- To welcome a new member of staff and those returning after a break to the School/Unit
- To provide an informal but structured knowledge-sharing process to assist with orientation
- To offer support, advice and guidance on the social and culture issues and etiquette of the School/Unit
- To introduce new staff/returning existing employee to the wider community in the School/Unit and encourage participation in initiatives
- To provide informal support to Team Lead / Line Manager
Page updated 22 April 2024
Overview
As of June 2024, UCD will launch the University wide Buddy Programme which can be made available to new members of staff and those returning from extended leave or secondment. This framework provides a structure for Line Managers to establish within their Schools/Units. This programme will pair a Buddy Volunteer to new members of staff with the aim of developing an informal yet structured knowledge sharing method. This is a manager led initiative at a local level, the programme will complement University and local level induction.
“A buddy system is an onboarding and knowledge sharing method used to orient new employees. It involves assigning him or her to a workplace buddy. The buddy is an existing employee who guides the new employee through the first few weeks or months on the job”.
‘Implementing a Buddy System in the workplace’ Cooper, John & Wight, Judy”
This programme follows on from the very successful launch of the 2019 UCD Registry’s Buddy System in Action staff support scheme which has become a permanent initiative within UCD Registry and continues to provide a first-class welcome as part of the UCD Registry onboard / returning to UCD Registry process.
What is a Buddy Programme?
A buddy programme is a process whereby new starters in UCD are assigned a peer to help with onboarding and training. The programme seeks to provide a complementary approach to the standard onboarding process, one that is more relaxed and less formal.
The buddy programme aims to help the new starter fit in faster and helps familiarise themselves with UCD and the teams’ culture and social environment.
Starting a new job can be nerve-wracking and the buddy programme’s goal is to make that time less stressful for new colleagues. The sharing of information is envisaged to be mutual. As well as improving the onboarding experience for the new starter, the programme encourages the new starter to share their own knowledge, tips and techniques. Implementing this process within a team will help boost confidence, increase productivity and improve employee retention.
Objective and Outcomes
- New staff member/Returning existing employee has a point of contact for signposting to UCD units
- New staff member/Returning existing employee has a dedicated peer
- A positive work environment ensures smooth transition of new staff/returning staff to any School/Unit
- Successful transition ensures productivity and early performance
- High level of engagement from the outset reduces unexpected outcomes
- A replacement for individual team orientation/onboarding processes
- A space where formal information is shared or gathered
- A process to discuss confidential personal or work-related issues
- A replacement for UCD’s Coaching and Mentoring Processes
- A counselling service
- In line with UCD's Values of Excellence, Integrity, Collegiality, Engagement & Diversity the interactions, although casual in nature, should not be used as forums for discussion of opinions or topics political or otherwise that make other individuals feel uncomfortable or do not support a respectful and dignified workplace environment.
Buddy Programme Information for Managers
It is encouraged that managers create a buddy programme “pack” which would be accessible to the volunteer before they start their meetings. This pack should include all the relevant checklists, signposts, information and tools required for a successful buddy programme to work. The manager should designate someone locally who can manage the process and who can be a direct link for the Buddy Volunteer.
- Managers would need to speak to employees in their School/Unit to seek volunteers
- Ideally, Buddy Volunteer should not be working directly with the new employee
- Buddy Volunteer must have worked within the unit for at least 6 months
- Buddy Volunteers should be rotated in order not to overwhelm, i.e. a pairing every 6 months
- A Volunteer is paired with only one new staff/returning existing employee member at any time
- Pairing is 4 weeks in duration
- Pairing meets at least once a week
- All interactions are logged by Buddy Volunteer
- Meetings are informal and should take place mainly during daily breaks and lunchtime
- Venue of meetings are optional (Open Plan, Cafes, Restaurants, Scheduled Events, Outdoor, Weekly Global Food Market, Woodland Walks, Sculpture Trail, Zoom/Google Hangouts)
All team members who have been employed by UCD for 6 months or longer are eligible to be a buddy. It is the responsibility of the person managing the programme to assign a buddy and they should consider the following before making that decision such as the grade of the new starter, the workload of the proposed buddy, whether the new starters role is similar to the buddies. It is advised that buddies are rotated as much as possible so that every team member contributes to the onboarding of new colleagues. It is important to note that all team members, not just the buddy are required to successfully run a buddy programme.
For further information, it is suggested that Managers contact their Resourcing Consultant for their area (https://www.ucd.ie/hr/hrhelpdesk/resourcingconsultants/)
Buddy Programme Information for Buddy
A buddy is one of the first point of contacts for the new starter and should be capable of building rapport quickly. With hybrid working becoming the norm, it is more important than ever to ensure new starters are supported to become part of the team when joining UCD. They will provide informal guidance and moral support to the new starter during their first month of work. A buddy may typically be responsible for the following once their new colleague starts
- Be available to answer any general questions, however specific work questions should be directed to the line manager
- Show them around the office/building and introduce them to colleagues
- Be available for both in-person and online
- Bring them along to social activities such as lunch and tea/coffee breaks
- Share insights on how the team functions
- Highlight UCD’s Equality, Diversity and Inclusion (EDI) Unit’s supports, facilities, staff networks, via UCD EDI webpage.
