TABLE OF CONTENTS
GENERAL COLLEGE INFORMATION AN INTRODUCTION FROM THE MASTER OF BIRKBECK 1 COLLEGE CORPORATE PLAN 3
MISSION STATEMENT 3 The Principal Aims of Birkbeck 3 Key Supporting Objectives 3 EXECUTIVE SUMMARY 3 Background 3 OBJECTIVES 4 Teaching 4 Research 4 Human Resources 5 Estates and Facilities 5 Management and Administration 5 Finance 5 CONSTITUTIONAL AND MANAGEMENT STRUCTURE 7 The Governing Body 7 The Academic Board 7 Officers of the College 8 Management and Budgetary Units 8 Membership of the Governors 2004/2005 10 The Committee Structure 11 Current Officers of the College 12 Birkbeck College Structure 13 COLLEGE STATISTICS 15
STUDENT NUMBERS 15 Summary of all Student FTEs 2002-03 to 2003-04 15 Student Statistics 16 STAFF NUMBERS 18 EQUAL OPPORTUNITIES MONITORING 18 Total Gender by Staff Category/Grade 18 Total Ethnicity Grouped as a Percentage of Known Ethnicity 18 Ethnicity by Staff Category/Grade 19 All Staff by Disability 19 ADMINISTRATIVE DEPARTMENTS 21
CONTACT INFORMATION 22 Master's Office 22 Secretary's Office 22 Business Relations Unit 22 Central Computing Services 22 Estates and Facilities Department 22 External Relations Department 22 Finance Department 22 Human Resources 22 Library 23 Planning Office 23 Registry 23
i Safety Office 23 Students Union 23 FACULTIES AND SCHOOLS 25
CENTRAL ADMINISTRATIVE DEPARTMENTS CENTRAL COMPUTING SERVICES (CCS) 27
WHAT DO WE DO? 27 HOW WE CAN HELP YOU 27 Maintenance and development of the College's central IT and telecommunications infrastructure 27 IT user support services 27 Management Information Systems (MIS) 28 Web Services 28 HOW YOU CAN HELP US 28 Ensure that School staff is familiar with existing information on CCS services and facilities 28 Use advertised IT support arrangements 29 Provide feedback 29 Provide us with adequate notice on your requirements for the use of workstation rooms 30 Keep us up-to-date with changes in key School contacts 30 Be aware of policies and guidelines for the acceptable use of College IT services 30 DISABILITY AT BIRKBECK 31
EDUCATION MATTERS 31 Background 31 LEGISLATIVE FRAMEWORK 31 Disability Discrimination Act 2001 31 Action Taken by Birkbeck 31 HOW YOU CAN HELP US 32 HOW WE CAN HELP YOU 32 The Disability Handbook 32 The Disability Web Site 32 EMPLOYMENT MATTERS 32 General 32 LEGISLATIVE FRAMEWORK 33 Disability Discrimination Act 1995 33 Disability Discrimination Act 1995 (Amendment) Regulations 2003 33 E C U Equality Advisory Service 33 Action taken by the College 34 HOW YOU CAN HELP US 34 HOW WE CAN HELP YOU 34 Disability Rights Commission 34 The Equality Challenge Unit 34 The Disability Office 35 ESTATES AND FACILITIES 37
WHAT DO WE DO? 37 HOW WE CAN HELP YOU 37 Estates & Facilities Help Desk: EXT 2001 37 Attendant/Security Services 37 Catering 38
ii Cleaning 38 Emergencies 38 Maintenance 39 Postal service 40 Project Management 40 Room Bookings & Audio Visual Services 41 EXTERNAL RELATIONS 43
WHAT DO WE DO? 43 HOW WE CAN HELP YOU 43 Marketing, advertising and printed publicity 43 Directory listings and departmental profiles 43 Events (eg conferences, launch events) 43 Media Relations 44 Development and Alumni Relations 44 HOW YOU CAN HELP US 44 Prospectus Production 44 Open Evenings 44 News, research updates, academic conferences and publications 45 Placing Adverts 45 FINANCE DEPARTMENT 47
WHAT DO WE DO? 47 HOW WE CAN HELP YOU 47 Accounts Payable 47 Accounts Receivable 47 Account Codes 47 Advances 47 Authorised Signatories 47 Budgets 48 Consultancy 48 Credit Cards 48 Expenditure Reports 48 Expenses 48 General Enquiries on Finance Department 48 Financial Management User Group 48 Insurance 48 Payroll / Pensions 48 Procurement 48 Research Grants 48 Staff Fee Remissions 49 VAT 49 HOW YOU CAN HELP US 49 FINANCE DEPARTMENT STRUCTURE 50 Contact Information 50 HEALTH AND SAFETY OFFICE 51
SAFETY FOR BIRKBECK MANAGERS 52 HUMAN RESOURCES (HR) 57
HOW WE CAN HELP YOU 57 Advice, Support and Guidance 57 College Policies and Procedures 57 HOW YOU CAN HELP US 58
iii STAFF DEVELOPMENT 59
WHAT DO WE DO? 59 HOW WE CAN HELP YOU 59 Consultancy 59 Mediation 59 Funding for External Development Activities 59 Development Needs Analysis 59 Training and Development Programmes 59 Facilitation 60 HOW YOU CAN HELP US 60 Discussing Your Needs 60 Monitoring Your Staff Development 60 Conducting your School’s Appraisals 60 Keep in Touch 60 ORGANISATIONAL CHART FOR HUMAN RESOURCES TEAM 61 Contact Information 61 THE LIBRARY 63 Our collection 63 WHAT CAN YOUR SUBJECT LIBRARIAN DO TO SUPPORT YOU AND YOUR SCHOOL? 63 Schools and their Subject Librarians 63 WHAT SUPPORT DOES THE LIBRARY NEED FROM YOU AND YOUR SCHOOL? 64 HOW THE LIBRARY CAN HELP ACADEMIC STAFF 64 CONTACT INFORMATION 65 PLANNING OFFICE 67
WHO ARE WE? 67 WHAT DO WE DO? 67 HOW CAN WE HELP YOU? 67 Information provision 67 REGISTRY 69
THE REGISTRAR 69 HOW WE CAN HELP YOU 69 HOW YOU CAN HELP US 70 Keep the Registry Informed 70 Deferrals and Withdrawals 70 School Administrators Meeting 70 Regulations, Procedures and Codes of Practice 70 Official College Letters 70 Academic Quality Assurance 71 CALENDAR OF STUDENT ADMISSIONS, REGISTRATION AND EXAMINATIONS 72 REGISTRY ORGANISATIONAL STURCTURE 76 CONTACT INFORMATION 77 Registrar’s Office 77 Main Office 77 Examinations Office 78 Quality Assurance; College Research School 78 Student Finance 79 Disability Office 79 Management Information and Systems 79 RESEARCH GRANTS AND CONTRACTS OFFICE 81
WHAT DO WE DO? 81 HOW WE CAN HELP YOU 81
iv Authorisation of Applications (the ‘green card’) 81 Consultancy 81 Costing applications 81 Electronic Application 81 Ethics 82 Faculty Research Grants 82 Full Economic Costing (FEC) 82 Funding Information 82 Good Research Practice 82 Overheads 82 Reports of Current Research Grant Funding 82 Royalties 82 Studentships 83 Staff Appointments on Research Grants 83 VAT 83 Visits by Research Councils and Other Funding Bodies 83 HOW YOU CAN HELP US 83 CONTACT INFORMATION 84 SECRETARY’S OFFICE 85
WHO ARE WE? 85 WHAT DO WE DO? 85
HUMAN RESOURCES PROCEDURES PROBATION PROCEDURE FOR ACADEMIC STAFF 87
PROBATION FOR ACADEMIC STAFF APPEALS PROCEDURE 89 STAFF DEVELOPMENT SCHEME 91
IMPORTANT POINTS TO REMEMBER 91 Role of the Deans, Heads of School and Directors 91 The Appraisal Process 92 Follow-up After Appraisal 92 Monitoring of the Policy 92 Links to Other Policies 92 Completion of Reports 92 SDS APPRAISAL FLOW CHART 93 PROCEDURE FOR APPLYING FOR ACADEMIC PROMOTION 95
PROMOTION FROM LECTURER A TO B 95 PROMOTION FROM LECTURER TO SENIOR LECTURER 95 CONFERMENT OF TITLE (READER OR PROFESSOR) 95 Important Things to Remember 95 HUMAN RESOURCES KIT FOR SENIOR SCHOOL ADMINISTRATORS 97
GENERAL ADMINISTRATION 97 New Starters 97 Resignation 97 Leavers 98 Payroll Procedure 98 Holiday entitlement 98 Booking Temporary Staff 98 Sickness Procedure 99 Evening Nursery 99
v RECRUITMENT AND SELECTION PROCESS 99 Recruitment Process 99 Interview Process 100 WORK PERMIT AND VISA REQUIREMENTS 100 Work Permit requirements 100 Leave to Remain 101 Student Visas 101 Visa requirements for all non-EU staff 101 INDUCTION AND PROBATION 101 Induction 101 Probation period for New Academic staff 101 Probation for Non-Academic Staff 102 FAMILY POLICIES 102 Maternity 102 Paternity 102 Adoption - Within Great Britain 103 Adoption - From Overseas 103 Parental Leave 103 HR FORMS 103
HUMAN RESOURCES POLICIES POLICIES, GUIDELINES AND STRATEGIES 105 ADOPTION LEAVE 106 DIGNITY AT WORK AND STUDY 107 FAMILY, PATERNAL AND PARENTAL LEAVE 108 FIXED TERM EMPLOYMENT 109 MATERNITY POLICY 110 PROCEDURE FOR DEALING WITH SICKNESS ABSENCE 111 RACE EQUALITY POLICY 113
PRACTICAL INFORMATION ABOUT BIRKBECK ACCOMMODATION 115 HOW TO GET TO BIRKBECK COLLEGE 117
RAIL 117 UNDERGROUND 117 BUS 117 DRIVING 117 CYCLING 117 MAP OF BIRKBECK BUILDINGS AND IMMEDIATE SURROUNDING AREA119 TERM DATES AND HOLIDAY CLOSING 121
TERM DATES AND HOLIDAY CLOSING 2004/2005 121 TERM DATES AND HOLIDAY CLOSING 2005/2006 121 TERM DATES AND HOLIDAY CLOSING 2006/2007 122 TERM DATES AND HOLIDAY CLOSING 2007/2008 122
vi AN INTRODUCTION FROM THE MASTER OF BIRKBECK Professor David Latchman
Since its foundation in 1823, Birkbeck has played a unique role in part-time continuing education for adults, many of whom combine study in the evening with a full-time day job. This role is of ever-increasing importance with the growing focus by Government and others on lifelong learning and widening participation.
Your role as Head of School is vital in ensuring that we maintain our standing amongst the top 20 UK research universities, which means that our students benefit from being taught by staff who are internationally recognised as being at the cutting edge in their subjects.
In recognition of the importance of your role at Birkbeck in maintaining our standards in both teaching and research excellence, this information source is one of many systems and programmes that are currently being delivered, or are being developed within the College, with the primary aim of providing you with enhanced support, information and development opportunities in your role as Head of School.
Master of Birkbeck College and Professor of Genetics
1 2 COLLEGE CORPORATE PLAN 2002-03 TO 2005-06
Mission statement
The Principal Aims of Birkbeck
• To provide part-time higher education courses which meet the changing educational, cultural, personal and career needs of adults; in particular those who live or work in the London region. • To enable adult students from diverse social and educational backgrounds to participate in our courses. • To maintain and develop excellence in research and provide the highest quality research training in all our subject areas. • To make available the results of research, and the expertise acquired, through teaching, publication, partnerships with other organisations and the promotion of civic and public debate.
Key Supporting Objectives
• Offer our students an integrated range of flexible, research-led courses across all levels of provision. • Achieve and maintain strong research cultures in support of interdisciplinary work in each school and faculty. • Ensure the College provides an inclusive working and learning environment for its students and staff so that all may develop to their full potential. • Develop the College’s capacity to respond rapidly to new and changing opportunities in higher and further education. • Strengthen the College’s financial position by accumulating reserves to ensure its long-term viability. • Develop sustainable partnerships within the London region and beyond.
Executive Summary
Background Birkbeck is the only institution in London which specialises in the provision of part-time higher education to adults, the majority of whom remain in employment while completing their studies.
This new Corporate Plan provides a restatement of the College’s mission and objectives and sets out the activities to be undertaken and targets achieved in the period from 2002 to 2005.
This Plan has been finalised following extensive consultation within the College and is being published at a time when there is considerable uncertainty within the sector arising from the following:
• the Government has stated a target of 50% participation in higher education for 18-30 year olds by 2010 • the average unit of resource associated with teaching students is continuing to decline • the Government has made a commitment to review student support, however the Minister has made it clear that there is no additional money for student support
3 • the funding for research is under severe stress with a shortfall in the sector following the results of the 2001 Research Assessment Exercise.
Any changes in policy regarding the distribution of HEFCE teaching and research funding may affect specific activities within the plan. However the broad thrust of the plan is unlikely to change as it is intended to ensure that the College continues to meet its mission to:
• provide part-time higher education courses which meet the changing educational, cultural, personal and career needs of adults from diverse social and educational backgrounds • maintain and develop excellence in research and provide the highest quality research training in all our subject areas.
Objectives
Teaching • Maintain high quality teaching and continue to promote excellence in teaching supported by staff development and learning and teaching initiatives. • Achieve sustainable growth in student numbers of 9% (circa 1,500 students) mainly in research, postgraduate taught, and continuing education students (T-funds allowing). This will be done through:
- Early identification of market needs - Increased responsiveness to changes in demand so that action is taken quickly to close or revise less successful programmes and to introduce new programmes in expanding areas - Development of marketing for the College’s target recruitment groups - Continue to support the College’s diverse student population and widen access further - Increased flexibility in the study methods available so enabling wider access for example through widening the use of web-based learning and expanding day-time provision - Implement a common awards structure across the College - Clarify and promote progression routes - Continue work to provide appropriate student support and so maximise retention.
• Seek steady expansion in the recruitment of international students. Appoint an International Students Officer to provide the necessary administrative and pastoral support. • Set up Faculty-based Graduate Schools as a new focus for the support of research students and staff. • Continue to provide high quality research training in all subject areas through implementing a revised College Code of Practice for Postgraduate Training and research degrees, monitoring supervision and integrating student feedback into future planning.
Research • Maintain a high level of research output and improve its overall quality; Schools achieving 5* in the 2001 RAE aim to retain that rating, while all others seek to improve their ratings by at least one point in any subsequent exercise.
4 • Increase the percentage of academic staff returned as research active from 91% in the 2001 RAE to 100% in any future assessment. • Continue to enter national competitions for research funding in appropriate fields with the aim of increasing government and industry funded research by 25% over the period. • Actively seek collaboration with colleagues in other institutions, where appropriate, in order to emulate the success already achieved in the AHRB research centres. • The College will seek to raise funds to continue to improve research infrastructure such as the planned new £3.3M building for the School of Psychology.
Human Resources • Birkbeck aims to appoint high calibre staff in all job areas. The College will review pay rates and conditions to help ensure this aim is met. Funds from HEFCE grant 01/16 for the recruitment and retention of staff will be allocated to supplement existing College resources. • HEFCE funds will also be allocated to support the College’s promotion and merit pay schemes. • Implement a Staff Development Strategy to enable all Birkbeck staff to fulfil their potential. • Improve appraisal procedures and implement annual appraisals for all staff.
Estates and Facilities • Continue to improve the College’s infrastructure and expand the estate as necessary to meet the needs of a growing institution. This will be achieved largely through three projects: Main Building Extension; Woburn Link and Christchurch site scheme (SRIF). A further 3,000 metre2 of additional space will also be required in 2005 to expand general teaching facilities the funding for which has yet to be identified. • Seek collaboration with other Colleges of the University of London to develop creative ways to pool resources and increase the utilisation of facilities. • Create one integrated library for use by all Birkbeck students. • Develop and maintain IT networks, remote access and training.
Management and Administration • Improve information management to ensure that accurate up-to-date information is available to permit effective decisions concerning teaching, research and the management of the College. • Implement a comprehensive student information system by 2004–05. • Integrate the administrative structures and processes of the Faculty of Continuing Education with the rest of the College. • Implement a risk management policy across the College. • Further develop the College’s robust quality assurance systems which are continuously reviewed by the Quality Assurance Committee.
Finance • Strengthen Birkbeck’s financial position by achieving a target surplus equivalent to 3% of the College’s turnover per annum in order to accumulate reserves to ensure long-term viability. This will be achieved by:
5 - Offering attractive and well-taught courses within a revised fee structure - Strengthening marketing and recruitment activities - Implementing the costing and pricing strategy for example by ensuring that the financial viability of all courses is properly assessed and monitored - Continuous monitoring of pay and non-pay expenditure - Developing and implementing a fundraising strategy - Maximising utilisation of the College estate, income from lettings and conference bookings - Introducing commitment accounting in summer 2003.
The full College Corporate Plan, 2002-03 to 2005-06 is at http://intra.bbk.ac.uk/sci/planning/corp-contents.html
6 CONSTITUTIONAL AND MANAGEMENT STRUCTURE
The College is a self-governing institution incorporated under Royal Charter but, as a college of the University of London, it operates under certain conditions associated with that status. The most important of these relate to:
• Appointments: College procedures for the appointment of professors, readers and ‘teachers’ (lecturers and senior lecturers) are in accordance with University Ordinances. • Programmes of study: in particular, its programmes for Bachelor’s and Master’s degrees are subject to the regulations of the College, which prescribes the examinations and awards the degrees under authority granted by University Ordinances.
The Governing Body is the sovereign body of the College and is legally responsible for its management. It consists of 33 Governors, of whom 18 are lay Governors. It appoints the Master and has the final say in constitutional, financial and academic matters but delegates many of its powers to standing Committees. On academic matters, the Governors are required to consult the Academic Board before a final decision is taken.
Membership of the Governors comprises:
• the President, the Master, Vice-Master and Dean ex-officio • a representative of the Corporation of London • representatives of the University • representative members of the staff (Academic Board and academic staff and non-teaching staff) • representative members of past students and present students: students have been included in the representative membership of the Governors of the College since before the Charter of 1926. Besides having representatives on the Academic Board, students further participate in academic policy-making through membership of Exchange Committees and other College committees. • co-opted persons.
See Appendix A for the 2004/05 Membership of the Governing Body.
The Academic Board has about 150 members, including the Professors, Readers, Faculty Deans, Heads of Schools, elected representatives of junior academic staff and students. It is chaired by the Master and meets three times a year. It is responsible to the Governing Body for the academic work of the College and advises it on all academic matters; its advice is normally accepted. It delegates some of its powers to an Executive Committee, which includes the Master, the Vice-Master, the Pro-Vice-Masters, the Faculty Deans and the Academic Staff Representative Governors.
Membership of the Academic Board comprises:
• the Master • the professors and readers in the College • other ex-officio members • the Librarian • representatives of the academic staff, Library staff, Faculty of Continuing Education staff and other co-opted members
7 • the President of the Students’ Union • six other student representatives.
A full list of the current members of the Academic Board can be found in the College Calendar and at http://www.bbk.ac.uk/about/birkbeck/governance/acboard
The other Committees of the Governors and their Sub-Committees and the Committees of the Academic Board and their Sub-Committees are set out in the diagram of the College Committee structure (Appendix B).
Their current membership can be found in the College Calendar and at http://www.bbk.ac.uk/about/birkbeck/governance/govcomm and at http://www.bbk.ac.uk/about/birkbeck/governance/accommittees.
Officers of the College The President is appointed annually by the Governors and plays an honorary and largely ceremonial role. The Master is the chief academic and administrative officer of the College and is the designated Accounting Officer to the Higher Education Funding Council for England (HEFCE). The Vice-Master is appointed by the Governors for a term of office of five years from among the Professors on the recommendation of the Master after consultation with the Academic Board. He/she acts as deputy in the Master's absence and has executive and management responsibilities. The Vice-Master also carries out the duties associated with one of the Pro-Vice-Masters’ portfolios (see below). The Dean is appointed by the Governors for a term of office of five years from among the Professors on the recommendation of the Academic Board. He/she exercises a pastoral role on behalf of College staff and students. The Secretary and Clerk to the Governors, who is the legal representative of the College, is responsible to the Master for the central administration and services which are sub-divided into a number of sections whose senior officers are responsible to the Master through the Secretary.
The three Pro-Vice-Masters are appointed by Governors on the recommendation of the Master from among the Professors. They are appointed for a fixed term and each has responsibility for one of the following four portfolios: widening participation; learning and teaching; research; and links with business and the community. The remaining portfolio is held by the Vice-Master.
See Appendix C for the current Officers of the College.
Management and Budgetary Units The academic structure of the College is based on four Faculties - Arts, Science, Social Sciences and Continuing Education - each consisting of a number of Schools. Each Faculty is headed by a Faculty Dean, appointed by the Governors on the recommendation of the Master, whose responsibilities are primarily managerial, including budgetary control and some particular functions in staff management. Management of the Schools within the Faculty, including management of the staff of the School, is the responsibility of the Heads of Schools, who also have responsibility for academic leadership. A diagram of the College management structure is in Appendix D.
8 While staffing and major premises expenditure is controlled centrally, Faculties control their own budgets for equipment and consumables. The College budget is approved by Governors on the recommendation of the Finance and General Purposes Committee (a Committee of the Governors with a lay majority) which is advised on academic expenditure by the Academic Board Executive Committee. The latter Committee then allocates the appropriate College budgets between Faculties, mainly on a formula basis.
