Induction Checklist

Induction Checklist | Sample Induction Programme | Benefit Information Sessions | Introduction to UCT for new staff | Induction to Cape Town

Induction Checklist

Checklist for HOD | Checklist for new staff member | Example Letter to a Prospective Staff member

Checklist for HOD

Before the arrival of the staff member	Please tick on completion
Complete an HR100 form if you have not already done so. Please note that a staff member will not be paid if all forms are not completed and submitted to HR. If the appointment was handled by the staff recruitment and selection office, you are not required to complete this form.
If the staff member requires access to SAP, complete the required form (SAP01 for purchasers, SAP02 for reporting, SAP03 for central admin functions). Training is required before access to SAP is granted, and takes 2-3 weeks to complete. Courses are run monthly. In order to ensure that the new staff member is included in the earliest training cycle after their arrival, you can apply for their access to SAP in advance of their arrival. For more information see: SAP Training on the ICTS website.
Allocate sufficient time in your diary to welcome the new staff member and to introduce him/her to the department. Please ensure that the staff member has an appointment with the HR Advisor within the first week. Alternatively decide who will be fully responsible for the induction of the new staff member and ensure that the person has freed up enough time for this purpose.
Draw up an induction programme for the new staff member. Keep in mind that the person will need some basic information and instruction in the beginning. (This will depend on the type of work he/she will be doing but could include procedures to follow, how the telephone system works, ICTS help desk, budgets and funds, where to find other necessary information, etc.) If the staff member has been recommended for UCT’s New Academic Practioners Programme (NAPP) make sure that they are aware of this and have access to the necessary information about the programme.
An academic member of staff will require information on the Department of Research and Innovation, study and research leave, (if applicable) private work and other conditions of service which apply specifically to academic staff. Ensure that T1 and T2 staff members are aware that they are not eligible for research funding.
Book new staff members on the induction programme run by the Staff Learning Centre in Human Resources x3812
Ensure that the new staff member has all the basic equipment and furniture that he/she will need to perform his/her duties as well as a "start-up" stationery supply. Please arrange this in advance! (Contact for Office Furniture: Janice Pretorius X4159.)
Where necessary, arrange computer access that the person will need (such as user ID for access to the network and Internet Protocol (IP) address for access to the internet.) (Contact ICTS Helpdesk X4500 or email icts-helpdesk@uct.ac.za) Where the hardware is not already in place, this must be ordered well in advance of the new staff member's arrival.
Inform future colleagues and the Department that a new person is starting, when the person will be starting, what his/her name is (possibly a brief introduction of the person), and what his/her area of responsibility will be. (This can be done via email where all relevant staff have access to email).
Inform any other department(s) that need to know about the arrival of the new staff member, e.g. the switchboard and the mail room.
If the staff member is staying in University accommodation, you should make arrangements for the flat/house to be stocked with basic provisions i.e. coffee, tea, sugar, milk, bread, margarine, juice, jam,etc.
Note: If the new staff member is not from Cape Town, and particularly if he/she is new to South Africa, you may wish to plan a wider induction programme that doesn't focus only on UCT. Contact with the person before he/she arrives will be necessary to assess assistance and/or information needed. UCT offers the services of a relocation consultant and the new staff member will be put in touch with Relocation Online once the he/she has taken up the appointment.

