Onboarding The Little Book of
Welcome
The Little Book of Onboarding
This book has been created to assist line managers and team leaders responsible for organising the inductions of new starters at the MND Association.
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Contents
Notifications • Cascade workflow notification to support you • New starters, leavers and role changes SharePoint page
What do you need to arrange? • Their first day • Moving forward • Buddy program
Learning •
Induction Pathway (e-learning)
•
Cyber security training
Introductory meetings • Meeting our directorates and teams
Reviews •
Review meetings Review questions
• •
Check-ins
Induction •
New Starter Induction Day
•
Onboarding checklist
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Cascade notifications
Supporting you
Once your new starter has been appointed and added to the HR system, you’ll begin receiving Cascade workflow notifications.
These notifications will link to this book and guide you through the onboarding journey, ensuring you complete all necessary steps and maintain a consistent onboarding experience for all our new starters.
Please take the time to read these notifications, as they serve as reminders to complete necessary actions for a smooth onboarding process.
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SharePoint
New starters, leavers and role changes
As part of our onboarding process, we now have a SharePoint page dedicated to new starters, leavers, and role changes. Each new starter is asked to provide a bio and a photo, which will be featured on this page to welcome them and keep staff informed about who is joining the team. Given that this page serves as the central hub for updates, there is no need to send an email announcement for new starters, unless the role is at a director level or significantly impacts a large group of people. The same applies to leavers - there is no need for an Association-wide email announcement; updates will be shared on the page. This approach helps maintain consistency and reduces email volume.
Please make sure to check this page regularly for the latest information.
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Their first day
What you need to arrange before their first day
• Book inductions : Book HR, ICT, and Facilities inductions (page 7). • Send itinerary : Share a populated itinerary with your new starter in advance so they know what to expect. This should include all inductions as well as scheduled time to complete their e-learning induction pathway (page 9). • Book review meetings : Schedule three formal review meetings (page 12).
What needs to happen on their first day
• Welcome : The line manager (or another team member if unavailable) should welcome their new starter, ideally in person if office-based. • Itinerary overview : Go through their itinerary and explain what the next few weeks will look like. • Inductions : The new starter attends their Facilities, ICT, and HR inductions (page 7).
What needs to happen moving forward
• Buddy introduction : The new starter meets their buddy and answer any questions they have (page 8). • Directorate inductions: Over the coming weeks, ensure they have attended these online sessions (page 11). • Complete induction steps : Ensure they complete all necessary steps as outlined in this Little Book and the Little Book of Induction. • Conduct review meetings : The line manager carries out three formal review meetings (page 12).
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First day inductions
Facilities Induction On the first day, new starters will attend a health and safety induction. If based at Francis Crick House, they will also receive a tour of the office, and a short in-person Display Screen Equipment (DSE) training. For regional staff, a home assessment will be conducted in person. If a company car is provided as part of their role, they will be briefed on the lease car policy and business mileage expense process. If a vehicle is required as part of the role, please let the Facilities Team know at your earliest convenience.
Please contact FacilitiesReception@mndassociation.org to ensure this induction is booked for their first day.
ICT Induction During this induction, new starters will receive their equipment, including setup for login access and printer connectivity. They will also be guided on how to set up their devices at home. For regional staff, equipment will be delivered in advance, and the induction can be conducted online. Please email the ICT team at ictteam@mndassociation.org to arrange this induction for their first day. Please note, it’s important that the ICT induction takes place before the HR induction, so new starters can follow along and access their Cascade record. HR Induction In this session, new starters will be introduced to the HR system, absence line, holiday entitlements, payroll, pensions, the dress code, expenses policies, and key documents. Please contact hrenquiries@mndassociation.org to schedule this induction for the new starter, ensuring it is booked for their first day.
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Buddy program
As part of our onboarding process, the L&D team will now provide a buddy for your new starter.
This buddy will be someone from outside your team who can offer additional support and guidance as your new starter finds their feet. Having a buddy from a different team supports our values of openness and collaboration, helping to break down silos over time. The L&D team will organise this for you, so all you need to do is wait for the buddy to reach out. Once you hear from them, you can add this to your new starter’s itinerary.
For more information about our buddy program, please check out the document Being a Buddy.
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Induction Pathway
Within their first two weeks, all new starters must complete our e- learning Induction Pathway, which is made up of several modules.
These modules will welcome them to the Association, explain more about motor neurone disease and the work we do, as well as cover compliance topics such as Safeguarding, Data Protection, Health and Safety, Inclusion, and DSE training and assessment. In total, this should take approx. 5 hours to complete. New starters can access the Learning Lab via SharePoint from day one and will receive an email with instructions on how to navigate and complete the modules. Please ensure you schedule time for your new starter to complete all modules within their first two weeks. If they encounter any issues accessing the Learning Lab or completing any of the modules, please contact learning.development@mndassociation.org for support.
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Cyber security
ICT Cybersecurity training
All new starters will be required to complete cybersecurity training.
This is provided by an external company called CSA. CSA will email the new starter directly in the first month to prompt them to complete this training.
Please note, this training is managed by our ICT team.
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Introductory meetings
As part of the onboarding process, the L&D team will invite all new starters to online Directorate induction sessions, which are hosted by the various teams. These sessions provide an opportunity to ask questions, gain an overview of the directorate and teams, and meet key contacts, ensuring a consistent induction, all within 4 weeks of joining us. Sessions run from 9:30am to 10:30/11:00am on the schedule below, and are spaced throughout the month to avoid overwhelming new starters, giving them time to digest information and learn more organically.
People, Culture, and Inclusion
1st Tuesday of the month
Income Generation
1st Thursday of the month
Services and Partnerships
2nd Tuesday of the month
Engagement
2nd Thursday of the month
Research and Innovation
3rd Tuesday of the month
Finances, Strategy, and Operations
3rd Thursday of the month
These induction invites will appear in your new starter’s Outlook calendar, but please include them in your new starter’s itinerary too.
