New Staff Handbook 2020-2021
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New Staff Handbook 2021-2022 Table of Contents Page number Page number Page number Page number 1. Welcome ...............................................................1 9. Information Governance and Security .........8 17. Health and Safety ............................................19 23. Finance .............................................................. 28 – Data Protection – The Occupational Health Unit – Financial Operating Procedures 2. Important Contacts ............................................1 – Cyber/Information Security – Emergency Procedures – Finance Information 3. Getting Started ...................................................2 – Computer Incident Response Team – No Smoking Policy – Finance and Support Team (FAS) (StACSIRT) – Alcohol, Drugs and Substances – Maps 24. Procurement ......................................................29 – Induction and New Staff Essentials – Freedom of Information – Fire Safety – Health and Safety Training 25. Human Resources ............................................29 – ID Cards 10. Corporate Communications ...........................10 – Accident/Near Miss/Dangerous – The Annual Leave Policy – User Account/Email – When to contact the News Team Occurrence Reporting – Probation Policy – New Starter Online Training – When to contact Community Relations – Safeguarding and ‘Prevent’ – Sickness Absence Policy – Visual communications (photography 4. Structure and Governance ...............................3 – The Mediation Service and video production) 18. Security and Response Team ........................21 – University Governance – The Mental Health Task Force – When to contact the Digital – Principal’s Office – Equally Safe Communications Team 19. Environment and – Faculties and Deans – Report and Support – When to contact the Public Engagement Sustainable Development ............................. 22 – Governance Zone – Pay Days Team – Transition University of St Andrews – Strategic Plan – HR Self Service – When to contact the Print & Design Unit – Fairtrade – Planning Unit – Go E-Bike – Employee Benefits – Business Transformation Portfolio Office 11. Museums of the University of St Andrews .12 – Bike to Work Scheme 26. Review and Development Processes ............32 – Registry – Wardlaw Museum – LiftShare – Current Staff Webpage – Bell Pettigrew Museum – Electric Cars 27. Equality, Diversity & Inclusion (EDI) .........32 – Academic Schools – Support for Research and Teaching – Car Parking – Professional Service Units – Resources 28. Accommodation, Conferences and Events ..32 12. The Library .......................................................13 – Accommodation 5. Important Dates .................................................4 – Energy – Academic Support – Net Zero at St Andrews – Conferences – The Academic Calendar – Resources and collections – Staff and visitors – Events Calendar – Study and research facilities 20. Trade Unions .................................................... 25 – E v e n t s – G r a d u a t i o n – U n i s o n – Delivered Catering – University Traditions 13. Support and Development .............................14 – Unite the Union – Organisational and Staff Development – University and College Union (UCU) 29. Student Services .............................................. 34 6. IT Services – here to help .................................5 Services (OSDS) 30. International Education Institute (IE) ........ 34 – User Account and Email – Centre for Educational Enhancement and 21. Learning and Teaching .................................. 25 – File Storage Development – Training in Good Academic Practice 31. Development .................................................... 35 – Wifi (Eduroam) – Career Support (TGAP) – for students – VPN – Research Staff Community 32. Eden Campus and Walter Bower House .... 36 – Microsoft 365 – Funding Opportunities 22. Research Support and Policy .........................26 – Multi-factor authentication – Research Funding Support 33. General Information .......................................37 – Security 14. Lifelong and Flexible Learning .....................16 – Research and Innovation Services – Booking a Room – Service Status – Research Policy, Integrity & Governance – Mail Room – PC Clinic 15. Mentoring and Coaching ...............................16 Research Conduct (Research Integrity) – Repairs – Password Self Service 16. Wellbeing ..........................................................17 Research Ethics 34. Nursery ..............................................................37 – Printing – Occupational Health Research Governance 35. The Byre Theatre..............................................37 – Work telephones – The Chaplaincy – Research Impact – When to contact the Public Engagement 7. Consumer Protection .........................................6 – Saints Sport 36. Laidlaw Music Centre .................................... 