University Policy

Induction Procedure
Policy Code: HR961

Table of Contents
Purpose ......................................................................................................................................................... Definitions ..................................................................................................................................................... Actions .......................................................................................................................................................... Stage 1 - Local Induction ....................................................................................................................... Stage 2 - Occupational Health & Safety Induction ................................................................................... Stage 3 - Corporate Induction ................................................................................................................ Casual and Sessional Staff .................................................................................................................... Policy Base ................................................................................................................................................... Associated Documents ................................................................................................................................... Implementation .............................................................................................................................................. 1 1 2 2 3 3 4 5 5 5

Purpose
To outline the processes undertaken to assist new staff members commencing employment with the University of Ballarat and existing staff members commencing a new appointment in a new School or Portfolio to understand the Universitys processes and assist them to settle into their new roles.

Definitions
New Staff Member: Existing Staff Member: University Charter and Values: Local Induction: A person who has been offered a new contract of employment with the University of Ballarat. A person who holds a current contract of employment with the University of Ballarat. Details of the Universitys purpose and values that will underpin all University activities and planning. Introduction to the staff members local work area where they will be undertaking their daily tasks. The Local Induction will be completed by the staff member and their immediate Supervisor. Introduction on local health and safety matters affecting the new staff member. The Occupational Health and Safety Induction will be completed by the staff member and their immediate Supervisor, A general overview of the University of Ballarat providing a wide range of information to staff members. The Corporate induction advises them on the Purpose and Values of the University, significant policies and procedures, staff support, health and well being resources and other services and resources that may be of use to the staff member. A person who is named in the staff members letter of offer as having supervisory responsibility for the staff members work.

Occupational Health and Safety Induction: Corporate Induction:

Immediate Supervisor:

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University Policy

Fixed-term Staff Member:

A staff member is employed for a specified term or ascertainable period. The fixed term contract of employment will specify a start and finish date or will specify the circumstances or contingency relating to a specific task or project, upon the occurrence of which the term of the employment shall expire. Fixed-term employment may be on a full time basis or a fractional part-time basis.

Continuing Staff Member:

A staff member who is employment is other than fixed-term or casual. The contract will have no fixed end date. Continuing employment may be on a full time basis or a fractional part-time basis. A staff member who is engaged by the hour and paid on an hourly basis. Payment will include a loading related to specific benefits to which the staff member has no entitlements i.e. sick leave, annual leave etc.

Casual/Sessional Staff Member:

Actions
A new staff member with a continuing or fixed term contract will be advised in a letter of offer that they will be required to participate in a Corporate Induction. The letter of offer will specify the staff members commencement date and the first Corporate Induction date available following commencement. The letter of offer will also advise the new staff member that they are required to undertake training on workplace behaviour as part of their induction. The staff member acknowledges their acceptance of these requirements by signing and returning the Employee Acceptance document to Human Resources. A copy of the letter of offer is sent to the manager and/or supervisor. Upon commencement of a continuing or fixed term contract, the manager/supervisor will receive a memo from Human Resources outlining the probation and induction requirements for the new staff member.

Stage 1 - Local Induction

On commencement of employment the new staff member will complete a Local Induction with their immediate supervisor. The supervisor will: introduce the new staff member to their colleagues; show them their work space; ensure the new staff member has been given access and passwords to the Universitys IT system; show them any facilities within the work area i.e. lunch room etc; advise them of any specific work and break times; discuss the probation requirements and processes with the new staff member; and any other relevant information to assist the new staff member.

The Local Induction will vary within each School and Portfolio, A checklist is available from the Human Resources website to ensure the most significant points of the Local Induction are covered. Any other matters may be discussed at this time and the new staff member given an opportunity to ask questions.
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The completed Local Induction Checklist must be signed by the new staff member and their supervisor and forwarded to Human Resources with ten (10) days of commencement.

Stage 2 - Occupational Health & Safety Induction

Following the completion of the Local Induction, the new staff member and their immediate supervisor will complete the Occupational Health and Safety Induction. The supervisor will: Introduce the new staff member to the Health and Safety Representative and local area First Aid officer; Show the new staff member the local area emergency assembly points; Advise the new staff member on any specific emergency procedures related to the specific School or Portfolio; Advise the new staff member on how to report injuries or hazards and where forms can be found etc; Discuss the new staff members workstation set up and, if required, arrange for an ergonomic assessment to be undertaken with the Risk, Health and Safety Portfolio.

The Occupational Health and Safety Induction will vary within each School and Portfolio, A checklist is available from the Human Resources website to ensure the most significant points of the Occupational Health and Safety Induction are covered. Any other matters may be discussed at this time and the new staff member given an opportunity to ask questions.

