This stage refers to the period during which the new staff member has accepted an appointment but has yet to commence. It presents an ideal opportunity to create a positive early impression on the new staff member. The following pre-employment tasks and activities may be allocated between the supervisor and an appropriate administrative support person in the local workplace.
1. 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:
- Details of start date, place, time, building access, parking arrangements and child care facilities, as well as who to report to.
- Day one itinerary if available.
- Position description (if not already provided).
- General information about the University and local workplace. 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.
2. 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.
3. 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/departmental colleague as contact, buddy or mentor to help the new person feel welcome and ask questions.
4. 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.
5. 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
- Relevant maps and local information
- Print the induction checklist to guide induction activities
- 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 (faculty department operational plan and organisational chart).
- Provide new staff member with a work health and safety brochure and explain their responsibilities.
6. Supervisor should set up a file to store new staff member’s future performance review paperwork and other relevant documents
This is important because if the supervisor moves to a different position, the information will be easy to access for the incoming supervisor.