9 Appendix A Membership of the Governors 2004/2005
Ex-Officio Governors
President Professor E J E Hobsbawm Master Professor D S Latchman Vice-Master Professor P Dewe Dean Professor P Barnes
Representative Governors
The year of expiration of the existing term of appointment is shown after the name of each Governor.
Corporation of London Mr T D D Hoffman (2007) University of London Mr D D A Leslie (2008) Professor G J Whitty (2008) Academic Board Dr D M Feldman (2005) Professor S Maybank (2008) Dr I Sachdev (2007) Academic Staff Mr S Hamil (2008) Dr N Keep (2005) Dr K Mackenzie Davey (2007) Non-teaching staff Ms G Panchal (2005) Ms J Van de Ban (2007) Former students Ms A Goddard (2008) Ms A Mpofu (2006) Students’ Union Mr J Beck (2005) Mr S P Gibbs (2005) Ms H Hamid (2005) Mr S Hennessy (2005)
Co-opted Governors
Alderman Richard Agutter (2007) Mr R M Aldridge, OBE (2008) Sir Ian Byatt (2005) Dr M Byrne (2008) (co-opted from former students) Ms S Ebanja (2005) Mr J Jacobs (2007) Lord Marshall of Knightsbridge (2007) (Chairman) Dame Mavis McDonald, DCB (2007) Mr G Pollard (2005) Sir William Stubbs (2006) (Deputy Chairman) Mr T J Willoughby, OBE (2006) Mr P A Wood (2005) (co-opted from former students)
10 Appendix B
The CommitteeAudit Structure Buildings Buildings Committee Committee Committee Committee
y Committee Radiation Radiation Protection Part Space Management g Committee Committee Safety Student Disability Committee Committee Workin y oses Committee Committee oses p FinanceGeneral & Diversit Equal Opportunitiesand Pur Sub- Sub-Committee Sub-Committee Scholarships Sub-Committee Genetic Modification Modification Genetic Investment ing f Panels Staf
Committee Remuneration Staffing Committee Faculty of Continuing Staff Joint Joint Staff Committee Committee Governors Governors Education Awards Committee Committee Committee Computer Policy Board The Committee Structure Academic Academic Board Committee Committee Arts Degrees Executive Committee Committee Executive on on Fees y Working Working Part Research Research Committee Committee College Research Ethics Committee Ethics Committee rees Committee Committee rees g De Committee Committee Science & Social Sciences Sciences & Social Science Information Strategy Information House House Committee Committee Committee Committee Committee Student Services Services Student Quality Assurance Quality Assurance Committee Committee Library Policy Committee Committee Boards and Sub- Nominations Nominations Teaching Teaching Committee Committee 11 ExaminersBoards of Appendix C
Current Officers of the College
President Professor E J E Hobsbawm, CH, MA, PhD, HonPhilDr, HonDHL, HonLittD, HonDLitt, HonPhD, FBA
Master Professor David S Latchman, MA, PhD, DSc, FRCPath
Vice-Master Professor Philip Dewe, BCom, MSc, PhD
Dean Professor Paul Barnes, BSc, PhD
Secretary and Clerk to Reverend Brian D Roberts, BA, FRSA the Governors
Pro-Vice-Masters Professor John Annette, BA, FSRA Professor Stephen Frosh, BA, MPhil, PhD Professor Fiona Macmillan, BA, LLB, LLM
Registrar B A Harwood, BSc, PhD, ARCS, FRSA
Director of Finance Peter Westley, BA, FCCA
Librarian Philip Payne, BA, PgDip, McLIP
Director of External Tricia King, BA Relations
12 Appendix D
Birkbeck College Structure
y
Education Education EDUCATION FACULTY OF CONTINUING Dean of FacultDean of School of Continuing
SCIENCE Statistics Statistics Geography Geography Psychology Psychology Economics, Organizational Mathematics & Management & Dean of FacultyDean of Computer Science & Science Computer FACULTY OF SOCIAL FACULTY Information Systems Information
Master Sciences Psychology Psychology Earth Sciences Dean of Faculty of Dean Crystallography Crystallography BiologicalChemical & FACULTY OF SCIENCE BirkbeckStructure College
Law & Culture & Culture Philosophy Archaeology Visual Media Dean of Faculty FACULTY OF ARTS ARTS OF FACULTY History, Classics & Classics History, Politics & SociologyPolitics & History of Art, Film & of Art, Film History English & Humanities Language, Linguistics
Library Finance Registry Services Planning Planning CENTRAL CENTRAL Education’s Administration Health & Safety Health & College Secretary College Secretary Human Resources Resources Human External Relations External Relations ADMINISTRATION Estates & FacilitiesEstates & Central Computing Central Secretariat Faculty of ContinuingFaculty of
13 14 COLLEGE STATISTICS
Student Numbers
Student numbers doubled in the ten years from 1987 to 1997 and have continued to increase steadily since then. In addition, Birkbeck is the largest provider of adult continuing education in the London area. Its Faculty of Continuing Education enrolled 16,000 students (circa 2,500 FTE) to non-degree courses in 2002/03. Some 13,000 of these enrolments are on credit-bearing courses for which the student can study for a qualification at Certificate or Diploma level.
Summary of all Student FTEs 2003-04 to 2004-05
FTE % change change 2003- 2004- Department 03-04 03-04 04 05 to 04- to 04- 05 05 Faculty of Psychology 465.1 512.6 47.5 10.2 Science Biological and Chemical 262.2 241.2 -21.0 -8.0 Sciences Crystallography 97.3 96.3 -1.0 -1.0 Physics/Theoretical Unit 23.4 29.2 5.7 24.4 Earth Sciences 90.3 93.0 2.8 3.1 Total 938.3 972.2 33.9 3.6 Faculty of Management and 629.3 600.1 -29.2 -4.6 Social Organisational Sciences Psychology Economics and Statistics 551.7 544.0 -7.6 -1.4 Computer Science and 433.1 385.0 -48.1 -11.1 Information Systems Geography 119.6 113.6 -6.0 -5.0 Total 1733.7 1642.7 -91.0 -5.3 Faculty of Languages, Linguistics 335.2 331.1 -4.2 -1.2 Arts and Culture English and Humanities 446.1 465.2 19.2 4.3 History, Classics and 442.8 454.1 11.3 2.6 Archaeology History of Art, Film and 260.2 254.2 -6.0 -2.3 Visual Media Philosophy 275.1 260.5 -14.6 -5.3 Politics and Sociology 294.3 290.8 -3.5 -1.2 Law 403.7 410.1 6.3 1.6 Total 2457.5 2465.9 8.4 0.3
15
Faculty of FCE ND FTEs* 1925.2 1709.2 -216.0 -11.2 Continuing FCE (Degree level) 287.4 358.6 71.3 24.8 Education Total 2212.6 2067.9 -144.7 -6.5 TOTAL excluding CE 5416.8 5439.5 22.6 0.4 ND TOTAL including CE 7342.0 7148.7 -193.3 -2.6 OTHER 22.4 2.8 -19.6 -87.4 HEADCOUNT 7836 7921 84 1.1 NUMBERS (excluding CE non degree)
* FCE ND FTEs are non-degree FTEs enrolled on award bearing courses.
Student Statistics1
Student Numbers (Headcount) 2002-03 2003-04 2004-05 Undergraduate Full-Time 9 5 6 Part-Time 3995 4066 4030 Total 4004 4071 4036 Postgraduate Taught Full-Time 356 423 410 Part-Time 2188 2466 2382 Total 2544 2889 2792 Postgraduate Research Full-Time 297 266 270 Part-Time 431 389 374 Total 728 655 644 Faculty of Continuing Education 10576 11942 12415 Total Total 17852 19557 19887
Gender 2002-03 2003-04 2004-05 Undergraduate Male 1815 1911 1952 Female 2189 2160 2084 Total 4004 4071 4036 Postgraduate Taught Male 1203 1364 1240 Female 1341 1525 1552 Total 2544 2889 2792 Postgraduate Research Male 396 343 331 Female 332 312 313 Total 728 655 644 Total 7276 7615 7472
1 Source: HESES 1 December student numbers
16 Age 2002-03 2003-04 2004-05 Undergraduate 18-20 10 23 36 21-24 347 387 407 25-29 938 1059 1082 30-29 1561 1514 1471 40-49 659 677 663 50-59 319 265 216 60-69 124 123 117 70+ 14 14 21 Unknown 32 9 23 Total 4004 4071 4036 Postgraduate 18-20 0 1 2 21-24 219 320 333 25-29 889 944 924 30-39 1258 1280 1136 40-49 559 601 577 50-59 235 275 288 60-69 81 93 110 70+ 17 21 26 Unknown 14 9 40 Total 3272 3544 3436 Total 18-20 10 24 38 21-24 566 707 740 25-29 1827 2003 2006 30-39 2819 2794 2607 40-49 1218 1278 1240 50-59 554 540 504 60-69 205 216 227 70+ 31 35 47 Unknown 46 18 63 Total (not including FCE) 7276 7615 7472 FCE Invalid as under 18 28 18-20 199 21-29 2902 30-39 2831 40-49 1628 50-59 1257 60+ 1904 Unknown 1439 Total 12188 Qualifications Awarded Bachelor’s degrees 608 529 * Master’s degrees 1199 1091 * Research degrees 70 115 * Diplomas and Certificates 111 295 * Extra-Mural Diplomas/Certificate 1135 1150 * Total 3123 3180 * * Final figures unavailable at time of going to press
17 Staff Numbers
Birkbeck now has approximately 1,780 members of staff: 979 permanent staff and another 800 sessional lecturers, most of whom are employed in the Faculty of Continuing Education (FCE). The distribution of permanent staff across the four faculties and administrative functions are as below (as at 21/09/05).
Year Staff Numbers (actual employees) Total Central Faculty of Faculty of Faculty of Faculty of Administr Social Continuing Arts Science ation Science Education Feb 02 200 76 183 236 134 829 Feb 03 248 81 173 247 133 882 Feb 04 310 42 215 253 147 967 Feb 05 326 218 266 153 47 1010
Equal Opportunities Monitoring
Total Gender by Staff Category/Grade
Gender No. and % Male Male Female Female Total Category/Grade No. % No. % No. Academic Lecturers (A, B & Sen) 140 61% 91 39% 231 Academic Other (OTH1 - OTH5) 3 17% 15 83% 18 Academic Professors (PROF) 44 65% 24 35% 68 Academic Readers (READ) 27 64% 15 36% 42 Academic Related (AR1 - AR6) 96 50% 97 50% 193 Clerical (C1 - C6) 92 29% 220 71% 312 Craft (CA - CE) 11 92% 1 8% 12 Manual (M1 - M4 + C2 - C4) 19 83% 4 17% 23 Research (RA1B - R4) 84 41% 119 59% 203 Technical (TA - TI) 27 59% 19 41% 46 Totals 543 47% 605 53% 1148
Total Ethnicity Grouped as a Percentage of Known Ethnicity
Ethnicity Known Total No. Total % White 833 85% Black & Ethnic Minority Staff 147 15% Totals 980 100%
18 Ethnicity by Staff Category/Grade
Ethnic Category All All All All All Refused Refused Category/Grade White White BME or not /Not Total BME cats % % known Known % Academic Lecturers (A, B, Sen) 174 75% 28 12% 29 13% 231 Academic Other (OTH1 - OTH5) 15 83% 2 11% 1 6% 18 Academic Professors (PROF) 60 88% 1 1% 7 10% 68 Academic Readers (READ) 34 81% 2 5% 6 14% 42 Academic Related (AR1 - AR6) 146 76% 24 12% 23 12% 193 Clerical (C1 - C6) 209 67% 49 16% 54 17% 312 Craft (CA - CE) 9 75% 2 17% 1 8% 12 Manual (M1 - M4 + C2 - C4) 15 65% 4 17% 4 17% 23 Research (RA1B - R4) 147 72% 23 11% 33 16% 203 Technical (TA - TI) 24 52% 12 26% 10 22% 46
Totals 833 73% 147 13% 168 15% 1148
All Staff by Disability
Status Total No. Total % Not Disabled 1011 88 Disabled 8 1 Not Known/recorded 129 11 Totals 1148 100%
19 20 ADMINISTRATIVE DEPARTMENTS
Master's Office The Master is the chief academic and administrative officer of the College and is the designated Accounting Officer to the Higher Education Funding Council for England (HEFCE).
Secretary's Office The Secretary and Clerk to the Governors, who is the legal representative of the College, is responsible to the Master for the central administration and services, which are sub- divided into the following sections and whose senior officers are responsible to the Master through the Secretary.
Business Relations Unit The Business Relations Unit provides help and advice to organisations of all types on the services offered by Birkbeck.
Central Computing This department maintains the computer infrastructure and Services provides computer support and training for both staff and students.
Estates and Facilities This department oversees a wide range of Department responsibilities, including building maintenance, catering, cleaning and security.
External Relations External Relations is responsible for advertising, media and public relations, publications design and production, events, alumni and donor links, and photographic services.
Finance Department The Finance Department manages the financial activity of the College, including staff payroll and superannuation, research grants and contracts, and student fees.
Human Resources The Human Resources department deals with all aspects of employment in the college.
Library Based in the Birkbeck main building, the Library offers an extensive collection of resources for Birkbeck students across the disciplines.
Planning Office The Planning Office produces a wide range of management reports and analyses on the planning of student numbers, the funding of college activities and the development of the Birkbeck estate. It also liaises with the Higher Education Funding Council for England over matters including the preparation and submission of statistical data for the various statutory returns required by HEFCE as a condition of funding.
Registry The Registry is responsible for the admission, enrolment and assessment of students, for the co-ordination of programmes of study, for regulations for courses and students and for the general academic administration of the College.
Safety Office The Safety Office advises Birkbeck on how to comply with statutory requirements and provides guidance and training on all aspects of safety to staff.
21 Contact Information
Master's Office Master: Professor David Latchman. 020 7631 6274 PA to the Master: Miss Rosemary Carter 020 7631 6241
Secretary's Office Secretary & Clerk to the Governors: Mr Keith Harrison. 020 7631 6257 College Development Fund.
Business Relations Unit Head of Business Relations: Ms Helen Lawrence. 020 7631 6676 General Enquiries. 020 7631 6593
Central Computing Services Director: Dr Jasbir Gill. 020 7631 6557 Reception and Helpdesk (Room 151 Malet St). 020 7631 6543 Systems and Networking Helpdesk. 020 7631 6320 MIS Team Helpdesk. 020 7631 6524 Telecommunications Support. 020 7631 6292 Web Team Helpdesk. 020 7631 6459 Web Manager. 020 7631 6291
Estates and Facilities Department Director: Mr Philip Cowling. 020 7631 6014 Estates and Facilities Helpdesk. 020 7631 6034 Maintenance. 020 7631 6025 Catering. 020 7631 6293 General Office. 020 7631 6329 College Telephone Switchboard. 020 7631 6000
External Relations Department Director: Mrs Tricia King. 020 7631 6581 Photographic Unit. 020 7631 6530 Print Unit. 020 7631 6300
Finance Department Director: Mr Peter Westley. 020 7631 6254 Fees. 020 7631 6295 Research Grants & Contracts Office. 020 7631 6099
Human Resources Director: Ms Naina Patel. 020 7631 6519 Staff Development. 020 7631 6017 Nursery. 020 7323 5475
22 Library Librarian: Mr Philip Payne. 020 7631 6250 Malet Street. 020 7631 6239 FCE Library. 020 7631 6168 Reader Services. 020 7631 6369 Subject Librarians. 020 7631 6062 Systems. 020 7631 6373 Resource Management. 020 7631 6234
Planning Office Director: Mr David McGhie. 020 7631 6276 Planning Officer: Miss Esther McKaig. 020 7631 6359 HEFCE Liaison. College Corporate Plan.
Registry Registrar: Dr Brian Harwood. 020 7631 6390 Quality Assurance Office. 020 7631 6559 Admissions. 020 7631 6390/6307/6392 Faculty of Continuing Education. 020 7631 6633 Enrolments. 020 7631 6390/6307/6392 Examinations Office. 020 7631 6598/6385 Prospectus Enquiries. 020 7631 6390/6307/6392 Research Assessment Exercise. 020 7631 6277 Student Records. 020 7631 6390/6307/6392 Student Statistics. 020 7631 6390/6307/6392
Safety Office Health & Safety Officer: Mr Tom McCartney. 020 7631 6218
Students Union President: Ms Habiba Hamid. 020 7631 6335 Student Union Bar - Malet Street 4th Floor. 020 7631 6360
For a Staff Name search or a School or Department search go to http://intra.bbk.ac.uk/search.shtml
Updated 1 October 2005
23 24 FACULTIES AND SCHOOLS
Faculty of Arts Dean: Professor Costas Douzinas, Professor of Law 020 7631 6501
School Head of School English & Humanities Prof Hilary Fraser 020 7631 6083 History of Art, Film & Visual Media Prof Annie Coombes 020 7631 6151 History, Classics & Archaeology Dr Julian Swann 020 7631 6272 Languages, Linguistics & Culture Prof Patrick Pollard 020 7631 6172 Law Prof Linda Mulcahy 020 7631 6500 Philosophy Prof Susan James 020 7631 6219 Politics & Sociology Prof Rob Singh 020 7631 6790
Faculty of Science Dean: Dr Steve Walker, Senior Lecturer in Psychology 020 7631 6590
School Head of School Biological & Chemical Sciences Dr Geoffrey Coast 020 7631 6245 (Acting Head pro tem) Crystallography Prof David Moss 020 7631 6802 Earth Sciences Dr Charles Bristow 020 7679 7710 (Acting Head from 1 Oct 2005 – 30 June 2006) Psychology Prof Michael Oaksford 020 7631 6332
Faculty of Social Sciences Dean: Dr Roger Johnson, Reader in Computer Science 020 7631 6709
School Head of School Computer Science & Information Prof Alex Poulovassilis 020 7631 6705 Systems Economics, Mathematics & Statistics Prof Anne Sibert 020 7631 6420 Geography Dr Andrew Jones 020 7631 6470 Management & Organizational Prof John Kelly 020 7631 6646 Psychology
Faculty of Continuing Education Dean: Professor John Annette, Professor of Citizenship and Lifelong Learning 020 7631 6635
School Head of School Continuing Education Dr Susan Jackson 020 7631 6625
25 26 CENTRAL COMPUTING SERVICES (CCS)
What do we do?
CCS is a central academic service department. Our aim is to provide College staff and students with reliable and useful information technology (IT) and telecommunications services in support of the College's teaching and learning, research and administrative activities.
You can find out more about us and our services from the following sources:
• 'CCS - A Guide for Staff' - a guide produced specifically for College staff to highlight services of particular interest and relevance to them. • Service level definitions providing more details on our services are updated annually and are available on our web site at: http://www.bbk.ac.uk/ccs/services/ • Our current priorities and development plans are listed in our annual operating plan which is approved by the Computer Policy Meeting at its Autumn Term meeting each year. The operating plan for 2004-2005 is available at: http://intra.bbk.ac.uk/comm/CPC/04oct20/oplan.pdf • Termly newsletter (CCS News). • A comprehensive departmental Website at http://www.bbk.ac.uk/ccs
Please note that the College operates a distributed model of IT support in which computer equipment and support are provided in the most appropriate location - centrally (via CCS) or locally at the Faculty (as in the case of Arts and Continuing Education) or School level (as in the case of Schools within the Faculties of Science and Social Sciences).
How we can help you
Maintenance and development of the College's central IT and telecommunications infrastructure We are responsible for centrally maintained IT and telecommunication facilities which include the campus data network (core networking equipment, wireless network, external data links, inter-building and links to School networks), telecommunication facilities, network applications such as the remote access service, electronic mail (including maintenance of central email distribution lists), networked data storage and backup, network security services (inc development of an institutional firewall to reduce the impact of external attacks on our networks and systems), Windows operating system software update, virus protection and filtering of spam - unsolicited junk mail) and shared PC clusters ('workstation rooms') for booked classes or open-access.
For further information on the central College IT and telecommunications infrastructure, contact the CCS IT Manager: Dave Willcox x6331 [email protected]
IT user support services We provide a general helpdesk for first line support queries (x6543 ccs- [email protected]) which has extended opening hours (10 am - 8 pm during term time). Other support services include the promotion and development of learning technology via central support for the WebCT learning management
27 system. A programme of training workshops on core IT applications and services is offered throughout the year. We can provide customised IT training workshops for your students or one-to-one / small -group training sessions for College staff. Various on-line materials are also available to develop core IT Skills (e.g. the IT Fitness Application and training materials for the European Computer Driving Licence). CCS provide support for general software applications (some of which are covered by site licences) and maintain various user guides and technical documentation on core applications. We are also available on request to attend School student induction events and staff-student liaison meetings.
For further information on user support services and learning technology support, contact the CCS User Support Manager: Nigel Buckle x6599 [email protected]
Management Information Systems (MIS) We work in close collaboration with Central Administrative Departments to maintain and develop the College's management information systems and corporate databases. Of particular interest to staff in Schools will be the SITS student information system. This is currently being rolled out for use in all Schools as part of the BSIS (Birkbeck Student Information System) Project. Other administrative systems of relevance to Schools include, Symmetry Financials in use by the Finance Department and staff in Schools with purchasing responsibilities; AltaHR human resources system, Raisers Edge alumni and fund raising application, and Research Manager for the administration of research grants and contracts. School staff should be aware of the availability of various management information reports from these systems. Details of these are available at: http://www.bbk.ac.uk/ccs/mis
For further information on technical support of College business systems, contact the CCS MIS Manager: Phillipa Judd x6340 [email protected]
Web Services We maintain and develop the College's public Web sites and intranets to maximize their use for the dissemination of internal information, recruitment and promotional activities and to assist Schools in the use of the Web for teaching and learning. The members of the Web Team provide technical support, advice, documentation, training where appropriate and disseminate best practice to College staff engaged in the maintenance and development of Web-based materials.
