Induction Guidelines

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Last updated: 1 May 2013 Page 1 of 10

Induction Guidelines

Pre-employment to Week 8

Staff member's name:

_________________________________________________________

Staff ID:

_________________________________________________________

Line manager’s name:

_________________________________________________________

Staff ID:

_________________________________________________________

Location (school/area):

_________________________________________________________

Commencement Date:

_________________________________________________________

Induction at Curtin consists of FOUR key stages:

Stage 1:

Pre-employment induction

On acceptance of the position

Stage 2:

Work area induction

First day or as soon as possible

Stage 3:

University induction

As soon as possible

Stage 4:

Line manager follow up

After five weeks

Outcomes:



Staff will feel welcome and have sufficient familiarity with their working environment to help

them to settle into their work;



Staff will be provided with an overview of the University’s values and strategic plan so that

they understand the contribution of their role and;



The University will meet its obligations to its staff by providing appropriate information to

ensure a safe and healthy working environment is maintained.



Staff will have a good understanding of their compliance obligations;

Checklists for each stage indicate the tasks which must be completed and signed off, and by

whom. The new employee is required to confirm that the induction process has been completed.

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Stage 1: Pre-Employment Induction - On acceptance of the position

Once the preferred candidate has accepted the position all relevant documentation must be

submitted to Human Resources who will prepare further information and documentation for the

new employee.

Documentation

As part of their conditions of the employment, employees must complete and sign several

documents upon arrival at the University. These include:



Contract of Employment



Confidentiality Agreement



Employee Details Form



Certified copies of academic qualifications and photo identification.

NOTE: Until the signed contract and required documents are completed and received by Human

Resources, it is not possible to enter an employee’s details onto the human resource information

system. This is required for salary, generating a staff ID and access to University facilities such as

the Library, computer network and car parking permits.

Pre-Employment Induction Checklist

As each task is completed, please tick the check box:

Arrange the contract and mail-out

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Line manager Complete the Recommendation for Occupancy form and any required forms for access

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Line manager Send the required forms to Human Resources.

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Human resources Send contract of employment, tax declaration, access forms, staff information pack and other relevant documents to new employee.

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Human resources Advise that the line manager these documents have been sent.

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Human resources On receipt of signed contract, enter details into Alesco.

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Human resources Inform line manager (or relevant contact) that a signed contract of employment has been received and employee details have been entered into Alesco.

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Last updated: 1 May 2013 Page 3 of 10 Pre-employment induction – Responsibility of the line manager

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Contact the new employee, confirm receipt of the signed contract of employment and if possible, arrange an informal meeting to provide staff ID, and advise on arrival date and time, location of workplace and parking details. If appropriate provide the schedule for day one, week one and month one.

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Ensure all access requirements are completed, signed and forwarded to relevant parties.

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Advise all staff within the Area/School of the new employee’s name, position and start date, and ask that they make them feel welcome.

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Organise a work station including computer and telephone (where appropriate).

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Set up a ‘Work area induction’ file ready for day one. Include:



IT Helpdesk contact details



Area/School telephone list



Area/Faculty structure



Strategic, enabling and local area plans



Curtin values, Guiding Ethical Principles and Code of Conduct



List of relevant compliance obligations including policies and procedures



Conditions of Employment – Enterprise Bargaining Agreement (EBA)



Work schedule details if unable to provide earlier.

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Ensure new employee’s details are added to the workplace email and telephone list and distribute the updated list to the Faculty/Area.

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Schedule initial meeting with new employee on their first day or as soon as possible to discuss role, responsibilities and expectations, WPPR and Induction Guidelines (this document).

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Schedule appointments with relevant parties within the Faculty /School/Area and with staff the new employee will be dealing with through the working day.

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If possible, arrange handover by the current employee to the new employee during the first day or in week one.

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Schedule a welcome morning tea/meeting in week one with all staff in the work group/team.

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Nominate a peer support person/induction partner.