To learn more about the different type of inductions and want is included, please see guidance here . Only request an individual team induction if it’s crucial for their role and needed before the first directorate session. This will help to minimise time spent on inductions .
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Review meetings
You are required to complete and record three probation meetings with your new starter. The dates and times of these review meetings should be set in advance and, where possible, not be moved, delayed or cancelled.
What are they? ●
6-week induction review meeting
● ●
3-month review meeting
6-month probationary review
Why are they important? These meetings help establish expectations and provide a platform for recording feedback from both you and your new starter. They also inform you about their progress, check on their well-being, and assess how they are settling into their new role. Useful resources and recording Documents to support and guide you through these meetings can be found on the HR SharePoint. These must be uploaded to the ‘Probation’ section on your new starter's Cascade account, and HR must be informed.
6-month probation meeting If successful, the employee will receive an end-of-probation letter from HR.
If you have any concerns about your new starter not completing their probation successfully, please inform HR as soon as possible for support.
If your team member is on a short FTC (12 months or less) only two review meetings are required. The first held at 6 weeks and the final probationary review meeting at 3 months.
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Review meetings
Check-ins •
Regular 1-2-1 meetings
6 weeks •
Induction review meeting with your new starter. HR check-in with new starter
•
Check-ins •
Regular 1-2-1 meetings
3months •
Induction review meeting with your new starter HR check-in with new starter
•
Check-ins •
Regular 1-2-1 meetings
6Months •
Probationary review Goals and targets set
• •
Creation of development plan
Review meetings
6-week review meeting This meeting should focus on checking in on their well-being and how they’re settling in. Use this time to assess progress on their induction checklist, gather and provide feedback, and discuss any role-specific requirements. Goals for the 3-month review meeting should also be set here.
3-month review meeting In this meeting, check how they’re settling in and address any concerns or barriers they’ve identified. Review any previous goals and set new ones for the remainder of their probationary period. By this stage, they should have attended or be due to attend our New Starter Induction Day.
End of probation review meeting (6-months) This meeting should focus on assessing performance to date. Review relevant goals and performance, and, where possible, collect feedback from colleagues. This meeting will determine either an end-of-probation decision or an extension. Upon successful completion of their probation, it’s important to set goals in line with our Performance Management Process, including a development plan that outlines the new starter's growth and objectives moving forward. In addition to these review meetings, you should conduct regular 1-2-1 sessions to ensure they have everything they need, know what they’re doing, and receive any support required. These sessions provide an opportunity to address concerns, offer guidance, and help them feel confident in their role.
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Review questions
During a 1-2-1, check your new starter knows the following:
1. Do they know how to request holiday or to phone in sick? Holiday requests are made on Cascade and then approved by the line manager. For sickness, make sure they are aware to contact the HR Absence Line on 01604 611 839. 2. Are they familiar with our policies and where to find them? Check that the new starter knows where to find all our policy documents on 4Policies. Go through any questions they may have review any policies that are specifically pertinent to their role – for example, the social media policy 3. Do they understand the scope of their role? Go through the new starter’s job description and ensure that their roles and responsibilities are clear. Set up regular 1-2-1s and make sure to add the new starter to any relevant team meetings. 4. Do they know where to access further help and support? Make sure the new starter is aware of our Wellbeing and Inclusion pages on SharePoint to learn about our network groups and forums, HR drop-in sessions and wellbeing support. 5. At this stage, have they completed all induction steps? Use the induction checklist to check off each step. If you have any questions, reach out of the HR team. Please note, they may not have attended a New Starter Induction Day yet. 6. Does the new starter understand our mission, promises, and strategy? Previous Directors’ Takes can be found on SharePoint. They can also find our strategy document on our website.
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New Starter Induction Day
Your new starter will need to attend our New Starter Induction Day.
This event is held once a quarter and offers new starters the opportunity to learn more about the Association, including our mission, strategy, and Promises. They will meet Tanya Curry, hear from volunteers and people living with and affected by MND, and network with peers across the organisation, as well as with fellow new starters. The induction day will be booked into your new starter's calendar. However, you can find the dates for the induction day below or on the Learning and Development SharePoint page if needed.
Please ensure your new starter is aware of this date and attends.
The event is run by the Learning and Development Team. For any questions, please contact learning.development@mndassociation.org.
2025 dates:
• • • •
Tuesday 4 February 2025 Wednesday 2nd April 2025 Tuesday 17 June 2025 Wednesday 15 October 2025
• Tuesday 16 December 2025 (TBC)
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Induction checklist Onboarding checklist
Use this checklist to ensure all elements of your new starter’s induction have been considered and are completed.
Getting set up
Introductory meetings
ICT Induction
Meet your team
HR Induction
Meet your buddy
Facilities Induction
Income Generation
Finance, Strategy and Operations
E-learning Induction Pathway
People, Culture and Inclusion
Services and Partnerships
Induction modules:
Research Development
•
Part 1: Welcome to the MND Association (30 mins) Part 2: What is MND? (15 mins) Part 3: Knowledge check (2 mins)
Engagement
•
Next steps
•
ICT Cyber Security training
New Starter Induction Day
Compliance modules:
6 Week Review and HR check-in 3 Month Review and HR check-in
• • • • •
Safeguarding (30mins) Data Protection (60 mins) Health and Safety (30 mins)
6 Month Probation Review
Inclusion (60 mins) DSE Training and Assessment (50 mins)
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Next steps Feedback
We welcome any feedback to improve our little books, send this to the Learning and Development Team via learning.development@mndassociation.org.
Updated: February 2025
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