For further information on the central Web services, contact the CCS Web Manager: Adrian Tribe x6291 [email protected]
How you can help us
Ensure that School staff is familiar with existing information on CCS services and facilities We try and ensure that information on CCS facilities and services is readily available to College staff via the various forms of documentation (e.g. staff guide, newsletters, technical documentation, training guides, etc.). Our web site also provides comprehensive information on all aspects of our services. Please let us know if there are any omissions.
28 Use advertised IT support arrangements Ensure that staff in your Schools is familiar with arrangements for obtaining IT support (via local computer support staff for systems and services maintained by the School and CCS for centrally maintained facilities)
Details on CCS support arrangements are available at: http://www.bbk.ac.uk/ccs/support/
For all general queries about CCS Services, you should contact the CCS Reception and Help Desk, room 151 Main Building: Telephone 020 7631 6543 Email [email protected] Term time hours are 10am to 8pm Monday to Friday. Vacation hours are 10am to 6pm Monday to Friday.
For queries concerning your desktop computer (including faulty equipment, password/profile problems, printer problems, Microsoft Office queries, email, etc) you should contact the Systems Team: Please use email for queries which are not urgent, to [email protected] Telephone 020 7631 6320 In person to CCS Reception, room 151 Main Building. Systems cover is provided 9am to 9pm Monday to Friday, 9am to 2.30pm Saturdays, during Term time. Vacation hours are 9am to 6pm Monday to Friday.
Telephones: Please use the web request form available from the services section of the CCS website at http://www.bbk.ac.uk/ccs/services/telephones/request/form3.htm
Web support: Telephone 020 7631 6459 Email [email protected]
For queries concerning the MIS databases and applications (eg SITS, Symmetry Financials, HR/Payroll System), including printing from and access to MIS applications, access to MIS reports, performance of MIS applications, you should continue to contact the MIS Team: Please use email for queries which are not urgent, to [email protected] Telephone 020 7631 6524. Hours are 8.30 to 5.30 Monday to Friday.
Learning Management System (WebCT): Email [email protected]
When reporting faults or calling for support please ensure that staff provide full details such as location of the equipment causing problems, software being used when the problem occurs and any error messages that are received.
Provide feedback Ensure that your staff are aware of existing mechanisms for providing feedback on quality of our services and desired developments, for example, via your Faculty Computer Policy Committee (CPC) representatives (is your School staff all aware who your CPC Faculty representative is?) and your School Computer representative. Please ensure that your School is represented at the regular meetings of School Computer Representatives and, if appropriate, meetings of
29 School Technical Representatives (involving staff with IT management / support responsibilities).
Provide us with adequate notice on your requirements for the use of workstation rooms We invite bids for use of centrally maintained workstation rooms around Easter for the following academic year. Please ensure that you return this information in a timely manner and also let us know if you have any requirements for the use of specific software applications not already provided. We need adequate notice of such software requests to allow for software licensing, procurement, testing on our networks and with other applications and 'scripting' to install the software.
Keep us up-to-date with changes in key School contacts It is extremely helpful for us to be aware of staff in your Schools who have an interest or responsibility for the dissemination or provision of information relating to specific aspects of our services: e.g. School Computer Representatives Learning Technology Contact/s Programme Managers / Course Organisers (for booking of workstation rooms) School Web Maintainer/s
Be aware of policies and guidelines for the acceptable use of College IT services Ensure that all School staff is aware of the various IT-related College policies and guidelines (including the College Computing Regulations, Network Security Policy, Wireless and Mobile Computing Policy, Joint Academic NETwork (JANET) acceptable use policy, guidelines on the responsible use of Electronic Mail, Data Protection Policy and Code of Practice, Freedom of Information, etc). We will inform you of new and amended policies as and when these have been agreed. Existing policies are available on the HR intranet or on the CCS website at: http://www.bbk.ac.uk/ccs/policies/
Dr Jasbir S Gill Director of Central Computing Services Room 150 Ext 6557 [email protected]
30 DISABILITY AT BIRKBECK
Working in Partnership with the Disability Office on Education and Employment Issues with details of the Disability Office
Education Matters
Background Birkbeck has 470 students who have declared a disability which constitute 6% of our total student body. The nature of our student body, being part-time and mature means the range of conditions they have is perhaps broader than at other HEIs, and includes dyslexia, dyspraxia, hearing and visual impairments, mobility difficulties, mental health needs, RSI, arthritis, back problems, HIV, ME, epilepsy, diabetes, and many other conditions.
The notes below summarise the legislative framework, action taken by the College and sources of advice and support.
Legislative Framework
Disability Discrimination Act 2001 In 2001 the Disability Discrimination Act (DDA) was extended to Education. This imposes on all Higher Education Institutions (HEIs) inescapable legal obligations, which will incur both capital and recurrent costs and require institutional change.
HEI’s are now required to make reasonable adjustments for students with disabilities. The act defines two actions that are unlawful:
1 Failure to make reasonable adjustments resulting in a substantial disadvantage; 2 Providing less favourable treatment without justification.
The Act places an anticipatory duty on all Education providers and students have the right of redress to the Disability Rights Commission’s Conciliation Service and/or to the County Courts. The County Courts have the power to award compensation and to place an injunction on the Education provider.
The Act set a timetable for compliance:
• by 1 September 2002 'reasonable adjustments' to policy and procedures; • by September 2003 provision of auxiliary aids and services; • by 1 September 2005 significant adaptations to buildings and to have a planned programme for adaptations extending across the whole estate.
Action Taken by Birkbeck Birkbeck established a Working Party on DDA which reported to ABEXCO in Spring 2004. This made a series of recommendations including:
• That an institutional audit of our DDA compliance should be commissioned. • That a comprehensive programme of DDA compliant staff development should be conducted for at least all staff who has dealings with students.
The College has produced a number of new DDA compliant procedures including:
• Procedures for Determining Special Examination Provisions. • School Procedures for Compliance with the Disability Discrimination Act.
31 How you can help us
Heads of Schools and Chairs of Boards of Examiners are encouraged to familiarise yourselves with these new DDA compliant procedures and communicate them with your staff. They are available on the Birkbeck Disability Web Site.
How we can help you Sources of Information and Advice
The Disability Handbook The Disability Handbook is a comprehensive statement of the support for disabled students at the College. It provides details on applying to Birkbeck, physical access, support from Central Computing Services, Library Services, the Disability Office and Schools. It also provides advice on applying for the Disabled Students Allowance, provision in Examinations, support for students with specific disabilities and much more. Copies are available from all main reception areas, the Disability Office and from the College disability web site (see below).
The Disability Web Site The Disability Web Site (starting at http://www.bbk.ac.uk/disability/) has been comprehensively updated over the summer vacation. Together with containing the documents mentioned above it now has a detailed section on Teaching Strategies. This offer advice on supporting students with a wide range of disabilities in the learning and teaching environment as well as giving an extensive range of links to the pages on web sites that we think academic staff will find most helpful.
Employment Matters
General Since September 2003 the Disability Co-ordinator has had a consultancy role for employees with disabilities and so can advise Line Managers and Human Resources on support for employees with disabilities. In particular he can advise on the practical support for employees with disabilities, arrange short term loans of specialist equipment, assist with making applications for support through the Access to Work scheme, and liaise with Job Centre Plus regarding Access to Work assessments.
The Job Centre Plus's Access to Work Centres provides advice and practical support to disabled people and their employers to help overcome work-related obstacles resulting from disability. As well as giving advice and information to disabled people and employers, Access to Work pays a grant, through Job Centre Plus, towards any extra employment costs that result from disability.
The employer will normally be required to make a contribution (ordinarily the first £300 and 20% of the remaining cost). Where the employee applies within 6 weeks of taking up their position, however, they may be eligible for a 100% grant. Therefore it is in the College’s best interest to assist employees in applying for Access to Work as soon as we know they have been offered the position.
The Disability Co-ordinator can also advise managers on information resources regarding disability and provide guidance on the development of policies, practice and procedures.
32
The notes below summarise the legislative framework, sources of information and support and action taken by the College.
Legislative Framework
Disability Discrimination Act 1995 Covers employment and provision of goods and services.
The Act defined disability as “physical or mental impairment which has substantial and long-term adverse effects on a persons ability to carry out normal day to day activities”.
It defined discrimination as ‘less favourable treatment’ (unless this is justified by reasons which are ‘substantial’ and ‘material to the circumstances of the case’).
The Act required that an employer make ‘reasonable adjustments’ to overcome obstacles to the employment of a disabled person. This requirement covers to both the work place and the way the work is organised. Guidelines on ‘reasonableness’ and illustrations of ‘reasonable adjustments’ are given.
The employer must take ‘reasonable’ steps to find out which staff are disabled, and prevent discrimination (eg by disability awareness training for staff). Advice and support with costs of adaptations is available from Disability Support Teams.
Complaints are dealt with by Employment Tribunals which can recommend reasonable action or award compensation where discrimination is established. Disability Rights Commission set up to provide information and advice.
The Act banned discrimination in the provision of goods, facilities, services and premises, eg catering conference facilities, and called for anticipatory provision eg disabled parking bays unless justified by Health and Safety.
Disability Discrimination Act 1995 (Amendment) Regulations 2003 Extend the Act to cover all working at Birkbeck, (including Governors and self employed) and strengthen the requirements of the 1995 Act from October 2004. A key amendment is that the Regulations change the burden of proof with respect to discrimination; it is now up to employer to prove not discriminating. This has major implications for development of policies, operational practices and procedures which outlaw discrimination. The evidence base of such policies and procedures will be a key element in any defence.
Note also that legislation is in preparation to “place all public authorities, including HEIs, under a positive duty to promote equality for disabled people and eliminate discriminatory practices from the end of 2006.”
E C U Equality Advisory Service Report to the Acting Master December 2002 and subsequent action by the College The Report covered issues effecting the employment of disabled staff within the Equal Opportunities framework. The Report called for an Action Plan and made recommendation for action by Senior Managers to set up a data base to make possible target setting for and monitoring the employment of people with disabilities, for a review of recruitment, selection and staff development with
33 mandatory training for key staff and awareness raising to promote the College as an employer.
Action taken by the College Recommendations for co-ordinating action have been adopted by Birkbeck and the Equality & Diversity Committee set up to take forward preparation of policies. A Working Party on Disability and Employment has been established which reports to the Committee. A report has been drafted by the Working Party recommending action to meet the College obligations under current and proposed legislation.
How you can help us
‘Any staff involved in managerial or supervisory roles need to make sure they have in place adequate, transparent and well understood policies and procedures for dealing with both declaration of disability and recording and monitoring the institutional responses to that’. (Equality Challenge Unit - E C U)
The Disability Discrimination Act 1995 (Amendment) Regulations 2003 highlight the Senior Manager’s key responsibility to develop an inclusive culture and ensure the necessary policies and practices are in place.
They also set out employers’ responsibilities to avoid harassment and victimisation and to have in place procedures to establish if has occurred.
The E C U has published a Guide to the Regulations which set out Senior Managers’ responsibilities. Please familiarize yourself with this Guide.
How we can help you
Disability Rights Commission The Disability Rights Commission has produced a Code of Practice. This provides detailed information on what is reasonable and a wide range of examples of reasonable and unreasonable actions. They have also produced 11 Good Practice Guides which provide more specialist advice on areas such as “Governors”, Senior Managers”, “Learning and Teaching”, “Examinations and Assessment” etc. Copies of the Code of Practice and the Good Practice Guides are available from the Disability Office or from the Disability Rights Commission’s web site at: http://www.drc-gb.org/
The Equality Challenge Unit Guidelines on the Employment of Disabled People in Higher Education The Guidelines set out detailed guidance on the issues regarding employing disabled people.
They cover job specifications, advertising and publication, vacancies, application forms, short-listing interview and process of selection. They cover offering the position, unsuccessful candidates and comprehensive procedures for induction. They examine retaining staff who develop disabilities and staff employed with a disability. They look at adaptations and involving the staff member and colleagues in the process, and examine reallocating duties and job restructuring, disability rehabilitation and leave. They look at staff development programmes and exit interviews and developing policy and procedures.
34 The Guidelines also cover physical access, the contribution of Access to Work Centres, social inclusion, consultation with staff, issues concerning disclosure and monitoring and the criteria for the Disability Symbol (which is primarily concerned with the employers policies and support for disabled staff, not physical access). http://www.ecu.ac.uk/
The Disability Office The College has a Disability Office located in Room G018 on the main corridor of the Malet Street building. We have a Disability Co-ordinator, Mark Pimm, a Disability Mentor, Caroline Grattan and a Disability Administrative Assistant, Steve Short.
The Disability Office can provide advice and support on travel and parking, physical access, financial support, special equipment, personal support, examination arrangements etc.
One of the major roles of the Disability Office is to assist students with applying for the Disabled Students Allowance. This can meet the cost of special equipment, non-medical personal help, book and photocopying allowances and additional travel costs. As the level of Birkbeck’s HEFCE Disability Premium funding is dependant on the number of students who receive the Disabled Students Allowance it is important for Schools to make sure they refer students with disabilities to the Disability Office.
For further information or to make an appointment to see the Disability Co-ordinator, contact the Disability Administrative Assistant, Steve Short on: tel 020 7631 6336 email [email protected].
35 36 ESTATES AND FACILITIES
What do we do?
The Department is responsible for the physical estate of Birkbeck College and is run to meet the needs of our ever-evolving education and research establishment. Our services includes commissioning new buildings, maintaining and adapting our existing buildings, gardens and grounds, as well as dealing with a variety of facility management issues in diverse areas such as energy management, cleaning and security.
How we can help you
Estates & Facilities Help Desk: EXT 2001 • The Help Desk provides a central point for staff & students to make general enquiries, report any faults or request maintenance & facilities services. • We place works requests and supply effective monitoring of these requests. • During office hours (0900 - 1800), routine and emergency calls should be made to the Helpdesk, ext 2001 within Estates and Facilities Department, Malet Street Main Building. • For out of hours emergency contact, telephone ext 6031 - Malet Street Reception, where staff will contact on call personnel if required. • To call externally telephone 020 7631 6031 & ask to be connected from there. Contact: Nigel Tradewell, Administration Officer, ext 6013, email: [email protected]
Attendant/Security Services We provide a 24-hour security presence within Malet Street Main Building and Senate House North Block and manned reception services from 0700-2200 hrs at Clore Management Centre, Gordon Square, 25/26 Russell Square and 30 Russell Square. We will… • Provide an Attendant/Security presence to act as a first point of response to breaches of security and to minimise criminal activity; • Provide patrols of the buildings and deal with the lawful removal of unauthorised persons; • Issue keys within the Birkbeck Estates as required by designated occupiers and contractors who are listed by Estates as being authorised to work on site; • Check identification of persons within the building at any time; • Provide information to senior managers regarding incidents and security officer's responses to these incidents; • Facilitate emergency evacuation procedures. How you can help us • Minimise security risks/incidents by securing your personal and College property within locked rooms or secure facilities; • Inform Reception/Security when working outside of normal office hours; • Report any security incidents to the Malet Street Main Reception (ext 6031); • Inform Facilities Management section of any changes in security codes or locks to areas within the College's Estate;
37 • Inform the Malet Street Main Reception of any suspicious person(s) within the building or around the precinct and not challenge them directly. Contact: Elizabeth Whitehead, Facilities Manager, ext 6012, email: [email protected]
Catering We provide a food and beverage service during the following times: Malet Street Snack Bar 0930 – 2100 hrs Term time 0930 – 1600 hrs Non-term time Senior Common Room 1200 – 1400 hrs 1700 – 2000 hrs Term time only Gordon Square Snack Bar 1030 – 2000 hrs Term time only We also provide a catering service for internal and external functions as booked via the Room Bookings office. We will… • Provide a friendly and professional food service compliant with the Food Hygiene Regulations Act of 1990; • Provide food and beverages exactly as ordered unless, due to exceptional circumstances, changes have to be made, following full consultation with the Room Bookings Office; • Provide ordered food and beverages to requested meeting locations in advance, 10 minutes prior to the commencement of meeting; • Provide alcoholic beverages under the exclusive provisions of the current Licensing Laws; • Do our utmost to accommodate any request provided that it falls within the requirements of the Health and Safety and food guidelines. How you can help us • Inform the Catering Manager or his/her designated representative as soon as the function has concluded so they may clear away. The contact number is 07887 657527; • Leave all leftover food for disposal by the Catering contractor; • Comply with the rules of self-clearing in the Senior Common Room; • Offer feedback directly to the Contract Catering Manager. Contact: Brian Turner, Catering Manager, ext 6293, email: [email protected]
Cleaning We provide a regular cleaning service within the Birkbeck Estate & cleaning staff to undertake regular cleaning to all occupied areas. We also provide a waste management service & liaise with occupants as to the standard of cleanliness and monitor the performance of any contractors used. How you can help us • Allow access to accommodation to enable cleaning to take place; • Report any unsatisfactory cleaning activities to the Helpdesk (ext 2001); • Clear desks and windowsills for cleaning when required. Contact: Elizabeth Whitehead, Facilities Manager, ext 6012, email: [email protected]
Emergencies We will aim to provide an effective and immediate response to any emergency relating to building structure, services or health and safety facilities. We will
38 attend or make arrangements for qualified persons to attend the emergency. If the emergency cannot be rectified immediately it will be left in a safe condition and repaired as soon as possible thereafter. How you can help us • Carry out the initial action which must be for a responsible person to inspect/ report the situation immediately to the Malet Street Reception (ext 6031); • Complete incident/accident reports, available from Malet Street Reception, where applicable; If necessary the attendant staff will call the emergency services and in the event of a fire ensure all persons have evacuated the building.
Maintenance We execute day-to-day repairs and maintenance & ensure that all property complies with statutory legislation in respect of electrical and mechanical services, building condition and health and safety regulations, in order to maintain a safe working and living environment. We will… • Ensure that all building fabric and fitments and both centrally-operated and local heat, light and power plant are working safely and efficiently; • Provide a Helpdesk to facilitate communications; • Provide professional and experienced tradesmen to execute any maintenance; • Carry out quality checks of the work executed; • Provide an emergency service outside normal working hours by the in-house trades force or an external contractor; • Respond to works requests in the time allowance set down in our Service Level Statement; • Execute a planned preventative maintenance programme of work; • Advise on accessibility issues and physical access for disabled users. How you can help us • Make necessary provision, including access, for Estates and Facilities staff to execute long-term/planned preventative maintenance on a regular basis; • Take an active role in quality audits and submit complaints/compliments about the department on its performance; • Identify to the Estates and Facilities department any occupational arrangements that restrict access, eg time restrictions or operation restrictions; • Only report a repair as an emergency when there is reason to believe it is a true emergency; • Liaise with Estates and Facilities staff in order that convenient and safe access arrangements can be made to carry out maintenance works; • Report any non-emergency works items/defects fully through the Estates Helpdesk System; • Report all defects immediately and accurately; • Outside normal hours, report only emergency defects; • Not undertake any forms of building/building services work directly or interfere with contractors/consultants working on site; • Agree a planned preventative maintenance programme of work; • Cease using defective building, mechanical or electrical equipment or services, if possible, immediately on suspicion of a fire; • Instruct students/staff on the safe use of the building fabric and fitments, and mechanical and electrical appliances, equipment and services;
39 • Not alter or tamper with services, nor instruct third part contractors to undertake any mechanical, electrical or building work; • Dispose of domestic white goods containing CFC’s through the Estates and Facilities Department (the cost of disposal to be borne by the relevant Department); • Be responsible for the administration of locks/keys for security purposes. Contact: Martin Gummer, Operational Estates Manager, ext 6011, email: m.gummer @bbk.ac.uk
Postal service We provide a twice-daily collection and delivery service of post within the Birkbeck Estate and to provide an Intercollegiate Mail Service with one daily delivery and collection to all other buildings occupied by other Institutions and Colleges. How you can help us • Deliver all post to be despatched through Royal Mail or other contractors the same day by 4.00pm (except for RECORDED/REGISTERED/SPECIAL DELIVERY POST which must be received by 3.30pm); • Correctly label envelopes with the recipient's name and room number (for internal mail) and for external mail, the full postal address and postcode, including the cost-centre number of your department. • Note that for priority mail the following abbreviations need to be inserted in the top right hand corner for each envelope or parcel: A red tick for 1st class RD for Inland Recorded IR/D for International Recorded SP/D for Special Delivery INT.REG for International Register Contact: Harry Lee, General Office Supervisor, ext 6329, email: [email protected]
Project Management We liaise with the occupants in order to execute various projects to include long- term maintenance, annual service contracts and building improvements in a safe and orderly manner. We will… • Appoint a Project Manager to manage and monitor each project; • Expect each Project Manager to fully liaise and consult with the occupant of the building in order to obtain a full brief of what is required and to enable the project to be completed to an agreed quality and timescale; • Establish a Project Group where the project impacts across several disciplines and to liaise with those disciplines to ensure effective communication to the occupant in the developing and commissioning process; • Strictly monitor project cost to ensure compliance with approved budgetary authority; • Undertake the project in accordance with all statutory Health and Safety and any other statutory requirements. How you can help us • Nominate a person responsible for the project and to give clear details in writing of any requirements for the project and the final outcome/quality to be achieved (where appropriate);
40 • Provide written authority and cost centre, normally in the form of an e-mail, authorising expenditure to the estimated limit before the project commences; • Agree at the outset the method of cost recovery and pay promptly when requested by the Estates and Facilities department; • Respond without delay to any queries raised by the Project Manager; • Participate in any project discussions where appropriate; • Generally accept recommendations and advice when given in a professional capacity by the Project Manager or other members of the professional team; • Provide feedback during the course of the work and notify the Project Manager of any deficiencies on completion. Contact: Malcolm Pearson, Project Manager, ext 6029, email: [email protected]
Room Bookings & Audio Visual Services We provide centrally allocated rooms within the Birkbeck Estate suitable for a variety of functions, including conferences and meetings as well as a professional and efficient Audio Visual (AV) service to all users of the College Facilities. We can also deal with all aspects of catering orders within centrally allocated teaching rooms. How you can help us • Provide accurate and final delegate numbers for catering no later than 2 working days prior to the event; • Send all email enquiries to [email protected] rather than individual email accounts. Room requests can be made online at http://staff.bbk.ac.uk/ef/roomrequest.html • Advise of any cancellation of AV, catering or room use as soon as possible after becoming aware of the need to cancel. However we expect to be made aware of any cancellation no later than: - 2 working days for AV cancellation - 2 working days for catering cancellation - 14 days for room cancellations; • Ensure the safety of high-risk audio-visual equipment by locking rooms. A key may be collected from the reception desk; • Follow the procedures as set out in the Estates & Facilities Service Level Statement. Contact: Beatrice Rennie, Room Bookings Assistant, ext 6271, email: [email protected]
Nigel Tradewell Administrative Officer Ext 6013 [email protected]
41 42 EXTERNAL RELATIONS
What do we do?
