Staff Induction Policy

Transcription

1 Staff Induction Policy July 2016 Policy Title Staff Induction Policy Policy Number 8-01 Functional Field Staff and Staff Support Services Status Active Proposed Approval Body Academic Council University Council Approval Date 13/11/ /11/2015 Issuing Body Quality Assurance Office Policy Owner Centre for Staff Development Contact Number (5880/1/2)

2 1. Policy Title Staff Induction Policy 2. Definitions and Acronyms 2.1 Induction: A process by which new employees or existing employees who are appointed or assuming a new role, are welcomed, introduced to their new environment and aided to smoothly adjust to their new roles and responsibilities. 2.2 Public Relations Induction Coordinator (PRIC): A Public Relations Department staff member who is assigned to receive the inductee on arrival and to help on day-to-day issues during the early days of assuming duties. 2.3 Unit: An administrative body which has direct access to the Vice Chancellor or the deputies (e.g. college, center or administrative department). 2.4 Unit Induction Coordinator (UIC): a member of the unit who is assigned to aid the new staff during the first few weeks of assuming duties. 2.5 Line-Manager: the person to whom the inductee reports directly. 3. Policy Statement All staff new to the University or those who are assuming new roles shall have a timely access to appropriate induction. 4. Policy Objectives This policy is intended to provide new staff or those who are assuming new roles with opportunities to: 4.1 receive information about the University and the pertinent unit prior to their joining date 4.2 feel welcomed and valued 4.3 be introduced to and meet with relevant staff 4.4 receive early support to become actively engaged in achieving the University mission The policy is also intended to utilize the induction process as an opportunity for the University to: 4.5 promote a conducive working environment 4.6 advocate a positive view on the new workplace and conditions 4.7 improve staff retention rate 4.8 enhance quality culture 5. General Principles The following main principles should guide the induction process: 5.1 The induction process should be tinged with courtesy. 5.2 The induction process is a valuable professional developmental tool; its outcome should be evaluated regularly and utilized to receive appropriate feedback. 5.3 The induction process should be conducted proactively. 5.4 The induction process should be adapted to meet the needs of the inductee. 5.5 The success of the induction process is the responsibility of all involved. 1

3 6. Scope of Application This policy applies to: All staff new to the University All staff assuming new roles 7. Procedures The staff induction process shall be administered in two stages. During the first, new staff will be provided with general information prior to joining the University. During the second, new staff on the day of work commencement, as well as existing University staff who are assuming a new role, will be provided with specific information about the work requirement and environment through, documentations, meetings, presentations, tours, etc. (For a detailed list of induction activities or information provided during the second stage, see Appendix I). 7.1 FIRST STAGE: An information pack is sent with offer of employment. The contents of the pack should be appropriate to the new staff status (e.g. Omani, expatriate coming from inside Oman or abroad).the information pack may include: Job description General information about Oman University website link and University campus map General information on entry visa requirements and travel arrangements Induction programme A List of important contact numbers Once the offer is accepted by the new staff, the following appointment related activities are conducted: Process of visa and travel arrangements Provision of information on arrival details, reception at the airport and transportation to accommodation Provision of contact details of PRIC Carrying out appointment formalities (University ID card, Resident card, etc.) Introduction to the line manager 7.2 SECOND STAGE (three parts) Part 1: Unit induction The line manager ensures that the staff member is familiarized with the work environment. It should take place on day one of the employee assuming duty. It may include, but not limited to, the following activities: Introducing the inductee to head of unit, UIC and other relevant staff Taking the inductee through a guided tour of the unit Explaining to the inductee immediate duties Briefing the inductee (if academic or research staff) on research goals, policies, funding and expectations Part 2: University induction This part is a one-day programme to introduce inductees to the University environment through a short tour of important facilities and presentations on the following: 2