Please confirm completion of Stage 1 by signing and dating below:

LINE MANAGER confirmation Date

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Last updated: 12 March 2013 Page 4 of 10

Stage 2: Work Area Induction - F

irst day or as soon as possible

The first meeting between the employee and the direct line manager and/or Head of School/Work area manager should be welcoming and useful in providing an overview of key responsibilities, initial tasks and performance expectations. This aim is to welcome the new employee and assist them to settle in.

Work area induction checklist – Responsibility of the line manager

 The line manager is responsible for signing off on the following items.

 Some items may be conducted by the peer support person or another suitable team member.

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Welcome new employee, review schedule for day one and explain the induction process.

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Explain the area’s strategic objectives, structure, the new employee’s role, responsibilities,

expectations, compliance obligations and how the position relates to the work area.

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Explain Work Planning and Performance Review (WPPR) and make a time within the next two months to complete the Work Plan component: http://hr.curtin.edu.au/wppr.cfm

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Provide work area induction file (which includes area specific information)

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Identify new employee’s training needs and ensure enrolment in relevant training courses and corporate or sessional induction. Advise new employee of the Organisational Development Unit

website, which includes information on internal and other training facilitated by specialist areas

within Curtin http://odu.curtin.edu.au/

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If the new staff member is working as a sessional academic, please ensure they complete a

Faculty/School Induction, and University Sessional Induction face to face or online, as per the Appointment of Sessional Academic Staff Procedures.

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Schedule a follow-up meeting in two months time to complete Stage Four of the Curtin staff induction.

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Schedule a meeting prior to the end of the probation period to assess the new employee’s suitability for the position.

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Introduce the peer support person/induction partner selected to assist the employee to settle in and to work colleagues within the school/ work area/unit.

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Work area tour: kitchen, toilets, equipment, offices, emergency exits and designated assembly point.

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Assist new employee to gain Staff ID card (ask Human Resources to provide a print-off of employee’s

details, proceed to Student Services with the print-off to obtain photo and ID card).

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Advise how to use office equipment and procedure for room booking (internal to the work area and Room Bookings http://roombookings.curtin.edu.au/)

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Direct new employees who would like to activate a Curtin staff email to Staff Oasis: https://portal.curtin.edu.au/http://sm-portal.curtin.edu.au:8080/portal/dt

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Ensure Building Access has been arranged. Allocate building keys and advise of other relevant information such as how to use the security system within the building.

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Demonstrate Employee Kiosk – how to view payslip, book leave etc.

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To access the Curtin acronyms site visit http://uim.curtin.edu.au/tools/acronyms.cfm Please confirm completion of Stage 2 by signing and dating below:

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Stage 3:

University Induction

- As soon as possible after commencement

This section addresses broader knowledge of the University and how to work within it. As each task is completed, please tick the check box.

University Induction checklist – responsibility of the line manager and new employee



The line manager must sign off but the peer support person may assist.



The new employee is responsible for engaging with and signing off on these activities.

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Ensure the new employee is advised of the requirement to register for:

Corporate induction – for all new and continuing fixed term staff. Register via Employee Kiosk http://empkiosk.curtin.edu.au/index.cfm or

Sessional induction - for sessional academic staff new to Curtin. Register via Seminars Booking

System http://seminars.curtin.edu.au/index.cfm?theme=80

Sessional staff members not yet allocated a staff ID, can still register by entering their surname when asked to enter their staff ID code. If sessional staff are unable to attend the face to face Sessional Induction at the Bentley campus, they are required to complete the online sessional induction and quiz: http://odu.curtin.edu.au/sessional_induction_online.cfm

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Ensure the new employee is aware of the Code of Conduct and the Professional Standards and

Conduct Unit on 1800 907 998. Please direct them to the following for further essential information: http://complaints.curtin.edu.au/index.cfm

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Policies, procedures and legislation

As a legislative requirement, all Curtin staff are required to complete the following essential online training courses:

 Information Management  Health and Safety Induction  Equal Opportunity

 Code of Conduct.