External Relations’ activities encompass marketing and communications, information and enquiries, media relations, advertising, events, alumni and development, and photographic services. Our primary objective is to maintain and promote Birkbeck’s profile as a world class research institution and enhance student recruitment. In addition, we are in the process of developing relationships with key donors in order to drive forward the College’s fundraising efforts.
How we can help you
Marketing, advertising and printed publicity We can help you develop an annual promotional plan for your School and the programmes of study you offer. Using a wide range of marketing tools from direct mail campaigns, email subscriber lists, and web and print media advertising, to developing printed materials for distribution to information providers (eg London libraries).
Please note that all adverts should be placed through the External Relations electronic booking system: [email protected]
Contact Monica Law for further information or to arrange a meeting with the marketing and communications team, tel 020 7631 6675; [email protected]
Directory listings and departmental profiles These are handled by our Administrator and Publications Officer respectively. They contact academic departments directly to co-ordinate programme listings in educational directories and supplements, and web and print publications (such as Education UK, Hotcourses). They are responsible for ensuring that these are consistent with prospectus entries, the College website and any other publications where information about academic departments and research ratings is published.
Contact Imogen Dickinson for further information about directory listings, tel 020 7631 6609; [email protected]; and Paul Rainbow about departmental profiles, tel 020 7631 6345; [email protected]
Events (eg conferences, launch events) We can provide your School Administrators with guidance and expert advice on ensuring your event is successful by:
a) Giving them information about how to go about booking conference facilities/ rooms, ordering catering, sending out invitations, and providing a checklist based on a timetable leading up to the actual day. b) Our Publicity Assistants can help with design and production of publicity materials as well as provide some general information about advertising (if appropriate) and distribution of printed publicity – and help you with budgeting for these by sourcing costings. c) Our Media Officer can help with drafting and circulating press releases
Contact Carol Barwick for further information or to arrange a meeting, tel 020 7631 6573; [email protected]
43 Media Relations Our Media Officer is a key point of contact and is the person to talk to about research news, developments and highlights that we need to keep the national and local media informed of. This area of work is vital to the College’s research profile and plays a central role in key corporate publications such as BBK magazine and the Annual Review (first edition published November 2004). Your research news is also posted on the Research pages of the College website and will be included (together with your academic profile) on the Experts Database (which is being developed by CCS under the guidance the Pro-Vice Master for Research). Once the database is in place, it will provide a valuable and accessible point of reference for journalists seeking expert speakers for their news stories – and with the wealth of academic expertise Birkbeck has to offer, we will become a main source of information for the media and raise our academic profile at the same time.
Contact Catherine Doherty for further information or to arrange a meeting, tel 020 7631 6569; [email protected]
Development and Alumni Relations If you’d like to promote further study opportunities or upcoming School events to particular groups of Birkbeck alumni, our Alumni Officer can help you identify lists of alumni. (We do, however, monitor the number of mailings to individuals in order to avoid Birkbeck mailings being associated with ‘junk mail’).
The Development Officer is responsible for identifying major gifts and managing fundraising campaigns and initiatives. Contact Evana Topolovec for further information about alumni relations, tel 020 7631 0718; [email protected]
For further information about all the above, including guidelines on advertising, printed materials and the visual identity/use of the College logo, visit www.bbk.ac.uk/er/
How you can help us
To ensure that the External Relations Department does the best job it can in promoting your school, we need to develop an effective partnership with you and your colleagues. We would welcome the opportunity to meet you and your colleagues to discuss how we can support the work you do.
Prospectus Production Prospectus is one of our most important recruitment tools and we need your help to ensure that the information they contain is accurate and effective. Much of our work is deadline driven, and we’re aware that these do not always fit in with academic schedules. Wherever possible, we endeavour to give reasonable turn around times (eg for prospectus proofs or to update departmental profiles, listings and so on). Please encourage your colleagues to meet our deadlines. If there are problems, we would appreciate early communication so we can work with you to address your concerns without any major impact on overall production schedules.
Open Evenings Open evenings are another major element of our student recruitment drive and we need your help to ensure that your school is represented effectively. Open
44 evenings provide an ideal opportunity to showcase Birkbeck and present our programmes to individuals face-to-face. It is evident from feedback to External Relations staff that your School’s presence at these is greatly appreciated by those who have given up their time to come along to find out about Birkbeck.
News, research updates, academic conferences and publications Your good news, research developments, academic conference activities and publications are extremely important to the College – especially in the run up to the next RAE – and this information is at the core of all our profile-raising efforts. By keeping us up-to-date with developments in your work you will be helping us maintain the College’s institutional standing as a world-class institution. The information you provide gives us rich material for press relations activities and publications. We would love to know what is happening in your school.
Placing Adverts Please can you encourage colleagues to book adverts in good time and to follow the Birkbeck policy of booking adverts through External Relations.
External Relations will: a) ensure you get the best deal available by purchasing media space competitively through the University of London Consortium b) ensure that different departmental/schools adverts do not appear in the same medium on the same day (and same page!) c) ensure that departmental/schools adverts are coordinated with corporate media activity (eg open evening campaigns) d) ensure that the College’s corporate identity is maintained and a consistent image and message to the public about Birkbeck and its provision;
External Relations are happy to help you plan advertising activity in advance in order to avoid last minute attempts to boost recruitment. And, although we have to work to a reasonable lead-in time for adverts, we are aware that there can be exceptions to this and have frequently helped departments with extremely tight deadlines.
We always welcome advice from colleagues on appropriate media outlets, the timing of campaigns and any other promotional issues, as we attempt to fine- tune our strategies to achieve better value for money.
Tricia King Director of External Relations Ext 6581 [email protected]
45 46 FINANCE DEPARTMENT
What do we do?
The Finance Department has responsibility for all aspects of the College’s financial activity and is primarily responsible for:
• The maintenance of accounting records for the College; • Preparing annual estimates and termly updates of income and expenditure for consideration by the Finance and General Purposes Committee (F&GPC) and Governors; • Preparing 5-year financial forecasts for consideration by F&GPC and Governors prior to submission to HEFCE; • Setting departmental maintenance and equipment grants based on Formula Funding allocations; • The financial administration and support of externally funded research grants and contracts; • Management accounting and associated advice; • Monitoring and maintaining the liquidity of the College; • The processing of financial transactions; • Safeguarding assets through adequate insurance cover.
How we can help you
The following section gives a brief guide to most of the common areas of interaction between College staff and the Finance Department. Further details of these services can be found on the College Intranet and in the College’s Financial Regulations.
A chart showing the department’s structure is given at the end of this document with contact telephone numbers for all Finance staff.
Accounts Payable Accounts payable are dealt with by the Payments Section; this includes the payment of invoices, advance payments to staff, travel expenses and other expenses.
Accounts Receivable All collection of college income is dealt with by the Income Section, who also deal with internal accounts transfers and payments from petty cash.
For the collection of Petty Cash or Cheques/Cash to pay in - the counter opening hours are as follows: 10:00 AM – 12:00 PM and 2:30 PM – 4:30 PM
Account Codes To set up a new nominal account code, contact the Financial Accountant, Ian Doyle.
Advances To arrange an advance payment contact Payments Section.
Authorised Signatories If you wish to make any changes to authorised signatories you will need to complete the Authorised Signatories to College Account's form (available from the
47 College Intranet http://staff.bbk.ac.uk/fin/forms.html) and forward this to Payments Section.
Budgets Any approved budget changes and expenditure adjustments should be sent to the Management Accountant, Mike Devereux.
Consultancy The Research Grants and Contracts Office manages all College consultancy contracts, further details can be found in the College Financial Regulations, or contact the Research Grants and Contracts Officer, Liz Francis.
Credit Cards College Credit Card accounts and queries are dealt with by Gloria Mead, Payments Officer.
Expenditure Reports Up to date expenditure reports for account codes can be downloaded by each School directly from the Intranet; contact Mike Devereux for further details.
Expenses For reimbursement of expenses please complete a staff expenses form and pass it to the Payments Section; note that claims must be supported by original receipts.
General Enquiries on Finance Department Please contact the departmental secretary, Lucy Fernandes, tel: 020 7631 6254, email: [email protected]
Financial Management User Group The College has set up a Financial Management User Group which is made up of staff from Finance Dept and school administrators / co-ordinators. For further details contact Mike Devereux, the Management Accountant.
Insurance All College insurance policies, including travel insurance are dealt with by Mike Devereux, Management Accountant.
Payroll / Pensions Please contact the Payroll Supervisor for any queries related to payroll, National Insurance and Income Tax matters, Statutory Maternity Pay, absence for sickness and absence for Jury Service, and details of the pension schemes.
For Payroll and Payment enquires - the office opening hours are as follows: 10:00 AM – 1:00 PM and 2:30 PM – 5:00 PM
Procurement Contact Mike Devereux, Management Accountant for any procurement or purchasing queries.
Research Grants The Research Grants and Contracts Office provides administrative, financial and support services related to externally funded research projects and consultancy
48 contracts. Full details can be found on the Intranet at http://www.bbk.ac.uk/rgco/ or contact Liz Francis, Research Grants and Contracts Officer. See also the Research Grants and Contracts Office section.
Staff Fee Remissions For queries on accounting for staff fee remissions please contact James Wilson, Income Accountant.
VAT If you have any questions on VAT, please contact Ian Doyle, Finance Accountant.
How you can help us
To enable Finance Department to help you manage your School’s financial activities, we encourage you to contact the department to discuss how we can help support your work. All new Heads of Schools are particularly encouraged to attend an individual briefing session with the Management Accountant at an early stage.
We also encourage you to become familiar with the College Financial Regulations, which can be accessed via a simple A-Z guide on the College Intranet, see: http://staff.bbk.ac.uk/fin/finreg.htm
Peter Westley Director of Finance Ext 6371 [email protected]
49 Finance Department Structure Contact Information
ext 6096 ext 6096 Assistant Assistant Liz Francis Liz Francis Senior Research Research Senior Research Grants Grants Research Research Grants Grants Research Contracts Officer Research Grants Grants & Research Research Accounts Accounts Assistant Sharon Bell – ext 6095 John Driscoll – ext 0626 ext0626 John Driscoll – Rassi Pelpola – ext Rassi 6452 Pelpola Louise Botley – ext 6099 – ext 6099 Botley Louise Research Support Officer Research Support Officer Research Support
Palisse ext 6288 Agnieszka Accounts Assistant Assistant
ext 6251 ext 6251 Accountant Management Michael Devereux
ext 0629 ext 0629 Accountant FEC Project Emma Taylor
ext 6371 ext 6371 Peter Westley Westley Peter
Director of Finanace of Finanace Director Income ext 6525 ext 6525 Contact Information June Molloy Accountant James Wilson Susan Lomas Wendy McVey ext 6526/6295 ext 6526/6295 Income Officer Income Officer Fernando Franco Jacqueline De Luca Income Assistants Income Assistants Income and Systems Income and Systems Finance Department Structure
Susan To ext 6578 ext 6578 Ian Doyle Financial Financial Payments Payments Jaya Reddy Gloria Mead Accountant Daniel Boston Boston Daniel Gary Chabrier Gary Chabrier ext 6256/6275 ext 6256/6275 Payroll Officer Jennifer RichfordJennifer Payment Officer Officer Payment Payroll Assistant Payments Assistant Payroll/Payments Assistant Payroll/Superannuation and Payroll/Superannuation Payroll/Payments Supervisor Supervisor Payroll/Payments
50 ext 6254 Secretary Secretary Department Lucy Fernandes Lucy HEALTH AND SAFETY OFFICE
The College Health and Safety Officer is Tom McCartney (020 7631 6218) and he is responsible to the Secretary and Clerk to the Governors for general safety matters throughout Birkbeck. His responsibility includes:
1. Advising and assisting Heads of School with their health and safety responsibilities. 2. Ensuring that the Governors and Heads of School are aware of the requirements of new and proposed legislation. 3. Promoting and advising upon standards to be adopted in health and safety matters. 4. Co-ordinating safety arrangements with other employers with whom Birkbeck shares premises. 5. Advising the Safety Committee on safety matters. 6. Exchanging information with Schools and via safety co-ordinators and working in close collaboration with the other specialist officers in Birkbeck. 7. Supporting and advising safety co-ordinators and providing specialist advice sought if necessary from outside sources, on safety matters to members of Birkbeck's community. 8. Instigating appropriate and prompt remedial action on becoming alerted to hazards on Birkbeck premises. 9. Maintaining an up-to-date list of Birkbeck personnel with safety responsibilities. 10. Maintaining an up-to-date set of Birkbeck safety policies and codes of practice. 11. Carrying out safety audits of the Birkbeck's Schools and administrative departments.
More information on the Safety Office and links to the following documents can be found at http://www.bbk.ac.uk/so/
• Safety for Birkbeck Managers • Safety Policies and Codes of Practice • List of Safety Co-ords & DSE Assessors • Minutes of College Safety Committee • Fire Safety Information • Forms for Inspections and Risk Assessment – General, COSHH, DSE & Fielf Courses • List of First Aiders • Environmental Policy Statement and Green Travel Plan • Smoking Policy • Keep fit at your desk – Exercises • Safety Training from the Safety Office • Accident/Incident Report Form
Full details of the Health and Safety Policy can be found on the web starting at http://intra.bbk.ac.uk/so/safetypolicy.htm
51 Safety for Birkbeck Managers
Find out here in 20 minutes what you need to know and do to manage your area safely. This guide aims to set out to managers at all levels in Birkbeck what they need to know about safety in their areas and how to put a sound safety management programme into place. It will not dwell on the ground level detail eg. 'how to handle gas cylinders safely' but on the responsibilities for safety that managers carry in Birkbeck and the basic principles of how to discharge them. All this can be read and taken in within 20 minutes!
1 Do I have a responsibility for safety? Everyone has a legal responsibility for safety but if you are a head of a school/department you have had the specific responsibility for managing safety issues within your area delegated to you by the Governors. Other managers are likely to have had the management of safety for discrete areas delegated to them by their line manager. Governors have declared safety to be a core management function. See: para 1 of the College Safety Statement.
2 What are my safety duties as a manager of a school/department? The Governors have specified the duties of Heads of Schools and departments in Birkbeck. These are:
2.1. Defining clear responsibilities for the management of health and safety including appropriate supervisory arrangements for staff, students and visitors and the appointment of a school safety coordinator and a sufficient number of fire marshals, including deputies, to cover the school's accommodation and adjacent areas. 2.2. Not permitting any work to start unless a suitable and sufficient assessment of the risks involved in the work has been carried out. This should include the arrangements for staff working in workplaces under the control of other employers. This may necessitate obtaining the hazard and risk information from host employers that they are required to provide under Regulation 12 of the Management of Health and Safety Regulations (1999). 2.3. After appropriate risk assessments, defining the standards of operation relevant to the degree of risk associated with each operation within any workplace under their control whether the workplace is on or off Birkbeck premises. 2.4. Drawing up and circulating to staff and students a safety statement accompanied where necessary by codes of practice regarding the control of hazards in the School. 2.5. Providing the resources needed to comply with the requirements and prohibitions that may be imposed by or specified by statutory provisions. 2.6. Maintaining awareness within the School of relevant regulations/codes of practice. 2.7. Instituting suitable inspection, monitoring and reporting procedures to ensure the requirements of this policy are being met including arranging for "safety" to be a standing agenda item at School meetings. 2.8. Promoting, advising and providing training on the practices and procedures to be adopted in health and safety matters relevant to the School. This to include ensuring that all new members of staff attend a safety induction session with the Health and Safety Officer within one month of taking up employment as required by Birkbeck staff induction procedure.
52 In those Schools containing laboratories or workshops the Head of School is also responsible for:
2.9. Setting up consultative safety panels of representatives of teaching staff, non-teaching staff and students to monitor the School arrangements to ensure that they are suitable, sufficient and up to date. Existing School exchange committees augmented by representatives of non-teaching staff may fulfil this purpose. 2.10. Making arrangements for periodic safety checks on major mechanical and electrical items of laboratory and workshop equipment. 2.11. Appointing, in those Schools using radioactive substances or equipment that can produce ionising radiations, a radiation protection supervisor.
3 How do I start to carry out all those duties? See 2.1 above. Appoint a safety co-ordinator and delegate to him/her. The person chosen must be willing to undertake the work and must be allocated the necessary resources, especially time, to carry them out successfully. The safety co-ordinator must also be strongly supported by the head of school/department to the extent of he/she taking a serious interest in the work of the safety co- ordinator. Ask for regular reports - keep safety as a standing item at school/department meetings.
4 What training does a safety co-ordinator require? The Birkbeck Health and Safety Officer will provide all the necessary training and advice for safety co-ordinators.
5 Are there specified duties for safety co-ordinators. Safety co-ordinators are in general charge of safety within their schools/departments. They advise heads of school/department on safety matters and act as liaison officers in the exchange of information between their areas and the Health and Safety Officer. Safety co-ordinators assist the head of school/department with 2 (1-11) above. Their duties can be summarised as:
5.1 To disseminate information on safety matters within their areas. 5.2 To monitor compliance of School personnel with statutory, Birkbeck and school/department safety requirements. 5.3 To maintain surveillance for hazards and instigate prompt remedial action at area level and/or alert the Safety Officer. 5.4 To oversee that statutory and any other obligations are fulfilled in respect of the safety training of school/department personnel including arranging new staff attend a safety induction session with the Health and Safety Officer within one month of commencing employment.
6 What specific safety issues have to be managed in my area? All issues already identified are addressed in the policy of your school/department - look up your area policy at: http://www.bbk.ac.uk/so/policy.htm
7 How does the safety co-ordinator ensure that all safety issues have been identified? Safety co-ordinators should be monitoring whether new activities that may have associated safety risks are being planned in order that risk assessments are carried out for those new activities if necessary. Also, at the annual safety inspection, the safety co-ordinator is asked to carry out an exercise to identify any new activities in their area using an 'activity checklist'. This exercise also reviews whether current risk assessments for existing activities are up-to-date.
53 8 What does a Risk Assessment involve? The Management of Health and Safety Regulations require employers to carry out suitable and sufficient risk assessments of their activities. This involves the following considerations:
8.1 What activities does the school/department engage in - See 7 above. 8.2. What hazards are associated with the activities - a hazard is the potential to cause harm eg knives and other sharp equipment in kitchens can cut and injure. 8.3. What is the likelihood (ie the risk) of that hazard materialising? This involves a consideration of how much, how often, for how long, who is involved, how well have they been trained, educated, informed, supervised, what engineering controls are already present eg (and keeping with the cuts in the kitchen scenario) - guards on bacon slicers, what maintenance regime is in place and as a last resort what personal protective equipment (PPE) is necessary eg mailed gloves for staff chopping meat? 8.3 Any necessary additional controls to those already in place must then be considered, implemented and monitored as necessary along with any additional info or training needed. The risk assessment should be reviewed annually or earlier if a material change takes place such as new staff or equipment, new amounts used etc. A range of risk assessment forms with full guidance is available at: http://www.bbk.ac.uk/so/risk1.htm
9. More paperwork! Does the risk assessment have to be a written
document? Not if it can be easily understood and repeated - eg when crossing the road, look right, left and right again and cross if clear. If the controls are any more complex then, yes, they should be written down. However, a generic risk assessment covering similar types of work is perfectly acceptable and new risk assessments are not necessary if the safety procedure to be followed is already documented in an existing area code of practice or policy - these are of course the results of earlier risk assessments!
10 Who carries out the risk assessments? Risk assessments should be carried out by the senior person responsible for the activity with the assistance of those involved. eg for a scientific procedure, the project supervisor would carry out the assessment, ensure all concerned have seen and understood it and keep it close to hand within the place of work in order that it can be referred to as necessary. The safety co-ordinator checks that the risk assessments have been done.
11 Where does one obtain the finer detail on a particular safety issue that one might need to help make a correct assessment and draw
up an effective set of controls? The person making the risk assessment is likely to be the expert in that particular field and already know what will be necessary or where to find the answers. However, the Safety Office has access to a wide range of safety information - data bases etc. Try there. The Safety Officer is also in touch with all other safety offices in UK universities by email base. Answers can often be very quickly found from the experiences of others elsewhere.