38 – C a f é s with Research Team 8. Technology Enhanced Learning – Sustainability and Wellbeing – Open Research 37. Global Office .....................................................39 – Research Information and Policy team and IT Training ..................................................7 – Loyalty scheme Index of Abbreviations ....................................... 40 – Technology Enhanced Learning – Community and Volunteering – Pure – Research Information System – Accessing Support A-Z Index ................................................................41 – IT Training Standard Classes This edition of the Staff Handbook was compiled while remote working and social distancing were in place. Microsoft Office Specialist Certification (MOS) As it is anticipated that these measures will gradually be lifted, this handbook does not include any detailed Microsoft Imagine Academy information relating to access to and delivery of University services specific to these circumstances. Each Microsoft Training Workbooks section provides signposting to University webpages and resources where the most up to date and relevant information can be found. 1. Welcome! 3. Getting Started Welcome to Scotland’s first university, over 600 years old (founded in 1413) and the third oldest in the Maps English-speaking world. The University has a student body of around 10,000, and we attract some of the Maps of the University buildings and the town can be found on: best students and staff worldwide due to our excellent reputation (consistently ranking in the UK’s top www.st-andrews.ac.uk/maps five universities). Our commitment to research makes us one of Europe’s most research intensive seats The link includes a map with an index of University/town buildings. of learning. We look forward to the future with renewed energy and an eagerness to continue our The PDF can be found here: pursuit of excellence. We wish you a productive and enjoyable career at the University of St Andrews. www.st-andrews.ac.uk/media/university/maps/wwwmap.pdf You can request free copies of the Maps & Facts booklet incorporating This Handbook provides a general overview for all new staff. Please refer to your School/Unit a fold-out map of the University from: [email protected] handbooks for more specific information. A copy of this Handbook can be found online: or phone 3020. www.st-andrews.ac.uk/media/osds/induction/staff_handbook.pdf Induction and New Staff Essentials You are asked to attend an ‘all staff’ induction event (held twice a year) where you will have the opportunity to meet senior members of the University. In addition, New Staff Essentials courses are held 2. Important Contacts monthly. Your attendance at one of these monthly courses is very important as they include information which the University is under legal obligation to provide. Contacts are given as extensions only. If you are calling from outside the University, 46 should precede the four digit extension. The St Andrews area code is 01334. A staff directory can be found online: To register for these courses: www.st-andrews.ac.uk/pdms www.st-andrews.ac.uk/contacts Induction event information: www.st-andrews.ac.uk/osds/essentials/induction-events Essentials for new staff webpage: www.st-andrews.ac.uk/osds/essentials Contact Phone Email/Web Police, Fire (9) 999 (emergencies) ID Cards & Rescue, (9) 101 (non-emergencies) A staff ID card is required for identification purposes and for access to various buildings including Ambulance and University libraries. It is also required if you wish to take advantage of offers via the staff discount Coastguard Mobile Phones – use 112 as scheme. New staff should email their ID card photograph ahead of their start date so that it’s ready for the emergency number their first day of employment; HR will issue the staff ID card on this day. Authorised staff in the School/ Switchboard 0 [email protected] Unit must contact Campus Card Services to arrange specific building access for you. If a contract is www.st-andrews.ac.uk/telephone extended or changed, contact should be made with Campus Card Services to ensure the appropriate access is in place. NHS 24 111 www.nhs24.scot OSDS 7198 [email protected] Contact: Campus Card Services www.st-andrews.ac.uk/osds Tel: 2755 CEED 2141 [email protected] Email: [email protected] www.st-andrews.ac.uk/ceed www.st-andrews.ac.uk/it-support/id-cards Careers Centre 2688 [email protected] Email Account www.st-andrews.ac.uk/careers A new staff email account will be created for you ahead of your start date. On the morning of your first IT Services