- Make the new employee aware of UCD Culture and Engagement page & activities and initiatives across the University.
Tips for the Buddy Volunteer
- Don’t worry about being perceived as the “expert” or think you need to have all the answers.
- Maintain confidentiality. It is important for the new starter to know that the buddy will not be reporting back to the line manager about these informal meetings.
- Be patient, positive, and supportive. Do not try to cover everything right away.
- Try to identify each other’s communication style so that you can tailor your meetings accordingly.
- Stay open-minded. It is important that the new starter feels comfortable with asking you any questions they may have.
- Be available but also give the new employee time and space to adjust to their new role.
- Treat the programme as a learning experience for you as well.
- It will take time to develop a relationship, make sure not to force anything.
Buddy Programme Structure Suggestions
Buddy Volunteer connects with new staff/returning existing employee member and explains the role of the Buddy. Establish if the staff member has been elsewhere in UCD or is returning to UCD after a long period/ break. This will help establish the goals of the process.
- Welcome to UCD with tour of Unit/School Area and Teams
- Explain the hierarchy of the team i.e. who does what, who to contact for specific questions etc
- Answer any questions they may have
- Take them with you to lunch
- Reconfirm confidentiality
- Review of relevant policies (HR, EDI). Discuss important policies e.g. Dignity & Respect, EDI.
- Highlight staff initiatives UCD Culture and Engagement; Healthy UCD; EDI
- Check the following has been completed/commenced: Local Induction with Team Lead
- If any concerns or problems arise concerns discuss with buddy to see if they need to be highlighted to their manager. Agree with new starter what items you will highlight.
- Help set up meetings with other relevant colleagues
- Review previous two weeks and discuss any issues arising
- Welcome to UCD & Belfield Campus with tour of campus
- End of pairing process
- Review the past 3 weeks and revisit any necessary topics
- Discuss any ongoing support, concerns or problems and discuss what was highlighted to line manager
- Debrief with the new starter and discuss any helpful UCD links that might be helpful in the future (Christmas breaks, UCD Festival etc.)
- Agree on learnings from the whole process and communicate this back to the line manager
- Provide information on other initiatives available in Unit/School
- Can anyone be a buddy?
- Every staff member who has been employed for at least 6 months is eligible to be a buddy and is encouraged to participate.
- Who is a new starter?
- A new starter is a person completely new to UCD as an organisation. Although, a manager may assign a buddy to a member of staff who is returning after a long period of leave or to a member of staff joining a new team.
- How is the buddy picked?
- It is the responsibility of the team's manager to pick the buddy of the new starter. They should consider:
- Workload
- The buddy’s length of service
- That both the buddy and the new starters grades are no more than 1 level apart
- How similar their role is to the new starter
- They should ensure that the responsibility is shared throughout the team.
- What's the benefit of the Buddy Programme?
- It benefits the new starter, the buddy, the team and UCD as a whole. It is aligned to UCD's Strategy of attracting, retain and develop employees. And it also empowers both the buddy and the new employee to collaborate with each other.
- Can existing employees returning from long periods of leave be included in the programme?
- Yes.
- Does the above structure need to be followed strictly?
- No. Each team has particular needs and the structure is designed to be flexible so that each team can alter it to suit their needs.
- Can the meetings be done remotely?
- Yes, if necessary.
- Does the buddy need to report back to the manager?
- No. Although you may meet the new starters line manager to coordinate discussion topics, there is no need to report back. The buddy volunteer can discuss any concerns or problems that might arise and, if agreeable with the Buddy, can be highlighted to the manager.
- In addition to the buddy programme, are there any other useful peer support contacts in UCD?
- Yes:
- UCD Dignity and Respect Colleagues:
- UCD Mental Health and Well Being Colleagues :
- UCD Parent Buddy Programme:
- UCD EDI Staff Networks: (Disability, LGBTI+, MENU, Women@STEM):
- UCD EAP Programme
- UCD SIRC
- Is there any useful training for buddy volunteers to support this role?
- UCD Equality, Diversity and Inclusion (EDI) have launched a new EDI Training Badge. This pilot initiative is being introduced to provide recognition to colleagues who engage in EDI training and eLearning. We encourage all our colleagues and those in key roles in the University to participate in this initiative.
- Targeted email sent to Hiring Managers via InfoHub
- Buddy Programme shared on Ezine with wider community
- Email to New Staff will be updated with the programme details
- Onboarding documents will be updated with the programme details
- Information session will be provided
- Resourcing Consultants will be the Point of Contact
- Review/short survey will be completed 6 months after the launch.