12 I am not head of a school or department but I am a manager. What
are my safety responsibilities? You will have had the responsibility for safety issues within a defined section delegated to you by your head of school/department. Your duties will be a cross
54 between those of the safety co-ordinator and the example of the project supervisor described in (10) above, eg you will carry out any necessary risk assessments for your work and check that the staff you are responsible for have carried out theirs if applicable. You will then monitor that relevant safety procedures are adhered to within your section. You will also disseminate any relevant safety information to your staff and arrange for them to receive safety training where codes of practice or risk assessments dictate this is necessary.
13 In the event of an accident, will I be held personally liable if I got
the risk assessment wrong? There seems to be an unreasonable level of dread about personal liabilities - especially in relation to getting a risk assessment 'wrong'. The following points should provide reassurance: i) Risk Assessment should be a group exercise involving those at risk - the more people consulted the fewer hazards that will be missed. ii) Report upwards if worried. iii) Seek advice if it's a technical matter. iv) One cannot be held responsible for an event that was not "reasonably foreseeable". v) Act within your training/instructions and you should be OK. vi) Prosecutions are rare for individuals. Staff act as an instrument of their employer and the concept of vicarious liability applies. With regard to a criminal prosecution, should there be shortcomings, staff are highly unlikely to be individually prosecuted, since their defence might be that they had not been adequately trained by their employer. With regard to a civil action, the same holds true with the addition that where monetary recompense is being sought, individuals have far less money than their employer, who will therefore be the more likely target.
14 Could I avoid any personal liability by not signing risk
assessments? i) Any individual prosecution is more likely to result from action or inaction - being in charge of something that, on the facts, was obviously cockeyed - rather than the piece of paper which says what should happen, signed or not. ii) However, while the bit of signed paper can't make the facts any worse, it just might get one off the hook by demonstrating that effort that had been put into trying to get it right. Whereas, if the facts look bad, no signed bit of paper at all will probably ensure a conviction. iii) Ensure written risk assessments are issued to those involved. In 1995, a lecturer was prosecuted because his risk assessment was only verbally delivered to a student who was subsequently involved in an accident and the student subsequently swore that the instruction was not given - since of course the student didn't want to look silly for not doing as he had been told.
15 Is that it? Yes, but if you are unclear on any point - contact the Safety Office X6218
Tom McCartney Birkbeck Health and Safety Officer Ext 6218 [email protected]
55 56 HUMAN RESOURCES (HR)
The Human Resources Department is responsible for developing and implementing the College’s HR Strategy. The aim of this Strategy is to ensure the recruitment, development and retention of the best quality staff, in order for the College to meet its strategic aims and objectives.
The Human Resources Department, with the direction of this strategy, assists the College to manage its staff in a fair, compassionate, understanding and caring way: encouraging staff to enhance their skills, develop their full potential and make the best possible contribution to the continued success of the College.
The Human Resources Department includes the HR Team, Staff Development and the College Nursery.
How we can help you
Advice, Support and Guidance The HR team is available to provide you with advice, support and guidance on all staffing, organisational and employee relations matters. The list at the end of this information section indicates the HR team members who work specifically with your School and Faculty.
• If you have any questions or queries about dealing with staff, contracts, or HR policies or procedures within your School (for example, reducing the hours that your colleagues may work, or dealing with a difficult staffing situation) please contact your HR Advisor. Your HR Adviser will be able to provide you with confidential procedural and legal advice. • If your request is an administrative one (for example, you require a new annual leave card or a copy of an academic staff handbook) please contact your HR Assistant.
The areas that the HR Department is responsible for include:
• Recruitment and Selection (including advice on writing an advert and job description and conducting interviews) • Promotion, probation policies and Panels • Staff and organisational development (see Staff Development section) • Employment law issues (including legal obligations in recruitment and contracts); • Working climate and relationships (e.g. equal opportunities policies; employee relations issues, such as disciplinary procedures, coaching and managing difficult behaviour; occupational health services and staff counselling service).
College Policies and Procedures The HR Department is responsible for ensuring that College policies and procedures relating to all staff are up-to-date with both good practice and changes in the law. All these policies are available on the HR website so that you can refer to these for guidance. The HR Advisors are more than happy to answer any questions you may have on these policies and procedures, which include the following:
• Recruitment and selection • Dignity at work and study • Birkbeck evening nursery
57 • Staff induction • Staff Promotion and conferment of title • Adoption leave • Capability (performance) policy • Disability in employment • Data protection • Early retirement • Family, paternity and parental leave • Fixed term employment • Leave of absence for academic staff • (Occupational) Stress Management Policy • Probation scheme • Public interest disclosure • Race equality • Redundancy
How you can help us
Quite simply, all we need you to do is to keep us informed of Human Resources issues in your School. For example, if you need to change the hours of a member of staff’s contract, please let us know so that we can process this change in the staff member’s hours and salary.
If you know that you will be recruiting in the near or far future, again, please let us know so that we can be ready to assist you with this. If you have any questions or concerns about the best way to deal with difficult staffing issues (for example, a potential disciplinary or a poor performing member of staff), the sooner you can discuss this with Human Resources, the sooner we can support you to resolve any problems.
As Head of School, we require authorisation to make any contractual changes for staff in your School, so if you could please keep us informed of your requirements, we will be able to provide you with any support, guidance and assistance that you need.
58 STAFF DEVELOPMENT
What do we do?
The role of Staff Development is to support staff members with their continuing personal and professional development and to ensure that the College provides an environment that is conducive to this. The activities of Staff Development encompass the provision of advice and guidance on individual, team and departmental development, the conduct of organisation-wide projects, including employee surveys, the facilitation of workshops and analysis of development needs throughout the College.
Staff Development is also responsible for monitoring staff development activities across the College in accordance with the Race Relations Amendment Act (2000) to ensure that all staff has access to developmental opportunities.
How we can help you
Consultancy The Staff Development team act as advisors for Heads of School and all managers throughout the College in relation to staff and team developmental requirements. For example, we can provide advice on development opportunities for academic and support staff in your School, help you to source training and development programmes and provide guidance on any staff development related outcomes of your Quality Assurance Audits.
Mediation Where a situation has arisen between parties (individuals or groups) in which there is a potential breakdown in communication or similar misunderstanding that might be helped by mediation, Staff Development can offer this support, where the focus is on identifying the problems, suggesting outcomes, improving communications and relationships and moving the situation forward.
Funding for External Development Activities You can apply for funds from the Staff Development budget for development activities that support objectives relating to generic skills (select Guidelines for the allocation of Staff Development funds on the Staff Development website http://www.bbk.ac.uk/sd for further details). Schools and Administrative Departments are responsible for budgeting for development activities relating to subject disciplines or professional skills.
Development Needs Analysis We can conduct development needs analysis for your School in relation to specific events, for example, if a team is taking on a new responsibility where different skills are required. The needs analysis process can also be a useful part of team building. In addition, Staff Development is able to advise you on identifying development needs for individuals.
Training and Development Programmes The current programme of courses and workshops can be found by selecting Our Courses from the top navigation bar on the Staff Development website. We also display links to training programmes provided by other departments, Colleges and Universities which may be of interest to you.
59 Facilitation Staff Development is available to facilitate meetings you may hold within your School or across Faculties on complex issues (not regular team meetings), and also team days.
How you can help us
Discussing Your Needs To ensure that the Staff Development team does the best job it can in supporting you and your School, we need to be aware of both your current staff development activities and also your future requirements. We regularly meet with managers within Schools and Administrative departments to discuss their ongoing requirements and to identify in which ways we can support them most.
Monitoring Your Staff Development On an annual basis, the College is required to report on the provision of staff development opportunities across the whole College. The Staff Development team compile and produce this report from our comprehensive and specialist training database, however, we cannot provide an accurate picture without your help! We record all staff development activities that we provide centrally, but need to know what additional activities have taken place within your School.
On a quarterly basis, the Staff Development Administrator will send you a request for an update on staff development activities within your School for this report. It is extremely helpful if you can nominate an administrator in your department who can provide us with this information. In preparation for any audits you will be involved in, we can then provide you with a comprehensive report of all development activities, upon your request.
Conducting your School’s Appraisals (Staff Development Scheme) A significant part of our Staff Development budget is allocated in response to development requests that we receive through the Staff Development Scheme. When we receive your completed documents from this scheme, we record any development needs that require funding from our budget and ringfence the amount if we have sufficient funds. Therefore, if we do not receive your School’s Staff Development Scheme documents, we cannot put any funding aside for your requirements. The returned documents for this scheme are also recorded and reported on in relation to the Race Relations Amendment Act. If we do not receive your School’s documents, the report produced will appear as though the staff in your School have not had fair and equitable access to development opportunities (i.e. an appraisal discussion about their development needs and careers).
Keep in Touch There are many situations that can arise during any year that may require the development of the skills of the staff within your School, or the facilitation of teamwork, or even our mediations services. We welcome your questions on these issues and are here to help you find the right solutions for the needs of your particular School.
60 Organisational Chart for Human Resources Team Contact Information June Chan Administrator Administrator 020 6017 020 7631 Staff Development Staff Development 020 7079 020 7079 0730 Wendy Johnston HR Fax Number – 020 7631 6521 6521 7631 020 – Fax Number HR Staff Development Manager Manager Staff Development Trainer Trainer Maria AntoniouMaria 020 7631 6594 7631 020
Staff Development Staff Development Vicky Booker 020 7079 7079 0712 020 HR Policy Advisor Advisor Policy HR Naina Patel Patel Naina Science Science 020 7631 6235 7631 020 Director of HR HR Advisor HR Advisor Jessica Choy HR Assistant HR Assistant 020 7631 7631 6308 020 020 7631 6527 7631 020 Robert Morrison Robert Morrison Contact Information and Roxy Naz HR Advisor HR Assistant Katy Halliwell Halliwell Katy 020 7631 6533 7631 020 020 7631 6529 7631 020 Organisational Chart for Human Resources Team Arts & SocialSciences Arts & SocialSciences Annette Groark 020 7079 0734 Jackie Williams 020 7631 6877 7631 020 PA toof HR PA Director HR Manager / Deputy Director of HR of Director / Deputy HRManager HR Advisor Admin & FCE Admin & FCE Gareth Stirrat Stirrat Gareth HR Assistant 020 7079 6735 7079 020 020 7631 6519 7631 020 Catherine Seaton Seaton Catherine
61 62 THE LIBRARY
Our collection The College Library is primarily designed to serve the teaching needs of the College. The Library contains some 350,000 books, over 12,000 electronic and paper journals and over 60 databases. We also have videos and DVDs.
The main point of contact with the Library is your Subject Librarian. Each School also nominates a Library Representative. You can liaise with the Library through your Representative or contact your Subject Librarian directly.
What can your Subject Librarian do to support you and your school?
The Subject Librarian is responsible for:
• keeping you and your staff informed of what is happening in the Library in terms of acquisitions, policies and services. • managing the book fund for the purchase of teaching resources. • ensuring that items on reading lists are held in the Library subject to availability and funds. • organising inductions for new staff and students. • arranging information skills sessions. The nature, content and length of these sessions can be tailored to the School’s needs. Possible sessions include: Using electronic journals; Effective searching of databases; Subject resources on the lnternet; How to do a literature search. • disseminating information and responding to student comment at student- staff exchange meetings. • providing advice on the organisation of resources to ensure most efficient use.
Schools and their Subject Librarians
Faculty School Subject Librarian Arts English and Humanities Ken Mackley Arts History, Classics and Archaeology Aubrey Greenwood Arts History of Art, Film and Visual Media Aubrey Greenwood Arts Languages, Linguistics and Culture Ken Mackley Arts Law Wendy Lynwood Arts Philosophy Ken Mackley Arts Politics and Sociology Aubrey Greenwood Continuing Education Elizabeth Charles Continuing Education Law, Management, Religion Wendy Lynwood Science Biological and Chemical Sciences Sally Maitland Science Crystallography Sally Maitland Science Earth Sciences Sally Maitland Science Psychology Sally Maitland Social Science Computer Science and Informational Kate Purcell Systems Social Science Economics, Mathematics and Statistics Kate Purcell Social Science Geography Kate Purcell
63 Social Science Management and Organizational Kate Purcell Psychology MA Gender Studies Ken Mackley MA Mediaeval Studies Ken Mackley BA Politics, Philosophy and History Aubrey Greenwood MA Renaissance Ken Mackley MA Victorian Studies Ken Mackley
Other areas where the Library can provide support include:
• Advice on our e-repository of staff publications. • Advice on copyright issues. • Advice on the use of online reading lists. • Recording programmes from television via our off-air recording service. • Putting exam papers onto the Library web site.
What support does the Library need from you and your School?
• As Head of School, you should ensure that there is a nominated Library Representative who can be the main contact for liaison. • You can contribute to the Library Policy Committee through your Faculty Representative. • Please invite your Subject Librarian to School meetings. • Please invite your Subject Librarian to all student-staff exchange meetings. • Academic staff should send all reading lists and course handbooks to the Library well in advance of the start of teaching. • Academic staff should inform Subject Librarians of new areas of study and discuss with them resources for new courses/programmes. • Academic staff can liaise with Subject Librarians to ensure that essential readings are transferred into the Short Loan Collection. • Please inform us of new and leaving staff.
For further information, please see http://www.bbk.ac.uk/lib/teaching.html
How the Library can help Academic Staff
There are many ways in which the Library can help you with your teaching or research. Further details on how the library can help academic staff can be found at http://www.bbk.ac.uk/lib/teaching.html
A list of subjects that can be found on this page include:
• The Library catalogue • Journals • Short loan collection • Exam papers • Ordering books, journals, videos and DVDs for stock • Reading lists • Online reading lists • Information skills for students • Photocopying and printing • Helping with your research • Electronic repository
64 • Copyright • Enquiries, help and feedback
General information about the library, including opening times, can be found on their homepage starting at http://www.bbk.ac.uk/lib/
Contact Information
Librarian: Philip Payne 020 7631 6250
Deputy Librarian: Rob Atkinson 020 7631 6366
Reader Services Librarian: Louise Hughes 020 7631 6492
Library Administrator: Emma Blakey 020 7631 6064
Subject Librarians: Elizabeth Charles (Gordon Square) 020 7631 6168 Sue Godsell Aubrey Greenwood Wendy Lynwood Ken Mackley Kate Purcell (Malet Street) 020 7631 6062
65 66 PLANNING OFFICE
Who are we?
Mr David McGhie is the Director of Planning and Miss Esther McKaig is the Planning Officer. David can be contacted on ext 6276 or at [email protected] and Esther can be contacted on ext 6359 or at [email protected]. Our website is available at http://www.bbk.ac.uk/po/
What do we do?
The Planning Office forms part of the Secretary’s Office, under the supervision of the College Secretary and is responsible for:
• Liaising with the Higher Education Funding Council for England (HEFCE) over a range of matters including the preparation and submission of statistical data for the various statutory returns required by HEFCE as a condition of our funding, and the preparation of bids for funds under the various funding initiatives operated by HEFCE. • Monitoring government policy towards higher education and the policies and procedures of HEFCE and their potential impact on the College. • Producing a wide range of management reports and analyses on the planning of student numbers, the funding of College activities, the development of the College estate, and other ad hoc matters as required. • Producing the College Corporate Plan, Annual Monitoring Statement and Corporate Planning Statement (available at http://www.bbk.ac.uk/po/calendar/strategy.html). • The administration of the College's Cost Centre Model analysis report. • Preparing formal responses on the behalf of Birkbeck to consultative and policy documents from HEFCE and other external bodies for consideration by the College’s Senior Management Team. Examples of these can be viewed on the website at http://staff.bbk.ac.uk/po/internaldocs/consultations.html
How can we help you?
Information provision We produce statistical information for the College such as student number profile statistics, enrolment trends, student number forecasts, target student numbers, student retention statistics, staff student ratios and performance indicators.
Many of these are available on our website at http://staff.bbk.ac.uk/po/internaldocs/maninf.html
If you are looking for some specific management information please contact us directly.
67 68 REGISTRY
The Registry under the management and direction of the Registrar has a wide range of responsibilities relating to students and programmes of study, including: admission, enrolment and registration of students, examinations, student support and students finance, academic quality assurance and maintenance of academic standards, arrangements for establishing new programmes of study, and administering the arrangements for academic committees.
The Registrar
1 Acts as Secretary to the Academic Board and its Executive Committee, its sub-committees, particularly the Research Committee and the Teaching Committee, and manages arrangements for the establishment and servicing of their sub-committees as may be required. 2 Co-ordinates the initiation, approval and implementation of academic policy and academic development within the aims and objectives of the College’s academic plan; to monitor academic performance and quality and to keep under review the academic plan.
Other areas of the Registrar’s responsibility include: 3 Executive responsibility for the exercise of University of London responsibilities with respect to the award of degrees and regulatory and procedural responsibilities. 4 The College and other institutions in respect of association, collaboration, student transfer, fees and joint courses. 5 Recruitment of international students. 6 Representations from students or their representatives with regard to status, teaching, examination results, and grievance procedures. 7 Procedures for student discipline. 8 Procedures in cases of student debt. 9 Provisions for students with disabilities. 10 Liaison and communication with and advice to the Dean, Deans of Faculties, Heads of Schools and other members of academic and administrative staff on academic policy, practice, regulations and requirements and on student-related issues. 11 Monitoring reports of visiting examiners and initiating action where necessary.
How we can help you We offer Advice, Guidance and Services in connection with:
• Students • Programmes • Admissions and Records • Academic Services • Quality Assurance • Examinations • Student Financial Support • International Students • Students with Disabilities • Student Information • Awards • Visiting Academic Staff • College Research School
69 For details of whom to contact and areas of responsibilities, please see the contact information at the end of this Registry section.
How you can help us
Keep the Registry Informed Keep the Registry informed of any changes to your School’s programmes, especially any changes that have to do with students. Any questions about admissions and enrolment that you may have, please contact the Registry Assistant for your School in the first instance. The most important thing is to keep a two-way dialogue going between the Registry and your School.
Deferrals and Withdrawals Keep the Registry informed of any students who defer, withdraw, or terminate their courses so that we can ensure our student monitoring information is up to date for your School.
School Administrators Meeting Twice a year, usually in November and March on a Wednesday, the Registry holds a meeting for all School Administrators. This is their opportunity to receive an update on procedures and information relevant to your School, and to share information between themselves. Please encourage your administrative staff to attend this meeting, so they can feedback to your School.
Regulations, Procedures and Codes of Practice Familiarise yourself with the following Regulations, Procedures and Codes of Practice which are available to download from http://www.bbk.ac.uk/reg/#regulations
• College Regulations for Internal Students and Regulations for Degrees • Regulations for the Degrees of MPhil and PhD • Examination Regulations • Decisions of Boards of Examiners • Procedures for Dealing with Plagiarism by Students on Taught Programmes of Study • Student Complaints Procedure • Termination of Registration and Code of Student Discipline
Keep in mind that anything to do with student rules and regulations are college- wide issues, not just department issues, so do refer to the Registry.
