| Checklist Item | Notes |
|---|---|
| Keep in touch with your new starter | You can contact your new starter ahead of their joining date and invite them onto campus for a coffee or casual meeting. This will keep them engaged throughout this period and enables you to build a relationship with them before they join |
| Check time of arrival for their first day and if there is any outstanding information | Consult HR Recruitment & Operations if further details are needed |
| Confirm date of next Introduction to the University session for new staff | Inform your new starter that they will receive an email in their first week inviting them to an Introduction to the University of Bath, please encourage them to register |
| Ensure all basic equipment / furniture is in place to enable the staff member to perform duties and that any reasonable adjustments required are in place | Includes: stationery, phone, laptop and any relevant equipment. Identify what support is available and make any necessary reasonable adjustments. Speak to your HR Advisor for more information |
| Ensure workstation is ready | Configure desktop. Obtain password for other applications / access to relevant drives / load other software via the IT Service Desk. If your new starter is working remotely ensure you have discussed the steps they need to take to make sure they are set up to work from home |
| Inform relevant staff and departments about the new staff member | Comms should include name, job title, role, date of commencement, area of responsibility and/or a more specific email to relevant department(s) |
| Draft induction plan for first day and week | Allocate specific time in your diary for this and use some of the recommendations listed on this webpage. It is beneficial to share the induction plan with your new starter ahead of their first day |
| Arrange meetings with key relevant staff | Schedule meetings with key personnel such as the Dean, Head of Department, Faculty Administrator, and others as appropriate |
| Prepare a pack of relevant information to read / review | You may wish to include such items as prospectus, academic staff handbook, departmental handbook(s), copy of job description, list of staff in the faculty / department, email addresses, links to person finder / staff profiles, roles and duties of other team members, calendar of events, list of key post holders |
Induction checklist for line managers
New members of staff will need guidance, support and information in order to establish themselves quickly as an effective member of our University
We look forward to welcoming your new starter to our University community. To ensure they receive a positive onboarding experience, we have put together some information to help you navigate their first few weeks in role.
You will need to provide your new starter with the practical information required in order for them to settle in to their new role successfully. The information below is aimed at providing you with an overview of areas to cover during their first few weeks at the university.
As a reminder we must ensure that all new staff have the right to work in the United Kingdom. Before you induct your new joiner, they must visually present their right to work. If they have not already done so, please contact your HR Recruitment Coordinator to arrange this. We recommend that you contact your new starter ahead of them joining to ensure this has been completed alongside all onboarding checks to avoid a delay to IT access being set up in advance of them starting employment.
If you require any of this information in an alternative format, such as large print, braille or a coloured background, please contact the Recruitment Team who will be happy to assist you.
Induction checklist - before arrival
Your new starter should have a positive onboarding experience. Here are a few things to consider before their first day to ensure a smooth transition into their new role.
Induction checklist - first day and within the first week of employment
We suggest you work with your new joiner and other team members to cover the following information.
| Checklist Item | Notes |
|---|---|
| Greet the new member of staff when they arrive. Contact HR with any outstanding documentation | Remind your new starter to provide (if outstanding) appropriate identity documents and signed contract to HR. Please be aware, if your new joiner isn't able to presents their right to work until their first day, there may be a delay in adding them onto our iTrent system, resulting in a delay in IT access and them appearing on Person Finder. It can take around 24 - 48 hours for IT access set up once added to the system |
| Obtain staff library card | If your new starter requires their library card to be issued remotely they should contact the Library staff for advice |
| Working Hours | Ensure your new starter is aware of their working hours |
| Demonstrate phone and voicemail | Include: standard greeting when answering, dialling internally and externally, calling the operator and let them know their own / colleagues’ extension numbers |
| Introduction to key people | Introduction to team members, key colleagues and co-workers, key customers and provide relevant contact details |
| Introduce a mentor/buddy where relevant | An initial meeting could be arranged separately with the new employee and mentor. Signpost The University of Bath coaching service for staff |
| Department tour | Provide information and a tour of department outlining what it does; entrances and exits (including Emergency Exits and Assembly Points). First Aid and First Aiders, personal workplace and storage of personal belongings, location of toilets and washing facilities. Provide a campus maps. If your new starter is working remotely you may wish to signpost them to a virtual tour of the buildings and facilities |
| General office procedures | If on campus, demonstrate how to use the printer, scanner and phone. Include any passwords / codes needed). If applicable, show them the location of stationery supplies & how to order. If relevant to their role, show how to send internal and external mail |
| University of Bath Website | Show how to navigate the site and locate key webpages |
