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Staff induction


Staff induction

Health and safety is a key priority at this University and it’s vital that everyone is committed to it to ensure we ‘manage risk together’.

How to use this information

Line managers – please go through the essential information below with your staff member, and add local information from your own school/ faculty or service. This information adds more detail to the points set out in the Organisational Development and Professional Learning (ODPL) checklist.

Information for the first day

The first few points below are essential information for a new member of staff.

Workplace tour

  • Give them a tour of the workplace and talk through any key hazards

Fire Safety and Evacuation

  • Explain what to do if they hear the evacuation alarm – e.g. what the alarm sounds like (mention any other alarms in the area), show them the evacuation route, any alternative routes and the assembly point, remind them not to use lifts during an evacuation and explain how the “all clear” is communicated to allow re-entry.

  • Explain what to do if they discover a fire - show them where alarm call points are and how to sound the alarm, that they need to call Security (0113 34 32222) to confirm there is a fire, and show them the location of firefighting equipment but clarify that they are not to take personal risks in firefighting.

  • Explain the “Personal Responsibilities of Staff” section of the Fire Instruction Notice

  • Introduce them to the area Fire Warden.

  • Discuss whether they may need a Personal Emergency Evacuation Plan (PEEP) or any changes to the alarm system (e.g. flashing light instead of sirens).

First Aid

  • Show them where first aid boxes are and explain how to contact a First Aider if required.

  • If possible, introduce them to the area First Aider.

  • Explain that if they need to call an ambulance on the main University campus, they should follow the instructions on the ambulance calls on campus webpage.

  • If they are working in other locations, make sure they know how to call an ambulance there.  

Local safety Information

  • Tell them that the information shown on these (Wellbeing Safety and Health) webpages applies across the whole University. However this information may put into practice slightly differently in each school/ service, depending on local requirements. 

  • Direct them to local school/ service safety information that is relevant to their role (e.g. specific training requirements, risk assessments or local processes such as safe systems of working or lone working).

  • Make sure they have the opportunity and the time to absorb safety-related information; especially in higher risk areas.

First Week Information

Please share the information below with your new staff member in the first week. It builds on the ‘First Day’ safety points above, and gives them more detail of their health and safety requirements and responsibilities.  

  1. Check that new staff understand and follow the safety measures which apply to their role.

  2. Encourage them to talk about health and safety with others and discuss questions and any concerns.

  3. Direct them to complete the three mandatory online health and safety training modules promptly. These take no more than an hour in total and cover Fire Safety, Display Screen Equipment safety and Manual Handling. Enrol them on any other essential health and safety training courses.

  4. Make sure they know to report any problems, accidents/incidents or faulty equipment to their line manager – e.g. if they believe there is a hazard no one else has spotted. They can also talk to their local health and safety contacts.

Personal Health and Safety Responsibilities

  • Explain that Health and Safety is everyone’s responsibility. We all need to take care of ourselves and each other as part our everyday activities.  

  • For more information on staff responsibilities see the University Health and Safety Policy and little leaflets for staff and students, line managers, Heads of School/ Service and UEG members.

Local safety information and risk assessments

  • Show them in detail the local (e.g. school or service) safety information that applies to their role/ activities so they know what is expected of them – e.g. local processes, handbooks, intranet, etc. 

  • Whilst they don’t necessarily need to work through risk assessments in detail, they do need to be familiar with the control measures and how to follow these (e.g. local process for working after hours).

Key Safety Contacts

  • Tell them to contact their line manager first if they have a health and safety question.  

  • Next, give them the contact details for key contacts and if possible, introduce them. Their area may have a health and safety coordinator who would be the next point of contact

  • Other useful health and safety contacts may include the local first aider and fire warden and other local supervisors/ managers e.g. lab or workshop manager.

  • Direct them to the contact details for their local Health and Safety Manager.

  • They may also wish to know how to contact a Trade Union representative. Details can be found in the trade union section on the HR website.  

Accident Reporting

  • Tell them how to report accidents, incidents and near misses. It is essential that reports are made of any accident, ill health resulting from work or any situations where an injury/ill health could have occurred (a near miss).

  • Explain that the University uses a system called Sentinel to record accidents, incidents, near misses etc.  Not everyone is able to make reports on this system and so new staff should be told how accidents are reported in their local area (e.g. to a nominated member of admin staff, a manager or Health and Safety Coordinator).

Support from Occupational Health Service

  • Tell them that they can discuss any health implications with Occupational Health in confidence.

  • Their HR Manager can also provide more information on a health-related referral to Occupational Health to support a member of staff experiencing a health condition.

  • Some areas of the University require new members of staff to register with occupational health for health surveillance because their work may expose them to specific health hazards (e.g. chemicals, dust, noise etc.).  Their Health and Safety Coordinator or Health and Safety Manager can help.

  • Personal, confidential, free counselling is also available from Staff Counselling should they wish to use this.

Additional inductions and safety training

Lead your new member of staff through the induction or training needs that have been identified for them within their school or service.  The Health and Safety Coordinator/Officer or Manager will be able to assist with this.

Smokefree campus

Explain that the University's smoking policy prohibits smoking in all University workplaces and talk through the University’s move to become a Smokefree campus.

Human Resources induction checklist

Your Line Manager will usually go through the ODPL checklist with you. It will cover much of what you need to know generally about working for the University.