Official College Letters The Registry is responsible for issuing official College letters and has the authority to endorse/stamp official documents. Please do not issue letters or stamp forms within the Schools or Departments. If you do so the signatory will not be recognised by the authorities and the document may be considered a forgery and the student’s status suspect. Examples of documents we have the authority to endorse are:
• Visa letters to the Home Office. • Council Tax letters (only for full-time enrolled students) • Bank letters • Career Development Loans (CDL) • PGT1 (UG grant applications) • EU4PT (UG EU grant applications)
70 • Funding Council Studentship applications: AHRB, ESRC, BBSRC • Birkbeck College Studentship awards letters. • ORS applications • USA and Canadian loan applications and loan deferral forms • Student Travel Cards: Transport for London Student Discount Scheme Network Rail
Academic Quality Assurance The Academic Quality Assurance Office site http://www.bbk.ac.uk/reg/qa/ is a very useful page for you to familiarise yourself with, which will help you to maintain your School’s quality assurance. This page includes:
• Postgraduate Training and Research for the MPhil and PhD Degrees College Code of Practice • College's Quality Assurance Code of Practice • QAA Code of Practice for the assurance of academic quality and standards in HE (external site)
71 Calendar of Student Admissions, Registration and Examinations
Responsible Month Subject Process office or Notes person Late Schools should bring all late Registry This Applications application decisions to the includes Registry daily so that rejects enrolment forms can best sent to students Student UG Students apply for Student Financial Government grants & Financial Assistance hardship support Support Office PG students may apply for CDL Enrolment New & returning students Registry Schools are sent enrolment forms. should As soon as they return the check the enrolment and fees papers, web they are posted College reports Membership cards for library regularly August August - October and CCS access Fees Students pay by cheque or Registry and direct debit Fees Office Course Handbooks and Academic timetables Schools Disabilities Students with disabilities are Mark Pimm Schools being interviewed by informed of Disability Co-ordinator students’ needs for tests Exams LLB resits Exams office Internet exams Taught masters Exams Formal approval of degrees Exams office Dispatching by Academic Board. of degrees could take Senate House produce Senate House up to 3 degree certificates months September Exams PG Visiting Examiners Fee Registrar’s Allocation forms to be Office authorised by Board Chair and returned to Registry Prospectuses UG and PG prospectuses External available mid-end Oct Relations Exams Nominations for internal and Registrar’s external Board members to Office
October October be sent to Registry by Board and Sub-Board Chairs
72 Enrolment Registry sends letters to Registry Schools students who have not check web enrolled (ie made provision reports and for payment of fees) liaise with Registry re Schools asked to chase Schools any students who have not difficulties enrolled New Application forms for next Schools / Schools Applications academic year begin to Registry must arrive return forms as soon as a decision is made Exams Meetings of Boards of Chair of the Examiners (PGT Masters) Board
November Exams Results of Boards are Chair reports reported to Exams Office to Exams Officer Exams PG Visiting Examiner reports Registrar’s submitted to Registry and Office forwarded to Board Chairs for response
Visiting Examiner expenses claims received and paid Exams PGT results posted to Exams Office students Presentation UG student ceremonies External Two Ceremony Relations ceremonies HESES College reports to the Kathleen The return Funding Council the number Nicholls, + the £ of students enrolled for the Senior grant which academic session Assistant the College Registrar will receive from HEFCE Enrolment Students who withdraw Schools to Information inform needed to Registry keep records in order
December December Exams Exam entry forms sent to Exams Office The forms Schools and Schools. are the Schools send basis for forms to the students timetable Exams Exams Office still receiving Chair of results from Boards of PGT Boards and Examiners and sending Exams office results to students
73 Exams Exams Entry Forms returned Schools Jackie to Exams Office Barnes
January
Exams Draft Timetable Exams Office Schools must Final Timetable posted on return web at end of Feb comments to Jackie Barnes Disabilities Posters displayed re: Exams Assistant Katrin and disability needs Examinations works
February Officer closely with Students receive letters to (Katrin Lehr) Mark & confirm their examination Steve to needs ensure needs are met Exams Invigilators needed for Assistant Exams. Schools asked for Examinations assistance Officer Enrolment Students who have not paid Registry Schools fees will receive a letter should informing them that their inform registration will be Registry of terminated all students
March withdrawn New Schools need to return Schools / Applications application forms Registry Presentation PG graduation External Two Ceremony Relations ceremonies Exams Examination papers sent to Chair of Registry Boards Exams Preparations made for Exams Office Schools to examinations keep exams office informed of any students who have difficulties April Exams Students sent examination Exams Office packs containing timetable, candidate number and examination regulations Exams Report Forms and Expenses Registrar’s Claim Forms sent to Visiting Office Examiners
74 Exams Written examinations for Exams Office Schools to taught courses inform exams office of any students May - June who have difficulties Exams Examination Boards meet to Chair of Results discuss results Examiners sent to Exams Office Enrolment New and Returning students Registry Schools enrolment forms posted need to from 1 July inform Registry of progression of students Prospectus Short course prospectus External available Relations
Exams UG Visiting Examiner reports Registrar’s submitted to Registry and Office June - July forwarded to Sub-Board Chairs for response. Visiting Examiner expenses claims received and paid
Exams UG Visiting Examiners Fee Registrar’s Allocation forms to be Office authorised by Sub-Board Chair and returned to Registry
Late Schools should bring all late Registry This Applications application decisions to the includes Registry daily so that rejects enrolment forms can best sent to students
Exams UG results sent to students Exams Office HESA The College needs to return Kathleen Schools correct information about all Nicholls, need to students who were taught Senior inform the during the year to HESA Assistant Registry of
August - October who inform HEFCE Registrar students who withdraw, terminate or progress
75 (QA)
Registry OrganisationalAlison Wood Sturcture Sandra Cutter Sandra Academic Quality Assurance Officer Officer Assurance Assistant Registrar Officers Officers Gareth Morgan Research Student Affairs) Student Research Head of Head of Academic Services Jennifer Payne Anthoulla Rafti Linda Tomkinson Registry Assistants Assistants Registry Assistant Student Financial Support Support Student Financial Assistant Wendy Pattison Christopher Benjamin Christopher Wendy Pattison (QualityAssurance, Academic Committees & Support Officer Officer Support Student Financial Jeanette (0.6) Murch Student Financial Support Officer StudentSupport Financial School School
Trevor Birch (0.5) (0.5) Trevor Birch College Research Research College Martin Johnson Jackie Barnes Exam Officer Exam Officer Katrin Lehr Exam Assistants Huma Qadeer Matt Young Young Matt Huma Qadeer Assistant Exam Officer Registrar Registrar Diana Driscoll Brian Harwood Deputy Registrar Registrar Deputy (Management & Operations) Operations) & (Management Disability Mark Pimm Coordinator Coordinator Stephen Short Registry Organisational Structure Structure Organisational Registry Admin Assistant Disability Mentor Disability Caroline Grattan (0.4) George Eyre Eyre George Systems Officer Student Information Information Student (A &R) Rachel Graham Kathleen Nicholls Nicholls Kathleen Shona Brown Elaine Pankhurst Elaine Pankhurst PA to Registrar Hilary Shahoud Hilary Shahoud Office Manager Manager Office Registry Assistant Registry Assistant Registrar Karen Isaac (Management Information)(Management
Registry Assistants Senior Assistant Registrar Assistant Registrar Senior Mike Page Senior RegistrySenior Assistant BSIS Business Support BSIS Business Support David Tupper David Tupper International International
76 Students Officer La Young TroyStephen Jackson La Rutt Jenkins Alice Austin Lisa Mayer Contact Information
Registrar’s Office
Registrar: Dr Brian Harwood. 020 7631 6277 PA to Registrar: Elaine Pankhurst 020 7631 6277 Registry Assistants: Jennifer Payne 020 7631 6396 Rachel Graham 020 7631 6306
• Visiting examiners • Visiting professors • Procedure re visiting fellows • International student loans Registry Assistant: Anthoulla Rafti 020 7631 6305
• Staff remission of fees • Research studentship • College prizes
Main Office
Deputy Registrar: Diana Driscoll 020 7631 6304
Responsible for Management & Operations • Regulations for students • Examination appeals • Complaints • Discipline issues • Harassment issues • Plagiarism • Assessment offences Assistant Registrar: Shona Brown 020 7631 6562
Responsible for Regulations & Registration • Regulations for students • Regulations for courses of study • Non-standard applications • Fees queries • Science and Arts & Social Sciences Degrees Committees • Approval of new and amended programmes of study and modules/cu’s • Application & enrolment statistics Registry Office Manager: Hilary Shahoud 020 7631 6309
Overall management of Enquiries, Admissions and Enrolment • Qualifications & entry requirements • Eligibility • Student records • Fees queries Senior Registry Assistant: Karen Isaac 020 7631 6392
Deputises for Registry Office Manager • Management & Organizational Psychology • Foundation Degrees • Accommodation allocation
77
Registry Assistant: Lisa Mayer 020 7631 6307
• Computer Science & Information Systems • Continuing Education • Law Registry Assistant: Troy Rutt 020 7631 6389
• Biological & Chemical Sciences • Crystallography • History of Art, Film & Visual Media • Politics & Sociology Registry Assistant: La Young Jackson 020 7631 6307
• History, Classics & Archaeology • London Consortium • Psychology • Credit enquiries Registry Assistant: Stephen Jenkins 020 7631 6390
• English & Humanities • Earth Sciences • Languages, Linguistics & Culture • Philosophy Registry Assistant: Alice Austin 020 7631 6390
• Economics, Mathematics & Statistics • Geography International Student Officer: David Tupper 020 7631 6891
• Co-ordinates strategy for overseas (non-EU) student recruitment • External liaison with overseas institutions
Examinations Office
Examinations Officer: Jackie Barnes 020 7631 6385
Overall responsibility for all examination matters. Assistant Examinations Officer: Katrin Lehr 020 7079 0706
• Candidates with special examination provision • Appointment and supervision of invigilators Examination Assistant: Martin Johnson 020 7631 6598
• Overseas examination centers • Federal examination entries • Transcripts. Examination Assistant: Matt Young 020 7631 6598
• Intercollegiate examination arrangements • Research degree examinations • Transcripts
Quality Assurance; College Research School
Head of Academic Services: Gareth Morgan 020 7631 6559
• Quality Assurance • Academic Studentships • Academic Committees • Research Student matters
78
Assistant Registrar: Alison Wood 020 7631 6346
• Quality Assurance procedures • Quality Assurance Committee • Teaching Committee • Internal quality reviews • Programme specifications Academic Quality Assurance Officer: Sandra Cutter 020 7631 6391
• Quality Assurance procedures • Research student monitoring • Post-graduation questionnaires • Student feedback College Research School Administrator: Trevor Birch 020 7631 6477
• CRS Steering Committee • Organize research student skills workshops • Liaise with research students and School research administrators • CRS website
Student Finance
Student Financial Support Officers: Jeanette Murch 020 7631 6314 Linda Tomkinson 020 7631 6541
Assistant Student Financial Support Officers: Wendy Pattison 020 7631 6574 Christopher Benjamin 020 7631 6362
Responsible for financial support for students • Hardship awards • Fees awards • Career development loans • Student loans
Disability Office
Disability Co-ordinator: Mark Pimm 020 7631 6315
Administrative Assistant: Stephen Short 020 7631 6336
Disability Mentor: Caroline Grattan 020 7079 0658
Central point of contact for advice, information and support for disabled students.
Student appointments: contact Stephen Short
Management Information and Systems
Senior Assistant Registrar: Kathleen Nicholls 020 7631 6881
Responsible for Management Information.
Student Information Systems Officer: George Eyre 020 7631 6316
BSIS Business Support Manager: Mike Page 020 7631 6466
• SITS • HESES & HESA returns
79
80 RESEARCH GRANTS AND CONTRACTS OFFICE
What do we do?
The Research Grants and Contracts Office provides administrative, financial and support services relating to externally funded research projects and consultancy contracts.
The main roles of the office are to:
• Provide research funding information • Assist in the preparation of applications • Advise on contracts and intellectual property issues • Undertake projects accounting and financial reporting • Provide management information for research • Promote research within the College
How we can help you
The following section gives a brief guide to most of the common areas of interaction between College staff and the Research Grants & Contracts Office (RGCO). Further details of these services can be found at http://www.bbk.ac.uk/rgco/ and in the College’s Financial Regulations, Section G 12-14.
Authorisation of Applications (the ‘green card’) The green card sets out the College’s authorisation procedure for all research grant applications and consultancy contracts. It must be completed and signed off before an application is submitted to a funding body, even if the application itself does not need to be physically signed, for example, in the case of electronic applications. Each green card must be approved and signed by the applicant, the Faculty Dean, the Research Grants Officer and the College Secretary, and each signatory above must be given at least three clear working days to review the application and sign the green card. When the green card is fully signed off the Research Grants Office will return the original application form to the applicant for submission to the funding body.
Consultancy All College Consultancy contracts are administered by this office. The Research Grants & Contracts Officer can advise staff member considering consultancy work, further details can also be found in the College Financial Regulations, G12.7 & G14.4.
Costing applications The financial details of all applications and in particular staff costs, overheads and liability for VAT need to be prepared in conjunction with and agreed by the RGCO, this can be done in advance of the green card / authorization procedure.
Electronic Application Many funders now use or are moving towards the use of electronic submission forms - these are usually submitted directly by the RGCO. Electronic applications still follow the green card procedure (see ‘Authorisation of applications’ above).
81 Ethics The Research Grants and Contracts Officer can provide advice on research ethics procedures. In addition, each School will have their own individual School Ethics Officer and School Ethics Committee – for further details see: http://www.bbk.ac.uk/rgco/policy/ethics.shtml
Faculty Research Grants These are administered by the Faculties not the Research Grants and Contracts Office, although the RGCO does set-up Faculty Research Grants account codes as requested by the Faculty Dean.
Full Economic Costing (FEC) From September 2005, all Research Council applications must be prepared using the new guidelines for Full Economic Costing. Further information on this is available from the Research Support Officers, the FEC Manager and our web pages http://www.bbk.ac.uk/rgco/policy/fullcosting.shtml There will be briefing seminars for academic staff on the practical implications of FEC in the 2005 Spring Term.
Funding Information A fortnightly email is sent to all academic & research staff, listing forthcoming deadline from the major funders, additional information is available on our web pages: http://www.bbk.ac.uk/rgco/findingfunding/index.shtml Birkbeck also subscribes to Researchresearch.com, a funding database where staff can search for funding opportunities under their own specialists subject areas.
Good Research Practice The College’s policy on “Good Practice in Research & Research Training – Guidelines for members of staff” is available from our web site: http://www.bbk.ac.uk/rgco/policy/goodresearch.shtml
Intellectual Property (IP) The Research Grants & Contracts Officer can advise on any issues arising from Intellectual Property Rights and Research. In addition, Birkbeck has an agency agreement with UCL Biomedica to provide tech transfer services to the College; contact the Research Grants & Contracts Officer in the first instance.
Overheads The majority of funders permit a % overhead charge (indirect costs) to be claimed in addition to the research budget (direct costs). The RGCO calculates these charges and arranges for a proportion of the overheads to be returned to the relevant School, in accordance with College Financial Regulations.
Reports of Current Research Grant Funding The RGCO provides regular reports to Research Committee, and on request can put together any other Ad Hoc reports for school administrators or Heads of School, as required.
Royalties The distribution of all Royalties is carried out by the Research Grants and Contracts Office, as laid down in the Financial Regulations, Section G14.3.7.
82 Studentships The RGCO only administers certain studentships – those which are embedded within a research grant (this will be a five digit account code with an “R” in the middle) or is entirely or partially funded by an industrial, commercial or charitable funder (five digit account code with a ”Y” in the middle). In these cases the RGCO liaises directly with the Student Awards Office to arrange maintenance payments (if applicable) to the student, and with Registry for payment of fees (if applicable).
Staff Appointments on Research Grants All staff costs included on applications are checked by the RGCO before the application is submitted to the funder. Similarly all appointments to posts funded by external grants need to be approved by the Research Grants and Contracts Office, this is done via the HR team.
VAT If you have ay questions on VAT and Research Grants, please contact the Research Grants & Contracts Officer.
Visits by Research Councils and Other Funding Bodies The RGCO arranges periodic visits from external funders and workshops on how to obtain research grant funding.
How you can help us
If you are actively involved in research or consultancy work, please familiarize yourself with the relevant sections of the College Financial Regulations: http://staff.bbk.ac.uk/finref.hym
G 12 Research Grants & Contracts and Other Services G 13 Pricing Contracts G 14 Academic Services, Consultancies, Copyright & the Exploitation of Invention
Visit our website: http://www.bbk.ac.uk/rgco/index.shtml And keep us informed of what you are doing and how we can provide support.
Please try to give the office as much notice as possible when submitting grant applications.
83 Contact Information
Location: Room 353, Malet Street, in the old extension building. Office Fax: 020 7631 6098
Research Grants & Contract Officer: Liz Francis 020 7631 6096
Overall responsibility for office functions; contractual conditions and arrangements; intellectual property rights and exploitation; costing negotiations; College-wide research-related procedures and management information.
Research Support Officer: Louise Botley 020 7631 6099
Responsible for providing advice to academics on funding schemes and procedures; costing and submitting applications; staff appointments. Special responsibility for European funding.
Research Support Officer: John Driscoll 020 7079 0626
Responsible for providing advice to academics on funding schemes and procedures; costing and submitting applications; staff appointments.
Senior Accounts Assistant: Sharon Bell 020 7631 6095
Responsible for project accounting in the following schools: Computer Science – CS, Crystallography – CR, Geography – GG, History of Art – HA, Law – LA, Management & Organizational Psychology – MB & OP, Philosophy – PL, Psychology – SURE START only – PSRS1-6 & PSRR9 .
Research Accounts Assistant: Rasangika (Rassi) Pelpola 020 7631 6452
Responsible for project accounting in the following schools: Biological & Chemical Sciences – BL & CH, Continuing Education – XA & XS, Earth Sciences – GL, Economic, Mathematics & Statistics – EC & ST, English & Humanities – EN, Languages, Linguistics &, Culture – AL & SP & GE, Politics & Sociology – PT, Psychology – PS (excluding SURE START, PSRS1-6 & PSRR9)
Research Grants Assistant: Marion Barthram 020 7631 6097
Responsible for funding information. Maintenance of the research databases. Provision of reports and the research web pages.
Liz Francis Research Grants and Contracts Officer Ext 6096 [email protected]
84 SECRETARY’S OFFICE
The College Secretary’s Office comprises the following staff members who carry out a variety of functions within the College. Please see separate entries from the Planning Office and the Health and Safety Officer.
Who are we?
Secretary & Clerk to the Governors: Keith Harrison 020 7631 6257
PA to Secretary & Clerk to the Governors: Christine Terrey 020 7631 6257
Clerical Assistant: Marion Virgo 020 7631 6240
Deputy Clerk: Katherine Webb 020 7631 6298
Director of Planning: David McGhie 020 7631 6276
Planning Officer: Esther McKaig 020 7631 6359
Health and Safety Officer: Tom McCartney 020 7631 6218
Birkbeck Student Information System (BSIS) Project Manager: Nick Head 020 7631 6887
BSIS Web Projects Project Manager: Alpay Beler 020 7079 0643
Deputy Secretary (FCE): Megan Reeves 020 7631 6664
What do we do?
The College Secretary and Clerk to the Governors is a role carried out by one person. The College Secretary (Brian Roberts) is the Head of Administration at the College. He works closely with the Master to ensure the efficient administration of the College and to develop and implement integrated managerial strategies to support the College’s primary objectives of high quality teaching and research.
The main roles of the College Secretary are to lead administrative planning on a long term strategic basis and to have responsibility for the operational planning and organisation of the College’s central administration and services.
The Clerk to the Governors (Brian Roberts) is Secretary to the Governing Body, which is the senior decision-making body of the College, and is responsible for advising Governors on their responsibilities under the Charter, Statues and statutory legislation, and for ensuring their decisions are implemented. He plays a key role in College Committees and is responsible for the servicing of Committees of the Governors.
The Deputy Clerk to the Governors (Katherine Webb) works closely with the Clerk to the Governors on matters relating to the Governing body and the Committees of the Governors. She maintains Register of Interests of Governors and other senior staff and produces the annual Calendar of Dates. She also
85 assists the Registrar with the servicing of the Academic Board and the Academic Board Executive Committee.
The Deputy Secretary and Director of Planning (David McGhie) deputises for the College Secretary in his absence. He also heads the planning section, working alongside the Planning Officer (Esther McKaig), [see separate section on the Planning Office].
The Health and Safety Officer (Tom McCartney) advises College management and staff on compliance with statutory safety requirements, delivers general induction and specialised safety training to staff, investigates accidents and incidents, develops safety policies, assists with safety inspections of departments and liaises with external bodies on health and safety matters, [see separate section on the Health and Safety Office].
The Birkbeck Student Information Systems (BSIS) Project Manager (Nick Head) is responsible for the successful and timely delivery of the new Birkbeck Student Information System. Duties include setting up and managing project activities through a project plan, liaising with the supplier (SITS), working with parties across the College to understand requirements, definition of system solutions, documentation, and end user support and training. The BSIS Web Projects Manager (Alpay Beler) is responsible for the delivery of a number of web-based student services, including on-line applications and on-line enrolment.
The Deputy Secretary (Faculty of Continuing Education), (Megan Reeves). Major purposes of the role are to manage the staff, systems and operation of the administration of the Faculty of Continuing Education, in close cooperation with the Dean and College Secretary; to monitor Faculty management information reporting, administrative structure, systems and procedures; to oversee the maintenance and development of relationships with partner institutions.
The PA to the College Secretary & Clerk to the Governors (Chris Terrey) provides support to the College Secretary & Clerk to the Governors, services some Committees of the Governors, co-ordinates applications to the College Development Fund, edits Staff News and administers legal requirements relating to Open University, Educational Recording Agency, Copyright Licensing Agency and the Design and Artists Copyright Society. She also acts as initial contact for access to College archives and legal documents.
The Clerical Assistant (Marion Virgo) provides clerical support to the PA and to the Deputy Clerk to the Governors, and to the College Secretary in the absence of the PA. She also works with the PA on producing Staff News.
86 THE PROBATION PROCEDURE FOR ACADEMIC STAFF
Guidance on the length of this Process Probation Procedure for Academic Staff Academic Staff appointed.
Probation period determined by Chairman of Appointment Panel. - normally three years for Lecturer Grade ‘A’ or Grade ‘B’ - normally two years for Senior Academic Staff
Probationary Advisor Dean of Faculty assigned within 15 days of appointment.
Dean, Induction Probationary to the College, Faculty and School. Advisor, and Head of School
Regular Progress Reviews on Probationary • Research Advisor with • Teaching advice from Head • Management and Administration of School • General Performance where necessary - every 3 months during first year of appointment, every 6 months
Head of School, Annual Interim Review Reports in consultation sent to Staff Development for the Academic with Probation Review Panel. Probationary Advisor and Dean of Faculty
Academic Probation Review Panel considers interim report.
Unsatisfactory Interim Satisfactory Interim Report Report Probationary Advisor and Head of School meet with Probationer & agree an action plan to address shortcomings.
87 Probation for Academic Staff Appeals Procedure Head of School, Final Year Progress Report in consultation Sent to Staff Development for the with Academic Probation Review Panel. Probationary Advisor and Dean of Faculty
Academic Probation Review Panel considers final report.
Unsatisfactory Probation Completion Satisfactory Probation Completion
Probation Extended for up to Probationer invited to a a year meeting with the Master Confirmed in post. Probationary Advisor and Head and Head of School to of School meet with Probationer discuss evidence. to discuss development plan.
Three months’ Probation Extended for up to notice of a year dismissal Probationary Advisor and Head of School meet with Probationer to discuss development plan.
Academic Probation Review Panel considers further report.
Three months’ Confirmed in post. notice of dismissal
For the full policy please go to http://www.bbk.ac.uk/hr/documents/pdf/probationacademicstaff05.pdf
88 Probation for Academic Staff Appeals Procedure
Probationer informed that Academic Probation Review Panel has not recommended confirmation of appointment and notified of right to appeal.
Wishes to Appeal
Probationer must submit appeal to HR Director within 28 days from the date on the letter sent from the Chair of the Panel.
