Onboarding UCL Employee guidance for VP Offices
This task explains the Onboarding process for VP Offices.
Before you start
The onboarding guide is to be used by the following when onboarding a UCL Employee:
- Hiring Manager
- Recruitment Co-ordinator
- Line Managers
You can download a printable copy of the checklist.
Important Note: Some steps in the "Day 1" and "Week 1" sections are about the employees who are joining UCL. Please make sure to tell them this information during their induction or, if they have a buddy, make sure their buddy knows about these steps.
- 1. Pre-Employment admin (When Job offer is accepted)
Information for Hiring Manager/Recruitment Co-ordinator
-
- Ensure references are requested as detailed in the Recruitment and Selection Policy (required before contract request is put through)
- Right to Work to be checked (required before contract request is put through)
- Disability declaration and support (Disability Equality): Ask applicant whether they require any reasonable adjustments and/or wish to declare a health condition or disability before their start date. If required, make referral to UCL Workplace Health for recommendations on reasonable adjustments. Consider completing an Adjustments Passport jointly with the employee. Consider whether a Personal Emergency Evacuation Plan will be required.
- If required, securely send the following information to HR Services Team (If you are working with a Recruitment Co-Ordinator then they will help with the application):
- If the person recruited is under the age of 18, the Safety Services - Young person’s guidance must be reviewed and followed.
- 2. Once Contract is signed and start date is confirmed
Information for Hiring Manager/Recruitment Co-ordinator
-
- Identify a suitable workspace/desk/lab bench as required, with any additional cupboards, lockers, pedestals.
- Check if userID and UPI has been generated by visiting the UCL MyAccount page.
- Order equipment/ S drive / extension number ie laptop, headset, UCL ID extension number through Business Operations. Fill in Remedy Self Service Form - HR Services - VP Offices Systems, S Drive Access & Equipment Request. You will need approval from budget holder if ordering equipment.
- (For Estates and VP External Engagement only) To request a Mobile phone, please fill out the Mobile Phone Request form and send it to Business Ops. Please note that you will require approval from your departmental Budget holder prior to filling out this form.
- If issuing a used laptop that belonged to an ex-employee, then it is advisable to get it reimaged through ISD. Please log a ticket with One Desk IT stating asset number, userID of new employee and when it is required by.
- If a loan laptop is required, fill in Remedy Self Service Form - Laptop Loan Request
- Ensure access to other role specific systems have been set up:
- Ensure new starter is added to various email distribution lists, networks etc
- Announce details of new joiner to wider team
- Create Induction plan and timetable (Use Day One Induction as Guidance)
- Deal with any outstanding queries from new starter
- Book meetings with key people
- 3. Before Start (Atleast 48 hours before start date)
Information for Line Manager
-
- Confirm start date, hours and location with new starter
- Include arrangements for first day – who to report to, adjusted start time for first day?
- If remote, arrange a Teams Meeting for Introduction and Induction.
- Check if employee has received MyAccount details to reset password and if the password has been successfully been reset. Link is only valid for 24 hours. If Link has expired, then a Computer Rep will need to request for the link to be resent. Computer Rep for VP Offices is Business Operations Team or HRS VP offices Team.
- Book appointment for Security ID collection
- Book desk if first day is on campus
- Appoint a mentor/ buddy if appropriate
- 4. Day one
Information for Line Manager/Buddy
(Please note Step 12 is for the employee)
-
- Line Manager to email Induction Plan to Employee
- Line manager should meet and greet employee, and introduction to immediate team (if on campus)
- Line manager to collect equipment from Business Operations Team (Bidborough House/ Ground Floor)
- The line manager should arrange a tour of immediate working area including kitchen facilities, toilets, break out areas. Ensure new starter is comfortable with desk arrangements and equipment.
- Line manager to arrange Fire Safety Tour/ Emergency procedures- to be booked with Business Operations Team
- Line manager or Buddy should help set-up laptop/user account
- Line manager to check all documents are in place ie contracts, bank details
- Line manager or buddy to check access to all systems ie Outlook, Teams, S Drive, MyHR
- Line manager should check MyHR access and ensure information is correct ie bank details, personal details and emergency contacts
- Line manager to Introduce to the Team's Way of working eg. Hybrid working, working hours, punctuality, sickness and lateness reporting,
- Line manager to give a brief Summary of Department ie teams/ org charts/ key contacts
- Employee to complete first day Mandatory Training
- Line manager should add employee to MS Teams Chats/ Teams/ Sharepoint Sites
- 5. Week one
Information for Line Manager/Buddy/Employee
-
- Employee to complete a workstation self-assessment
- Line manager or buddy to train employee on using MS Teams
- Line manager or buddy to show employee how to create email signature
- Line manager to discuss any pre-arranged leave and show how to make requests through MyHR Self Service
- Line manager should, If required, train employee on Manager Self Service on MyHR
- Employee to book onto Welcome Event
- Employee to refer to the Staff Induction Webpage
- Employee to read absence notification procedures/provide contact details – Sickness Absence Policy
- Employee to refer to the HR policies and procedures pages for key policies
- Employee to refer to UCL Ways of Working
- Line manager or buddy to ensure employee knows who to contact for various sources of support e.g. the EAP; Workplace Health; Dignity at work Advisors; Employee support networks/groups, HR Business Partner UCL’s recognised Trade Unions
- Line manager will arrange other role specific training needs that are relevant to the role
- Line manager should book end of the week meeting to check on employee
Close
