school of textiles and design - Heriot-Watt University

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HERIOT-WATT UNIVERSITY
SCHOOL OF TEXTILES AND DESIGN
STAFF HANDBOOK
DECEMBER 2009

CONTENTS
School of Textiles and Design 3
Aims and Objectives 4
Staff Lists 5-7
School Management 10-16
Line Management within the School 16
Records of Absence of Staff from Work 16-17
Staff Development Policy 17-18
Course Operation 18-19
Module Operation 19-23
Integrated Student System Intranet 23
Guidelines for Staff Supervising Honours Year and Masters’ Student Projects 23-24
Management of Student Files and Records 24-26
Student Mentoring 26-27
Health and Safety 27-28
Travel Procedure 28-32
Claims for Expenses 32-34
Purchasing Policy and Procedures 34-37
Professional Indemnity Insurance 38-39
Race Equality Policy 39
Equal Opportunities Policy 39-40
Reporting of Maintenance Issues/Room Problems, etc 40

SCHOOL OF TEXTILES AND DESIGN
Head of School:
Director of Learning and Teaching:
Director of Research:
Financial Controller:
Director of Administration:
Technician Superintendant:
Timetabling Coordinator:
Health and Safety Team:
Prof A Harley
Mrs J Smith
Dr L Macintyre
Mr I McGilp
Mrs L Lindsay
Mrs J Robertson
Mrs R Walker
Mrs J Robertson
Mrs A Hardie
Mr T Peyton
Dr R Spark
Mrs L Lindsay

AIMS AND OBJECTIVES OF THE SCHOOL
The aim of the School is to enhance the University’s reputation as a leading national and
international provider of education, based on flexibility and quality in teaching and on
distinction and relevance in research.
The objectives of the School are:
a) to have a portfolio of well-supported, respected undergraduate and postgraduate
courses;
b) to conduct research of national and international standing in disciplines relevant to the
interests of the School;
c) to enhance external recognition, through excellence in:
i) national/international activities;
ii) teaching and research;
iii) links with industry.
d) to provide a cultural and physical environment which enables students to develop their
full potential.

STAFF LIST [as at December 2009]
ACADEMIC STAFF
Name Position Discipline
Ms Theresa Coburn Lecturer (PT) Textile Design (Fashion)
Mrs Marnie Collins Teaching Fellow (PT) Textile Design (Weave)
Prof Robert Christie Professor Colour Chemistry
Ms Sarah Dearlove Teaching Fellow (PT, FT) Textile Design (Knit)
Mrs Cath Fenton Lecturer Services Management
Dr Alex Fotheringham Lecturer Textiles/Biomedical Materials
Mr Andrew Grieve Lecturer Marketing
Prof A Harley Head of School Design
Dr Britta Kalkreuter Lecturer History of art and design
Mr Ian McInnes Senior Lecturer Textile design (Knit)
Dr Lisa MacIntyre Lecturer Textile technology (Knitting)
Ms Vanessa Northway Senior Teaching Fellow Fashion
Mrs Fiona Pankhurst Teaching Fellow (PT) Textile design (Weave)
Mr Mark Parker Lecturer Textile design (Print)
Ms Sara Robertson Lecturer Design & Printed Textiles
Ms Emily Quinn Teaching Fellow Visual Studies
Miss Judith Scott Lecturer Clothing, Fashion and Design
Ms Hazel Sharp Teaching Fellow Pattern Cutting
Mrs Jayne Smith Senior Teaching Fellow Pattern Cutting & Garment Assembly
Prof George Stylios Professor Textiles
Dr Danmei Sun Lecturer Textile Technology
Dr Christine Taylor Teaching Fellow (PT) CAD
Ms Sarah Taylor Reader Visual Studies
Mr Mark Timmins Lecturer Knitted Textile Design
Dr Samantha Vettese Lecturer (PT) Visual Studies
Mrs Fiona Waldron Senior Lecturer Pattern Cutting
Mrs Ruth Walker Senior Lecturer Textile Design (weave)
Prof Roger Wardman Professor (PT) Colour Science
Mrs Lesley Watters Tutor (PT) CAD (Weave)
Mrs Theresa Wilkinson Lecturer Fashion
PT = Part-time
TECHNICIAN STAFF
WEAVING WORKSHOPS
Mr Drew Kellett
FT = Fixed-term contract
YARN MANUFACTURE WORKSHOPS
Mr Andrew McCullough
DYEING AND FINISHING WORKSHOPS
Mr John Allan
Mrs Anne Hardie
PRINT WORKSHOPS
Mrs Anne Denham (TT)
Mr Tony Peyton
CLOTHING WORKSHOPS
Mrs Yvonne Caldwell
Mrs Sandra Darling
Mrs Jane Robertson
Leony Mayhew
Lucy Welsh
CHEMISTRY & TEXTILE LABORATORIES
Dr Roger Spark (also CAD studio)
Mr James McVee
ADMINISTRATIVE STAFF
KNITTING WORKSHOPS
Mr Colin Turnbull