Appeal Panel Hearing
Probationer informed of outcome within 10 days of the Panel meeting.
89 90 STAFF DEVELOPMENT SCHEME
All staff of Birkbeck who are on a contract of over one year will receive an annual Staff Development Appraisal, which will be conducted by their Manager or nominated Appraiser and forwarded to their Head of School or Director of Administration Department. The objective of the Scheme is to create an opportunity for communication between the Appraisee and their manager, to review performance, to set and review objectives together, and to identify development needs.
Original announcement of the scheme by the Master can be found at http://www.bbk.ac.uk/sd/app04/master.html
The 2004 Staff Development Scheme (SDS) paperwork:
• the scheme (policy, procedure, timetable, flowchart etc), and • the forms (including the individual development plan) as well as the form for Deans of Faculties / College Secretary can be downloaded from the website starting at http://www.bbk.ac.uk/sd/app04/#down
Links to further pages including:
• Overview Timetable for the 2004 Staff Development Scheme (by staff category / group) • Next Training Sessions • List of Birkbeck staff trained for Appraisal (on the intranet) • Guide to setting objectives - the big picture • Frequently Asked Questions • Examples of draft Key Objectives • A step-by-step guide to the process including what forms go where and how many copies can also be found on the main SDS webpage at http://www.bbk.ac.uk/sd/app04/
Important points to remember
Role of the Deans, Heads of School and Directors The role of the Deans, the College Secretary, Heads of School and Directors is crucial in the SDS process. They are responsible for making every effort to ensure that:
• all the Appraisers have been appropriately trained to conduct the SDS appraisal, • each member of their staff receives a fair, thorough and high quality appraisal, • alternative Appraisers are appointed if the appropriate Appraiser is not available (for reasons of absence, vacancies etc), or if the Appraisee requests an alternative Appraiser, • links are created between the College's Corporate Plan, Departmental or School objectives and the Appraisee's individual objectives. (The Corporate Plan, which includes these, is available on the College Website at www.bbk.ac.uk/po/calendar/strategy.html), • the SDS Forms are stored in accordance with the Data Protection Act.
91 The Appraisal Process Staff Development Scheme Form The SDS form should be completed within 10 working days of the meeting. It should summarise the content of the discussion and record the objectives that have been agreed. Any action that needs to be undertaken by the Line Manager or others in the School or Department to facilitate the successful completion of an objective should be noted and communicated to them by the Appraiser. Both Appraiser and Appraisee should sign the form as a record of the SDS Appraisal meeting to indicate their agreement to it.
The Appraisee will keep a copy of the completed form: the Appraiser will forward the completed form to the relevant Head of School or Director, who should sign the form, keep a copy and send the original on to Staff Development for the IDP to be actioned, for quality control and for monitoring in accordance with the RRAA 2000.
Confidentiality and Records The SDS form is strictly confidential and must be stored securely by the Head of School or Director. The form should only be accessible to the Appraiser, the Appraisee, Head of School or Director. The whole report must be available to the Appraiser and Appraisee for the individual’s next SDS appraisal. Completed forms (all parts) signed by the Head of School or Director will be sent to Staff Development and forwarded to Human Resources for monitoring in accordance with the RRAA 2000 and storage. Completed SDS forms should be circulated in a sealed envelope marked Confidential or handed to the Head of School or Director in person.
When the Appraisee or relevant Appraiser leaves the employment of the College, the forms kept by the Head of School or Director should be forwarded to the Human Resources Department to be stored with the employee's staff file or shredded if a duplicate exists.
Follow-up After Appraisal It is essential that follow-up action identified in the SDS meeting is carried out. Appraisers should raise significant issues with their Head of School or Director and are encouraged to meet their Appraisees informally through the year to discuss progress against objectives and the outcome of development activity.
Monitoring of the Policy It is the responsibility of Deans of Faculty, College Secretary, Heads of School and Directors to ensure that this policy is implemented and the Human Resources Department will monitor the completion of the SDS. The Director of Human Resources will inform the Master, Dean, College Secretary, Head of School or Director (as appropriate) in cases where appraisals are not carried out in accordance with this procedure.
Links to Other Policies If any member of the staff feels that their work allocation requires review they should raise the matter with their Line Manager, Director, Head of School, Dean or the College Secretary.
Completion of Reports Within one month of the SDS deadlines date, Heads of School and Directors are required to notify their Dean of Faculty or the College Secretary that all the Performance and Development reviews for which they are responsible have been completed.
92 SDS Appraisal Flow Chart
Preparation by Appraiser Preparation by Appraisee • Appraisee Job Description • Appraisee Job Description • Previous Appraisal • Previous Appraisal • Previous and Future Objectives • Previous and Future Objectives • Consider Individual Development Plan • Consider Individual Development (IDP) Plan (IDP) • Review of Part 1 & 2 of IDP submitted by • Complete Part 1 & 2 and return to Appraisee one week before the Appraisal Appraiser one week before Appraisal
SDS Appraisal Meeting Complete Part 3, 4 & 6 together
Once both parties agree, sign and date document
Appraiser forwards document to Head of School / Department Head to sign Part 5
Copy of SDS appraisal stored in accordance with the Data Protection Act by the Head of School or Director and considered the following year
Original completed SDS form forwarded to Staff Development by Head of School or Director for IDP to be fed into College's Staff Development Plan and Budget and actioned.
Monitored in accordance with RRAA 2000
All copies of SDS form sent to HR when Appraiser or Appraisee leaves Birkbeck
93 94 PROCEDURE FOR APPLYING FOR ACADEMIC PROMOTION
The procedures for applying for academic promotion effective from 1 October 2005 are on the College HR website at http://www.bbk.ac.uk/hr/#prom
First please read the General Notes at http://www.bbk.ac.uk/hr/documents/word/acad_prom_general_notes_2005.doc
Promotion from Lecturer A to B The procedure for applying for promotion from Lecturer A to Lecturer B is at http://www.bbk.ac.uk/hr/documents/word/advancegradeatob.doc Any queries or for sending applications please contact Rukshana Naz at [email protected]
Promotion from Lecturer to Senior Lecturer The procedure for applying for promotion from Lecturer to Senior Lecturer is at http://www.bbk.ac.uk/hr/documents/word/acad_prom_lect_seniorlect_2005.doc Any queries or for sending applications please contact Catharine Seaton at [email protected]
Conferment of Title (Reader or Professor) The procedure for applying for Conferment of Title is at http://www.bbk.ac.uk/hr/documents/word/acad_prom_reader_prof_2005.doc Any queries or for sending applications please contact Jackie Williams at [email protected]
Important Things to Remember
1) The deadlines for each stage of the application are in the relevant procedure - Please check as late applications will not be considered.
2) Please make sure that your referees are aware that you have nominated them to provide a reference
3) You will need to supply contact details for your referees. HR will use e- mail where possible to request references so please ensure that you provide current e-mail details.
4) All references obtained must be in English
5) Please send an e-mail copy of your completed application, to the relevant HR member. The signed hard copy must be received in HR by the relevant deadline.
Dates of the panel meetings are in the College Calendar at http://intra.bbk.ac.uk/cal/index.html
95 96 HUMAN RESOURCES KIT FOR SENIOR SCHOOL ADMINISTRATORS
This HR Kit has been devised to assist you in any daily HR and Payroll queries that you may have within your School and/or Department, and is a summary of Birkbeck’s key HR processes, policies and procedures.
Please note the relevant HR Advisor and HR Assistant for your Faculty. They are your first point of contact.
Faculty of Arts and Social Sciences HR Advisor: Katy Halliwell 020 7631 6529 HR Assistant: Roxy Naz 020 7631 6533
Faculty of Continuing Education / Central Administration HR Advisor: Gareth Stirrat 020 7079 0735 HR Assistant: Catharine Seaton 020 7631 6519
Faculty of Science HR Advisor: Robert Morrison 020 7631 6308 HR Assistant: Jessica Choy 020 7631 6527
General Administration
New Starters • HR aims to have a contract sent to a new employee at Birkbeck as soon as the panel papers are received. • A new employee does not “exist” at Birkbeck until they have returned their contract and personal details form to HR. • Once HR has this information the new employee is entered onto the HR/Payroll (UPAY) system. • A new employee cannot get paid, have their email account set-up or have their ID card issued until the new employee returns their signed contract. • We require at least 2 working days to put a new employee onto the HR/Payroll (UPAY) system. Please ensure that all panel papers are sent to HR as soon as possible after interviews.
Resignation • Resignation notification must be given in writing to the line manager. • HR must be sent a copy of the resignation letter so that we can end the employee on the UPAY system. If this is not done, the employee will still be paid after leaving Birkbeck. • Clerical, Research, Craft, Technical and Manual staff must all give at least 4 weeks notice. • Academic Related staff must give 3 months notice. • Academics may leave Birkbeck only at the end of a term or a date in the vacation following. • Once an employee has resigned or is on a fixed term contract that is due to end, HR contacts the individual’s line manager to confirm any outstanding annual leave entitlement.
97 • Once HR receives this information a leaving letter including an exit questionnaire will be sent to the individual and we will end the person on the UPAY system. Please ensure that staff that is leaving Birkbeck has forwarded a copy of their resignation letter to HR.
Leavers • Once an employee has resigned or is on a fixed term contract that is due to end, HR will contact the individual’s line manager to confirm any outstanding annual leave entitlement that will be paid in lieu with the employee’s final salary payment. • Once HR receives this information a leaving letter will be sent to the individual and we will end the person on the UPAY system.
Payroll Procedure • HR will contact the Head of School for confirmation if an employee’s contract is due to come to an end. • HR will contact Schools/Departments four months in advance in order for HR to give an employee sufficient notice period. • Legal requirements for notice periods dictate that Clerical, Research, Craft, Technical and Manual staff are to be given 1 month’s notice. Academic and Academic Related staff require 3 months notice. HR must obtain this essential information as soon as possible. • Please refer to the Payroll Calendar for further details on payroll dates for the 2004/2005 year. These dates are the absolute latest that payroll information can be put on the system so please ensure you keep to these deadlines. • HR will not take responsibility if staff does not get paid due to lack of information by the cut-off date for Payroll. Please ensure that Heads of School are aware of these payroll deadline dates and that these dates are adhered to. Please ensure that sufficient notice periods are given to HR for staff whose contracts are ending. Please forward on all payroll information to HR.
Holiday entitlement • All non-academic staff is entitled to take 25 days annual leave per annum. If staff requires an annual leave card, please contact HR. • There is no specific period of annual leave laid down for Academic Staff. Such holidays will normally be taken in Birkbeck’s vacations. • No more than five days can be carried over from one leave year to the next. • Casual staff is entitled to accrue annual leave like any other member of staff. Staff must not carry over more than five days from one leave year to the next.
Booking Temporary Staff • If you require HR to book a temporary member of staff through an agency please contact your relevant HR Assistant. You will be asked to complete a form and return this to HR. • Once HR receives this form we have to ensure there are sufficient funds available for paying the agency. • If the temp is going to be paid from School funds, Finance will be contacted to check funds and the Head of School for authorisation.
98 • If the funds will be paid using college funds the Dean of Faculty must give HR their approval for this. • As HR must obtain approval before a temp is booked, this process can take up to 3 days to book a temp, so please give HR as much notice as possible. • Please be aware temporary staff can only work 35 hours per week. • There is generally a booking fee payable to agencies if casuals become permanent and this amount can be up to 13 weeks of the casual’s salary, which is payable by the School. Please complete and return the Casual Request Form when requesting a temp. Please supply HR with the cost code that the Temp will be funded through.
Sickness Procedure • On the first day of being absent from duty staff must contact their Line Manager and notify them that they are ill and unable to come into work. Line Managers should then fill in the “white” Sickness Absence form and send to HR. • If a staff member is away for 3 calendar days or less they do not need to provide any certification. • If a staff member is away for 4 –7 calendar days, a Personal Sickness Certificate needs to be completed. • If staff members are away for more than 7 calendar days they will be required to provide a doctor’s certificate in addition to filing out a Personal Sickness Certificate. • The Line Manager then needs to send the yellow sheet to HR once the staff member returns to work. • When staff return to work after a period of illness, a brief return to work interview with their line manager may be necessary. • Also, please make sure any Doctor’s notes are sent to HR. Please ensure that all staff sickness forms are sent to HR so that sickness can be properly monitored throughout the College.
Evening Nursery • The Nursery is available for students and current staff. It accepts children aged 2-10 years. It is open from 5.30pm – 9.00pm Monday to Friday during term time. Prices are: Students: £7.50 per child per evening Staff: £8.50 per child per evening • There is a £1.00 discount for two children booked in the nursery on the same evening. • The temporary location of the Nursery is 20 Taviton Street, London WC1. • For further information on the Nursery, please direct staff/students to Mrs Deirdre Lazarus [email protected] Application forms for the Nursery can be collected from HR.
Recruitment and Selection Process
Recruitment Process • Written confirmation must be sent to the HR Advisor advising that the School wants to advertise for a position. • The Job Description (JD) and advert must be sent to your HR Advisor as well as the name of the publication the School wish to advertise in. HR automatically advertises in www.jobs.ac.uk. • Interview date must be organised by the School and provided to HR before the position can be advertised.
99 • HR arranges authorisation and funding approval. • Please note that it takes approximately 7-10 days for adverts to be published from the time of JD and advert approval. • Closing date for applications is normally 2 or 3 weeks after the advert appears in publication, however this period of time can be extended if required. Ensure that paperwork is sent to HR as soon as possible after short-listing.
Interview Process • The School must arrange to collect the applications and panel papers on a mutually agreed time/date from the HR Office. • If a presentation is required of candidates, HR must be informed of the presentation title prior to sending out interview letters. • Presentations are organised by the School. • HR requires 10 days from receiving the shortlist to interview date to arrange for interview letters and reference letters to be collected. • HR does not take up references prior to interview for Clerical posts. • If the panel is interviewing over two days, the same panel must be used. • For Academic interviews, please ensure that only 5 (or less) candidates are offered interviews. This has been requested by the Master. • For interview panels, please ensure that you have an even male and female ratio wherever possible. After Interviews • So HR can generate interview letters as well as turn down letters, please ensure that we receive the short-listing papers back on time. • HR needs at least one reference for an employee’s current manager to commence at Birkbeck so please consider this in relation to the proposed start date. • If the employee requires a Work Permit, HR needs to be informed so we can arrange the paperwork. Please refer to the Recruitment and Selection guidelines for further information.
Work Permit and Visa Requirements
Staff from these countries does not require a work permit: Austria Italy Cyprus Belgium Luxembourg Czech Republic Denmark Estonia The Netherlands Finland Portugal Hungary France Spain Latvia Germany Sweden Lithuania Greece Malta Ireland Poland Slovakia Slovenia
Work Permit requirements • HR will organise Work Permits for Academic/Research staff employed by the College from non-EU countries, if necessary and appropriate. • Staff who has never worked in the UK before will need a Work Permit, which can be granted for up to 5 years but is dependent on the length of their fixed term contract. • To successfully apply for a Work Permit, HR requires at least 2 months notice. • Costs met by the College – Work Permit payment – £153.00 • Staff cannot commence at Birkbeck without the work permit.
100 Leave to Remain • For prospective non-EU employees who are currently working in the UK for another University, the staff member will require a new work permit that HR will organise. They will also need to apply for Leave to Remain. • To successfully apply for a Work Permit and Leave to Remain for non-EU staff members, HR requires at least 3 months notice. • There is currently a 3 month back log at Work Permits UK so please do not ask HR to organise Leave to Remain in less time than this as it is not possible to do so. • Costs met by applicants – Leave to Remain – £121.00 • Staff cannot commence at Birkbeck without Leave to Remain.
Student Visas • Staff working on a student visa needs to bring their passport and relevant paperwork to HR so we can see the student visa. • Staff working on Student Visas cannot work more than 20 hours per week during term time. • Student Visas cost £150.00 and are to be organised and paid for by the staff member – not the College. • Staff who requires this visa cannot commence at Birkbeck before providing HR with evidence of the visa.
Visa requirements for all non-EU staff • Passports and work visas of all non-EU staff must be checked prior to staff commencing work and before they can be paid their monthly salary by the College. If you are unsure if a staff member requires a visa to work at Birkbeck, please contact HR.
Queries relating to Work Permits should be directed to your relevant HR Adviser.
Induction and Probation
Induction • The induction process should help welcome new staff members when they take up their post and give them the necessary information and advice to settle in, find their way around and incorporate them into the School/ Faculty/Department. • All new staff must attend the Birkbeck Induction Day to introduce them to Birkbeck. • On their first day, staff is required to be assigned a mentor who should arrange their induction to Birkbeck. • The Mentor’s role is to assist the new staff member to settle into their new position and provide any necessary information. • There is a checklist for the mentor and new staff member which will assist both in this process – a copy can be obtained in HR. Please ensure all new staff is given induction information.
Probation period for New Academic staff • The probationary period is normally three years. • This period is designed to provide enough time for a new member of staff to acquire those skills and qualifications which are needed for all three
101 aspects of the job of University teacher and which he/she does not already have on appointment. • All newly appointed Lecturers who have not already done so are required to follow and complete an ILT-accredited course in Teaching in Higher Education, known as Teaching in Life-Long Learning course (TILL). • Within two weeks of the Academic’s appointment, the Head of School is supposed to convene a meeting between the new Academic staff member, their Probationary Advisor (a colleague from your School who will have been designated), the Course Leader of TILL and the Staff Development Manager.
Probation for Non-Academic Staff • Probation period is 6 months - which is reviewed 3 and 6 months after the start date of an appointment. • Probation Advisers should return reports to the HR Team at the appropriate 3-month and 6-month dates. • Line Managers then confirm the person in post. • Copies of the report are available from HR. Copies of probation documents must be sent to HR.
Family Policies
Maternity • Expectant employees must inform HR when they are pregnant by completing the Maternity Leave Planner. • HR will send a letter to expectant staff members informing them of their maternity leave and pay entitlements. • Depending on the length of service, staff members will be entitled to certain benefits/pay whilst on Maternity Leave. • HR also requires a copy of the MAT B1 form from all staff that is pregnant as soon as possible. • Staff who does opt to take enhanced maternity leave is required to return to Birkbeck for at least three months after their maternity leave ceases. If the staff member does not return after this period, HR is required to request the money back on behalf of Birkbeck. • For those academic members of staff who are eligible for the enhanced Maternity Leave cover, HR can pay up to £4000 per term absent to the School. The School is required to provide a breakdown of costs to HR so we can arrange with Finance to transfer the required amount to the School. • Please refer to the Maternity Leave policy for further information. Please remind employees to inform HR when they are pregnant so that HR can arrange their maternity leave and pay entitlements.
Paternity • Staff members can take up to two weeks’ paid paternity leave. • This leave can be taken either in a one or two week block within the period of 56 days of the actual date of birth of the child. • Staff is to provide a copy of their wife’s MAT B1 form to HR before paternity leave can be approved. • Form needs to be completed and agreed/signed by Head of School/ Department Director and sent to HR.
102 Please ensure that staff that is wishing to take paternity leave gets the leave approved by the Head of School/ Department Director and then send a copy to HR.
Adoption - Within Great Britain • Need to provide a copy of the adoption leave planner to HR. • Certificate stating expectant date of placement of the child should be sent to HR as soon as it has been issued to the employee by the relevant approved adoption agency. • Adoption pay/leave entitlements are dependent on length of service and is provided in the policy Adoption Leave on the HR webpage.
Adoption - From Overseas • Adopters need to complete the Adoption Leave Planner (overseas) and send to HR within 28 days if receiving official notification. • Need to provide HR with a rough estimate of when the child will enter Great Britain. • A copy of the official notification must be appended by the employee to the completed Adoption Leave Planner. • Adoption pay/leave entitlements are dependent on length of service and is provided in the policy Adoption Leave on the HR webpage. Can Administrators please remind employees to inform HR when they are adopting so that HR can arrange their adoption leave and pay entitlements.
Parental Leave • All employees with at least one year’s continuous service will be eligible for parental leave in order to look after a child or to make arrangements for the welfare of a child. • The leave may be taken either: a) Within 5 years of the child’s birth if the child was born on or after 15 December 1999. b) Within 18 years where the child is disabled. c) Up to the adopted child’s 18th birthday, or within 5 years of the date of adoption, whichever is the sooner. • A total of 13 weeks is available for each child. 18 weeks is available for each disabled child. • Entitlement is per child in the case of multiple births or the adoption of more than one child. This leave includes any parental leave already taken for a child during any period of previous employment with another employer. • Parental leave may be taken in blocks of one calendar week up to a maximum of four weeks in a calendar year. • Leave is unpaid. • Form needs to be completed and approved by the Head of School/ Department Director and sent to HR. Please ensure that forms are approved by the Head of School/Department Director and sent to HR.
HR Forms
The following forms can be collected from HR.
• 2004/2005 Payroll Dates • Annual Leave Card – Permanent/Fixed Term Staff • Annual Leave Card - Casuals
103 • Agency/Casual Staff Request Form • Induction Staff Checklist • Sick Leave/Return to Duty Form • Evening Nursery Guidelines and Application form • Staff leaving Questionnaire • Flexible Work Application Form • Maternity Leave Planner Form • Adoption Planner Form (within UK) • Adoption Planner Form (outside the UK) • Adoption Planner Form (within UK) – Paternity • Adoption Planner Form (outside the UK) - Paternity • Paternity Leave Form
104 POLICIES, GUIDELINES AND STRATEGIES
All HR policies are located on the web and are available on the Human Resources Intranet page.
