Induction Checklist for Managers

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Before Arrival
Prepare pack of relevant information to read / review
Done []
First Month and Beyond

Induction Checklist for Managers

Members of staff new to SOAS will need guidance, support and information in order to establish themselves quickly as an effective member of the School community.

The head of department (academic department or support services) is responsible for inducting new members of staff locally, but much of this process may be delegated to the starter’s line manger. The delegated person should be clearly identified and will be responsible for planning and leading the local induction.
Each new member of staff should also be allocated a mentor upon beginning their post.
The contents and extent of the programme will depend on the post and may vary. The checklist below is designed to suggest general action points. There is a separate induction checklist for the new staff member.
All new staff should also attend the central new staff orientation programme run by the Staff Learning and Development office. Details of upcoming dates can be found on the Staff Learning and Development web pages.
Further information, including the induction checklist for the new staff member, is available at: www.soas.ac.uk/staffdevelopment/new-staff/
Name of new member of staff …………………………………………….………..
Job title ………………………………………. Start date……………………..
Person responsible for the local induction ………………………………………

Manager’s Induction Checklist

Done []	Activity / Task	Notes
Before Arrival
	Appoint someone in the Department / Faculty to be a mentor for the initial period of employment (usually about 6 months)	Make sure that the mentor has freed up some time for this purpose and is aware of their role.
	Find out from HR about time of arrival on the first day, who to report to etc.	Consult with HR before the letter is sent.
	Confirm date of next New Staff Orientation Programme	Inform staff member on arrival date of Orientation and encourage them to register
	Ensure all basic equipment / furniture is in place to enable staff member to perform duties (Estates and Facilities)	Includes: stationery, office key, phone, name plate on door (if necessary), diary Identify and prepare any special needs equipment and/or access etc.
	Ensure workstation is ready (IT Service Desk)	Configure computer and set up email address and password. Obtain password for other applications / access to relevant drives / load other programmes
	Inform relevant staff / other Departments about the new staff member	All staff email to include job title, role, date of commencement, name, area of responsibility and/or a more specific email to relevant Department(s) Inform post room,
	Draft induction plan for the first day / week	Allocate specific time in your diary for this
	Arrange meetings with key relevant staff	e.g. Dean, Head of Department / Service Area,, Faculty Administrator etc – make appointments as necessary
	Prepare pack of relevant information to read / review	Include prospectus, academic staff handbook, Departmental handbook(s), copy of job description, list of staff in the Faculty / Department, email addresses / internal phonebook etc, roles and duties of other team members, calendar of events, list of key post holders

Done []	Activity / Task	Notes
First day / week
	Greet the new member of staff when they arrive. Accompany member of staff to obtain staff id card	Take letter of employment to library membership desk to get ID card
	Check relevant HR forms have been completed; attend HR First day meeting	Ask them also to contact the Payroll and Pensions manager for advice on superannuation issues.
	Demonstrate use of phone and voicemail	Include: picking up other phones (if on relay), standard greeting when answering, dialling internally and externally, calling the operator Inform them of their own / colleagues extension numbers
	Introduce staff member to colleagues	Should also include colleagues in other Departments
	Introduce mentor	An initial meeting could be arranged separately with the new employee and mentor
	Introduction / tour of the building	Location of other Departments, canteen, toilets, SCR, library, notice boards, student shop etc.
	Location of equipment	Include fax, copier etc. Demonstrate how to use equipment and any passwords / code locks needed. IT systems – internet, intranet, use of computers and email – policy Location of stationery supplies & how to order Post – sending internal and external mail
	SOAS Web site	Show how to navigate round the site and look for key information; locate own web section / department pages
	Discussion of the terms of employment	Agree hours (start/finish times – bearing in mind other team members). Tea/lunch breaks. Annual leave/study leave. Procedures for reporting absences, sickness, when a medical note is required.
	Discussion of duties / job description (included in probation documentation)	Ensure that new staff member knows what is expected of them – discuss expectations and standards, goals and objectives. Set context within Dept/Faculty and within overall mission of SOAS. An awareness of how their role relates to the overall aims of the Dept/School. A brief discussion of the annual cycle of events & what happens at various points throughout the year. Upcoming events and tasks.
	Discussion of the probationary procedure and staff development review	Diarise probationary review dates and initial weekly meetings to discuss progress; Outline immediate training / development needs and future staff development opportunities
	Allow time for reading of induction pack	Could include; prospectus, Dept/Faculty handbooks, guidance for academic staff, policies and procedures
	Discussion of health and safety issues	Health and safety policy. Fire drills / location of emergency exits / extinguishers, nearest first aider
	Equal opportunities	Provide a copy of the equality and diversity statement http://www.soas.ac.uk/equalitydiversity/statement/
	First tasks	Assign and explain first tasks, indicating where information and help can be obtained
	Meetings with key staff members (organised prior to arrival)	These meetings can help the inductee understand the wider context in which they work and provide network opportunities.
	Governance	Discuss Department management & meetings / School committees
	Allow time towards the end of the week for an informal ‘progress discussion’	How is it going?
First Month and Beyond
	Schedule regular meetings to discuss progress and clarify objectives (part of probation process)	Work is assessed and discussed - review progress and provide constructive feedback. These meetings will feed into the probationary review procedure and future staff development reviews.
	Review duties / responsibilities to ensure that they are still appropriate.	Check whether the inductee has any specific request regarding their job.
	Other Departments and their relationships to the area of work.	Discuss as necessary.

Staff Learning and Development Office

SOAS, University of London, Room 472

E-mail – staffdevelopment@soas.ac.uk

Directory: staffdevelopment
staffdevelopment -> Report to Staff Development Tobey Kaplan Associated Writing Programs Conference Report Jan 30-Feb. 2 2008
staffdevelopment -> Aurora: Women’s Leadership Development Programme Background
staffdevelopment -> Section 1 Name: Staff id

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Induction Checklist for Managers

Before Arrival

Appoint someone in the Department / Faculty to be a mentor for the initial period of employment (usually about 6 months)

Prepare pack of relevant information to read / review

Done []

First day / week

First Month and Beyond