ACADEMIC EMPLOYEE ONBOARDING HANDBOOK

[MANUAL GUIDE]

3

 

AKNOWLEDGEMENT ________________________________________________________5

WELCOME 6

FNU LEADERS ‐ SMG ______________ 7

FNU HISTORY 8

VISION _______ 9

MISSION______ 9

CORPORATE VALUES _______ 9

FNU ORGANISATIONAL STRUCTURE __ ____ _____10

HR ORGANIZATIONAL CHART _________________11

FUNCTIONS OF THE UNIVERSITY____________________________________________ _12

ACADEMIC EMPLOYEE ONBOARDING__________________________________________13 1: P ‐C _____________                   14 

    2: FIRST DAY ‐ "M G " ______                  15 

    3: FIRST WEEK ‐ KPI OJT___                      15 

    4: FIRST MONTH ‐ "O T "                   16 

    5: SECOND MONTH ‐ "P R I"                 16 

    6: THIRD MONTH ‐ "P R II"                 16 

FURTHER INFORMATION 17

TABLE OF CONTENTS

5

The Division of Human Resources would  like  to acknowledge with much apprecia on  the Associate 

Dean ‐ Learning & Teaching Enhancement (AD‐LTE), Dr. Deepak Prasad and his team who have  

assisted the HR Onboarding Team in developing the “FNU Employee Onboarding Webpage”, as well as 

assis ng the team put together the required materials and contents. 

 

We would not have completed the task without their knowledge and experiences shared with us. 

 

Thank you! 

 

 

 

ACKNOWLEDGEMENT

6

 

 

WELCOME

Bula and welcome to Fiji Na onal University (FNU)!

We are delighted that you have brought your skills and

experience to serve FNU’s mission of producing highly

employable graduates who are valued by employers.

Working in collabora on with FNU’s stakeholders, the Human

Resources Division endeavours to a ract, hire and retain

highly talented employees and to nurture a produc ve,

respec ul and inspiring staff community.

Our division’s primary goals are:

 

To a ract and retain high quality academic and administra on staff;

To upgrade and upskill staff qualifica ons and skills to ensure that our students receive the

best educa on possible;

To deploy our staff effec vely and efficiently to meet the needs of FNU and its stakeholders.

The staff in the Division of Human Resources are commi ed to providing quality customer service

for our staff. We strive to serve as consultants and HR business partners to all

colleges and divisions.

The Division is comprised of the departments of Talent Acquisi on & HR Partners, Compensa on &

Benefits, People Performance & Development, and HR Analy cs & Technology. (Please refer to

page 11 for all the HR services we provide).

This onboarding handbook serves as a tool for orienta on and induc on into the workplace over the first three months of your employment to enable you to perform your role at op mum produc vity level to achieve the strategic goals of FNU.

Please feel free to contact us on email: HR‐Helpdesk@fnu.ac. or call us on phone extension 2613.

We wish you a prosperous career at FNU.

Yours sincerely,

Prof. John Chelliah: Ac ng Director Human Resources

7

 

 

FNU SENIOR MANAGEMENT GROUP (SMG)

To view the SMG members' Staff Profile, please visit FNU's website:

h ps://www.fnu.ac. /new/abtus/senior‐management‐group

8

 

 

FNU HISTORY

Fiji Na onal University has a long history of relevant educa on da ng back to the origins of its component colleges,

through ins tu ons that were established according to na onal needs and aspira ons as these developed.

From 1885, the School of Medicine was originally established as the Suva Medical School to train vaccinators. It has

since developed into the premier medical ins tute of the South Pacific, producing many mo vated and skilled

healthcare professionals who are now serving in key posi ons in the Pacific and overseas.

In 1893, the School of Nursing came into existence, and is one of the oldest nursing educa on ins tu on in the

Pacific. Now part of FNU's College of Medicine, Nursing and Health Science, the School offers basic and post‐basic nursing programmes for Fiji and regional students.

Originally established in 1963 as the former Fiji Ins tute of Technology, FIT provided training to students in

technical and voca onal disciplines to meet the engineering human resource needs of Fiji. It is now part of the FNU

College of Engineering, Science and Technology providing educa on to cater for the human resource needs of Fiji and

the South Pacific, in the areas of engineering, technology, including informa on technology and electronics, marine

training and sciences. FIT was also the star ng point for the College of Business, Hospitality, and Tourism Studies.

What was once Fiji's pres gious Queen Victoria School (known as "Vuli‐Ni‐Tu") that was established at Nasinu in

1907, including the hub of its extensive teacher training faculty, is now the main administra on centre of FNU. The

former Fiji College of Advanced Educa on and the former Lautoka Teachers College have become part of FNU's

College of Humani es and Educa on.

In 1954, the Fiji College of Agriculture was established to meet the human resource needs of the country in all areas

of agriculture. The College was further developed into FNU's College of Agriculture, Fisheries, and Forestry, where it

places great emphasis on research in agriculture, and provides excellent opportuni es for development.

The Training and Produc vity Authority of Fiji (TPAF) which was formerly known as the Fiji Na onal Training Council,

was established in 1973 by the Fiji Na onal Training Act. It established the Na onal Qualifica ons Framework to

benchmark training and qualifica ons in technical and trade areas against a na onal standard, based on the needs of

local industries, comparable with overseas qualifica ons. TPAF became part of FNU in 2011 as the Na onal Training

and Produc vity Centre to run the University's short courses in areas ranging from Senior Execu ve and Leadership

levels to innova ve technical courses specifically designed for local condi ons.

Formerly established in 2010, FNU now has campuses and centres at 33 loca ons throughout the country, running a

total of approximately 300 different courses and programmes with a staff complement of more than 2000 and a

record student enrolment of more than 25,000.

As a new and dynamic ins tu on, yet one with an illustrious history within its component parts, FNU is daily

developing, innova ng and expanding to provide Fiji and the region with the educa on and training that they most

need.

(FIJI NATIONAL UNIVERSITY PROSPECTUS 2018/2019: FNU HISTORY, pg.5‐7) 

9

 

 

VISION

To be recognised as a key driver of Fiji's economic prosperity.

To support the economic and social development of Fiji through relevant, high‐quality educa on and training that

maximises graduate employability and applied research that has posi ve societal impact.

(https://www.fnu.ac.fj/new/abtus/mission-vision) 

MISSION

CORPORATE VALUES

High Ethical and Professional Standards

The University is commi ed to the highest standards of ethics, integrity, transparency, corporate governance, and professional standards.

Customer / Student ‐ Focused

The University is focused on understanding and exceeding the expecta ons of our stakeholders, and providing a safe, secure and comfortable learning, teaching and training environment.

Efficiency, Cost Effec veness and Environmental Sustainability

The University promotes cost effec veness in resource u lisa on, maximum returns to all stakeholders, effec ve service delivery, and environmental sustainability.

Culture of Excellence

The University shall strive for excellence in everything it does.

Empowering / Strengthening our Team

The University is managed on the core values of accessibility of educa on and training to all, equal opportunity, respect and tolerance for diversity, and a firm sense of belonging and ownership forged through collec ve decision making, informa on sharing, providing a ready helping hand to the weaker members of the University community, a healthy lifestyle, and collec ve social and corporate responsibility.

(FIJI NATIONAL UNIVERSITY PROSPECTUS 2018/2019: CORPORATE VALUES, pg.10) 

10

 

 

11

  

HR ORGANISATIONAL CHART

12

 

 

FUNCTIONS OF THE UNIVERSITY

i.  To  provide  for,  and  encourage  the  crea on,  advance  and  dissemina on  of  knowledge,  through 

scholarship, research and teaching to the standards acceptable by the University Council; 

ii.  To provide courses of study or instruc on, at the levels of achievement the Council considers  

  appropriate, to meet the needs of the community, including technical and voca onal educa on and 

  training; 

iii.  To confer higher educa on awards and awards at other levels as determined by the Council; 

iv.  To provide, arrange for or regulate the appropriate training of persons or classes of persons,  

  whether by way of appren ceship or otherwise, to assist such persons or classes of persons in  

  connec on with employment; 

v.  To assist and contribute towards the cost of training, and the promo on of training, of any person 

or class of persons; 

vi.  To par cipate in community discourse through the applica on of knowledge generated and  

  advanced at the University to society, industry, and government in an environment where the rights 

  of all are respected; and 

vii.  To perform other func ons given to the University under this Decree or under another Decree, or as 

determined by the Council. 

(FIJI NATIONAL UNIVERSITY PROSPECTUS 2018/2019: The func ons of the University..., pg.9) 

13

 

 

ACADEMIC EMPLOYEE ONBOARDING

New employees recruited into FNU are required to undergo the Employee Onboarding program. It

provides new employees with the opportunity to familiarize themselves with the University and all

ma ers relevant to their new role.

We understand that commencing work in a new organisa on can be s mula ng but also challenging;

therefore, we have introduced a 6‐phase process in the Employee Orienta on program. This will help

you se le in as you adjust to the new environment and your new role at FNU.

Within the first three months of your employment at FNU, an email invita on will be sent to your email

Inbox, invi ng you to the 'Employee Orienta on' workshop. The workshop is organized to give you the

opportunity to clear any doubts you may have on the policies and regula ons of FNU, as well as learn any

new developments or changes to the policies and/or processes.

You will also have the opportunity to meet with members of FNU's Senior Management Group (SMG) who

will also be invited to join the par cipants a er the Orienta on.

14

 

 

Phase 1: PRE-COMMENCEMENT

In this phase, you would have received an email from "HR‐Talent Acquisi on and HR

Partnerships" (HRTA&HRP), with your Offer Le er and a web link which led you to the FNU Academic Em‐

ployee Onboarding Web page.

The Onboarding page is the first introduc on and welcome page for new employees to FNU, providing you with an overview of the Onboarding process for Academic Employees. Forms provided in the Pre‐commencement phase are the first few forms required to be downloaded, filled out, and submi ed to HRTA&HRP before joining FNU on Day 1.

Please ensure that you have completed these forms. If you have not, feel free to re‐visit the 'FNU

Academic Employee Onboarding' web page (https://www.fnu.ac.fj/new/hr-onboarding )  and download the forms. Once you have filled out the required details and a ached the required informa on, submit to HRTA&HRP email address. The

details filled out on the form will assist the HR Team create your profile account on the Employee Self‐Service system, and arrange your work requirements.

For Expatriate Employees

Upon arrival at the Nadi Interna onal / Nausori airport, you will be greeted by your Onboarding partner who will be holding up a placard with your name. The Onboarding partner will assist you on your arrival into the country, from the airport to your accommoda on, and a brief tour to important local venues for meals, shopping centres, police sta on and medical facili es.

15

 

 

Phase 2: FIRST DAY - “Meet & Greet”

You will be required to report to your designated campus loca on where you will be received by your

Onboarding Partner who will conduct a brief orienta on programme. Your employee iden fica on card,

name tag, and FNU uniforms, will be ready for pickup a er the orienta on programme. A brief tour will

also be conducted around your campus to introduce you to key Offices such as the Dean’s / Campus

Administrator’s Office, Finance Office, Academic Office, etc.

Upon comple on of your campus tour, your Onboarding Partner will accompany you to your workplace and introduce you to your Supervisor/Head of Department (HOD) . The Onboarding Partner will assist you as you se le into your new environment, and will act as your mentor/buddy for the first year of your employment at FNU.

At the end of the first day, please visit the Academic Employee Onboarding page on FNU’s website, and

select the Academic Employee Onboarding Checklist web link (https://www.fnu.ac.fj/new/images/hr/

forms/Form-Onboarding%20(all-in-1).pdf ) and fill in the first three tables provided under “Phase 2: Day 1 ‐

Meet & Greet” sec on.

Phase 3: FIRST WEEK - “Key Performance Indicators (KPI) & On-The-Job Training (OJT)”

During the first week of your employment your Supervisor/HOD will discuss your Key Performance

Indicators (KPI) and strategic objec ves of the department, and College. You will set goals and targets to

achieve at the end of your onboarding program, as well as discuss your Annual Leave plan for the year.

Your Onboarding partner will provide you with email addresses and phone contacts of key personnel,

stakeholders, College & FNU staff directory. You will be shown how to use office equipment; and be

guided on department processes and accident repor ng procedures, as well as emergency drills. The

relevant student so ware (Navision/Premium/Student So ), introduc on to Moodle, Turni n, Employee

Self‐Service (ESS) so ware. will also be part of your training program during this phase.

At the end of the first week, please visit the Academic Employee Onboarding page on FNU’s website, and

select the web link provided (https://www.fnu.ac.fj/new/images/hr/forms/Form-Onboarding%20(all-in-

1).pdf ), and fill in the next tables provided under “Phase 3: First Week ‐ KPI & OJT” sec on.

16

 

 

Phase 4: FIRST MONTH - “Online Training”

Within the first month of your employment at FNU, you will be required to undergo the ‘Orienta on for

New Teachers’ module and online training modules on FNU's Policies and Regula ons provided through

FNU Moodle . These trainings are mandatory to ensure that you understand and comply with the

policies and procedures, as some of these policies may have an impact on your new role.

Please visit the web link online: h ps://elearn.fnu.ac. /course/view.php?id=11302 and login to Moodle with your FNU Computer login and password. Once you have logged in, update your profile page and then email your Moodle username to HR‐Training@fnu.ac. for registra on to the training modules online. The online training is free and you can access the FNU Moodle from anywhere, any me as long as you have internet connec on on your desktop or notebook computer, android tablet, or phone.

On comple on of the New Teach Orienta on and training modules online, please visit the Academic

Employee Onboarding page on FNU’s website, and select the web link provided (https://www.fnu.ac.fj/

new/images/hr/forms/Form-Onboarding%20(all-in-1).pdf ), and fill in the table provided under “Phase 4:

Phase 5: SECOND MONTH - “Performance Review I”

At the end of your second month with FNU, your Supervisor/HOD will sit with you and review your

performance for the first 2 months. This review will cover the progress of your KPI and iden fy your

training and development needs for the year.

The performance review is conducted in person with your Supervisor/HOD, with the check‐list form

provided online. Please visit the Academic Employee Onboarding page on FNU’s website, and select the

Academic Employee Onboarding Checklist web link (https://www.fnu.ac.fj/new/images/hr/forms/Form-

Onboarding%20(all-in-1).pdf ) and fill in the table provided under “Phase 5: Second Month ‐ Performance

Phase 6: THIRD MONTH - “Performance Review II”

A er comple ng 3 months of service with FNU, your Supervisor/HOD will perform another review and

assess your performance, for which you will be required to provide your feedback.

Please visit the Academic Employee Onboarding page on FNU’s website, and select the Academic

Employee Onboarding Checklist web link (https://www.fnu.ac.fj/new/images/hr/forms/Form-Onboarding%20

(all-in-1).pdf ) and fill in the table provided under “Phase 6: Third Month ‐ Performance Review II”. Please

ensure you have completed the form, sign off and hand the form to your Supervisor/HOD. Supervisor will

ensure that the form is completed and also signed by the Onboarding Partner before signing and then

forward to the HR People Performance & Development

17

 

 

FURTHER INFORMATION

Please remember to complete all the sec ons in the Academic Employee Checklist form at the end of

each phase of the Induc on process.

Should you require more informa on please refer to the following sources:

Your employment contract

FNU Policies, and Procedures available on FNU Onboarding page and Moodle training modules.

Your Onboarding Partner and College HR Partner

Departmental Manager rela ve to your query

Your nominated OHS representa ve and Emergency Warden

HR People Performance and Development Department

`

Thank you for your par cipa on in the Onboarding Program.

18

 

 

NOTES

19

 

 

NOTES

20

PREPARED BY: PEOPLE PERFORMANCE & DEVELOPMENT DEPARTMENT , DIVISION OF HUMAN RESOURCES