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Induction Checklist Induction requirements and checklist for new employees and staff changing roles within the organisation Section 1

This provides a checklist for managers to complete in advance of the person starting work.

Section 2

This provides a checklist for the persons first day and should be completed in conjunction with the new person themselves.

Section 3

This provides a checklist for the persons first four weeks in the role and should be completed in conjunction with the new person themselves.

The checklist is best viewed as an electronic document as it contains links to all the related information and documents contained on the intranet web pages. It is essential that the checklist is completed in full and then printed off and signed by both the line manager and the new starter to confirm that the areas stated have been covered and understood. Once fully completed, it is advisable to store the checklist with the persons first Performance & development Review (PDR). Please note that there is no need to send a copy of the completed checklist to HR. Where an employee is moving into a management role or more senior post with increased or changed responsibilities then all relevant sections MUST be completed as a check that they understand their new responsibilities. If you have any queries regarding completion of this form please contact Human Resources by emailing: humanresources@csduk.com or calling: 08456 053000.

Name of new starter:

     

Job Title:

     

Job Number:

     

Line Manager’s Name:

     

Line Manager’s Job Number:

     

Line Manager’s Job Title:

     

Page 1 of 10


SECTION 1: PRE-EMPLOYMENT - Checklist for managers prior to a person starting work: Completed Date Check new employee’s work area and ensure the following things are in place (as appropriate/required): Any personal protective equipment or other essential equipment or clothing required to      /     /      carry out the job Any equipment that is being provided by Access to Work in relation to any disability      /     /      that the person has Stationery, desk, chair      /     /      Telephone extension and handset

     /     /     

Computer

     /     /     

Ensure the following are carried out: Ensure all relevant recruitment documentation has been returned to Human Resources as detailed in the New Starter Form Ensure New Starter Form is completed

Completed

     /     /           /     /     

Name Badge ordered (as appropriate) If under 18 years of age ensure Risk Assessments are current/reviewed to include them – BEFORE they start. Ensure the person is added to the ‘Phone Search’ on COLIN Inform any relevant customers of their contact details and start date Inform colleagues of their impending arrival and start date Use the ICT Self Service facility to request access for any specific software/drives or equipment not covered in the new starter form Determine whether they need an Access to Work Assessment (if they haven’t already had one)

Ensure new person is informed of:

Date

     /     /           /     /           /     /           /     /           /     /           /     /     

     /     /     

Completed

Date

When / where to arrive on their first day

     /     /     

Where to park

     /     /     

Whom to report to

     /     /     

What to bring Confirm hours to be worked on next duty roster (if applicable)

     /     /           /     /     

Page 2 of 10


Ensure the person is booked onto the following as appropriate/required: Any Directorate specific induction programmes Details Date

           /     /     

Details Date

           /     /     

Details Date

           /     /     

Completed

Date

     /     /     

Any job specific training courses (including CareFirst / Oracle, Health & Safety for Managers, etc) Details Date

           /     /     

Details Date

           /     /     

Details Date

           /     /     

Details Date

           /     /     

     /     /     

Further details of how to book corporate courses can be found on the SCC website: http://www.suffolk.gov.uk/learninganddevelopment

Page 3 of 10


SECTION 2: FIRST DAY Tour of office/premises, including

     /     /      Completed

Date

Normal entrances and exits

     /     /     

Explanation of accessing building

     /     /     

Explanation of building security

     /     /     

Location of car/bicycle parks

     /     /     

Location of emergency exits Location of emergency alarms (as appropriate) Explanation of emergency evacuation procedure Location of assembly points

     /     /     

Introduction to local fire warden

     /     /     

Location of toilets, lockers, cloakrooms

     /     /     

Location of equipment / stationary

     /     /     

Location of line manager / colleagues

     /     /     

Location of canteen / refreshment facilities

     /     /     

Location of notice boards

     /     /     

Location of first aid room

     /     /     

Explanation of first aid procedure

     /     /     

Introduction to local first aid officer

     /     /     

Any special hazards – please specify

     /     /     

Any prohibited areas – please specify

     /     /     

Location of panic buttons (as appropriate) Explanation of panic button procedure (as appropriate)

     /     /     

Housekeeping Welcome – introduce to colleagues Complete ID Badge Application Form and take employee to have their photo taken for ID Badge Explain overview of (as applicable) SCC/CSD/Directorate/Team and their role and access Survival Guide on Colin. Ensure the person is aware of any appropriate car parking charges and completes the form to deduct car parking charges from salary (as appropriate) Ensure that if the person is a blue badge holder they are aware to display it in their vehicle when using a disabled space within an SCC car park Ensure that the person is aware of the greener commuting choices that are

     /     /           /     /           /     /     

     /     /      Completed

Date      /     /           /     /           /     /     

     /     /     

     /     /           /     /      Page 4 of 10


available to them through the Travelling to Work information provided. HR Ensure employee received and understood their contract and have signed and returned a copy to Human Resources Ensure the person is aware of HR Self Service and how to access it, including online mileage and expenses. Where to find HR procedures and guidance on the HR Pages of the intranet How to contact HR

Completed

IT:

Completed

Date      /     /           /     /           /     /           /     /     

Ensure the person can login to their PC Ensure they can access any relevant local drives and printers Ensure they can access any relevant software Ensure the person knows how to access the organisations intranet - COLIN Ensure they know how to contact the ICT Department

Date      /     /           /     /           /     /           /     /           /     /     

Confirmation of completion and understanding of Section 2: Signature of Line Manager

           

     /     /     

Signature of new employee

           

