Human Resources Division Jon Everard Onboarding Human Resources

Human Resources Division Jon Everard Onboarding

Human Resources Division Onboarding • What is meant by Onboarding • What is current process and practise • Why are we changing current process and practise • What will the new process be • When will it be implemented

Human Resources Division Onboarding What is meant by Onboarding is the provision of important information relating to policies and employee benefits plus the collection of personal information from an employee on joining UCL. These fall into two categories: • statutory information needed to verify that a person has the Right To Work (RTW) (collected at interview); and • personal information required for UCL’s Payroll, Pension and HR systems (collected post interview)

Human Resources Division Onboarding What is meant by Onboarding The collection and verification of RTW information is the responsibility of the respective employing department whilst the responsibility for the distribution and collection of the following information is that of the HR Operations and HR Reception Team (HRRT): • Staff record form • Statement of safety policy • HESA form • UCL security policy • Data protection – form 4 • UCL race equality policy • Equal opportunities classification • My. View Self Service Information • Pension membership form • Childcare Voucher Scheme • Pension election form • Employee Assistance Programme • Pension transfer form • Pension scheme booklet • Pension nomination form

Human Resources Division Onboarding What is current process to collect data • Once the successful applicant has provided the necessary RTW documents they are sent a pack of forms, booklet, policies and leaflets with their contract of employment – 17 different / 77 pages exl contract • Successful applicant is asked to book a meeting with HRRT upon joining UCL at which they should return all completed forms – If they fail to turn up, they are paid by cheque and may be requested to come to HRRT to pick it up • HRRT will email and ring employee until such time as the forms are completed and returned (and cheques picked up)

Human Resources Division Onboarding Why are we wanting to change the current process Current problems • • • Too much paper - HR are seemingly responsible for clearing huge swathes of tax deductible trees in Scotland Employee currently required to write their name upto 8 times Importance of data is lost because of the amount of current information received Most data not collected till post joining causing delays and payroll implications Poor handwriting causes transposing errors and delays Forms are sometimes returned to dept and delays occur in sending them to HRRT Failure to attend HRRT means large numbers of cheques being produced each month Forms including bank details routinely get lost in post Sending forms in the post is the least most secure method of data sending Monitoring receipt of data is time consuming

Human Resources Division Onboarding What will the new process be • Cease sending hard copy forms, policies and leaflets with the employees contract • Instead, utilising new capabilities within the new online recruitment system ROME, the data and information will be provided and collected online • On becoming the successful applicant the employing department should inform them to again login to ROME and begin completing our data requirements • ROME will also auto email the successful candidate and it will also be set out within the body of the contract sent to them. Reminder emails will continue to be sent where the data has not been completed in full • On joining UCL access to onboarding within ROME will be stopped. Instead, where data is missing the new employee will be required to provide via My. View. Reminder emails will be sent to their UCL address and they will be contacted by phone until such time as the information is updated. HRRT will assist employees who have not yet got access to My. View

Human Resources Division

Human Resources Division

Human Resources Division Onboarding When will it be implemented • During August 2009