• Human Resource Strategy • Adoption Leave • Addressing Conflicts of Interest – a Code of Conduct on Relationships at Work • Capability (Performance) Policy • Career Breaks • Code of Practice on Disability in Employment • Code of Practice for the World-Wide Web • Communication • Computing Regulations • Data Protection Policy • Dignity at work and Study • Early Retirement and Voluntary Severance Scheme • Family, Paternity and Parental Leave • Fixed Term Employment • Flexible Working Policy • Grievance • Guidelines for Users of Display Screen Equipment • Guidelines on Security and Insurance • Homeworkers Policy • Identity Cards for staff • Leave of Absence Procedure for Academic Staff • Maternity Policy • Network Security Policy • (Occupational) Stress Management Policy • Probation Scheme for Lecturers Appointed from 1 September 1998 • Probationary Procedure for Senior Academic Staff • Procedure for Dealing with Sickness Absence • Public Duties • Public Interest Disclosure ('Whistleblowing'): College Policy • Race Equality Policy (Final, 1 May 2003) • Recruitment and Selection Guide – July 2005 • Recruitment • Redundancy Policy and Procedures • Remission of Fees • Scientific Misconduct and Fraud • Smoking Policy • Staff Development Strategy • Staff Leaving Questionnaire • Workers Registration Scheme
Please use the following link to view the above documents http://www.bbk.ac.uk/hr/#docs
Some of the policies more frequently queried about are summarised in following pages.
105 ADOPTION LEAVE
Introduction
This policy presents a set of provisions applicable to those employees considering becoming an adoptive parent and who intend to take the role of the Adopter of the adopted child, whether the child is from Great Britain or coming from overseas.
This policy does not include the provisions connected to Maternity or Paternity Leave or for Parental Leave for either natural or adoptive parents – these are detailed in the Maternity Policy or in the Family, Paternity and Parental Leave Policy respectively.
Birkbeck recognises that, as with those employees who benefit from Maternity and Paternity Leave provisions, employees who choose to adopt children should also be entitled to benefit from leave and other considerations. This will also encourage them to return to Birkbeck, so that the skills and experience of valuable staff at every level are retained and used most effectively.
Birkbeck believes that the most effective approach is a personal one, taking into account as far as is practicable, special needs associated with the time prior to the adoption and subsequent to it. Close communication is vital in order to discuss and plan the time away from work, the continued communication during absence, and to talk through other issues including settling back into work and access to information regarding statutory rights and Birkbeck’s policy.
Further information can be found on the following websites: www.adoption.org.uk/information www.adoption-net.co.uk
The Full Policy including • Definitions of terms used in the policy • Adoption Leave Periods and Pay • Benefits for the Adopter • Procedure for Adoption Leave and Pay • Responsibility • Example of a Matching Certificate • Adoption Leave Planner • Draft Model Letter to Acknowledge Notification of Adoption Leave • The Adoption Timetable can be found at http://www.bbk.ac.uk/hr/documents/pdf/adoptionleave.pdf [PDF] http://www.bbk.ac.uk/hr/documents/word/adoptionleave.doc [MS Word]
106 DIGNITY AT WORK AND STUDY
Introduction
Birkbeck is committed to a safe and enjoyable working and learning environment and considers that harassment and bullying is harmful to all employees, students, job applicants, agency staff, contractors and consultants alike. It can subject individuals to fear, stress and anxiety, and put great strains on an individual’s work, personal and family life. This can lead to illness, accidents, absenteeism, poor performance, and an apparent lack of commitment, which therefore impacts badly on safety and organisational effectiveness.
Those who are harassed, victimised or bullied may often feel vulnerable and are reluctant to complain. This policy aims to ensure the fair treatment and dignity of women and men prohibiting all forms of harassment or bullying, whether relating to disability, racial, religion or similar belief, sexual discrimination or others.
The College has a number of trained Harassment Advisers who are available to all staff and students to speak to in confidence. If an individual feels they have been harassed or bullied, or if employees witness others being subjected to such behaviours, they are encouraged to speak to a Harassment Adviser. Members of the Human Resources Team and representatives of the Trade Unions and Students Union are also available to support staff and students as appropriate.
Senior members of Birkbeck Administration, Deans of Faculties, Heads of Schools or Departments, academic staff, managers and supervisors have a particular responsibility for ensuring that individuals do not suffer any form of harassment, and that they are encouraged and supported in any legitimate claim.
For all other issues, which do amount to harassment, the grievance procedure must be used.
The Full Policy including • Definitions of Unacceptable Behaviour • Dignity at Work and Study Complaints Procedure • Mediation • Deliberately False or Malicious Allegations • Equal Opportunities Monitoring • Responsibility • Other sources of Help and Support • Role of the Harassment Adviser • Dignity and Work and Study Formal Complaint Form can be found at http://www.bbk.ac.uk/hr/documents/pdf/dignityatworkandstudy.pdf [PDF] http://www.bbk.ac.uk/hr/documents/word/dignityatworkandstudy.doc [MS Word]
107 FAMILY, PATERNAL AND PARENTAL LEAVE
Introduction
To detail the eligibility, requirements, entitlements and associated procedures relating to a range of circumstances which may allow or necessitate an employee to take additional leave for parental, paternity (including adoptive parents), or other family reasons, where the employee meets the eligibility requirements.
This policy does not include the provisions connected to Maternity Leave for natural mothers or Adoption Leave for the designated adopter – these are detailed in the Maternity or Adoption Policy, as appropriate.
Birkbeck recognises that employees may have family responsibilities and obligations in addition to the responsibilities they have to Birkbeck. It also appreciates that, at times, it is difficult to balance these demands and that undue stress and hardship is caused when a conflict occurs between work and family life. Birkbeck therefore wishes to provide a range of benefits, which exceed the Statutory requirements, and which will enable employees to fulfil their family responsibilities during urgent or emergency situations without having to use their holiday entitlement.
The Full Policy including • Parental Leave • Paternity Leave • Leave for Family Emergencies • Bereavement Leave • Domestic Emergencies • Responsibility • Request for Parental or Family Leave form • Request for Paternity Leave form • Request for Adoptive Paternity leave form can be found at http://www.bbk.ac.uk/hr/documents/pdf/familypaternityparentalleave.pdf [PDF] http://www.bbk.ac.uk/hr/documents/word/familypaternityparentalleave.doc [MS Word]
108 FIXED TERM EMPLOYMENT
Introduction
This policy provides the College with guidance in relation to terms and conditions of employment for Fixed-Term employees. This policy complies with the requirements of the Employment Rights Act 1996 regarding the issue of terms and conditions of employment to staff, and with the Fixed-term Employees (Prevention of Less Favourable Treatment) Regulations 2002. This policy has taken into consideration the Fixed-Term and Casual Employment Guidance for Higher Education Institutions June 2002 as agreed by the Joint Negotiating Committee for Higher Education Staff.
All recruiting managers concerned with the recruitment of Fixed-Term employees must be fully compliant with the terms of this policy.
Birkbeck is committed to ensuring that all Fixed-Term employees will not be treated less favourably than an equivalent established employee and that they will receive an appropriate offer letter and a statement of terms and conditions before they commence their employment with the College.
The offer letter and statement of terms and conditions of employment are designed to provide employees with written details of certain terms and conditions of employment in order to clarify the key terms of employment and satisfy legal requirements. The letter and statement are not intended to set out the whole of the employment contract as this will also be governed, amongst other things, by custom and practice, implied terms, and any oral and written instructions, which are agreed and implemented during the course of employment.
The Full Policy including • Definitions • Objective Reasons for Recruiting Fixed-Term Employees • Procedure • Probationary Period • Offers and Statements of Terms and Conditions • Termination of a Fixed-Term Contract • Responsibility can be found at http://www.bbk.ac.uk/hr/documents/pdf/fixedtermemployment.pdf [PDF] http://www.bbk.ac.uk/hr/documents/word/fixedtermemployment.doc [MS Word]
109 MATERNITY POLICY
Introduction
This policy is intended to support established and temporary employees who are pregnant whilst at work and during a period of absence due to maternity. It ensures that the terms and conditions relating to these employees are fair and equitable. Additionally, it ensures that Birkbeck complies with the requirements of current legislation.
Birkbeck recognises that career patterns may be different because many women choose to combine working and having children. Women will be given the appropriate counselling, assistance and positive encouragement to return to Birkbeck, so that the skills and experience of valuable staff at every level are retained and used most effectively.
Birkbeck believes that the most effective approach is a personal one, taking into account as far as is practicable, special needs associated with the time prior to the birth and subsequent to it. Close communication is vital in order to discuss and plan the time away from work, the continued communication during absence, and to talk through other issues including settling back into work, assisting with finding child care and access to information regarding statutory rights and Birkbeck’s policy.
Further information can be found on the following websites: www.maternityalliance.org.uk www.dti.gov.uk
The Full Policy including • Definitions of certain terms used in the policy • Notification • Health and Safety • Maternity Leave • Maternity Pay • Benefits • Further Legal Considerations • Responsibility • Maternity Leave Planner • Draft Model Letter for Employers to Acknowledge Notification of Maternity Leave • The Maternity Timetable can be found at http://www.bbk.ac.uk/hr/documents/pdf/fixedtermemployment.pdf [PDF] http://www.bbk.ac.uk/hr/documents/word/maternity.doc [MS Word]
110 PROCEDURE FOR DEALING WITH SICKNESS ABSENCE
Introduction
1.1 Members of staff who are absent due to ill-health are required to report their absences in accordance with the agreed procedures; 1.2 Deans of Faculties and Administrative and Section Heads have access to sickness absence details for their particular area on the computerised system; 1.3 The Human Resources Department will monitor sickness absence levels and will bring to the notice of Deans of Faculties and Administrative Sections those members of staff whose levels of sickness absence are unacceptably high. Deans of Faculties and Administrative Section Heads, through the staff member's line manager, are required to take appropriate action to address the problem. 1.4 In determining whether individual levels of sickness absence are unacceptably high, sickness absence in the department and throughout Birkbeck will be taken into account.
Investigation
2.1 Before discussing the issue of sickness absence with a member of staff, the Human Resources Department should be consulted; 2.2 If levels of sickness absence cause concern, this will be brought to the member of staff’s attention by the appropriate line manager, who will ask him or her for co-operation in reducing the levels of sickness absence; 2.3 Particular attention will be paid to patterns of absence; 2.4 The individual circumstances of each member of staff will be looked at sympathetically and all factors will be taken into consideration, including the staff member's history of sickness absence whilst employed at Birkbeck. Account will also be taken of Birkbeck's Code of Practice relating to Disability in Employment; 2.5 The member of staff will have the right to request that a friend or union representative accompany him or her to any subsequent meeting following the initial interview with the line manger. 2.6 In the case of a staff member normally required to undertake paid overtime, the staff member’s line manager may decide that, as the commitment to overtime may be affecting the staff member's health, no overtime opportunities will be provided until the line manager is satisfied that that the health problem has been overcome.
Action
3.1 If a member of staff is unable for health reasons to attend work on a regular basis, the member of staff is expected to co-operate in being examined by a doctor or nurse from the University Health Centre, the cost of which will be met by Birkbeck. Birkbeck will request a medical report from the University Health Centre or from the individual’s G.P. or consultant to determine his or her fitness for work. When reports are
111 requested from the individual’s GP or consultant, the staff member has the right under the Access to Medical Reports Act to request to see the medical report before it is submitted to Birkbeck. Staff will be informed of these rights before medical reports are taken up.
FIT FOR WORK
3.2 If the member of staff is declared fit for work, Birkbeck will expect him or her to attend for work on a regular basis. Birkbeck will inform the staff member in writing that his or her attendance will, depending on the circumstances, be monitored for a period varying from a couple of months to six months. The letter to the staff member will state the monitoring period and also mention that at the end of that period, Birkbeck may, having taken all the circumstances into account, deal with this by means of Birkbeck's disciplinary procedures.
UNFIT FOR WORK
3.3 If a member of staff is declared unfit for work, Birkbeck will investigate the possibility of re-deployment or early retirement on the grounds of ill- health; 3.4 If neither of the above options is possible, Birkbeck, after taking medical advice, may regretfully have to dismiss on the grounds of incapability due to ill-health. However, the member of staff will be consulted at all stages before any action is taken.
SICKNESS DURING A VACATION
Occasionally, members of staff might become ill when on vacation (which does not normally include periods during which Birkbeck is closed at Christmas and Easter) and wish to have their period of leave taken as sick leave. In these cases, the following rules should be followed: 1. If a member of staff falls ill while on vacation in this country, the appropriate line manager MUST BE INFORMED IMMEDIATELY (see paragraph 3 below). A Sick Leave Report will then be sent to Human Resources by the designated record keeper as in the agreed procedure. 2. If members of staff are ill for between four and seven days, a self- certificate form must be completed when they return to work. A medical certificate, dated at the time of the illness must be provided if they are ill for more than seven consecutive days (including weekends). RETROSPECTIVELY DATED CERTIFICATES WILL NOT BE ACCEPTED. 3. If, for example, members of staff are abroad and it is not possible to contact Birkbeck at the on-set of an illness, then a doctor’s certificate dated at the time the illness occurred must be provided when the member of staff returns to work. RETROSPECTIVELY DATED CERTIFICATES WILL NOT BE ACCEPTED.
[Approved by Governors in December 1998 and amended in July 2001]
112 RACE EQUALITY POLICY
The principal aims of Birkbeck College are:
• To provide part-time courses of study to meet the changing educational, cultural and training needs of adults who are engaged in earning their livelihood, and others who are able to benefit; • To enable adult students from diverse social and educational backgrounds to participate in our courses; • To maintain and develop excellence in research and research training in all our subject areas; • To make available the results of research, and the expertise acquired, through teaching, publication, partnerships with other organisations and the promotion of civic and public debate.
Birkbeck College is committed to maintaining and enhancing a culture in which diversity and equality of opportunity are actively promoted and in which unlawful discrimination is not tolerated. The College will develop, improve and maintain an environment that values the diversity of its students and staff.
The College’s Equal Opportunities Policy encompasses its Race Equality Policy, which is itself supported by relevant action plans developed to address and implement the policy in relation to staff and student issues.
Birkbeck College believes in the principle of social justice, recognises that discrimination affects people in complex ways and is committed to challenging all forms of inequality. To this end, the College’s aim is to ensure that equality principles are embedded in all strategic, College, Faculty, School and Departmental plans so that it can continue to be able to attract and retain high quality staff and students. The College’s stance will aid its relations with other bodies, and enhance its reputation for undertaking high quality research and teaching that meets the needs of all its students.
The College recognises that successful implementation of its Race Equality Policy is dependent on wide consultation with all the relevant bodies and individuals, of which its community is made up. This includes: Governors, staff, students, trade unions, the Students’ Union, senior management, relevant College committees and external bodies with which the College has partnerships.
The Full Policy including • Birkbeck College context • Responsibilities • Support and Guidance for Governors, Staff and Students • Monitoring • Publication of the Policy and Results of Assessment and Monitoring • Partnerships • Breach of the policy • Definitions of certain terms used in the policy • Birkbeck College Race Equality Policy Action Plan Oct 02 can be found at http://www.bbk.ac.uk/hr/documents/word/RaceEqualityPolicy1May03.doc [MS Word] http://www.bbk.ac.uk/hr/documents/pdf/RaceEqualityPolicy1May03.pdf [PDF]
113 114 ACCOMMODATION
• Birkbeck has a limited quota of places in the University of London Intercollegiate Halls of Residence. Priority is given to full-time postgraduate students who have not previously lived in the UK. • All Birkbeck students are entitled to use the services of the University of London Accommodation Office (ULAO) to seek help with finding accommodation or to obtain advice (include free legal advice) concerning housing. • London Hostels Association Ltd (LHA) manages a series of hostels providing affordable accommodation for some 1250 young people. • You can book accommodation through the London Tourist Board. • Women’s Link offers advice and help on accommodation for women in London. • ShelterLine offers advice on accommodation in London in case of absolute emergency. • If necessary, international students can book temporary accommodation from ULAO for up to 10 days if they need time to resolve long-term accommodation options. • Located close to Birkbeck, the International Students House has accommodation for over 550 people. • The Goodenough College has facilities for international postgraduate students. • International Lutheran Student Centre provides accommodation for postgraduate students, of any religion, in London. • London Conference on Overseas Students publishes a London student hostels directory.
If you have any further queries about accommodation for full-time students, please contact the Registry or visit http://www.bbk.ac.uk/about/programmes/accom/
If you have any further queries about accommodation for international students, please call 020 7631 6392 or visit http://www.bbk.ac.uk/for/prospective/full- time/international/facilities/isaccom
If you have any further queries about accommodation for part-time students, please contact the Registry or visit http://www.bbk.ac.uk/about/programmes/pgaccom/
115 116 HOW TO GET TO BIRKBECK COLLEGE
Rail Euston Station • 10 minutes walk to Malet Street • Northern Line to Goodge Street • 10 or 73 bus to Gower Street
Kings Cross / St Pancras • 15-20 minute walk to Malet Street • Northern Line to Goodge Street • Piccadilly Line to Russell Square • 10 or 73 bus to Gower Street
Underground Euston Square Russell Square • Circle Line • Piccadilly Line • Metropolitan Line Tottenham Court Road • Hammersmith and City Line • Central Line Goodge Street • Northern Line • Northern Line Holborn Warren Street • Piccadilly Line • Northern Line • Central Line
Bus Gower Street 10, 24, 29, 73, 134 Russell Square 7, 188 Tottenham Court Road 10, 24, 29, 73, 134
Driving If you are planning your journey by car, please bear in mind congestion charges; our central London location also means that parking facilities are not only limited but may be expensive. For information about disabled parking facilities in Senate House, please contact Vivienne Frater on 020 7862 8122.
Cycling There is an extensive network of cycle routes leading to Birkbeck.
117 118 MAP OF BIRKBECK BUILDINGS AND IMMEDIATE SURROUNDING AREA
Key to Buildings
1. Waterstones Bookshop 2. Gordon House and Ingold Laboratories Chemistry 3. 39-47 Gordon Square FCE Slide Library, Book Library, Language, Linguistics and Culture, Self-Access Language Centre, History of Art, Film and Visual Media 4. 10-16 Gower Street Law, Philosophy, Politics and Sociology 6. Main Building Administrative Offices, Biology, Crystallography, History, Psychology, Students' Union, Harkness Hall, Library 7. 26 Russell Square Faculty of Continuing (FCE) 8. Senate House (North Block) Computer Science, Mathematics & Statistics, Psychology (part) 9. South Wing, UCL Earth Sciences 10. 32 Tavistock Square Faculty of Continuing (FCE) 11. 28b, 32 Torrington Square Faculty of Continuing Education (FCE) (part), Centre for Speech and Language 12. University of London Union (ULU) 13. 30 Russell Square English 14. Clore Management Centre Management and Organizational Psychology 15. 14 Bloomsbury Square Law (part); History, Classics and Archaeology 16. 7 Bedford Square Psychology (part), Registry (part/temporary)
119 120 TERM DATES AND HOLIDAY CLOSING
Term dates and holiday closing 2004/2005
Autumn 4 October 2004-17 December 2004
Christmas and New Closing at 5.00pm on Thursday, 23 December 2004 Year closure Re-opening on Tuesday, 4 January 2005
Spring Thu 6 January 2005-Wed 23 March 2005
Easter closure Closing at 10.00pm on 23 March 2005 Re-opening on 30 March 2005
Summer 25 April 2005-8 July 2005
May Day Bank Holiday Closed all day on 2 May 2005
Spring Bank Holiday Closed all day on 30 May 2005
August Bank Holiday Closing at 8.00pm on 26 August 2005 Re-opening on 30 August 2005
Term dates and holiday closing 2005/2006
Autumn 3 October 2005-16 December 2005
Christmas and New Closing at 8.00pm on Friday 23 December 2005 Year closure Re-opening on Wednesday 4 January 2006
Spring 9 January 2006-24 March 2006
Easter closure Closing at Wednesday 12 April 2006 at 10.00pm. Re-opening on Wednesday 19 April 2006 at 9.00am
Summer 24 April 2006-7 July 2006
May Day Bank Holiday Closed all day on 1 May 2006
Spring Bank Holiday Closed all day on 29 May 2006
August Bank Holiday Closing at 8.00pm on 25 August 2006 Re-opening on 29 August 2006
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Term dates and holiday closing 2006/2007
Autumn 2 October 2006-15 December 2006
Christmas and New Closing on Friday 22 December 2006 at 8.00pm Year Closure Re-opening on Wednesday 3 January 2007
Spring 8 January 2007-23 March 2007
Easter closure Closing on Wednesday 4 April 2007 at 10.00pm. Re-opening on Wednesday 11 April 2007 at 9.00am
Summer 23 April 2007-6 July 2007
May Day Bank Holiday Closed all day on 7 May 2007
Spring Bank Holiday Closed all day on 28 May 2007
August Bank Holiday Closing at 8.00pm on 24 August 2007 Re-opening on 28 August 2007
Term dates and holiday closing 2007/2008
Autumn 1 October 2007-14 December 2007
Christmas and New Closing on Friday 21 December 2007 at 8.00pm Year closure Re-opening on 2 January 2008
Spring 7 January 2008-Tue 18 March 2008
Easter closure Closing on Wednesday 19 March 2008 at 10.00pm. Re-opening on Wednesday 26 March 2008 at 9.00am
Summer Wed 16 April 2008-4 July 2008
May Day Bank Holiday Closed all day on 5 May 2008
Spring Bank Holiday Closed all day on 26 May 2008
August Bank Holiday Closing at 8.00pm on 22 August 2008 Re-opening on 26 August 2008
http://www.bbk.ac.uk/about/birkbeck/termdates
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