Orientation and Induction Policy Staff Advisory Committee 18 February 2008

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1 TITLE Staff Orientation and Induction Policy PURPOSE The Staff Orientation and Induction Policy sets out the University of Auckland s commitment to engage new staff effectively with the University, their Faculty, Academic Unit or Service Division and to ensure Managers, Academic Heads and staff understand the importance of orientation and induction, and their responsibilities for these two activities. DEFINITIONS Orientation - The interactions and activities which welcome and introduce new staff members to the University and engage them with it and its activities. Induction The interactions and activities which assist new staff members to take up their position effectively and engage them in the work of the Faculty, Academic Unit or Service Division they have joined. POLICY Staff joining the University must participate in an effective orientation and induction programme so that they understand the institution, their work environment, and their role and responsibilities. Staff with leadership and management responsibilities must ensure that all staff reporting to them participate in an effective orientation and induction programme. The Staff and Organisational Development Unit (SODU) and the Centre for Academic Development (CAD) must ensure that orientation programmes are available and provided to all new staff. CAD will provide orientation for academic staff to teaching and research supervision. Faculties, Academic Units and Service Divisions must ensure induction programmes are available and provided to all new staff and that an appropriate induction plan is prepared for each new staff member. 1

2 The new staff member and their immediate manager must ensure attendance and participation in the orientation and induction activities provided. AUDIENCE All new staff employed for 20 hours or more a week for a period of 12 months or greater should participate in a full orientation and induction programme. All new staff employed for fewer than 20 hours a week and for less than 12 months should participate in an appropriate induction programme. All persons with leadership and management responsibilities. RELEVANT DOCUMENTATION Academic Staff Collective Agreement Relocations Policy RELATED DOCUMENTS Procedures for Staff Orientation and Induction The Managers and Academic Heads Guide for Inducting New Staff DOCUMENT MANAGEMENT AND CONTROL Prepared by: Owned by: Approved by: Date issued: Review date: Staff and Organisational Development Director of Human Resources 2

3 Procedures for Staff Orientation and Induction Orientation Activities Orientation activities are provided through the Staff and Organisational Development Unit (SODU) and the Centre for Academic Development (CAD). These activities include: Activity Frequency Provider Further Details Orientation to the University of Auckland for New Staff Every 3 months SODU Access to Staff Guide section of staff intranet Always available SODU nz/staffguide Vice Chancellor s Powhiri for New Staff held at the Waipapa Marae Beginning of each semester SODU Waipapa Marae Protocol Workshops Prior to VC s Powhiri SODU Programme for New Academic Staff: CAD Research and Teaching at The University of Auckland nz/cad Orientation to Doctoral Policy and Processes at The University of Auckland The Art of Graduate Research Supervision An Introduction to University Teaching and Learning The Staff and Organisational Development Unit will: Schedule and provide the Orientation to the University of Auckland for New Staff sessions. Invite eligible new staff to the above session and inform the new staff member s immediate manager. Schedule a Vice Chancellor s powhiri for New Staff at the beginning of each semester. Invite eligible new staff and their immediate family members to the powhiri. Schedule Marae protocol workshops prior to each powhiri to familiarise new staff with the protocols for the Waipapa Marae. New staff will be responsible for informing any of their family members who may be attending the powhiri of these protocols. Work with the Pro Vice-Chancellor (Maori) Office to: 1. Identify and organise appropriate members of University staff to facilitate the Marae protocol workshops. 2. Identify and organise appropriate persons to fulfil the roles of Kaikōrero, (Speakers), Kaiārahi (Leading Elder) and Kaihakahoki-ite-karanga (the woman/women who will return/answer the call from the Hunga Kāinga) on the day of the powhiri. Ensure the Staff Guide section of the staff intranet ( is kept up to date. Ensure up to date details of all orientation activities are available through the SODU intranet pages ( and the Staff Guide section of the staff intranet ( 3

4 The Centre for Academic Development will: Schedule and provide a programme for new academic staff that orients them toward their academic responsibilities as teachers, researchers, and supervisors at the University. Invite eligible new staff to participate in the programme for new academic staff, and inform the new staff member s immediate manager. Ensure up to date details of the orientation programme for new academic staff are available through the CAD website ( Managers/Academic Heads will: Ensure new staff attend and participate in orientation activities. New staff members are expected to: Attend and participate in the orientation activities provided. Actively seek any other information they require to assist their orientation to the University, including consulting the Staff Guide section of the staff intranet ( Induction Activities It is the responsibility of Faculties, Academic Units and Service Divisions in conjunction with the new staff member s immediate manager to ensure those activities and interactions related to induction are available and provided to all new staff. These activities and interactions will be outlined for each new staff member in a personal induction plan. It is the responsibility of the new staff member s immediate manager to ensure this plan is prepared. A new staff member should be provided with their induction plan either before their first day or within the first few days of taking up their position. The Induction Plan The interactions and activities included in a new staff member s induction plan will be determined by the position they hold and their responsibilities within it, their previous experience working in this position, their previous experience working within the tertiary sector, and the term of their employment. When preparing an induction plan consideration should be given to the three phases that make up an effective induction: Pre-arrival - Involves the interactions and activities new staff participate in after accepting their position but before taking it up and actions to be taken by the academic unit or service division before the first day. 4

5 Induction to Faculty, Academic Unit or Service Division - Involves the interactions and activities new staff participate in from the first day which are designed to introduce and engage the new staff member to the unit they have joined. These interactions and activities may take place over a period of several months until the staff member is fully familiar with the area in which he or she works and feedback is provided in the first development or performance review. Induction to Position - Involves the interactions and activities, including training, in which new staff participate from their first day and which are designed to introduce and assimilate the new staff member to their position. These interactions and activities may take place over a period of several months until the staff member is fully familiar with his or her position and the tasks and responsibilities it involves. Resources The Managers and Academic Heads Guide for Inducting New Staff includes induction checklist and sample Induction Plan ( and induction/0208 SAC Item 5_2 Managers and Academic Heads Guide.pdf) 5