UK Induction Procedure

As the new employee's line manager, you have a key role to ensure your new team member has a productive introduction to the Institute.  Please use this information, which can be adapted, to produce an Induction programme, you can involve members of the team or the 'Buddy' to help you.  

Prior to Employee Joining

Complete the Staff Leaver / Mover / Joiner Form which goes to IT and Facilities, when you know that an employee will be joining, your team.   IT can then start setting up the required hardware and software.

  • Arrange the following:
  • ID card - An appointment with Facilities for the employee to get their CISI ID Card on their first day, and for their photo to be included in the Who’s Who section of the Intranet and the Staff Photo Board
  • Arrange an appointment with IT for the employee to collect their laptop on their first day.  They are also usually given a short introduction to CISI’s systems
  • Arrange an appointment with Facilities ideally for the employee’s first day.  This will cover the location of fire exits, evacuation point and procedures, lockers, stationery, health & safety and they can collect their ID card
  • Identify a 'Buddy' and agree with the person and their manager, that they will be the new employee's buddy.  Set up a meeting for the employee to meet their buddy on their first day (this can be online). Also arrange the buddy lunch for the employee’s first week. (See Annex B – Buddy Scheme Guidelines, and provide a copy of these guidelines to the buddy)
  • Send HR the name of the employee’s buddy
  • Book a desk for the new employee for their first day in the office
  • Arrange to be in the office to meet new employee on their first day (or for another member of the team to come in)
  • Send an email to Dataprotection@cisi.org to book the employee on to the next Data protection & Cyber Security briefing session for new staff,
  • See Annex A- Meeting Colleagues, and arrange the appropriate meetings eg with their Executive Director, the Chief Executive etc.  Wherever possible please arrange for the new starter(s) to see ET/ Department Managers (outside of your department) at the same time as other new people, which may mean co-ordinating diaries.   Similarly, if you are asked to see a new starter, see if there are other new starters you can invite to the same meeting. 
  • Review the job description and make any necessary amendments to ensure that it reflects the job and return this to HR;
  • Prepare an induction pack for the new employee to include:
    • Their Induction Programme
    • Job Description
    • An organisation chart (available from HR)
  • Order from Customer Support Centre a copy of the Fundamentals of Financial Services workbook (Level 2 Award) (unless not appropriate) 

Day 1

  • Please welcome the new employee and introduce them to the team.
  • The pre-arranged meeting with IT should take place today for them to collect their laptop and headphones
  • The pre-arranged meeting with facilities should take place today to cover location of fire exits, evacuation procedures, lockers, stationery, health & safety and collect their ID card
  • The pre-arranged meeting with their Buddy should take place today (via teams if buddy is not in the office)
  • Introduce the new employee to all staff in the office during their first week (N.B. this is for the new employee to 'show their face' to staff rather than them to remember everyone). Please ensure that the employee is introduced to all the Executive Team over the first week.
  • Meet with employee to cover an overview of the induction process, their job role, overview of organisational structure, job description, buddy, and important items relevant to their job or department e.g. whether there are team meetings or one to one meetings and their frequency
  • Show them how to access the intranet.
  • HR will arrange to see the new employee for the HR induction meeting during the employees  first couple of days.
  • Start IT training: which may involve shared drives, outlook, e-days, overview of systems and Databases, and telephone training.  Discuss any specific IT training that will be required

Week 1

  • Explain the operational priorities for the team, CISI’s objectives for the current year, and how these link to team objectives and their individual objectives.
  • Explain CISI’s mission statement, which can be found on the intranet, and its purpose which is: “To champion lifelong learning and integrity, raising individual standards of knowledge, skills and behaviour globally to enhance public trust and confidence in financial services.’
  • The pre-arranged meeting with the department Executive Director should take place this week
  • Agree initial Personal Objectives, which may focus on learning the job and put the objectives on the employee's Appraisal Form for the current year on the HR portal.
  • They will meet with the Chief Executive and other new employees who join around the same time, please contact the CEO’s EA to arrange the meeting.
  • Allocate time for the employee to look at Intranet and Website to learn about CISI’ s Services and products, and read the Employee Handbook and other CISI brochures
  • The ‘Buddy’ Lunch should ideally be held this week.
  • Continue training the employee on department relevant IT systems (continuous throughout Induction period)
  • Allocate half a day during the first week for the employee to take and pass Integrity Matters
  • Allocate half a day during the first week for the employee to take and pass Cyber Security: How to Keep You and the CISI Safe
  • A meeting with Finance should take place during this week, if relevant
  • Plan for the employee to take the Fundamentals of Financial Services (Level 2 Award) exam by the end of their induction programme. NOTE - New employees with less than five years relevant industry experience should pass the ‘Fundamentals of Financial Services’ to learn about the Financial Services Industry.  If you feel it is not appropriate, please inform their director and HR, during the first week of their employment.
  • Discuss the job description with the employee and return a signed copy to HR by the end of this week.

Week 2

Continue on the job training and meetings as set out in the Induction Programme

Allocate three half days for the employee to take and pass:

  • The General Data Protection Regulation Professional Refresher
  • UK Bribery Act Professional Refresher
  • Diversity and Inclusion Professional Refresher

Week 3 - 12

  • Week 4 – Mid Induction Review - At the end of the first month a meeting should be held to review the employee's induction to date.  The line manager should check how the employee is settling in and that the induction programme is on track, discussing any other assistance they need to help them settle into their new job.  They should check that the employee has passed the Professional refreshers and Integrity Matters.
  • Week 8 - 12 – on going review of Induction programme
  • If the employee requires authorisation to commit the CISI to financial expenditure, this should be discussed with HR.
  • If there are any concerns regarding the employee's performance the line manager should contact HR and their Director as early as possible 

End of Induction / Probation Period

  • As you come to the end of the employee’s end of probation, please review their performance and values.  If you are happy to confirm the employee’s end of probation, please confirm with your line manager or ET member.
  • If you have any concerns regarding the employee's performance or their probation period, your Director and HR should be contacted immediately before the meeting takes place
  • You should meet with the employee before the end of the probationary period to:
    1. Review their probationary period
    2. Ensure that the induction programme has been completed (using the Induction & Probation Plan)

      Check they have completed their personal objectives for the Induction period which includes passing the professional refreshers, Integrity Matters and Fundamentals of Financial services.  Their probation period may be extended if the employee has not passed all of these.

  • Set their personal objectives* until the end of the appraisal year and add these to their Appraisal and Objectives screen in the HR portal (* employees need to complete the Professional Refreshers annually in line with the Staff CPD Scheme, which runs from 1 February until 31 January each year)
  • After the meeting you should complete the probation review form on the HR portal with your recommendation, this should be checked by the Director / Assistant Director before HR can authorise the passing of probation.

Moving to a New Department

A revised induction programme should be planned using the information above and must include:

  • Before the Employee moves department, complete and send a Staff Leaver / Mover / Joiner Form to IT so they can move the employee to different email groups and set up any new software etc required
  • A formal introduction to the new team, and the arrangements regarding days in the office;
  • Meeting with the new Department Director/Assistant Director.

On the first day and during week one, you should meet with the employee to cover an overview of their new job role, objectives job description, overview of department structure and important items relevant to their job or department e.g. whether there are team meetings or one to one meetings and their frequency. Discuss any specific IT training that will be required.

For employees returning from maternity leave – please see the maternity checklist