Checklist for HOD

Arrival of the staff member	Please tick on completion
Should the new staff member be arriving from outside Cape Town, please ensure that you or a delegated member of your staff is responsible for collecting the new staff member from the airport, station etc and he/she is taken to the venue where they will be staying.
Welcome and introduce the new staff member to fellow colleagues and members of staff in the Department and or Faculty.
Show the staff member around the department, building and campus (including essential amenities and services). The following are important: How does the telephone system work (many staff think that they are required to dial the complete telephone number for an internal call) How do I operate the fax or photocopy machine How do I order stationery Where do I collect my mail and where do I post mail Where is one permitted to smoke Advise them where to find SAP forms How does one contact the ICTS help desk Any other information relevant to his/her position.
Discuss the relevant conditions of service to ensure that the new staff member fully understands these. Academic staff (where applicable) should be informed about the policy on private work, start-up grants, study and research leave, and the guidelines on the minimum criteria for Rate for Job. More information regarding conditions of service may be obtained from the HR Department. (Click here to download the Guideline on Minimum Criteria for Rate for the Job: Academic Ranks in Word format.) Advise the new staff member about their HR Advisor.
Where relevant, explain the probationary period for academics. Also explain the system of review meetings.
Discuss with the new staff member what is expected of staff in your department ie general rules/procedures/systems used in the Department/what hours the person will work. Agreed working hours should be put in writing and a copy kept on his/her personal file in HR. Procedure for reporting absences from work, time off, leave etc.
Discuss the responsibilities/duties of the specific role/job into which the new staff member has been employed and the expectations/standards of the Department. All staff should have job descriptions. Go through the job description in detail and ensure the staff member understands what is required of them.
If the staff member has been nominated as a NAPP participant. Explain to the staff member what the goals of NAPP are and why they have been nominated as a participant. Refer the staff member to the NAPP website for further information.
As appropriate, provide information on, and introduce the new staff member to the relevant lecturing, student evaluation, professional development, and requirements for promotion.
If applicable, introduce the new staff member to a contact person who will assist with queries and questions related to administration i.e. Administrative Assistant or Departmental Secretary.
Discuss clubs, sports facilities, unions or refer the staff member to the relevant staff bodies responsible.
Discuss what to do in the event of an emergency i.e. fire in the building, injuries or accidents. Where the emergency exits are, who keeps the first aid kit for the building and who the fire marshall is.
Set a date to meet with the new staff member to set objectives and goals
Accompany or direct the staff member to Bremner Building or to the HR Administrator/Advisor for your Faculty in order to hand in all completed documentation e.g. Personal details form (HR101), Benefit forms (where applicable). Once the staff member's details have been captured on SAP he/she will be issued with a staff number and should then proceed to Access Control Services. (Mr Mohamed Omar x2388), Leslie Social Science Building to have his/her staff card issued.
If required, discuss parking arrangements on Campus or have the staff member contact the Traffic Office (x3312) to discuss how to obtain a parking disc.
Refer the staff member to the HR website for their conditions of service and any queries on remuneration and benefits.

By the end of the first month
Set a date to meet with the new staff member to set objectives and goals
Establish whether there are any immediate training needs
Ensure that the staff member has settled/is settling. Check whether they have any specific requests regarding their job description.

Sign off the checklist at the end of the induction period. Send original to Human Resources to be kept on personal file.

Name: …………………………………… Department:…………………………….

Signed:………………………………… Date:……………………………………….

Checklist for new staff member

Before arrival

You should receive a letter of appointment and (if you are eligible for benefit participation)

Discovery Health pack
UCTRF forms (x3)
Medical Examination form (this must be completed before you assume duty)
Job description
Insurance forms (if applicable)
Benefit information session dates

Please make contact with your Head of Department or Line Manager and discuss any issues which you may have regarding your new position.

Upon Arrival

Please note: before you can be paid, all forms relating to your appointment must be returned to the HR person responsible for processing your appointment (see letter of appointment)

Your first week Please tick on completion

You will have an opportunity to be introduced to fellow colleagues and members of your Department and Faculty. Your Head of Department will be responsible for your induction but may have nominated an induction facilitator/s to assist with the process. You will be shown around essential amenities and services.

Your Head of Department or immediate line manager will discuss your conditions of service with you. Any specific queries regarding conditions of service can also be addressed by a member of the HR Department. Your HR Advisor (x………/email:……………………..) is………………..and your HR Officer (x………/email………………….) is…………………… Please make an appointment to meet with them within the first week of your arrival.

Your Head of Department or immediate line manager will discuss your job description with you and the standards expected. A date will be set to discuss goals and objectives.

You will be introduced to appropriate resources and services which are available to facilitate settling you into your new post.

Once your forms have been handed in to the HR Department and have been processed on SAP, you should proceed to Access Control Services, Leslie Social Science Building for the issuing of your staff card. This will allow you access to your building and allow you to join the library.

Discuss with you induction facilitator how you should arrange parking on campus or alternatively contact the Traffic Office on x3312.

Campus maps are available on the UCT website.

The UCT website contains information on policy and procedures.

Your Head of Department/Induction Facilitator will book you on the general induction programme for new staff. This will cover information on the organisational structure, issues facing UCT and transformation.

Please note: Your Head of Department/Induction Facilitator has his/her own checklist. If he/she does not cover all of the above or you have other questions, please raise them with him/her.

Example Letter to a Prospective Staff member (once they have accepted their appointment.)

Date

Note: This example is for an academic in the Science Faculty. It will need adaptation to the circumstances of your department.

