“By creating we think, by living we learn” Patrick Geddes

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Useful documents

• Support Staff key contacts list
• Staff Contact Directory

Specific Handbooks or Guidance

• Academic Staff Hours Allocation Model
• Aide Memoire for School Forms
• School Finance Handbook
• School HR Handbook
• School Quality Assurance Handbook

A

• ABSENCE & SICKNESS
  
  • Sickness Absence Procedure (School)
  • Sickness Absence Management Policy (University)
• ACADEMIC QUALITY ASSURANCE HANDBOOK (SCHOOL)
  
  
• ACADEMIC YEAR
  
  
• ACCESS TO BUILDINGS
  see Security
  
  
• ACCIDENT/INCIDENT REPORTING
  see Health and Safety
  
  
• ANNUAL LEAVE
  Annual leave should be taken in consultation with your line manager to ensure that learning, teaching, research and administration are covered at all times. Details of holiday entitlements differ slightly between staff categories and you should refer to the terms and conditions relevant to your category - see Terms & Conditions.
  • Guidance on recording your annual leave

B

• BOOKING A ROOM
  see Room Bookings
  

C

• CALENDAR - ESWCE-SCHOOL-CALENDAR
  
  • Proxy Access
    All ESWCE staff have access to the School Calendar. If you have any difficulties please contact School Reception.
  • What's On
    The School Calendar should be used to notify all meetings and events which are essential to the running of the School. Staff are encouraged to notify the School Calendar of events of that have a wider interest.
• CAMPUS MAPS
  
  
• CAR PARKING
  Car parking on Campus is the responsibility of the Estates & Buildings Department. In recent months many car parking spaces have been withdrawn as the University's buildings programme has progressed. The University is actively pursuing a sustainable transport policy.
  
  
• CHILDCARE VOUCHERS
  The university has a scheme in place which enables staff with childcare responsibilities to maximise National Insurance and Income Tax exemptions through salary sacrifice. The scheme is operated by Imagine Co-operative Childcare and potentially could save up to £500+ per year towards the cost of registered and approved childcare.
  
  
• CONFERENCES & TRAINING
  
  
  • Conference Budget Guidance and Request Form
  • Staff Training and Development Request Form
• COUNSELLING SERVICE

D

• DATA PROTECTION
  Additional guidance can be obtained from Alan Bell, University Records Manager.
  
  • see also Freedom of Information
• DIGNITY IN THE WORKPLACE POLICY
  The University has a detailed policy encouraging positive behaviour in the workplace and has established a network of support contacts.
  
  
• DISABILITY SUPPORT
  
  
• DOCUMENT TEMPLATES
  
  • Email Signature Block template
    
  • PowerPoint template
  • Staff Profile template

E

• eLEARNING SUPPORT
  eLearning Support is provided by the School's Learning Technologist Helen Booth. Queries about these guidelines should be directed to Helen in the first instance.
  • SafeAssignment Guidelines for Staff
  EMAIL USER GUIDES & PUBLICATIONS
  Includes information on getting started - help is available via the ICS Service Desk.
  • Email Signature Block template
    
• EQUALITY & DIVERSITY
  The University has a range of equality and diversity poilcies actively seeks to discourage discrimination in any form.
  
  
• EQUIPMENT POOL, ICT (SCHOOL)
  
  
• ESTATES AND BUILDINGS REQUESTS
  The School can request the services of Estates and Building for certain jobs. All requests must be made via the School Reception for quotation in the first instance.
  
  
• EXPENSE CLAIMS
  see School Finance Handbook
  
  
• EXTERNAL ACTIVITY GUIDANCE
  These guidelines are designed to help academic staff to undertake external work such as research and consultancy; professional and public engagement activities (PPE); or to provide workshops and short courses. The Event Proposal Form should be used in conjuction with this guidance where appropriate.