Mrs Lesley Lindsay
School Administrator/Director of Administration
Miss Rebecca Erwin
Learning & Teaching Administrator
Mrs Brenda Lindsay
Student Administrator
Mrs Ruth Paterson
Admissions Manager
Miss Gayle Poddubecki (PT) Secretary (Research)
Miss Emma Sheridan Maternity Leave cover for Secretary (Research) until Nov 2010
Mr Ian McGilp (PT)
Financial Controller
Mrs Avril Birtwistle (PT)
Finance Supervisor
Mrs Fiona Leitch (PT)
Finance Clerk
Mrs K Beattie (PT)
Student Placement Coordinator
MARKETING
Ms Fiona Duff
Marketing Officer
Biomedical Textile Research Centre
Dr Alex Fotheringham
Director
Research Institute for Flexible Materials
Prof. George Stylios
Director
Faraday TechniTex Partnership
Prof. George Stylios
Liang Luo
Xiaoming Zhao
Director of Research
Research Associate
Research Associate
Digitex
Dr Shah Redwan Billah
Research Associate
TT = term time only
FT = fixed term contract
PT = part-time contract

STRUCTURE OF SENATE AND PME COMMITTEES (Formal Committees only)
COURT
SENATE
PME
P & DC
Ord &
Regs
Discipline
Dis
Appeal
Board
Library
Comm
Postgrad
Students
Comm
Undergrad
Students
Comm
Quality &
Standards
Infrastr
ucture
Board
Learning
&
Teaching
Board
Research
Comm
SCHOOL OF TEXTILES & DESIGN
MANAGEMENT COMMITTEE

SCHOOL COMMITTEES
Industrial Advisory
Committee
Chair: Prof A Harley
School Management
Committee
Chair: Prof A Harley
Staff Appraisal &
Promotions Group
Convenor: Prof A Harley
School Board
Convenor: Prof A Harley
Health & Safety
Committee
Chair: Mrs J Robertson
Technical Staff
Committee
Chair: Mrs J Robertson
Marketing and
Recruitment
Committee
Chair: Ms F Duff
Learning and
Teaching Committee
Chair: Mrs J Smith
Research
Committee
Chair: Dr L Macintyre
Web Strategy Group
Chair: Dr R Spark
Course Directors’
Group
Convenor: Mrs J Smith
UG & PG
Staff/Student Fora
Chair: Mrs J Smith
Course Progression
Boards
Chair: Mrs J Smith
Research Student
Sub-Committee
Chair Dr B Kalkreuter
NOTE: Committees/Boards - meetings formally minuted
Groups - meetings not formally minuted

SCHOOL MANAGEMENT
The Committee structure in the School is shown in the diagram given on the previous page.
1. SCHOOL MANAGEMENT COMMITTEE
Chairman:
Membership:
Meetings:
Functions:
Head of School
Director of Learning & Teaching (Mrs J Smith), Director of Research (Dr L Macintyre),
Financial Controller (Mr I McGilp), Director of Administration (Mrs L Lindsay),
Departmental Superintendent (Mrs J Robertson), all Professors and Readers of the
School, (Prof G K Stylios, Prof R M Christie, Ms S Taylor), Chair of Recruitment &
Marketing Committee (Ms F Duff) and other co-opted persons as required.
Once per fortnight. The meetings are minuted.
As with all Heads of Schools/Sections in the University, the Head of School is responsible
directly to the Principal of the University for the efficient and effective operation of the
School. The Head of School has a memorandum of understanding with the Principal
which details the devolved responsibilities in terms of academic leadership, staffing,
finance, quality and health & safety. The Senior Management Committee oversees the
execution of these responsibilities. The Head of School in turn has authority to delegate
the management of specific areas to other members of staff, while maintaining overall
responsibility.
2. SCHOOL BOARD
Chairman:
Head of School
Membership: All members of the academic, technical and administrative staff of the School
Meetings:
Functions:
At least once each semester. The meetings are minuted.
It is a requirement of Ordinance 10 of the University that each academic
department/school has a Departmental Committee.
1. to receive from the Head of School such information regarding the policy of the University and
the School as considered appropriate to give, or as Senate may instruct to be given;
2. to provide opportunity for free expression of opinion on any matter affecting the School;
3. to discuss any matter relating to the activities of the School;
4. to discuss any matters referred to it by the Senate and to convey its views and
recommendations thereon to the Senate.
Additionally, the School Board will take reports as appropriate from the other committees
and groups of the School.

