Your first day

On their first day, all new staff can usually expect:

  • To be issued with a staff ID card (which provides swipe card access to buildings and rooms, access to photocopiers and printers, and other services such as use of the University Library) and have any key documentation sighted (original identity documents, qualifications, etc.). In Hamilton, this takes place in Human Resource Management; in Tauranga, this will be at the Student Hub Reception on Level One of the CBD building.
  • To be greeted by their manager (or a deputy if they are absent) and introduced to key colleagues.
  • To be assigned a Buddy or colleague in support who can provide informal advice and assistance.
  • To be provided with a working space and appropriate technologies for doing their job.
  • To be given a tour of the local workplace pointing out key facilities, such as tearooms, toilets, rubbish (trash) and mail collection points, etc.
  • To learn about any workplace hazards, health and safety, and emergency arrangements.

Every new staff member is expected to have a personalised Onboarding and Induction Plan to assist them to properly understand their role, cover any necessary compliance requirements, facilitate their transition into a new workplace, and ensure they have all the tools and support they need for success.

Onboarding and induction typically covers four stages: before you arrive (hence these web pages and links to provide you with more information), the first day, the first week, and the first few months. The length of the onboarding and induction period may vary depending on the complexity of your role and workplace. For some staff, it maybe as little as three months; for others, it may take a whole year to experience and form a clear understanding of all relevant annual processes.

You will have an opportunity to discuss and negotiate your Onboarding and Induction Plan with your manager during the first week and to modify it if circumstances change. All staff are also expected to have a Professional Goal Setting (PGS) conversation with their manager after about three months to identify any issues, check on progress and set goals for the following months.

[Please see the First Day Checklist. This should be modified to suit your role, location and other relevant factors by removing any unnecessary items and adding more as appropriate.]

HR sign-on process

The sign-on process involves providing some basic personal information and receiving your staff ID card and a package of useful information about employment at the University of Waikato.

You will be asked to bring:

  • your personal tax number and bank account deposit slip (if not already provided)
  • passport (or if a New Zealand citizen without a passport, birth certificate and drivers' licence)
  • where appropriate, evidence of relevant qualifications may also be required if specified in your letter of appointment.

On the Hamilton campus, sign-on is held in Human Resource Management (HRM). The date and time are indicated in your letter of appointment. HRM will issue you with a staff ID card, which will provide you with after hours swipe card access to buildings, rooms and the fleet car compound, borrowing privileges to the University Library, access to our Employee Assistance Programme, and other benefits. The sign-on process normally takes around 30 minutes.

In Tauranga, Student Services at the Hub in Level 1 will process your documents and provide you with your staff ID card.

Setting up a University Email Address Footer

There is an online tool to help you create an email signature, designed bring consistency to email signatures across the University. This has been developed in consultation with a number of internal stakeholders, including the University Leadership Group. We recommend setting this up on day one if possible, or as soon as you are allocated a University of Waikato email address.

Simply fill in a short online form at the link above, and your new email signature will be generated for your use in either Apple Mail, Outlook or Gmail, along with instructions on how to do this.

We recognise that many staff choose to include additional information such as research areas, websites, publications and LinkedIn profiles in their signature. You can add these in once you paste the email signature into the settings of your email application.

The dropdown menu for departments and academic units in the form details most areas of the University, including the te reo Māori names where applicable. There is an additional text box for smaller units that are not listed in the menu.

Feedback so far is that this tool is very easy to use. It’s a simple way to set up your email signature in a format that will readily identify you as a University of Waikato staff member and help ensure our brand is shared consistently.

Have a go at updating your email signature here.

If you need support setting up your email signature, please contact the Service Desk.