F

• FAMILY FRIENDLY POLICIES
  
  • see Work/Life Balance Policies
• FINANCE
  
  • University Finance Department
  • School Finance Handbook
• FREEDOM OF INFORMATION
  
  • Additional guidance can be obtained from Alan Bell, University Freedom of Information Officer.
  • Out of the office? All staff should ensure that their out of office messages have a suitable redirection to ensure that Freedom of Information requests are dealt with promptly. For example: If you have a Freedom of Information request please contact: freedomofinformation@dundee.ac.uk.
  • see also Data Protection

G

• GRIEVANCE PROCEDURE (UNIVERSITY)

H

• HEALTH & SAFETY - Within the School
  All health and safety issues should be directed to your line manager, as appropriate.
  • School Health and Safety Statements and Guidelines
  • School Health and Safety - Risk Assessment Template (page 7)
  • Safety Services website
  • Management of Stress at Work
  • Display Screen Equipment
    Please contact Julie Christie with any queries regarding your current workstation and to discuss any special requirements you may have.
  • Accident/Incident Reporting. It is important that you report any accident, incident or event that could have resulted in injury or ill health that you have in the course of your employment, however trivial, and this should be done by notifying your line manager and by completing an Accident and Incident Report Form which are available from School Reception. Any ill-health symptoms which you think are related to your work should be similarly reported without delay. Problems picked up early have a greater chance of being put right without permanent damage.
  • School Health and Safety and Disability Support Group
• HOLIDAYS
  see Annual Leave
  
  
• HUMAN RESOURCES HANDBOOK (SCHOOL)

I

• ICT EQUIPMENT POOL (SCHOOL)
  
  
• INSURANCE
  
  • Driving on University Business
    To ensure that you are covered by the University insurance when driving a University vehicle you must complete a Drivers Declaration form which is available from School Reception. Note: This does NOT provide cover for you driving your own vehicle on University business.
  
  
• IT SYSTEMS - ACCEPTABLE USE
  
  • Code of Conduct for use of Computing Facilities
  • Regulations for the use of the Computing Facilities
  • Regulation of Investigatory Powers (RIP) Act 2000
  • Password Policy
  • Email Policy
  • JANET Acceptable Use Policy
    

J

• JURY SERVICE
  In common with most public services, the University is prepared to release members of staff for jury service but may, in exceptional circumstances, approach the Court to ask for a postponement where the individual's absence would create a substantial service difficulty. Please discuss any citation for jury service with your line manager. Exemption request letters can be arranged by the School Secretary.

L

• LIBRARY & LEARNING SERVICE
  

M

• MAIL
  Mail is delivered to and from Old Medical School twice per working day. Your mail can be found in your pigeon hole located near School Reception. Outgoing mail is uplifted from the same location.
  
• MATERNITY LEAVE
  see Work/Life Balance Policies
  
  
• MEETING ROOMS
  see Room Bookings
  
  

N

• NEW MOTHERS GUIDANCE
  see Pregnant & new mothers guidance
  
  
• NO SMOKING POLICY
  The University operates a total ban on smoking within University buildings and at entrances to School buildings.

P

• PATERNITY/MATERNITY SUPPORT LEAVE
  The University has an agreed policy on maternity support leave. University Paternity/Maternity Support Leave is available to those who become fathers or in the absence of a father, a partner or nominated support carer.
  
  • Paternity Support
• PENSIONS
  
  
• PHOTOCOPYING/PRINTING
  
Where possible printing and photocopying should be kept to a minimum. This is in line with the strategic approach of encouraging use of the VLE for learning and teaching and in line with the University Environmental Policy. The maximum number of pages to be printed using school photocopiers is 25 sheets. Support staff have been identified in each building to ensure that communal photocopiers are maintained and stocked. Short runs of colour printing (up to 20 sheets) can be produced by School Reception. All other colour, black and white printing and photocopying should be sent to Design, Print, Marketing (In-House Print Unit) which is based in the BSI Building, Miller's Wynd (Telephone: 81560).

