General College Information an Introduction from the Master of Birkbeck 1 College Corporate Plan 3
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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.