COMMITTEES OF THE SCHOOL BOARD
2(A) LEARNING AND TEACHING COMMITTEE
Chairperson:
Director of Learning and Teaching (Mrs J Smith)
Membership: All members of the academic staff of the School
Meetings:
At least once each semester. The meetings are minuted.
Functions:
1. To take reports from individual Course Directors on issues raised at
course administration committee meetings, course curricula, resource issues, etc
2. To review academic developments:
- course structures
- teaching and learning methods
- distance learning
- centrally developed initiatives
- new course developments
3. To approve new courses and changes to course structures as appropriate, prior to
submission to the University Undergraduate Studies Committee or the University
Postgraduate Studies Committee.
4. To consider issues relating to quality:
- School quality monitoring procedures
- external examiner’s reports
- annual course monitoring and review
- student questionnaires
5. To discuss any matters referred to it by the University Teaching and Learning Board and to
convey its views and recommendations thereon to the Board.
6. To discuss any matters referred to it by either the University Undergraduate Studies
Committee or the University Postgraduate Studies Committee and to convey its views and
recommendations thereon to these committees.
2(B). RESEARCH COMMITTEE
Chairman:
Director of Research (Dr L Macintyre)
Membership: Head of School, Dr B Kalkreuter, Ms S Taylor, Ms M Collins, Dr A Fotheringham, Mr
M Parker, Mr M Timmins, Ms T Coburn, Prof G Stylios, Dr L Macintyre, Dr R Spark,
Mrs F Waldron, Mrs H Taylor, Ms T Wilkinson and other co-opted persons as
required.
Meetings:
Twice per semester. The meetings are minuted.
Functions:
1. To review and monitor the status of research in the School of Textiles.
2. To formulate research strategy.
3. To recommend actions, short-term and long-term, to enhance the research effort.
4. To respond to internal and external initiatives on research and to monitor the progress of
responses.

5. To monitor the research output of academic staff
6. To monitor the progress of research students through the Research Student Sub-Committee.
7. To discuss any matters referred to it by the University Research Board and to convey its
views and recommendations thereon to the Board.
HEALTH AND SAFETY
Health and Safety within the School of Textiles and Design is organised within the guidelines detailed in the
University’s booklet “Health and Safety Policy Statement”. All members of academic, academic-related,
research, technician, administrative and secretarial staff have a duty to become involved with safety issues
in the School. The Head of School is responsible to the Principal for the health and safety of everyone in, or
affected by the School.
The day-to-day management and running of safety matters within the School of Textiles and Design is
carried out by the School Health and Safety Committee. This Committee is responsible for developing and
implementing the School’s safety plan and ensuring that a safe working environment exists within the
School. The School has representation on the Scottish Borders Campus Health and Safety Committee.
Duties of Safety Advisers
1. to act as a focal point of contact for staff in their areas of responsibility wishing to raise issues of concern
related to safety;
2. to assist School Safety Co-ordinator in administering and monitoring safety procedures and performance
in their areas of responsibility;
3. to advise the School Safety Co-ordinator on issues related to safety in their areas of responsibility.
Individuals or groups within the School of Textiles and Design may be allocated studios, workshop areas,
laboratories or specific items of equipment for which they are responsible. They should ensure that all of
these are properly risk assessed and, if necessary, written risk assessments produced and formally
logged with the School Safety Co-ordinator.
Copies of the University Safety Policy booklet are held in the library. Booklets produced by the School of
Textiles and Design are:
1. School of Textiles and Design: Safety Policy
2. School of Textiles and Design: Safety Regulations and Procedures [Staff Edition]
3. School of Textiles and Design: Safety Regulations and Procedures [Edition for undergraduate
students]
4. School of Textiles and Design: Safety Regulations and Procedures [Edition for postgraduate
students]
2(C). HEALTH & SAFETY COMMITTEE
Chairman:
Mrs J Robertson
Membership: Mr J Allan, Mrs A Denham, Dr A Fotheringham, Mr A Kellett, Mr A McCullough, Mrs
A Hardie, Dr R Spark, Mr T Peyton, Mrs A Hardie and Mrs L Lindsay
Meetings:
Twice per semester. The meetings are minuted.
Functions:
1. To develop, implement and monitor the School’s Health & Safety plan.