| Departmental organisation and operation | 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 university and how their role relates to the overall aims. You might also wish to have a brief discussion of the annual cycle of events & what happens at various points throughout the year |
| Legal responsibilities | Ensure both yourself and your new starter have familiarised yourself with The Foreign Influence Registration Scheme (FIRS), a new legislative requirement managed by the Home Office, and comply with the requirements. |
| Probationary procedure and staff development reviews | Diarise probationary review dates and initial weekly meetings to discuss progress; outline immediate training and development needs and future development opportunities |
| Equal opportunities | Discuss how the department promotes equality and diversity and signpost where to go for advice support and guidance for any equality and diversity related issues |
| First tasks | Assign and explain first tasks, indicating where information and help can be obtained |
| Governance | If applicable, discuss department management & meetings / committees |
| End-of-week progress discussion | Review their thoughts on how the first week has gone and answer any questions. If your new starter is working remotely you may wish to make this a daily occurrence |
| Training | Discuss relevant Staff Learning and Development appropriate for your new starter. Ensure they complete the mandatory training for all staff relevant to their role. If your new starter is managing people, teams or delivery please ensure they view People Management Curriculum which outlines the Workforce Strategy 'to develop a talented workforce fit for the future'. Share The Development Toolkit: an online learning and development resource for staff. They can also attend Managing people: an introduction for new managers. There is an introduction for new managers handbook available to support new managers |
Induction Checklist - within the the first six months of employment
Training and support is available to help your new joiner get started in a new role, develop their career, use university systems, manage people, and stay safe at work. You will also conduct performance reviews throughout their probation period.
| Checklist Item | Notes |
|---|---|
| Wellbeing | Discuss Wellbeing, and the importance of taking lunch breaks and work-life balance. Highlight the free two-week trial of the Team Bath Sports Training Village facilities – available only to new members of staff at the University. This must be activated within the initial two weeks of them starting work, details of how to apply are contained within the new starters joining information webpage. Complete our new E-Learning module : Wellbeing At Work |
| Health and safety | Discuss health and safety issues and the policy in place |
| Contact the University’s free Coaching Service to request support for your new starter. Alternatively, you could appoint someone in the Department / Faculty to be a buddy or mentor for the initial start of employment (usually about 6 months) | Review information on the University of Bath coaching service for staff getting or offering mentoring support (Education and Research job family) and Strengthscope® profiling tool |
| 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 SDPR's. If your new starter has completed a self assessment as part of the management curriculum, this would also be a good opportunity to discuss any strengths or areas for improvement |
| Review duties and responsibilities to ensure that these are still appropriate | Check whether the new starter has any specific request regarding their job and their understanding of what is required of the role |
| Other Departments and their relationships to the area of work | Explain how other departments relate to the new starter’s area of work. Discuss as needed |
| Peer Mentoring Scheme for International Staff | We offer a peer-mentoring scheme to those who have recently relocated to the UK to connect with a mentor who understands their experience and can support their transition to life in the UK and at the University. If your new starter would like to find out more about the scheme, please share the Peer Mentoring Scheme for International Staff webpage where they can fill out a short form to be matched with a mentor |
Inducting a new member of staff remotely
Inducting a new member of staff remotely via Microsoft Teams requires thoughtful planning to ensure the experience is welcoming, informative, and engaging. Here are a few additional things to consider:
- Arrange a 1-1 virtual meeting on their first day to provide an overview of the induction.
- Ensure IT is in place including system access, accounts and communication platforms. If your new starter is appearing on Person Finder, you can log a ticket on DD&T Topdesk to set up remote access, email and Office accounts. You should also talk through security best practices for IT systems and signpost the Information Security training.
- Schedule a Teams call with the team to introduce everyone. Team members can give an overview of what they do, and how they’ll be working with your new starter. Make sure Teams calls are booked in for them to meet key stakeholders.
What to avoid
Things to consider avoiding during a new starter induction:
- Avoid providing too much information. Your induction needs to cover the essential information but, it may be overwhelming for your new starter if they meet with too many people and have too much information and paperwork. Stick to the important information and organise introductions with various departments across the first couple of weeks.
- Leaving your new starter with nothing to do. Online training is a good way to fill slots between training sessions.
- Don’t assume your new starter can do the job without an induction, this may leave them unsure of their job requirements. Gradually introduce them to their role, providing the opportunity to attempt various tasks in a supportive environment.
- Provide your new starter with structure. Make sure training is visibly booked and they have a clear induction plan. Don't leave them in the dark, questioning what they should be doing.
If you have any questions, please get in touch
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