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Essential training courses are provided online to inform employees about what they need to do to comply with key policies, procedures and legislation. Successful completion is recorded in the staff database. To access these training courses new employees will need to have a Curtin user name and password and log in to Blackboard using the following link:

http://lms.curtin.edu.au/webapps/portal/frameset.jsp

If new employees have difficulty logging into or accessing the courses, direct them to the CITS

Helpdesk on x9000. For issues relating to Blackboard new employees are to contact the LMS Support Team through the Web Form http://cel.curtin.edu.au/global/contactus/lmssupport.cfm.

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Ensure the new employee is aware of relevant legal requirements and Curtin policies or procedures that apply to their job and their relationships with colleagues or students. Legal & Compliance Services have developed some handy compliance resources for staff and these are available at

https://policies.curtin.edu.au/compliance/complianceresources.cfm

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Ensure new employee is aware of the Compliance Policy and Procedures:

http://policies.curtin.edu.au/home/ University Induction Checklist – Continued

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Direct new employees to the Register of Legal Compliance and Procedures Obligations at:

http://policies.curtin.edu.au/compliance/ for key items of relevant legislation.

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Ensure senior managers with responsibility for the financial affairs of the University are made aware of the Best Practice Financial Management Policy and Annual (Internal Controls) Certification process. The policy states that Curtin staff must ensure that all financial transactions are properly recorded and must take responsibility for the appropriate use of University funds, which are only to be used for University business purposes. Further to the policy, Senior Managers are required to sign off at the end of each year on a range of management, administrative and financial controls in respect of their areas by completing a certification statement and control self-assessment survey. For more information on Curtin’s Annual Certification process please direct staff to the Internal Audit website at: http://internalaudit.curtin.edu.au/annual_certification.cfm

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Information Management and Communication Technology

Provide new employee with information on Alesco, Blackboard, Employee Kiosk, Finance One, FLOW, ICT support, Internet, Intranet, J drive, Oasis, Student One.

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Ensure new employee is aware of ICT appropriate use guidelines and Information Security:

https://cits.curtin.edu.au/staff/index.cfm

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Ensure the new employee is aware of where to locate information about the University:

http://about.curtin.edu.au/ and http://staff.curtin.edu.au/index.cfm

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Ensure the new employee is aware of Curtin’s Disability Access and Inclusion Plan (DAIP). DAIP outlines how to provide an accessible and inclusive environment for our students, staff and visitors

with disabilities. For more information visit http://disability.curtin.edu.au/

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Advise new employee of where to find disability information for staff:

http://unilife.curtin.edu.au/health_wellbeing/DisabilityServicesForStaff.htm

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Ensure the new employee is aware of emergency procedures:

For ALL emergencies Bentley

Shenton Park

Muresk Dial 0 000 from an internal phone Kalgoorlie

Technology Park

All other locations in Australia

or from a mobile Dial 000

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For more information on assembly points, emergency and evacuation procedures visit Security at:

http://properties.curtin.edu.au/security/emergency/

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Ensure the new employee is aware the telephone number for Security is 4444 or 9266 4444. This number is also used at Bentley for security escort for staff and students to their car or other parts of the campus.

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Ensure new employee is aware of the Campus Courtesy Bus Service which is available on Bentley campus to help staff to get to their car or campus accommodation safely

(http://properties.curtin.edu.au/parking/courtesy_bus.cfm) and of the free hail and ride CABS bus available to staff and students who live locally (http://properties.curtin.edu.au/parking/cabs.cfm)

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Last updated: 1 May 2013 Page 7 of 10 University Induction Checklist – Continued

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Ensure new employee is aware of where to find further information on Health and Safety:

http://healthandsafety.curtin.edu.au/

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Ensure new employee is aware of where to find further information on Risk Management:

http://riskmanagement.curtin.edu.au/.

