Welcoming our new staff
Communicating with the new starter
- Ensure regular contact between appointment and start date – communication should be proactive not responsive.
- Ensure the new starter is aware of what is expected of them on their first day, e.g. how to check in with you.
- Consider arranging a meet-up prior to starting if possible/practical...?
IT set-up
IT set-up needs to be organised in advance and ready in advance of first day:
- Recruiting managers should note any IT requirements for new starters e.g. managed/unmanaged laptops, including any specialist requirements e.g. monitors, docking stations, accessibility support etc.
- Recruiting managers should then put an Ivanti ticket into the Library IT Support team ahead of the start date.
- A helpful guide to forms to use in Ivanti on the Library intranet page can be found on the IT Support web pages managers requesting kit for new starters should use the “Purchasing IT equipment” form. In the request managers will need to select “Another user (they are Library Staff”) and can list all the kit needed in the one form. If they don’t select the “….they are Library staff” option it could cause a delay in the ticket getting to Library IT. To save time include in the ticket whether the member of staff is taking up a brand new role or whether they are replacing someone in an existing role. The more notice given the better chance of the equipment being available for when they start.
- Access to shared team email accounts should be requested via the “Email issue / request” form – but this might not be needed until they actually start.
- Spot IDs required to activate accounts must be done prior to collecting equipment. People & OD can provide this.
- New starter needs to activate their account before collecting IT equipment from Main Library. See New staff - IT Services.
- Make an appointment with DTS for the new starter to collect equipment and get set up with Teams, emails etc. Alternatively, a courier service is available to deliver IT equipment to new starters.
Equipment to help you work from home
- If further equipment is needed to work from home e.g. chair etc., information on acquiring this can be found here:
Setting up your workstation at home
- Information on setting up a home workstation can be found here:
How do we ensure new staff feel integrated and 'meet' people?
- Use a tool such as Trello to organise the new starter’s induction into checklists etc:
- Ensure that handover documents and files etc. are organised and accessible before the new person starts
- Providing the new starter with a list of people to get in touch with can be beneficial – they can set up their own meetings with key members of staff.
- Ensure the new starter knows their team, but encourage them to make contact/attend meetings beyond this is as appropriate.
- 1-2-1 meetings organised with relevant staff to get to know as many people as possible. This might be preferable to meeting staff in groups or at meetings initially (take into account how group online meetings might feel for a new starter).
- Make use of ‘Teams’ chat areas.
- Ensure new starter is added to all the relevant ‘Teams’ they’ll need access to.
- Email UML People & OD with details of the new starter so that they can be added to mailing lists e.g. all staff etc.
- If for any reason new staff need to be on site, a staff card can be acquired by emailing People & OD who can arrange to post a card out to you. A staff ID number and home address will be needed. In some cases before staff card can be issued a photo needs to be taken at the People & OD offices, Reception, 2nd Floor, in the Simon Building. Appointments can be made by emailing People & OD.
- Provide new starter with links to induction: