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Induction guidance for new staff

Before you Start: There are certain things that you must do and that we need to check before you start your new job.

Start date

Your appointment letter will normally mention your start date, including the time and where to come on your first day. If your start date isn’t confirmed, or if you’ve asked for a different date, we will contact you as soon as possible to arrange this.

Starter documentation

Please ensure you have signed and completed all new starter documents sent to you by the Personnel team and return it via email prior to your start date if possible. 

Please make sure you complete the right pension option on your starter form. If you wish to ‘opt out’ of joining the pension scheme and you haven’t selected that option on the form, you will automatically be entered into the scheme.

More information can be found via the following link: https://www.hope.ac.uk/gateway/staff/personnel/employeebenefits/occupationalpension/

Right to work in the UK

Right to work checks have been temporarily adjusted due to coronavirus (COVID-19).

As of 30 March 2020 the following temporary changes have been made:

In some cases we are able to undertake a full right to work check using the Home Office Employer Checking service system and a video call.

  • For others we will need scanned copies of documents and a conference call followed by a check of the original documents, before they undertake any work in the UK. We will contact all new starters prior to their start dates to arrange for their right to work check to be done remotely, if it wasn’t already done at Interview stage.
  • If the circumstance arises where the new starter is based overseas and cannot enter the country, please speak to your HR Manager as a priority. Additional issues will have to be considered for staff in this category.

Checks continue to be necessary and you must continue to check the prescribed documents listed in right to work checks: an employer’s guide. It remains an offence to knowingly employ anyone who does not have the right to work in the UK.

Because of COVID-19, some individuals may be unable to evidence their right to work. During this period, you must take extra care to ensure no-one is discriminated against as a job applicant or employee because they are unable to show you their documents. For more information, please see the code of practice for employers: avoiding unlawful discrimination while preventing illegal working.

Other employment checks

We need satisfactory references to confirm your appointment. If we haven't already done so, we will now contact your referees.

Your appointment may also be subject to other conditions - please check your appointment letter for details.

Need help?

Contact the Personnel Office

hr@hope.ac.uk

Tel 0151 291 3189

Orientation

When you start work at the University, what specifically takes place on your first day will vary depending on your role and the department which you join.

In broad terms it will begin your integration into a new environment with new colleagues. More specifically, the following is likely to take place on your first day:

  • you will be introduced to at least some of your new colleagues including, where appropriate, your induction colleague / buddy / mentor
  • you will be given a tour of your workplace to help you with orientation and made aware of some basic “environmental” arrangements such as toilets, lunch and break facilities, fire procedure etc.
  • you will have an opportunity to check and submit all relevant paperwork, including details relating to payroll and pensions

These are all items on the Staff Induction checklist which you and your manager should complete together during your induction period. An additional Health and Safety Induction Checklist MUST also be completed and sent to Rachel McManniman in Health and Safety.

Initial training

The job-specific induction programme your manager will have put together for you will provide an introduction to the key elements of your job, and the working arrangements, practices and objectives of your department. They may also provide you with information about the University as a whole.

You can learn more by attending the bi annual University Induction events, which aims to build upon your department induction with broader information about the University, its organisation, vision and culture.  These usually take place in January and September of each year.  The Staff Development Co-ordinator will be in touch with you regarding these events.

Mandatory training

The central induction event is compulsory. You must also complete the following online training:

  • Equality and Diversity
  • GDPR
  • Fire Awareness Training – You will be contacted by the Staff Development Co-ordinator about this training.

 The training instructions can be found via the following link: https://www.hope.ac.uk/gateway/staff/staffdevelopment/trainingresources/

 There may be other training that it is necessary for you to complete as part of your role i.e. Moodle/Zoom/Smartboard/SITS Training. It it is up to you and your manager to identify these training requirements. For any training support, please contact the Staff Development Co-ordinator.

Developmental training

You and your manager may also identify other training areas which, if not strictly required, would help you carry out your role.

Capturing these training requirements will form part of your objective setting

Objective setting

The setting of goals - and the measurement of progress towards them - is, for most staff, addressed by the performance management process. However, the progress of new staff is reviewed under the probation process.

During probation, your manager will make you aware of the performance standards expected of you, and you will be given the support, training and feedback needed to achieve those standards.

For academic, research and teaching colleagues, please familiarise yourselves with the University's research and Learning and Teaching pages.

With your manager, you will next agree specific objectives for your induction period and the remainder of your probationary period. These objectives can include development activities where you and your manager think that they will help you meet your goals.

Your initial objectives should be established in your first week. However, another meeting within your first month may help you produce a more complete development plan.

Reviewing progress

It is important to review progress against your goals. At the minimum, reviews should take place every three months, but it is good practice for you and your manager to meet more often to discuss progress. As well as your manager, you will have other colleagues to support you.

The review meetings have a number of purposes. They can:

  • provide an opportunity for feedback on progress and discussion of any issues that have arisen
  • for some, they can provide an opportunity for reassurance and confirmation that things are on track
  • in some cases, objectives may need to be amended. This could be for a number of reasons - the priorities of your role may have changed, or progress may have been faster or slower than anticipated

Remember that these meetings are about you, so be prepared to contribute, ask questions and make suggestions. New development needs or opportunities may also be identified as you progress.

 

Useful links:

Staff Induction checklist

Health and Safety Induction Checklist

Health and Safety Handbook for University Staff

Policies and Procedures

Meet the Personnel Team

Training Events

My Hope (access to you 'MyHope resources i.e. Moodle, classlists)

IT Training guide

Learning and Teaching

Research