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:

• Login to your computer from day one (some computers may also require your local IT support to activate your account)
• Access a range of services

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:

1. Evidence of date of birth (birth certificate or passport).
2. Evidence of eligibility to work in Australia. View accepted documents.
3. Your full name as displayed on your identity documents (including middle name) must be provided to Human Resources to enable IT access and for a staff card to be issued.        
4. Tax file number declaration. Read important tax information and complete the form.
5. Authorisation of salary transfer form. See HR forms.    
6. Declaration of ability to perform the inherent requirements of the position (enclosed with the contract of employment).
7. Completed superannuation form. Please refer to your contract of employment to find out which superannuation plan is available to you and which plan the University will contribute to. The application form is located at the end of the Product Disclosure Statement. More information available at the Human Resources superannuation page.

All staff are required to complete the UWA WHS for Staff Induction.

In addition, staff are required to complete the Respect in the Workplace module on the LMS. 

To self-enrol in the Respect in the Workplace community module on the Learning Management System (LMS), follow the steps below:

1. Log into the LMS with your staff credentials (staff number and pheme password)
2. Click on the 'community' tab and search for 'Respect' in the 'Organisational Search' search box.
3. Select the 'Respect-In-The-Workplace organisation (drop down arrow),  and when prompted click on 'Enrol'.

A 'self-enrolment' screen will be presented, staff select 'Submit' which will take you to the next screen when you select 'OK'. 

All staff

• UWA's orientation program registration form
• How the University works: Organisational and Committee structure - register online for training
• Record awareness training

Research staff

• Research Orientation
• Make an appointment with your Research Development Adviser or with the ECR Coordinator and Career Development Adviser by contacting the Research Development Office
• Make an appointment with your Faculty Librarian to find out about library services to support your research including listing your publications in the UWA Research Repository, creating a UWA academic profile and research data support services by contacting your Library Faculty Team.
• Post-doctoral staff: Read the post-doctoral handbook available at the Research postdoc page.

Teaching staff

• Learning and teaching at your faculty
• Make an appointment with your Faculty Librarian to find out about library services to support your teaching including management of reading lists, copyright, and the Communication and Research Skills (CaRS) and Academic Conduct Essentials (ACE) compulsory online units for students, by contacting your Library Faculty Team.

• Stationery templates
• UWA staff directory
• University by section
• UWA staff website
• IT help and support
• Ask UWA
• University Managers Group (UMG)

Voicemail

• Information about setting up your voicemail.
• Information about telephony services.

Email

• The local IT support team should configure any email clients (Outlook/Entourage) or mobile devices that you will be using.
• The Information Services website provides information such as setting up your signature or out of office reply.

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:

•          Login to ESS
•          Select 'My HR' from the Home Menu
  
•          Click on 'emergency contacts'
•         Then click on 'Add new Emergency Contact record'

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
• Select 'My HR' from the Home menu, then select 'Employment' from the horizontal navigation menu.
• 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 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 https://www.library.uwa.edu.au/repository/support-and-faqs#ui-id-40.

Title
First and last name
Position
School / centre / directorate
Phone number
UWA issued mobile number
Fax number
Mailbag number
Email address 

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:

• Login to your computer from day one (some computers may also require your local IT support to activate your account)
• Access a range of services

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:

1. Evidence of date of birth (birth certificate or passport).
2. Evidence of eligibility to work in Australia. View accepted documents.
3. Your full name as displayed on your identity documents (including middle name) must be provided to Human Resources to enable IT access and for a staff card to be issued.        
4. Tax file number declaration. Read important tax information and complete the form.
5. Authorisation of salary transfer form. See HR forms.    
6. Declaration of ability to perform the inherent requirements of the position (enclosed with the contract of employment).
7. Completed superannuation form. Please refer to your contract of employment to find out which superannuation plan is available to you and which plan the University will contribute to. The application form is located at the end of the Product Disclosure Statement. More information available at the Human Resources superannuation page.

All staff are required to complete the UWA WHS for Staff Induction.

In addition, staff are required to complete the Respect in the Workplace module on the LMS. 

To self-enrol in the Respect in the Workplace community module on the Learning Management System (LMS), follow the steps below:

1. Log into the LMS with your staff credentials (staff number and pheme password)
2. Click on the 'community' tab and search for 'Respect' in the 'Organisational Search' search box.
3. Select the 'Respect-In-The-Workplace organisation (drop down arrow),  and when prompted click on 'Enrol'.

A 'self-enrolment' screen will be presented, staff select 'Submit' which will take you to the next screen when you select 'OK'. 

• Stationery templates
• UWA staff directory
• University by section
• UWA staff website
• IT help and support
• Ask UWA
• University Managers Group (UMG)

Voicemail

• Information about setting up your voicemail.
• Information about telephony services.