4 History and organizational structure of the University University vision, mission, values and strategic plan Personnel Affairs Department services and procedures Public Relations services and procedures Centre for Information systems (CIS) services and policies Centre for Educational Technology (CET) services University library facilities and services Health, Safety and Environmental (HSE) Policy Part 3: Introduction to University leadership This part is in line with the principle of the new staff member feeling welcomed and valued and in this context, the following activities are conducted: Preparation of a bi-annual list of new staff to the University that includes the contact details, position and professional interests Introduction of all new staff to the University leadership in an annual gathering 8. Related Policies Staff Mentoring Policy 9. Responsibility for Implementation 9.1 Public Relations and Information Department: Prepare the information pack as appropriate to the candidate Process entry visa and travel arrangements Prepare the induction programme for the new staff in coordination with the relevant unit Assign one of its personnel to meet the new staff upon arrival (for expatriates) Arrange for transportation from the airport to the accomodation and the Personnel Affairs Department Arrange for issuing the resident card Assign one of its personnel to be the PRIC for the inductee Organize a University tour of important facilities and prepare indutioan presentations in coordination with the relevant units Prepare list of new staff bi-annually Organize the introduction of new staff to the University leadership 9.2 Personnel Affairs Department: Send to the new staff the offer and the information pack Complete the appointment formalities 9.3 Centre for Staff Development: Coordinate the activities in University Induction Part with the relevant units Get feedback from inductees on the effectiveness of the induction process and means of improving it Provide the Quality Assurance Office with the collected feedback Compile an annual report on the Induction process and submitt to DVC-AFA 9.4 Line Manager: Assign a member of its Unit as a UIC Organise and supervise the Unit Induction Part 3

5 9.4.3 Communicate to relevant staff within the University the inductee s contact details, position and professional interests 9.5 PR Induction Coordinator: Provide help, in the form of information and assist the inductee in all administration matters during the early days of assuming job responsibilities 9.6 Unit Induction Coordinator: Act as a an overall resource of information for the inductee and help in adapting to the work environment 9.7 Quality Assurance Office: Review feedback information and recommend improvement Align this Policy with other related policies Disseminate best practices 10. Review The Policy should be reviewed to assess the effectiveness of the induction process every five years or earlier if sufficient feedback warrants significant changes. Input for review should include feedback: 10.1 Staff involved in the induction process 10.2 Units involved in the induction process 11. Key Risks The Policy should be reviewed to assess the effectiveness of the induction process every five years or earlier if sufficient feedback warrants significant changes. Input for review should include feedback: 11.1 Staff involved in the induction process 11.2 Units involved in the induction process 12. References It is hereby acknowledged that it is useful while developing policies to consider policy documents and good practices of other higher education institutions. The development of this policy has, in a contextualized manner, benefited from the following documents or some ideas thereof: 12.1 Induction Policy, University of Sunderland, Induction and Appraisal, Staffordshire University, Induction Policy, Kingston University, Staff Development, University of Ulster Induction Policy, University of Kent 4

6 12.6 Induction Guidelines, Curtain University Sessional Staff A Quick Guide for Academics Induction Code of Practice, University of Exeter Induction Guide for New staff, University of Bournemouth, file://lytchett/intrastore/staff%20development/public/working%20in%20bu/new%20staff /Induction/Induction%20Guide%20for%20New%20Staff/Induction%20Guide%20for %20New%20Staff%20August% pdf Policy on Induction, York University Induction, Monash University A Guide for Supervisors: Making a Great First Impression, Department of Human Resources, the University of Melbourne Induction: guidance for new starters, University of York, Appendices 13.1 Induction Checklist 13.2 Revision History Table 5

