effectively in their role. One important part of this is completing probation reviews.

When and how often they are completed will depend on the role your new staff member will be performing. Typically, if you have a new academic staff member, they should have a minimum of two probation reviews during their first year. For a general staff member, a review should be undertaken in months 1, 2 and 3 of their employment.

In these reviews can be discussed:

  • Success & development areas observed with specific assignments undertaken
  • Review of objectives
  • Progress with general induction
  • The employees progress with their personal development

Appropriate documentation of these discussions must be maintained and stored. A Probation Report Form is available to do this.

Adequate Record Keeping

It is important for you to develop good record keeping practices and has the following benefits:

  • Meeting legislative and regulatory requirements;
  • Protection of the rights of members of the University and the interests of the University;
  • Protection and support for the University when involved in litigation, including the better management of risks associated with the existence or lack of evidence in University activity;
  • Support for consistency, continuity and productivity in management and administration;
  • Documentation of activities, development and achievements
Where to record information:

Follow the links for further information on UNSW Record Keeping Policy, UNSW@ADFA record keeping policy and Electronic Record Keeping Policy or visit the Records and Archives Office Website.

Inductions for Temporary Casual and Sessional Staff

A supervisor's responsibility to provide a structured induction program does not discriminate between the different types of employees that an organisation has.   This section is designed to give you tips on how to induct this special group of staff so that they 'hit the ground running'.
 
Fast Track Induction for Temporary, Casual and Sessional Staff
 
Policy and Procedure
 
Identify and discuss essential operating policies and who to ask for help. Include:
  • Emergency evacuation procedures and First aid information explained
  • WHS information explained
  • Employee reads key policies and procedures via the online induction programme including: UNSW Australia Code of Conduct, Grievance and Harassment information; Conflict of interest Policy; Intellectual Property, WHS Policy
Work Area Orientation
  • Introduce staff member to the person they report to on a day to day basis and immediate co workers
  • Give brief description of the work area and provide a quick tour of the immediate location
  • Explanation of telephone protocol
  • Location of key equipment and operation
  • Identify times for lunch and other breaks (including start and finishing time)
Job performance
  • List of duties given
  • Responsibilities and objectives of role explained
  • Deadlines set (if applicable)
  • Provide initial coaching on the job (allow some time for supervised practice prior to leaving the staff member or temp to get on with the job if necessary)
Sessional staff
  • Refer staff member to additional Academic policies and procedures relating to their work.
  • Refer to the Sessional Teaching Staff Strategic Action Plan which contains a checklist for sessional staff
  • Discuss relevant workplace training for sessional staff
Record Keeping
 
Complete the Casual, Temporary and Sessional Staff Orientation checklist to record the induction process.

Supervisor Toolkit

Advice and Assistance - Where to go if you require any advice or assistance on legislation, policies and procedures.

ISSUE
CONTACT
Code of Conduct/HR Matters
Human Resources
9385 2711
UNSW@ADFA HR Office
6268 8707
Commercial Activities
New South Innovations
9385 5555
 
New South Global
9385 3666
Research Office
9385 7258
 
UNSW@ADFA Research Office
 
Legal Office
9385 3666
 
UNSW@ADFA Business Services
6268 8288
Copyright
Copyright Officer
9385 2860
Education Services for
Overseas Students (ESOS) Act
ESOS Management Unit
9385 3065
Equity and Diversity and
Grievance Procedures
Human Resources
9385 2736
UNSW@ADFA Equity Office
6268 8218
Legal and Compliance Advice
Legal Office
9385 2701
Work Health and Safety
Campus Life and Community Engagement
9385 1565
UNSW@ADFA OHS Office
6268 8713
People and Culture Development
Human Resources
9385 3111
UNSW@ADFA Staff Development Office
6268 6189
Paid Outside Work
 
Compliance Unit for all initial general and policy implementation related enquiries
9385 2497
 
For the online form, log in to myUNSW https://my.unsw.edu.au  (academic staff only)
Dean/Rector
Head of School
Division DVC (Academic)
Privacy
 
Privacy Officer
9385 2860

Further Training Opportunities - In order to help you design an effective induction program, training is available in a wide range of policy and skill areas.

Contact Organisation and Staff Development Services for more information.