• Design, Print, Marketing (Print Unit) - map
• School Finance Handbook - purchasing printing
• POWERPOINT TEMPLATE
  
  
• PREGNANT & NEW MOTHER GUIDANCE
  Guidance provided by Safety Services regarding the issues to be considered for pregnant/new mothers in the workplace.
  
  
• PROFILE TEMPLATE, STAFF
  
  
• PURCHASING
  see School Finance Handbook which includes guidance on printing, catering, stationery, car hire, travel, booking accommodation, conferences, training, and requesting casual workers.

Q

• QUALITY ASSURANCE (ACADEMIC) HANDBOOK
  
  

R

• REGULATIONS, PROGRAMMES
  
  
• RESEARCH OUTPUTS FORM
  Please complete this form to notify us of outputs arising from conferences you have attended.
  
  
• ROOM BOOKINGS
  
  • Central Room Bookings website
  • University Timetables
  • School Meeting Rooms
    The School has four meeting rooms which can be booked through the email system by school staff. Staff can either check room availability by proxying on to the appropriate email resource for that room or by doing a busy search on a room via an email appointment using the undernoted resource names:
    
    • School Seminar Room: Carnelley 2.01, seats 10-12, GroupWise name: ESWCE-Carnelley-201.
    • Old Medical School: Ground Floor G.16, seats 4-6, GroupWise name: ESWCE-OMS1-OG16.
    • Old Medical School: 1st Floor 1.17, seats 4-6, GroupWise name: ESWCE-OMS2-0117.
    • Old Technical Institute: Lower Ground B.05, seats 8-10, GroupWise name: ESWCE-OTIRB05.

S

• SAFETY
  see Health & Safety
  
  
• SALARIES
  
  • Salary Payment Dates
  • Overtime and Casual Working
    All requests for overtime or casual working should be authorised in advance by the relevant the Dean, Associate Dean or School Secretary (as appropriate) and the claim submitted on a Casual Payment Request form.
  • see School Finance Handbook for guidance on requesting and paying a casual worker.
• SECURITY
  All security issues relating to office accommodation should be directed to Julie Christie, School Secretary. If you wish access to office accommodation outwith working hours (8.45am - 5pm) please arrange to have your staff card activated via the following support staff:
  • Old Medical School (OMS) / Carnelley - Mary Petrie
  • Old Technical Institute (OTI) - Mary Petrie
  The Old Technical Institute (OTI) is alarmed before 7am and 7pm (Monday - Friday). Please contact Tower Reception for access outwith these hours.
  


• SEMESTER DATES
  The semester dates for full-time programmes in 2012/13
  
  
• STAFF PROFILE TEMPLATE
  
  

T

• TELEPHONES
  
• ICS provide the School with itemised billing information for all numbers within the School and this information is received by the School Office each month and is monitored. Staff groupings are allocated a defined class of service relating to telephone usage.
• There are charges applied for all requests to ICS regarding changes to Telephony Services and ICS need authorisation from the School Office before any changes will be made to Telephony Services. Please contact the School Office with any queries relating to your telephony service.
• TEMPLATES, DOCUMENT
  • see Document Templates

• TERMINATION OF STUDIES
  
  • School Termination of Studies (Appeals) Committee Supplementary Guidance

• TERMS & CONDITIONS OF EMPLOYMENT
  
  
• TRADE UNIONS
  
  • DUCU
• TRAINING & CONFERENCES
  see Conferences and Training
  
  
• TRAVEL & ACCOMMODATION
  see School Finance Handbook

U

• UK BORDERS AGENCY - MONITORING INTERNATIONAL STUDENTS
  School Guidelines for the monitoring of international students : these guidelines outline who this applies to, their role and responsibilities.

V

• VACANCIES
  University vacancies can be found on the University's jobs website.
  

W

• WORK/LIFE BALANCE POLICIES
  The University has a range of policies to help support staff to achieve a healthy work/life balance.
  
  

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