2. To ensure that safe operating procedures are in place in the School to cover all aspects of
work;
3. To ensure that all risks involved in work are properly assessed and the potential hazards
identified and controls properly implemented;
4. To ensure that records of equipment (inventory, safety checks, risk assessments, etc) are
accurately maintained
5. To advise the Head of School on:
- the implementation of the School’ safety plan;
- the results of safety audits in the School;
- reviews of health and safety performance in the School;
6. To report to the Campus Health & Safety Committee.
2(D) MARKETING FORUM
Chairman:
Ms F Duff
Membership: Professor A Harley, Mrs F Waldron, Mr M Timmins, Mr M Parker, Mrs C Fenton, Dr A
Fotheringham, Dr L Macintyre, Mrs M Collins, Dr B kalkreuter, Mr I McInnes, Mrs R
Paterson, Ms E Quinn, Ms J Scott, Mrs J Smith, Dr R Spark and Ms V Bannerman.
Meetings:
Twice per semester. The meetings are minuted.
Functions:
The general marketing functions are:
1. To develop and co-ordinate a marketing strategy for the School in line with the University’s
strategy.
2. To develop and co-ordinate marketing/publicity initiatives for the School.
3. To co-ordinate publicity opportunities of the School’s activities with the Press and PR to
ensure maximum coverage, both within and external to the University.
4. To co-ordinate the preparation of publicity materials, ensuring that they follow University and
School branding.
5. To establish spending priorities for recruitment and marketing from the allocated budget.
6. To co-ordinate the development of the School’s Web pages through the Web Strategy Group.
7. To co-ordinate the development of all publicity materials and course literature within the
School.
8. To co-ordinate Open Days in liaison with the University’s Recruitment & Admissions Office.
9. To liaise with Corporate Communications and School Staff in the preparation of the School’s
Entries in the UG and PG prospectuses.
10. To stimulate the recruitment of overseas UG and PG students, in collaboration with the
International Office.
11. To stimulate the recruitment of taught PG students.
2(E) TECHNICAL STAFF COMMITTEE

Chairman:
Departmental Superintendent (Mrs J Robertson)
Membership: Mr J Allan, Mrs Y Caldwell, Mr A Kellett, Mr T Peyton, Mrs A Hardie, Mr J McVee, Mr
R Spark and Mr C Turnbull
Meetings:
Once per semester. The meetings are minuted.
Functions:
1. To consider issues relating to technician functions and duties in the School.
2. To advise on resource issues in the workshops, studios and laboratories.
3. To receive information on course developments and on research activities in the School.
4. To advise the School on issues relating to health & safety in the workshops, laboratories and
studios.
2 (F) SCHOOL INTERNATIONAL COMMITTEE
Chairman:
Membership:
Meetings:
Professor A Harley, Head of School
Mrs R Moir, University Director of International Development, Mrs J Smith, Professor S-M
Carruthers, Mr M Timmins, Mrs L Lindsay, Mrs F Waldron, Dr B Kalkreuter, Ms S Taylor
and any other staff who have involvement in overseas activities for the School.
Monthly.
Functions:
To monitor the School’s international activities and develop opportunities.
2 (G) SCHOOL EVENTS MANAGEMENT GROUP
Chairman:
Professor A Harley
Membership: Mr M Timmins, Ms T Coburn, Mr M Parker, Ms F Duff, Mrs K MacGregor, Ms C
MacLachlan and Student Representatives
Meetings: Monthly.
Functions:
1. Organises events to promote the School to industry.
2. To present the School and the work of its students to industry, external bodies and the general public
In a professional and Corporate manner
COMMITTEES OF THE LEARNING AND TEACHING COMMITTEE
3(A) STAFF/STUDENT FORA FOR EACH UNDERGRADUATE COURSE
3(B) POSTGRADUATE STAFF/STUDENT FORUM
Chairman:
Director of Learning & Teaching (Mrs J Smith)
Membership: All members of the academic staff who teach and assess on the courses.
Two student representatives from each year of each course.
Meetings:
once in each of the semesters. The meetings are minuted.
Functions:

1. To keep under review the curricula, module descriptors, assessment regulations and
regulations of the courses and to advise the Undergraduate Committee the outcomes of such
reviews.
2. To advise the School’s Teaching and Learning Committee on resource issues in the
workshops, studios and laboratories.
3. To monitor the progress of students following each course.
4. To receive comments from student representatives on issues relating to the operation of each
course, their learning experience and any other issues they have relating to their student
experience on campus.
5. To prepare the Annual Course Monitoring and Review report on the proforma produced by
the Quality Unit of the University.
6. To review the reports from external examiners and take action on issues raised in the reports
as required by the Quality Unit and advise the School’s Teaching & Learning Committee of
such actions.
3(C) COURSE PROGRESSION BOARDS
Chairman:
Director of Learning and Teaching (Mrs J Smith)
Membership: All members of the academic staff who teach and assess on the course.
A Dean, or his nominee, representing the Senate.
The Head of School, or her nominee.
Student Administrator [Mrs Brenda Lindsay]
Meetings:
After the Summer and Autumn diets of examinations. The meetings are minuted.
Functions:
The functions and duties of Course Progression Boards are detailed in Paragraph 13
“Common Assessment and Progression System” of Regulation 3 (New) and can be found in
the booklet “General Information for First Degree Students”.
3(D). COURSE DIRECTORS’ GROUP
Chairman:
Director of Learning and Teaching (Mrs J Smith)
Membership: Course Directors
Meetings:
Normally once per fortnight during term time. The meetings are not minuted.
Functions:
1. To co-ordinate the general administration of courses, with regard to quality issues, resources and
academic developments.
2. To annual reviews of all courses and coordinate the returns to the Quality & Standards committee
of the Annual Programme Monitoring and Review forms.
OTHER COMMITTEES
4(A) BIOMEDICAL TEXTILE RESEARCH CENTRE
Chairman:
Dr A Fotheringham
Membership: All members of the Biomedical Textile Research Centre, Director of Research.
Meetings:
Once per semester. The meetings are minuted.