The completed Occupational Health and Safety Induction Checklist must be signed by the new staff member and their supervisor and forwarded to Human Resources with ten (10) days of commencement.

Stage 3 - Corporate Induction

The new staff member is advised of their Corporate Induction time and venue in their letter of offer. In the week of their Corporate Induction the new staff member will receive and email from Human Resources advising them of their Corporate Induction date and time. From time to time Human Resources may also call the new staff member to confirm their attendance at the Corporate Induction. An appointment may also be put in their electronic diary. A representative of the Human Resources Portfolio, nominated by the Director, Human Resources (or nominee) will undertake the Corporate Induction with new staff members. The representative will: outline the purpose of the induction; provide information on the Universitys current Charter, Values and commitments; provide information on specific legislation, policies and procedures all staff members are required to be aware of; provide information on general Occupational Health and Safety processes and the Injury Management process; provide information on services and resources available to staff; provide information on Human Resources matters and general working arrangements; and
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provide information on any other resources or facilities.

New staff members will be given the opportunity to: ask questions relating to the information provided; and ask questions about matters relating directly to their employment;

The new staff member will be provided with a checklist that they will be required to complete and sign. The checklist will detail the items covered in the Corporate Induction presentation and an acknowledgement by the new staff member that they are responsible for ensuring they familiarise themselves with the policies and procedures of the University. The completed checklist must be returned to the Human Resources representative at the conclusion of the Corporate Induction. From time to time Human Resources may have speakers involved in the Corporate Induction to provide specific information on sections of the presentation.

Finalisation of the Induction

At the conclusion of the induction, the Human Resources Representative will sign the Corporate Induction Checklist and file it on the staff members personnel file. A notation will be made on the induction spreadsheet to indicate the staff member has attended induction. Human Resources will email each attending staff member who attended the induction and provide them with a PDF copy of the induction presentation and a link to the Human Resources Corporate Induction webpage.

Non-Attendance
Staff members who do not attend their scheduled induction will receive an email and/or telephone call from Human Resources. Should a new staff member not attend their initial Corporate Induction, they will be scheduled for the next available induction time and advised of this by email. Should a new staff member fail to attend three (3) successive Corporate Induction sessions, in addition to an email and/or telephone call, the staff members immediate supervisor will be notified of their non-attendance and asked to ensure the staff member is available for the next session.

Casual and Sessional Staff

Casual and sessional staff members are required to complete Stage 1 and 2 of the Induction process. It is the responsibility of the casual/sessional staff members supervisor to ensure that the inductions have been completed and checklists signed. The completed checklists should be kept in a secure location within the School or Portfolio. Sessional Academic staff should be provided with a link to the Human Resources Induction webpage and the Sessional Academic Induction link.
Warning - Uncontrolled when printed! The current version of this document is kept on the UB website. Authorised by: Director, Human Resources | Document Owner: Director, Human Resources | Original Issue: 12/12/2000 | Current Version: 02/06/2011 | Review Date: 02/06/2013 | Policy Code: HR961 CRICOS Provider Number: 00103D Page: 4 of

University Policy

Casual and sessional staff will be required to undertake the Universitys workplace behaviour training as part of their induction.

Policy Base
Induction Policy.

Associated Documents
Recruitment and Merit Selection Policy. Recruitment and Merit Selection Procedure. Academic Probation (Higher Education) Policy. Academic Probation (Higher Education) Procedure. Employment Probation for General Staff and TAFE Teachers Policy. Employment Probation for General Staff and TAFE Teachers Procedure. Guidelines Relating to the Employment of Casual and Sessional Staff (Human Resources website).

Forms. Corporate Induction Checklist (DOCX 193.0kb) Local Induction Checklist (DOCX 186.6kb) OHS Induction Checklist (PDF 48.8kb) Pre-existing Injury or Disease Form (DOCX 181.1kb)

Implementation
The Induction Procedure will be implemented throughout the University of Ballarat via: 1. an Announcement Notice under UB Communicate on the myUB Gateway website and through the University of Ballarat Policy - Recently Approved Documents webpage to alert the University-wide community of the approved Procedure; 2. inclusion on the University of Ballarat Policy, Procedure and Forms website; and/or 3. distribution of e-mails to Head of School / Head of Department / University staff.

Warning - Uncontrolled when printed! The current version of this document is kept on the UB website. Authorised by: Director, Human Resources | Document Owner: Director, Human Resources | Original Issue: 12/12/2000 | Current Version: 02/06/2011 | Review Date: 02/06/2013 | Policy Code: HR961 CRICOS Provider Number: 00103D Page: 5 of