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Ensure new employee is aware of Curtin Injury Management Services including relevant Injury Management and Workers Compensation at policies:

http://hr.curtin.edu.au/injury_management.cfm

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Ensure new employee is aware they are to lodge building maintenance, gardens, plumbing and electrical requests to http://properties.curtin.edu.au/services/forms/scc_form.cfm

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Ensure new employee is aware of the range of support services available to assist students and staff. They can be found here http://unilife.curtin.edu.au/

In addition the University provides an Employee Assistance Program (EAP) which is free and confidential service to staff and includes:

 personal counselling and general consultation on matters related to work  crisis and trauma counselling

 mediation, conflict resolution and group workshops  procedural/organisational advice

 information on dealing with mental health issues in the workplace

http://unilife.curtin.edu.au/health_wellbeing/counselling_services.htm

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Advise new employee if they are unsure how to assist a student they can them to the START

Wellbeing Advisors at http://studentwellbeing.curtin.edu.au/ Curtin employees may also consult with START Wellbeing Advisors before referring a student to this service.

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Ensure the new employee is aware of the on-campus medical services for Curtin staff and students (on Bentley campus): http://unilife.curtin.edu.au/health_wellbeing/health_services.htm

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Ensure the new employee is aware of Curtin Healthy Lifestyle (n/a if contract is less than 4 weeks). http://lifestyle.curtin.edu.au/

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Advise the new academic staff of other induction programs:  For staff who are involved in teaching and learning at Curtin:

http://ctl.curtin.edu.au/professional_development/

 For academic staff who are either new or soon to begin the process of supervision of higher

degree by research students: http://research.curtin.edu.au/guides/seminars/svinduction.cfm

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Arrange campus and Library tour (where applicable):

http://library.curtin.edu.au/help/index.cfm

Please confirm completion of Stage 3 by signing and dating below:

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Stage 4:

Induction follow-up –

2 months after commencement

The purpose of the follow up is to see how the employee is settling in and to raise any issues. Both the new employee’s and the line manager’s perspectives should be discussed.

Probation period

All continuing and fixed term employees are subject to a probation period which is used to assess a staff member’s suitability for the position. The line manager is responsible for monitoring the probation period. https://hr.curtin.edu.au/hr_management.cfm

Work Planning and Performance Review (WPPR)

All continuing and fixed term academic and general staff employed for more than 12 months are required to meet with their line manager to articulate goals, and review and recognise performance. The staff member is required to complete a Work Plan with their line manager within two months of

commencement of employment and meet again for review and further planning at least annually.

http://hr.curtin.edu.au/wppr.cfm

As each task is completed, please tick the check box:

Induction follow-up checklist – Responsibility of the line manager Work arrangements

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Outstanding issues

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Observations from the new employee

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Observations from the line manager

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Awareness of compliance requirements.

Work environment

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Outstanding matters and observations

Role, expectations and progress

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Follow-up from initial induction

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Probationary period update/progress

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Completion of WPPR documentation (for staff employed for more than 12 months)

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Information or needs requiring further attention

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Identify training and development needs

Feedback

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From employee

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From line manager

Evaluation

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Line manager encourages the new employee to complete the Induction Evaluation Questionnaire (on pages 9 and 10) and return to Organisational Development Unit, Building 604, Technology Park. Please confirm completion of Stage 4 by signing and dating below:

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Induction Evaluation Questionnaire

Your feedback is appreciated after completion of stages 1 to 3 of your induction. NOTE: The valuable feedback which you provide will remain anonymous and will be used solely to improve the quality of induction and training processes across Curtin.

As part of my induction to Curtin I gained an understanding of the following: Part 1

a. Curtin’s values and strategic plan:

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Strongly Agree Agree Disagree Strongly Disagree

b. The goals of my work area/school:

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c. My role within my work area/school:

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d. Key contacts within my work area/school and the broader Curtin community:

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e. IT processes, equipment and other processes and information relevant to my work role:

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f. The Code of Conduct:

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g. Compliance policies and procedures relevant to my work:

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h. The mandatory training I am required to complete as a Curtin employee:

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Part 2

Overall, I found my induction to Curtin to be beneficial:

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I have undertaken or am scheduled to attend (please tick relevant box):

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Corporate Induction (face to face session)

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Sessional Induction (face to face session)

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Online sessional induction

Please comment on the best aspects of the induction process.

Suggestions for Improvement

School/Work area: __________________________ Name (optional): ________

Please return your completed Induction Evaluation Questionnaire via internal mail to the Organisational Development Unit (ODU), Building 604, Technology Park, or via email at [email protected]