Email

• The local IT support team should configure any email clients (Outlook/Entourage) or mobile devices that you will be using.
• The Information Services website provides information such as setting up your signature or out of office reply.

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:

•          Login to ESS
•          Select 'My HR' from the Home Menu
  
•          Click on 'Emergency contacts'
•         Then click on 'Add new Emergency Contact record'

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
• Select 'My HR' from the Home menu, then select 'Employment' from the horizontal navigation menu.
• 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 https://www.library.uwa.edu.au/repository/support-and-faqs#ui-id-40.

Title
First and last name
Position
School / centre / directorate
Phone number
UWA issued mobile number
Fax number
Mailbag number
Email address 

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:

• Affirm the employee's choice to work at UWA
• Set the tone for engagement and high performance.
• Reduce the time it takes to 'hit the ground running'

Your responsibility is to provide:

• A warm welcome
• A neat and equipped workspace
• Expectations of compliance with policies and procedures
• Regular meeting times
• A schedule of activities
• Opportunities to meet the team and others in the school, division and wider university

Ensure that the workstation is fully equipped and set up, including:

• Computer
• Stationary
• Telephone
• Printers set up
• Check installation of any appropriate software which are position specific
• Bins (recycling and rubbish)
• Door sign (if relevant)
• Mobile phone (if relevant)

Email the new staff member confirmation of:

• Start date
• Start time
• Campus / building
• Who to report to
• Where to park

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:

• Recommended reading
• Training sessions
• Meetings with other team members
• Key reference manuals
• Activities related to learning about the work area and role

Provide the checklist below to the designated peer support and ensure that all items are completed in a timely manner.

Peer support checklist

• Introduction to other staff outside immediate work area
• Tour of business area, pointing out facilities such as toilets and the lunch / tea room
• Provide a staff list for the work area

Safety and health:

• Emergency procedures; for example, the number for the security officer to escort staff member at night
• Name of the first aid officer
• About the University

• UWA Contact directory
• Policies and Procedures site
• Committees site
• UWA strategic plans
• Any website relevant to the work area or position
• General information about the University

Discuss any relevant office procedure:

• Organise photograph for noticeboard (if relevant)
• Access to relevant folders and applications
• Records / filing management system
• Stationary templates
• Photocopying and printing
• Use of meeting rooms, laptop booking
• IT help
• Petty cash
• Cab charges, car booking
• Stationary requests, business card
• Maintenance requests
• Mail
• Lockers

Practical information:

• Walk around the campus
• Information regarding other facilities on campus
• Advice on the best places to park

• Check in with the staff member informally on a regular basis.
• Be available to answer any questions or give advice on where to find the answers.

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 [email protected]

• Title
• First and last name
• Position
• School / centre / directorate
• Phone number
• Fax number
• Mailbag number
• Email address

Issue any appropriate key and discuss after hour access.

• Provide the new starter with any induction document specific to your school / division.
• Complete any local checklist.
• All new staff are required to complete the UWA Online Health and Safety Induction and a workplace specific induction. The supervisor is responsible for:
  • Requesting the completion certificate of the online induction
  • Performing a site specific induction. Please click here for more information.

Attend to specialist systems that require authorisation form to be completed:

• Alesco
• PeopleSoft
• Callista SMS
• Advisory Budgeting Tool
• Executive Information System (EIS)
• Trim

Please note that access to the systems below is granted automatically with Pheme and does not require a form to be complete:

• Employee Self Service
• Learning Management System
• Trobexis
• eRecruitment
• Community of Science database (COS)
• InfoEd - Any UWA member can create their own using email address

Discuss the following items with the new staff member during the first week:

Overview of area and position

• Present overview of the area including key staff members and teams
• Present the area and work group, their functions, structure and interaction of positions within the work group
• Explain the priorities, strategic plan, meetings and committees, latest annual report, current issues
• Discuss responsibilities, duties and expectations. (For academics, discuss area policies relating to Teaching and Learning and Research)
• Make an appointment with area Manager or equivalent position.

Performance management

• Discuss the role
• Expectations of staff member by supervisor
• Expectations of supervisor by staff member
• Review process
• Probation procedure
• Provide information on the University's Orientation Program and other professional development courses offered at UWA

Practical information

• Discuss hours of work and leave
• Discuss secretarial/administrative support available to the new staff

• Update the website if relevant
• Discuss relevant policies and procedures.
• Provide a description of relevant committees.
• Provide dates of forthcoming meetings and last minutes.
• For staff in supervisory or leadership positions, discuss the University's expectations of their roles.
• Discuss development and appraisal reviews and new staff member's role in this, and make appointments to meet for:
  • The Commencing Performance Development Appraisal (CPDA) (within the first two months)
  • The annual Performance Development and Appraisal (PDA) prior the end of the probation period