     /     /     

Page 5 of 10


SECTION 3: FIRST 4 WEEKS OF EMPLOYMENT/NEW ROLE Job Specifics:

Completed

Date

Go through their job and person profile

     /     /     

Team members – what they do

     /     /     

Structure of – team / directorate / SCC

     /     /     

Business Plan - team / directorate / SCC

     /     /     

Learning & development needs

     /     /     

Employment Policies Absence, including any local arrangements specific to the team Annual Leave, including any local arrangements specific to the team Codes of Conduct - includes Harassment & Bullying, Whistleblowing, Capability, Discipline, Grievance Family & Care Policies – includes maternity, adoption, paternity, parental leave Flexible Working guidance

Completed

Date      /     /           /     /           /     /           /     /           /     /     

Organisational Change Management

     /     /     

Staff Support Networks

     /     /     

Healthy Organisation information Explanation of Probationary period process and review dates Explanation of PDR process – review dates, paperwork, 11 month-rule

     /     /           /     /     

     /     /     

First PDR Booked Date      /     /      Where to find information on Equality and diversity Corporate Plans & Policies including Officer Disclosure of interests and Declaration of Gifts & Hospitality

On HR Self Service show the new employee how to: View and update personal information

     /     /           /     /     

Completed

Date      /     /     

View payslip and contract information

     /     /     

View and update work pattern

     /     /     

View annual leave entitlement

     /     /     

Request annual and other leave

     /     /     

Request training

     /     /     

Access Self Help and movies

     /     /      Page 6 of 10


Explanation of IT policies: Acceptable use of ICT including acceptable use of email

Completed

Date      /     /     

How to manage your mailbox

     /     /     

ICT password management

     /     /     

How to Contact ICT

     /     /     

E- learning modules Completed Date An increasing range of e-learning modules are now available some of which are mandatory. Please check which will be applicable for their role – either essential or desirable. New starters will need to enrol first using their network login as their username and      /     /      their work e-mail address SCC Corporate Induction - Mandatory      /     /      Introduction to health and safety - Mandatory GCSx modules I & II – Mandatory for all IT users Protective Marking – Mandatory Any specific e-learning courses to be completed (essential/desirable)

     /     /     

Details Details

           

     /     /           /     /     

Details

     

     /     /     

Details

     

     /     /     

Working Practices:

     /     /           /     /     

Completed

Date

Supervision / One-to-One schemes

     /     /     

Dress code

     /     /     

Use of telephone including private calls

     /     /     

Handling and signing correspondence

     /     /     

Confidentiality of information/files

     /     /     

Hour of work – flexible working, rosters

     /     /     

Breaks / lunch cover

     /     /     

Claiming mileage / additional hours

     /     /     

Travelling on SCC business – green travel

     /     /     

Postal service – collections times, couriers

     /     /     

Photocopying – equipment, personal use

     /     /      Page 7 of 10


Filing systems – electronic / hard copy

     /     /     

Customer service – dealing with customers Handling service users money and possessions – if applicable Paying for meals in residential homes – if applicable Security of personal belongings

     /     /     

Information Management and Compliance: How to manage personal information and deal with requests for access to records: Data Protection How to manage requests for access to information: Freedom of Information How to manage corporate records in electronic and hard copy files: Suffolk FilePlan How to store and access records: Records Management Centre

     /     /           /     /           /     /      Completed

     /     /           /     /           /     /           /     /     

For help and advice contact the Information Compliance Helpdesk by emailing information.management@suffolk.gov.uk

Services Available: Trade Unions HM Assist – Free and confidential advice and counselling service 0800 141 2784. Freephone number available 24 hours a day. Or access supporting information on the HM Assist website www.hmassist.com/suffolkcc Staff benefits scheme Information on Travelling to Work including availability of reduced price bus/train passes and park and ride

Date

     /     /     

Completed

Date      /     /     

     /     /     

     /     /           /     /     

Health, Safety and Wellbeing Completed Date Ensure that the new employee understands and is aware of procedures relating to the following and is informed of how to locate the corporate and directorate Health, Safety and Wellbeing information on Colin. Viewed SCC H&S policy (on Colin)      /     /      Introduction to H&S representative Booked in for all relevant face to face health and safety training for managers – if applicable Inform them who their directorate H&S advisor is Reporting of incidents/accidents procedure for their directorate/location

     /     /           /     /           /     /           /     /      Page 8 of 10


Occupational health service – if applicable Health matters - Help and information on health and wellbeing from our occupational health provider 'Health Management Ltd' Healthy Ambitions Suffolk Local risk assessments and relevant hazards and controls moved up Violence at work and lone working

     /     /     

Personal Alarm – if applicable

     /     /     

Manual handling– if applicable

     /     /     

Personal protective equipment– if applicable Control of Substances Hazardous to Health (COSHH) – if applicable Duty of care – negligent behaviour under H&S at work Act Complete the Employee Workstation selfassessment if an IT user– Required within the first two weeks of starting Stress Management policy (if applicable)

     /     /     

Immunisation – if applicable

     /     /     

Environmental policy Have completed all relevant health and safety e-learning modules

     /     /     

     /     /           /     /           /     /           /     /     

     /     /           /     /           /     /           /     /     

     /     /     

Page 9 of 10


Training needs arising from Section 2 and Section 3: - these should be incorporated in the the development plan section of the persons first PDR 1       2

     

3

     

4

     

5

     

Confirmation of completion and understanding of Section 3: Signature of Line Manager

           

     /     /     

Signature of new employee

           

     /     /     

Page 10 of 10


Induction checklist