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The checklists below have been designed to assist new staff members settling in their new role, meeting compliance requirements, and enrolling to relevant orientations and inductions.
This checklist is designed to provide you with the tools and information you need for a successful start at UWA. It is important that you familiarise yourself with the content and go through the list of tasks.
You will be able to complete this task and activate your Pheme account (UWA Access Management System) between 1 to 2 business days after accepting your contract of employment online.
You will be required to provide your employee number, which is displayed at the top of your contract of employment.
Activating your Pheme account will enable you to:
including emails and calendars. Please activate your Pheme by following the link below:
Activate your Pheme account.
Activating your Pheme will immediately give you access to the Email and Calendaring Services via the web-based interface.
It is important to activate your Pheme account before you start to be able to login to a computer on your first day.
It is important that you provide all documents and information below in order to enable your IT access and commencement of payroll:
Please email your documents to the Faculty Service Delivery Centre relevant to your faculty or administrative area:
All staff are required to complete the UWA Online Health and Safety Induction.
Go to the HR Training Management System Enter your login details:
Your campus card is used for identification on campus, building access, library use and as an electronic purse to pay for copying, printing and other purchases.
How to obtain your campus card
Access Employee Self Service (ESS) information and login.
Once you have activated your ESS account, please complete your emergency contact details and your internal UWA mail bag delivery point.
To complete your emergency contact details, please follow these steps:
Mail items are delivered within UWA by UniMail (UWA’s internal mail service). Internal mail should be addressed to a person MBDP (Mail bag delivery Point number).
Please note when you request external contacts to post material to you, you need to include your MBDP number in your address.
To update your MBDP number, please follow these steps:
• Login in ESS
• Expand the MY HR Tab on the top left of the screen.
• Expand the Employment heading and select MBDP Maintenance
• Check your MBDP Number and if necessary select a new one from the drop down and then click the update button
In ESS, you can also update your contact details and consult your payslips and leave balance.
In your staff profile, there are more than 20 key areas of information that you can update, including your background and the languages in which you are proficient. It is recommended at a minimum that you include your photo and biography.
For information about updating your staff profile visit http://www.library.uwa.edu.au/repository/support-and-faqs#ui-id-40.
Title
First and last name
Position
School / centre / directorate
Phone number
Fax number
Mailbag number
Email address
Find information and advice on how to protect your data and stay safe online:
This checklist is designed to provide you with the tools and information you need for a successful start at UWA. It is important that you familiarise yourself with the content and go through the list of tasks.
You will be able to complete this task and activate your Pheme account (UWA Access Management System) between 1 to 2 business days after accepting your contract of employment online.
You will be required to provide your employee number, which is displayed at the top of your contract of employment.
Activating your Pheme account will enable you to:
including emails and calendars. Please activate your Pheme by following the link below:
Activate your Pheme account.
Activating your Pheme will immediately give you access to the Email and Calendaring Services via the web-based interface.
It is important to activate your Pheme account before you start to be able to login to a computer on your first day.
It is important that you provide all documents and information below in order to enable your IT access and commencement of payroll:
Please email your documents to the Faculty Service Delivery Centre relevant to your faculty or administrative area:
All staff are required to complete the UWA Online Health and Safety Induction.
Go to the HR Training Management System Enter your login details:
Your campus card is used for identification on campus, building access, library use and as an electronic purse to pay for copying, printing and other purchases.
How to obtain your campus card
Access Employee Self Service (ESS) information and login.
Once you have activated your ESS account, please complete your emergency contact details and your internal UWA mail bag delivery point.
To complete your emergency contact details, please follow these steps:
Mail items are delivered within UWA by UniMail (UWA’s internal mail service). Internal mail should be addressed to a person MBDP (Mail bag delivery Point number).
Please note when you request external contacts to post material to you, you need to include your MBDP number in your address.
To update your MBDP number, please follow these steps:
Login in ESS
• Expand the MY HR Tab on the top left of the screen.
• Expand the Employment heading and select MBDP Maintenance
• Check your MBDP Number and if necessary select a new one from the drop down and then click the update button
In ESS, you can also update your contact details and consult your payslips and leave balance.
In your staff profile, there are more than 20 key areas of information that you can update, including your background and the languages in which you are proficient. It is recommended at a minimum that you include your photo and biography.
For information about updating your staff profile visit http://www.library.uwa.edu.au/repository/support-and-faqs#ui-id-40.
Title
First and last name
Position
School / centre / directorate
Phone number
Fax number
Mailbag number
Email address
Find information and advice on how to protect your data and stay safe online:
Your role, as the induction coordinator, is to ensure that all tasks in this checklist are distributed to the relevant staff members and completed in a timely manner. By making the new staff member feel welcome and by providing them with appropriate support, you will:
Your responsibility is to provide:
Ensure that the workstation is fully equipped and set up, including:
Email the new staff member confirmation of:
Advise relevant staff (team, administrative staff, area) of the new staff member's name, role and commencement date.
Prepare a job specific induction. Depending on the position, this program may include:
Provide the checklist below to the designated peer support and ensure that all items are completed in a timely manner.
If peer support is not organised, the induction coordinator is responsible for completing this checklist.
The peer support is someone who will act as a single point of contact and one-on-one assistance for the new employee during the first few weeks of employment. The peer support should be a good communicator and have a positive outlook on his/ her work to build confidence and loyalty in the new employee.
Safety and health:
Discuss any relevant office procedure:
Practical information:
Email Human Resources to confirm that the new staff member has started and that payroll can commence. This information is essential to ensure that the new staff member gets their first pay on time. Please note: A confirmation email to the relevant HR Officer is sufficient, no form is required.
The local IT support team should configure any email clients (Outlook/Entourage) or mobile devices that the staff member will be using. Most Local IT teams appreciate advance warning of these requirements.
The faculty/school/business area is responsible for adding the new staff member to appropriate distribution lists, and giving them relevant access to role-based or resource accounts.
Advise Directory of new staff member's commencement by emailing the information below to directory@uwa.edu.au
Issue any appropriate key and discuss after hour access.
Attend to specialist systems that require authorisation form to be completed:
Please note that access to the systems below is granted automatically with Pheme and does not require a form to be complete:
Arranging regular meetings during the first month will ensure you can answer any questions the staff member may have and provide some general feedback. Also, frequent informal meetings, such as morning tea, will maintain the social connection after the high contact in the initial week.
Discuss the following items with the new staff member during the first week: