Faculty of Arts, Masaryk University Directive No. 4/2022
ONBOARDING AND ADAPTATION PROCESS
AT THE FACULTY OF ARTS
OF MASARYK UNIVERSITY
In accordance with § 28, Paragraph 1 of Act No. 111/1998 Coll., on Higher Education
Institutions and on Modification and Amendment of Other Acts (Higher Education Act), as
later amended (hereinafter referred to as the “Act‟), I issue the following Directive:
Section 1
General information
(1) The Faculty of Arts of Masaryk University (hereinafter referred to as “FF MU‟) as an
institution strives for gender equality in its actions and communication. As far as
possible, it applies the rules of gender sensitivity. In this Directive, we nevertheless
use the generic masculine for the sake of simplicity, whereby a role or function
referred to in the form of a generic masculine means a role or function performed
by persons of different gender.
(2) Abbreviations used:
PO – Personnel Office,
FO – Finance Office,
CIT – Centre for Information Technologies,
OHS and FS – occupational health and safety and fire safety.
Section 2
Subject matter of the regulation
(1) This Directive sets out the procedure for onboarding and adaptation of a new
employee at the FF MU.
(2) For the purposes of this Directive, a new employee is defined as an employee who
enters employment at FF MU for the first time and is usually without prior knowledge
of the FF MU environment.
(3) The aim of the adaptation process is to support the new employee as much as
possible in the successful completion of the probation period, i.e., in taking over the
job position, orientation at the workplace and the faculty and integration into the
work team.
(4) This guideline serves as an overview for those involved in the adaptation
process. Service units (PO, FO, CIT, and others) are involved and provide assistance
throughout the process.
(5) By the superior employee (hereinafter referred to as “superior”), who is in charge
of the onboarding and adaptation process, is meant the new employee's immediate
superior.
(6) In addition, the superior may appoint an informal guide to adaptation (hereinafter
referred to as a "buddy") who helps, advises, and facilitates the new employee's
orientation in the new working environment or in learning work tasks, etc.
Section 3
The course of new employee adaptation
(1) The course of new employee adaptation is supported electronically by the
"Employee Adaptation" application in Inet MU. Persons involved in the
adaptation process follow the pre-set checklists in this application. The checklists
contain detailed steps that must be taken for the correct course of the entire process
and for the mutual coordination of all people involved.
(2) The table below gives a brief overview of the adaptation process from the point
of view of the persons responsible for this process at FF MU:
When Responsibility Action Cooperation
Before boarding Personnel Office Communication with the incoming person,
processing of formalities and transfer of
important information necessary for the
entry, in case of a foreigner's entry
contact with the Welcome Office
Superior
Superior Preparation of the workplace (material),
preparation of the Job Description and
Individual Adaptation Plan
Building
Management,
CIT, FO, PO
Superior Determination of a buddy as an informal
guide to adaptation and his/her
preparation for this role
Start day Personnel Office Completion of onboarding documents,
implementation of the induction workshop
for newcomers (as soon as possible after
onboarding)
Superior Initial interview with the new employee,
introduction to the workplace, colleagues
and buddy, the Job Description, Individual
Adaptation Plan, handover of work
equipment, commissioning of IT
equipment, verification that the new
employee has completed the OHS and FS
training
CIT
Ongoing until the
end of the
probation period
Superior On-the-job training, handover of the
entrusted agenda, provision of training
necessary for the performance of the job
Buddy
1-2 weeks after
the start day
Superior Familiarisation of the new employee with
the structure and content of internal
information systems
Buddy
1 week after the
start day
Superior 1:1 Interview with a new employee
2 weeks after the
start day
Superior 1:1 Interview with a new employee
1 month after the
start day
Superior 1:1 Interview with a new employee
2 months after
the start day
Superior 1:1 Interview with a new employee
The week before
the end of the
probation period
Superior Evaluation of the Individual Adaptation
Plan and probation period, setting goals
and development plan for the new
employee
Personnel Office
The week before
the end of the
probation period
Personnel Office Obtaining and evaluating feedback on the
course of the adaptation process from the
new employee
Section 4
Exceptions during the adaptation of certain employees
In justified cases, in the adaptation process of a new employee, certain steps may be
waived or applied proportionately. These are in particular the cases of:
a) re-engagement of the employee,
b) transfer from another MU workplace,
c) returning from non-registered status (maternity/parental leave, long-term illness,
long-term unpaid leave),
d) part-time employment of less than 0.5
e) positions for the implementation of short-term project activities of less than 6
months,
f) positions for very specific/expert activities without a wider connection to other
activities of the FF MU workplace.
Section 5
Supporting documents
Supporting documents for the adaptation process are posted on the document server FF
MU and continuously updated as needed:
• Checklist – Personnel Officer
• Checklist – Superior
• Checklist – New Employee
• Individual Adaptation Plan
• Description of the Buddy's Role
• Handbook for New Employees at the FF MU
Section 6
Transitional Provisions
The implementation period of the adaptation process runs until 30 June 2023.
Section 7
Final Provisions
(1) I entrust the Head of the Personnel Office to interpret and update this Directive.
(2) Compliance with this Directive is monitored by the Faculty Bursar.
(3) This Directive comes into force upon signature.
(4) This Directive comes into effect on 1 January 2023.
electronically signed
doc. Mgr. Irena Radová, Ph.D.
Dean