Functions:
1. To co-ordinate and run the Biomedical Textile Research Centre.
2. To foster industrial collaboration in biomedical areas and other technical textile areas.
4(B) WEB WORKING GROUP
Chairman:
Mrs F Duff
Membership: Professor A Harley, Dr Roger Spark, Mr P Sandison
student representative (TBC), Dr A Fotheringham, commercial activity representative
(TBC). Other members co-opted as required.
Meetings: As required. The meetings are minuted by members of the Group in rotation.
Functions:
1. To review and benchmark the School’s web site in relation to the University’s strategy.
2. To develop, implement and monitor a strategy for the School’s web pages.
3. To develop appropriate procedures for the approval and updating of the School’s web site.
4. To advise the Recruitment and Marketing Committee of issues relating to the web site.
5. To liaise with the University’s Web Strategy Group.
5. SCHOOL REPRESENTATIVES ON UNIVERSITY COMMITTEES
The School has representatives on various committees, some by election, some by nomination by
the Head of School. The members of staff currently serving on University committees are:
Senate
Planning & Management Executive
Principal & Deans Committee
Sub Dean
Teaching and Learning Board
Undergraduate Committee
Postgraduate Committee
Research Board
Infrastructure Board
Ordinances & Regulations Committee
Quality Enhancement & Standards
Committee
International Development Forum
Library Committee
Discipline Committee
Discipline Appeals Board
Collections Committee
Honorary Degrees Working Group
Occupational Health & Safety Committee
Validation Committee
Prof A Harley, Prof , Professor G K Stylios, Mr M
Timmins, Mrs F Waldron, Dr L Macintyre and Mr
M Parker.
Prof A Harley
Prof A Harley
Prof R M Christie
Mrs J Smith
Mrs F Waldron
Mr M Timmins
Dr L Macintyre
Mrs L Lindsay
Prof R H Wardman
Dr A F Fotheringham
Mrs J Smith
Mrs T Wilkinson
Dr R M Christie
Prof A Harley
Mr M Timmins
Mrs J Smith
Mrs J Roberson
Prof A Harley
LINE MANAGEMENT WITHIN THE SCHOOL
The line manager for all members of the academic and technician staff is the Head of School. As such, the
Head of School is always willing to speak with members of staff on any personal or professional matters. If a

member of staff wishes to consult with the Head of School, an appointment should be made through the
School Administrator. Normally an appointment can be made within one day of the request being made.
Given the size and complexity of the School, it is not possible for the Head of School to be involved directly
in the day-to-day running of all of its activities. It is necessary therefore that some delegation of
responsibility exists and accordingly most academic staff have responsibility for specific administrative
duties. The day-to-day activities of the technician staff are overseen by the Technical Superintendent.
In the main, this arrangement operates satisfactorily. However with the introduction of a modular course
structure and the general movement towards flexibility of work activities, it is common for staff to operate
across more than one course. Accordingly the Director of Learning and Teaching plays a direct role in
overseeing the teaching commitments of individual staff.
The Senior Staff in each of the core academic disciplines are expected to hold informal meetings with the
lecturing staff in these disciplines on a regular basis. The purpose of such meetings is to discuss general
issues relating to course operation or course development in their discipline.
RECORDS OF ABSENCE OF STAFF FROM WORK
It is a requirement of the School to keep records of staff absence. In any case it is important that staff
absences from the campus, for whatever reason, are known by the secretarial staff, so that any enquiries
can be dealt with efficiently. Absences can arise for various reasons and the procedures for informing the
secretarial staff which apply in each case are described below:
a) Sickness
I. You must telephone the Head of School by 10.00am on the first day of absence. In practice,
in the School of Textiles, you should telephone the School Administrator, Mrs Lesley Lindsay,
or in her absence, Miss Rebecca Erwin. Thereafter you should keep the Head of School
informed on a mutually agreed regular basis. If you do not work normal office hours you
should contact the Head of School two hours prior to starting your shift. An absence
notification slip is completed by the School and forwarded to the salaries office.
II.
In all cases where you are absent due to sickness, self certification is required for all periods
up to and including seven days, this also includes rest days. The self certificate should be
completed on return to work.
III.
IV.
If the absence lasts for longer than seven days you must forward medical certificates at
weekly/fortnightly or appropriate intervals as determined by your GP.
When you return to work the Head of School will, where appropriate, conduct an informal
return to work interview. This should reconfirm the reason for absence, identify any potential
underlying issues and identify if any further support if required.
b) Annual Leave
Records of annual leave taken by staff during the session are kept in the School office. Leave charts
are normally issued to all staff mid-way during each term to enable staff to indicate the days of their
intended leave over the Christmas, Easter and Summer periods. Staff are expected to return these
forms promptly to the School office so that the information can be collated. The School secretaries
should be notified immediately if any changes to the dates of proposed absences are to be made.
Before any period of leave can be taken, staff must bring (or send) to the Head of School their white
leave card indicating the proposed dates leave is to be taken. Only after the approval and
signature on the leave card by the Head of School may leave be taken. After signing by the
Head of School, a copy of the leave card is held in the School Office and the card returned to the
member of staff.
c) School Business