7 Post-arrival University Induction Weeks 1 & 2 University Orientation University Overview Post-arrival Unit Induction Weeks 1 Departmental Orientation Post-arrival Introduction Day 1 Arrival Pre-Arrival Staff Induction Policy APPENDIX I. INDUCTION CHECKLIST Below is a detailed list outlining suggested information and activities that are expected to be covered by departments/units during the induction process. Part No Item 1 Introductory information on Oman 2 Job description 3 Employment terms and probation conditions 4 Basic information about the university including the map 5 University location map 6 Basic information about the Department 7 Information on post-arrival induction 8 Name of the induction-coordinator (mate) 9 Schedule of first-week activities 10 Information on arrangement to meet with University contact person(s) on arrival 11 Information on accommodation & relocation support 12 Meet with University contact person(s) upon arrival to Muscat 13 Meet Department coordinator(s) 14 Meet line-manager (if applicable) 15 Meet Head of Department 16 Meet induction-coordinator (mate) 17 Meet mentor ( if applicable) 18 Meet Departmental colleagues at tea-welcome 19 Location of Department facilities; meeting room, classrooms, theaters etc. 20 Staff office is shown, office keys, computer, stationary, phone, , name plate 21 Network access, access card and staff card 22 Location of Department common room, lifts, labs, equipment, fire assembly points 23 Use of equipment (e.g. printer, photocopier), binding, faxing and mail distribution 24 Cloakrooms 25 Notice boards 26 History of SQU 27 Organizational Structure 28 Vision, Mission, Goals and Strategic Plan 29 Research strategies and areas 30 Service units and centers 31 Omani culture and University values 32 Introduction Dinner-meeting with senior staff including VC, DVCs, Deans of Colleges 33 Campus map 34 Campus tour 35 Staff parking areas 36 Facilities mosque, shops, banking, sports and health 37 Tea and coffee area, kitchen and common rooms 38 Catering restaurants, cafes and laundry 39 Day care and nursery 40 Security office 6

8 Departmental procedures Job-specific (academic Staff) Post-arrival Week 1-3 Departmental general induction HR procedures Health and Safety Workstation ergonomic Staff Induction Policy 41 Library & Cultural Centre 42 HR office 43 IT office 44 Deanship of students 45 Accommodation quarters 46 Health and safety information and policy 47 H&S induction program 48 Fire alarm, exits and assembly points 49 Accidents & incident reporting 50 After working hours security arrangements 51 University main risks and risk register 52 Office chair 53 Desk 54 Computer monitor 55 Keyboard 56 Lighting 57 Storage 58 Gate pass and swipe card or access keys 59 Staff parking permit 60 List of University acronyms 61 Specific information to international staff 62 Probation performance criteria and requirements discussed 63 Passport, medical check, road pass 64 Bank details to payroll 65 University directory 66 Library & staff club memberships 67 Procedures for booking facilities and equipment 68 Leaves and booking procedure 69 Exit questionnaire 70 Working hours, holidays, reporting sickness, and absence arrangements 71 Academic calendar 72 Departmental communication practices including notice boards 73 Schedule of various regular Departmental meetings 74 Social & sport activities 75 Staff handbook 76 Procedures for ordering resources, purchasing, expenses, travel 77 Booking rooms and facilities 78 Meal and tea/coffee breaks 79 Adding name to and phone lists 80 Department mission, objectives and strategic plan 81 Department organizational chart 82 Departmental meetings, committees and procedures 83 Sample minutes of department and committees meetings 84 Departmental facts, figures and reports 85 Discuss mentoring with Mentor Enrollment on compulsory Teaching and Learning Certificate program Roles and expectations and link to the Department and University structure 88 Timetable is given 89 Quality and standards of work 90 Student feedback and peer reviews 91 Professional accreditation and OAAA 92 QA handbook 7

9 Post-arrival 3-6 months Ongoing Induction Information and communication technology Week 1-4 Research Staff Induction Policy 93 Research goals and plans and any link to Departmental and University plans 94 Research ethics, intellectual property rights and commercialization 95 Teaching research nexus 96 Consultations and policies 97 Research areas and groups 98 Postgraduate supervision 99 Research funding 100 IT and communications policies and procedures 101 , telephone, voic and video conferencing 102 Computer account and password 103 Internet access 104 Software at SQU 105 Shared drives and calendar 106 Wireless connection 107 Off-campus access 108 Moodle or other university portal 109 Online management and access to administration and student information systems 110 Informal feedback on performance 111 Development needs 112 Student feedback 113 Progress in achieving set targets 114 General developmental discussions 115 Mid- probation performance review 116 End- probation performance review 117 Discuss annual performance review 8

10 APPENDIX I I. REVISION HISTORY TABLE Revision History Number Date By Main Changes Revision # 1 June 2016 Quality Assurance Office Revision # 2 6/12/2011 Curriculum and Academic Policies Committee Overall revision and checking translation Overall Revision # 3 21/5/2012 Academic Council Title Revision # 4 16/4/2015 Administrative Policies Review Committee-VC qarar 300/2015 Revision # 5 28/6/2015 Qualit Assurance Office Overall 9