On arrival of the staff member |
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First week |
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- 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.
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- Welcome and introduce the new staff member to fellow colleagues and members of staff in the department and or faculty.
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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 administrative forms.
- How does one contact the IT Service Desk?
- Any other information relevant to his/her position.
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- 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 academic performance management process. More information regarding conditions of service may be obtained from the HR Department. Advise the staff member to view the UCTRF induction videos https://uctrf.co.za/uctrf/new-member-sessions before attending the benefit information session, held monthly via MS Teams from 10h00 - 13h00. . If the member is not able to attend the induction session, they may view a recording of the session on the UCTRF website https://uctrf.co.za/uctrf/new-member-sessions.
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- Where relevant, explain the probationary period for academics. Also explain the system of review meetings. See: Probation and confirmation.
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- Discuss with the new staff member what is expected of staff in your department i.e. 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 personnel file in HR. Procedure for reporting absences from work, time off, leave etc.
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- Discuss the responsibilities/duties of the specific role/position into which the new staff member has been employed and the expectations/standards of the department. All staff should have position descriptions. Go through the position description in detail and ensure the staff member understands what is required of them.
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- 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.
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- As appropriate, provide information on, and introduce the new staff member to the relevant lecturing, student evaluation, professional development, and requirements for promotion.
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- 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.
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- Discuss clubs, sports facilities, unions or refer the staff member to the relevant staff bodies responsible.
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- 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.
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- Accompany or direct the staff member to the Appointments Office (Bremner Building) 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, (x3030), new Properties and Services Building above the Traffic Office on upper campus to have his/her staff card issued (provided the staff member brings an identity document and proof of appointment).
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- 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. See: Staff parking application & renewal form (TA01)
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- Refer the staff member to the UCT website and the HR website for their conditions of service and any queries on remuneration and benefits.
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By the end of the first month |
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- Set a date to meet with the new staff member to set objectives and goals.
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- Establish whether there are any immediate training needs.
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- Ensure that the staff member has settled/is settling. Check whether they have any specific requests regarding their position description.
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- Ensure that the staff member knows how to access SAP HR Employee Self-Service to view their payslips and IRP5 tax certificates, apply for leave and update their personal details. Instructions and Frequently Asked Questions are available on the HR website. To understand the layout and content of the payslip, see: Understanding your UCT payslip.
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