Prior to a member of staff going away on School business, a Travel Authorisation (T1) form must be
completed and authorised by the Head of School. Any journey made on School business will not be
covered by the University’s insurance and expenses will not be re-reimbursed, unless prior
authorisation has been obtained. Claims for expenses incurred on authorised School business
should be made on an Expenses Claim form. Expenses will only be reimbursed for claims supported
by receipts. The T1 and Expenses Claim forms are available from the School office. (See separate
section on Travel Procedures).
d) Absence for other reasons
If it is necessary for a member of staff to be absent from work for any other reason, the prior
permission of the Head of School must be obtained. If this is not possible for whatever reason, the
Head of School must be notified as soon as possible of the absence.
In the event of severe weather conditions, an employee must make every effort to report for work,
giving due consideration to safety, etc. Any absence must be reported to the Head School as soon
as possible and a request in writing should be submitted for authorised absence or annual leave or
leave without pay. The only exception to this is if the campus buildings are closed due to weather
conditions.
STAFF DEVELOPMENT POLICY
The basic aims of the staff development activities supported by the School are:
1. to enable academic and technician staff to improve their knowledge in the subject areas associated
with their teaching or research. The activity may be of a nature which brings staff up-to-date with
new developments or trends in their field, or which gives them knowledge or experience in new or
associated fields, so that their scope of expertise is broadened. An outcome of such activities may
be a formal academic qualification;
2. to enable staff to develop their interpersonal skills so that they can perform their duties with greater
skill and effectiveness;
3. to provide staff with the training opportunities to allow them to improve the quality of their teaching
methods or project supervision skills;
4. to enable academic staff to present the results of their research work externally and have the
opportunity to discuss their work with other academics in their field of interest;
5. to enable staff to gain expert knowledge to carry out other duties associated with the running of the
School, such as health and safety issues, first aid training, etc.
The types of activities which are supported for staff development to meet these aims are:
1. attendance at seminars/conferences on subjects related to the courses run by the School, or the
research interests of the staff, as may be organised by other institutions or professional societies;
2. attendance at seminars/conferences on issues related to educational developments, as may be
organised by other organisations, e.g. SHEFC, ILT
3. attendance at seminars/conferences related to health and safety, as may be organised by the
University, other institutions or professional bodies;
4. attendance at exhibitions, e.g. fashion shows, design exhibitions or trade exhibitions of equipment;
5. attendance at short courses on specific academic topics, to enhance the ability of staff to deliver
course material at an appropriate level and with appropriate expertise;

6. attendance at seminars such as may be organised by the University’s Staff Development Unit on
issues related to the development of interpersonal skills, e.g. word processing, organising time,
development of teaching skills;
7. visits to industry for short periods, usually 1-3 days for training or observing working practices;
8. attendance at courses, conferences or seminars concerned with teaching and learning practice, and
the assessment and monitoring of students;
These activities are available to any permanent member of the academic, technician or secretarial staff.
All staff development activities must be approved by the Head of School prior to commencement. It may be
useful to discuss a proposed activity directly with the Head of School before making a formal application.
COURSE OPERATION
The operation of courses is overseen by Course Directors who are appointed by the Head of School. In
general Course Directors are responsible for all aspects of course management and the maintenance of
course philosophy and integrity. The specific duties of Course Directors are:
a) to liaise with the Student Administrator and with the Recruitment and Marketing Committee on the
recruitment and admission of students and to make decisions on applications by students to join the
course;
b) to report to the School’s Teaching and Learning Committee on the operation of the course;
c) to liaise with the Director of Learning and Teaching about the teaching commitments of staff involved
with the course;
d) to liaise with the Timetabling Co-ordinator about the timetable requirements for the course;
e) to liaise with the academic and technician staff involved with the delivery of the course on issues
relating to the operation of the course;
f) to oversee the general academic progress of students on the course and to advise individual
students of their progress as necessary;
g) to Chair meetings of the Course Administrative Committee for the course;
h) to nominate external examiner(s) for the course and to liaise with external examiner(s) to enable
them to discharge their duties;
i) to collate student assessment marks and to Chair meetings of the Course Progression Board.
The courses offered by the School of Textiles and Design are:
Undergraduate Courses
BA Design for Textiles
BA Fashion
BA Fashion Communication
BA Fashion Marketing and Retailing