Associate Professor/Professor/Dr/Mr/Ms

Department

Dear

I congratulate you on your appointment as a __________________ in the Department of _______________________. I would like to take this opportunity to inform you about your duties and rights, and about some general Departmental Procedures.

1. Teaching Duties

The Head of Department will assign an office to you and consult you regarding your teaching duties. These will consist of a number of lectures and practicals. In our Department the average load is about ____ lectures and ____ tutorials/practicals per year. In addition there is supervision of Honours projects and MSc and PhD students. You have academic freedom with regard to the content and delivery of your assigned lectures within the constraints of the course title and syllabus.

(Note: The impact of programmes may need to be noted here. This letter is simply an example.)

The Department of ______________ is responsible for_____ different courses at various levels from First Year through to Honours. There is a course co-ordinator for each course and there is a specified set of rules governing the course with regard to times of lectures, practicals, tutorials, mark allocation and examinations. You are required to follow these rules and to co-operate with the course co-ordinators. If you are assigned co-ordination of a course, you will have several administrative duties which will be explained to you. These include updating the rules governing the course, overseeing tests and examinations, and organising the marking of the examinations. You will also be required to liaise with other lecturers assigned to that course.

Please note that in this Department all final examinations are marked by the academic staff members. You may not allocate your marking to a research student, however competent you may think he/she is.

2. Research

You are expected to carry out research. You are totally independent as a researcher, but I do expect you to commit your energies to building up the research activities of the Department in the general field of ______________________________.

The Head of Department will assign laboratory space for your research activities if required. This laboratory space will normally be shared and serviced with water and electricity. Note, however, that consumables are not generally provided, but should be purchased with your won research funds.

2.1 Research Funds

You are strongly advised to apply for research funds. If you have not already done so, the following bodies should be approached in this regard: The National Research Foundation (NRF): You should be evaluated by the NRF and apply for a grant. For further details please speak to the Research and Innovation office or Associate Professor Cheryl de la Rey, Deputy Vice Chancellor in charge of research.

The University Research Committee. The URC sometimes provides a launching grant to new staff, for running expenses and equipment. This will require a motivational statement from you, which should be sent to your Head of Department. The Head of Department will assist you in writing your motivation, if you wish.

Industrial Support. Various companies can be approached for funding of research projects. I suggest you consider _________________________ Your Head of Department will give you advice on this.

In any event you may wish to seek an interview with Associate Professor de la Rey, Deputy Vice Chancellor in charge of Research, and explain your plans and future research directions to her. She will also give you advice about funding.

Please note that whatever research funds are awarded to you are UCT funds but under your control. You are responsible for their administration and you should be careful not to overspend. The Research and Innovation Office will assign fund numbers to you and advise you with regard to good housekeeping of your research accounts. Please contact:______________________ on extension:__________ in this regard.

2.2 Supervision of Research Students

It is customary for staff members to supervise students who are reading the MSc and PhD degrees. Research students are precious, and if you undertake to supervise a student, you are required to help him or her formulate an appropriate project, and give regular advice on its execution. The amount of supervision depends on the project, the student and on other variable circumstances. The Head of Department will give you advice on this if you wish. The Dean of Science has written an excellent booklet entitled "An Information Booklet for our MSc and PhD Students", which may be consulted for further information.

3. Working Hours

Your working hours are not fixed, and you need not seek permission to absent yourself for brief periods of time during the day. However, it is expected that you will make yourself available at particular times to discuss queries arising out of the courses which you teach.

Should you need to absent yourself for several hours you may wish out of courtesy to inform _____________________, the Departmental Secretary. This is not obligatory.

4. Private Work

You may undertake private work subject to the rules as stated in the conditions of service. This requires you to apply on a prescribed form which is available from the Head of Department.

5. Conditions of Employment

It is important that you consult the Human Resources website which states the conditions of service for staff and other general information. In particular you may wish to seek an interview with____________________ (HRA in the Human Resources Department, and he/she will explain your various benefits.

6. Department Committees

The Department is administered by a number of committees or by various individuals with delegated authority. They are: (You will be assigned certain administrative tasks by the Head of Department.)

Departmental meetings take place every month. You will be required to attend these, as well as other ad hoc meetings that are scheduled from time to time. Your input at these meetings will be much appreciated. In conclusion, I hope you will enjoy your new appointment and wish you every success in the future.

Yours sincerely

Note: If this letter is from the Head of Department then reference to the Head of Department in the body of the letter should be changed. This is just an example.

Page last updated: 21 January 2011