Inducting new staff

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Inducting new staff

Here at Flinders University we believe that a positive new starter experience will set the tone for a successful journey. It’s why there is an emphasis on the onboarding process – it’s more than just paperwork and procedures, but about providing the right information at the right time and building connection and belonging within our Flinders community.

As a supervisor or manager, you are at the heart of this process and will have a crucial role in shaping their experience at Flinders. You will be a guide, provide support, and be a source of knowledge for new staff. This page provides you with information and resources to support you as a supervisor to effectively navigate the onboarding process. Some Colleges and Portfolios have additional information to support induction at the local level.

New staff should be encouraged to access the resources available on the Information for new staff page.

Your new employee will automatically be assigned to complete the new staff online induction program via the Staff Learning Portal. Additionally, a new starter experience survey is sent out at the one (1), three (3) and 12 month periods of employment. This is an anonymous survey which seeks their feedback on the onboarding experience to enable Flinders University to identify potential improvements that can be made.

Staff Learning Portal

Induction staff checklist

Manager and supervisor resources

New staff online induction

All fixed term and continuing staff are required to complete the online New Staff induction. New employees will automatically be enrolled and can access this through the Staff Learning Portal.

Induction staff checklist

The induction checklist provides a guide of the activities you must complete during your induction period. It should be used in conjunction with the New Staff Online Induction.

Manager and supervisor resources

This page has collated a range of useful tools and resources for supervisors and managers.

Supervisor reference manual

The Reference Manual supports supervisors to understand their scope of responsibilities on a range of generic obligations.

Probation

Probation offers a period of mutual testing for the employer and employee. Details of staff probation periods are specific within the contract of employment. This page provides insight into the the probation process for both academic and professional staff.

Enterprise Agreement

The most current version of the Enterprise Agreement is available here and sets out the terms and conditions of employment.

Pre-employment information

Information provided to the new staff member before arrival

Once the new employee has accepted their Employment Agreement in Workday the supervisor should make contact with the new staff member to provide:

Confirm details of start date, place, time, as well as who to report to.
Confirm receipt of the New Starter Info pack.
Discuss and email a copy of the day one itinerary if available.
Position description (if not already provided).
Refer them to the new staff webpages so they can be prepared and knowledgeable before they arrive.
Refer new staff member to the living in Adelaide webpage if appropriate to essential information for applicants and international applications.

Information provided to Information and Digital Services (IDS)

It is best to organise computer, phone, email and internet access well before the new staff member begins so they can begin work without delay. Phone 12345 for assistance.

Contact Information and Digital Services to arrange for relevant computer hardware and software to be available for the new staff member prior to their arrival.
Contact Information and Digital Services to arrange for a phone and voicemail for the new staff member.
Encourage staff to enrol in the Top Tips for using teaching room technology through iEnrol if appropriate.

Communication to others in the local and broader workplace

Ensure that staff in your area are aware of the new person’s arrival so they can help them feel welcome.

Notify the new staff member's colleagues and others with whom he/she may be working with of their start date, location and role.
Appoint an administrative support person colleague as contact, buddy or mentor to help the new person feel welcome and ask questions.

Workstation preparations

It is a good idea to contact the new staff member before arrival to confirm details such as spelling of name for business cards, workstation preferences, etc.

Ensure appropriate materials are in place e.g. work area/office cleaned, sign for door, phone connection working, stationery (including business cards) available, incoming mail tray ready.

Prepare for the new staff member’s first day by:

Providing information to the new staff member on their first day will help them to work effectively in their new role without delay. Gather together the following information:

An induction itinerary for the first day and first week, including a schedule of meetings organised with key people in the local and broader workplace.
Computer/network access forms if necessary
Department contact list, including phone numbers, room numbers, roles, e-mail addresses and availability.
Name and contact details of the new staff member’s supervisor(s)
Name and contact details of the administrative officer(s) who will provide support to the new staff member during the induction period.
Information about the University and the local workplace (College or Portfolio operational plan and organisational chart).
Direct new staff members to the Work Health and Safety page and explain their responsibilities.

Supervisor should set up a file to store new staff member’s future performance review paperwork and other relevant documents

Speak with your College or Portfolio to understand the expectations in your team about storing personal information. Creating a consistent approach is important to ensure that information can be accessed even when the supervisor changes.

Supporting policies and information

Workstation checklist

A checklist to help you to assist your new staff member to set up a safe workstation.

WH&S induction checklist

Go through this with your new staff member on their first day. The new staff member and supervisor need to sign the document, and the supervisor must retain the signed checklist in the new staff member’s file.

Disability and health conditions

Flinders University is commited to providing an environments where students and staff with disability are valued, supported and encouraged to participate fully and independently in the life of the University.

A range of resources and tools to support both supervisors and staff with disability can be found at the following link.

Training needs analysis

This process will help you identify missing skills, knowledge or abilities needed in your new staff member’s role, as well as detemine ways to acquire them.

Performance reviews

Information for academic and professional staff undertaking performance reviews.

Probation

Information relating to probation periods and process for both academic and professional staff.