BA Fashion
BSc Fashion Technology
Postgraduate Courses
MA Fashion and Textiles Design
MSc Fashion and Textiles Innovation and New Applications
MA Fashion and Textiles Innovation and New Applications
MSc Fashion and Textiles Management
MODULE OPERATION
The delivery and assessment of individual modules is overseen by Module Responsible Persons who are
appointed by the Head of School. The duties of Module Responsible Persons are:
1. to provide information, in advance of the academic session, to Course Directors of the courses to which
the module is delivered of the requirements of the module, in terms of physical resources and also in
terms of any items required by students, so that Course Directors can inform students;
2. to co-ordinate the delivery of the module, by ensuring that the lecturers delivering the module are aware
of timetabling and assessment requirements, etc.
N.B. Assessments include project briefs, essays, class tests, as well as written examinations.
3. to inform the lecturers delivering the module of the assessments required;
4. to co-ordinate the preparation of all assessments. Normally examination papers for Years 1 & 2 modules
should be submitted to the School secretaries for typing by no later than week 4 of the semester in which
the module is delivered. The deadline for the typing of examination papers for Years 3 & 4 should be
agreed with the Course Director, who will determine the date through liaison with the external examiner
for the course;
5. to convene the Internal Moderation Group for the module to scrutinise and approve the final text of all
forms of assessments. In cases where an assessment is based on more than one module it will be most
appropriate for a single meeting of all the staff concerned to be held. Additionally, Module Responsible
Persons should liaise with the Course Directors of the courses to which their modules are delivered to
ascertain whether a group of assessments (e.g. examination papers) could be scrutinised at a single
meeting of all the staff concerned;
6. to ensure that all written examination papers are marked anonymously and thence, with the member of
academic staff authorised to unseal the scripts to record the student marks and grades. The member of
the academic staff authorised to unseal the scripts should certify on the “Record of Unsealing Process”
form that the script books were marked and intact before unsealing. The Module Responsible Person
should return the signed form to the Examinations Office at the earliest opportunity following the full
marking and unsealing process;
7. to convene the meeting of the Module Board, according to Regulation 3(new) Modular First Degrees,
paragraph 13.2, in liaison with the Course Directors of the courses to which the module is delivered. In
the School of Textiles and Design the Course Director will normally act as the Head of School's nominee
in Chairing the meeting of the Module Board. The Module Responsible Person is responsible for
completing the Module Report form at the end of the meeting and submitting the form to the Deputy
Convenor.
8. to collate all assessment marks and to present these marks to the appropriate Course Director(s)and to
the Examinations Officer (Mrs Brenda Lindsay), preferably in spreadsheet form, by the following
deadlines:
modules delivered in semester 1: the end of week12 of the semester in which the module was
delivered;

modules delivered in semester 2: in good time prior to the scheduled Course Progression Board
meeting;
9. to administer the arrangements for coursework resits as detailed in the paper "Procedures for
Administration of Coursework Resits" and to ensure the preparation of examination papers for resit
written examinations;
10. to monitor the attendance of the students registered for the module and to inform the appropriate Course
Director of cases of unsatisfactory attendance;
11. to maintain details of the module descriptor, through liaison with the Course Director(s) of courses to
which the module is taught and the Head of School;
12. to liaise with Course Directors of courses to which the module is delivered about proposed revisions to
modules (e.g. on content or assessment method) and the preparation of proposals for consideration by
the Head of School and the Faculty Board;
13. to deliver the module to the students according to the details given in the module descriptor.
Duties of the lecturing staff (if they are NOT the Module Responsible Person):
1. to deliver the module to the students according to the details given on the module descriptor;
2. to provide the Module Responsible Person details of individual student performance and attendance on
the module as necessary;
3. to provide the Module Responsible Person with details of the assessments, as required;
4. to advise the Module Responsible Person of any revisions to the module (e.g. content, or assessment
method) which are considered appropriate.
* Internal Moderation Group
Composition
The IMG for a module must have a minimum of three members of academic staff. The IMG will normally
comprise:
1. the Module Responsible Person (Convenor)
2. all other members of the academic staff who deliver the module;
3. in the absence of any staff under (2), at least one other member of academic staff with
knowledge of the discipline;
4. at least one Course Director representing the course(s) to which the module is delivered.
Duties
1. to scrutinise all assessments (examination papers & associated marking schedules, project
briefs, written assignments, etc) prior to being given to students or being sent to the external
examiner. The scrutiny should consider the assessments with respect to clarity, fairness and
level of rigour;
2. to ensure that details of any additional information for examinations, such as University
approved calculators, tables, or special charts are stated clearly on the examination paper;

