The prospect of joining a new organisation can be both an exciting and daunting time.

After a candidate has accepted a job offer they are likely to be looking forward to coming to work here but may have some queries.

As a new employee’s line manager you will play a central role in creating a welcoming work environment. This guidance will help you make joining the University a positive experience.

Make contact

After the offer of appointment there can be a number of weeks (or even months) before the candidate starts work with you. Keep in touch with them during this period to ensure they feel welcome and engaged with their new employer.

For example, you could send them departmental newsletters and bulletins or contact them by phone or email occasionally. These points of contact can help individuals to feel reassured and welcome during the period between accepting the job and starting it.

This period is effectively the first part of their induction. They will be formulating a picture of how the department and the University works, so try to keep them engaged and informed.

One size does not fit all. How much contact and what you discuss with a new starter before they start work will depend on when they are starting, where they are coming from and the type of role they are coming to.

A simple note following an individual’s appointment welcoming them to the team and offering support with any outstanding queries can go a long way to make an individual feel welcome. The following is a list of points you may also wish to consider:

Sources of information

We have developed some information for new starters which your new team member will have been sent. This guidance aims to anticipate and answer questions new joiners may have.

Welcome Service

If the new member of staff is relocating to York in order to take up their role at the University you may want to highlight the support available through the Welcome Service.

Annual leave commitments

Once you have confirmed a start date you can inform your new colleague of their leave allowance in their first year at the University. This enables them to plan and you can discuss their intentions or any commitments early.

University of York email account

New starters would not normally be provided with login details for their IT Services staff account until they have started employment. However, your People Database Administrator can provide early access if needed by generating a welcome document for the user.

This will provide your new starter with a University of York email address and may enable them to access information resources. Providing the correct name, preferred name and date of birth etc is used their account should match seamlessly with their new employee record once they start, so you should have nothing further to do.

If you have any queries about accounts please contact IT Services.

Meetings and events

You may wish to consider whether there are any team events or meetings that it could be beneficial to invite your new colleague to, before they start (you can offer them time off in lieu after they have started to recompense them for this).

Visiting campus

You may want to invite your new colleague to campus to meet with yourself and possibly introduce them to their new team. You can use this opportunity to share more information with them regarding their new role and discuss any queries they may have.

Meeting with a new member of staff before they join also provides the opportunity to show evidence of their right to work to Human Resources.

Mentoring and buddying arrangements

Providing a new starter with details of any buddying and/or mentoring arrangements before they begin can help them to feel part of a team before they even start.

Induction planning

If you prepare an induction plan in plenty of time before your new member of staff’s first day you can share this with them so they know what to expect during their first few days at the University.

You and your training

Line managing a new member of staff is a good opportunity to consider and review your own development needs and the opportunities available to you as a line manager.