3. to ensure that examination papers are correctly set out and that the front pages give clear,
explicit instructions to candidates.
It is the responsibility of the Module Responsible Person to approve the final corrected examination
paper before submission to the Examination Officer.
The Module Responsible Person for each module is given in the list of course structures at the end of
the handbook.
MODULE EXAMINATION BOARDS
For each module there should be a Module Examination Board comprising the following:
Module Responsible Person
Head of School or her nominee
All academic staff who teach or assess the module
One other member of the academic staff not involved in the teaching of the
module
The functions of the Module Examination Board are stated in Paragraph 13 of Regulation 3 (New)
and can be found in the booklet “General information For First Degree Students”, available from
Registry.
The Module Examination Board should prepare a report on student performance. To ensure uniformity
of approach, a Module Report Form has been developed for use in the School which includes the following
information:
details of method of assessment used for the module
names of Convenor and other members of module examination board present at the meeting
name(s) of member(s) of staff who set the examination paper or prescribed continuous
assessment arrangements
name(s) of member(s) of staff who checked the examination paper prior to the examination
number of students who sat the examination or were subject to continuous assessment
number who passed/failed and percentage failure rate
general observations on student performance
perceived reasons for failure of students from ‘parent’ department
perceived reasons for failure of students from other departments (if different)
remedial action proposed in cases of high failure
The Module Responsible Person should send details of the student marks and grades awarded for the
module to:
(a)
(b)
the Course Directors of the courses to which the module is delivered:
the Examinations Officer (Mrs Brenda Lindsay), for entry of the grades on to the ISS.
Procedure for Administration of Coursework Resits
Module Responsible Persons also play a key role in administering resit coursework and examinations, the
procedure for which is detailed below:
1. At the end of the course Examination Board meeting, the Chairman will announce the date of the second
diet Examination Board meeting;
2. Directly after the meeting of the June Examination Board, the Course Director will inform the appropriate
Module Responsible Persons of the name(s) of the students required to resit coursework;

3. The Module Responsible Person will finalise the details of the coursework with the other members of the
staff who deliver the module (if relevant) and complete a copy of the standard Cover Sheet for Resit
Coursework/Practical Work for each student named in (2) above;
4. The Module Responsible Person will give the Admissions Manager (Mrs Ruth Paterson) the details of
the coursework to be completed by each student and the appropriate cover sheet for each student no
later than one week after the date on which the course Examination Board meeting was held;
5. Academic Registry will send out to students the results letter and the “Re-examination/Re-submission
Application” form as soon as possible following the Examination Board and all the usual quality
assurance checks have been carried out on the results information. The letter will inform the students
that details of any coursework/practical work will be sent out under separate cover from the School.
Registry will inform the Admissions Manager when the letter has been sent out.
6. The Admissions Manager will prepare address labels of each of the students to whom the resit
information is to be sent, together with ‘Recorded Delivery’ slips;
7. The Admissions Manager will send out to each student:
i) a brief covering letter, stating the deadline for submission of the work and the
address to which the work should be sent;
ii) the standard Cover Sheet for Resit Coursework/Practical Work form
which has been completed by the Module Responsible Person;
iii) the details of the re-assessment.
The information will be sent out from the School by recorded delivery.
8. A copy of the resit assignments that have been sent will be kept in the School office;
9. Once the resit work has been received in the School, the Admissions Manager will inform both the
Module Responsible Person and the appropriate Course Director that the work is available for marking.
The Module Responsible Person will collect the work, mark it (in association with any other staff who set
the resit work) then send the collated marks to the Course Director in time for the course second diet
Examination Board meeting.
10. The Admissions Manager will maintain a record of the dates when;
I) the work was received in the School from the student;
ii) the Module Responsible Person and the Course Director were informed;
iii) the work was collected for marking.
INTEGRATED STUDENT SYSTEM INTRANET (ISSi)
The Integrated Student System Intranet (ISSi) is the web interface to the University’s central student and
admission systems, the Integrated Student System (ISS). ISSi allows queries on current students and
undergraduate applicants to the University and is available as a read-only system for staff who wish to query
student-related data. The queries performed here are performed on the live database. Additionally, all
information related to programmes, courses and modules is stored on the ISSi.
The web version of ISS (ISSi) is located on the University’s intranet and is only accessible to members of
staff who have been allocated a username and password by Corporate Information Services. In order to
obtain a username and password, please complete the online form on the CIS website which is located on
the University’s intranet.

To find ISS on the intranet, the following steps should be taken:
click on University Intranet on the University’s home page
click on Corporate Databases (incl. ISS) on the left hand menu
click on Integrated Student System (ISS) on the left hand menu
(if you do not have and ISS logon, please select the Registration for these Services button).
click on Log onto ISS button on the main screen and enter your ISS username and password.
Once you have logged on, the main menu of the ISS will be displayed. From here you can access
information about individual students, information on course structures and modules, and information about
application statistics.
GUIDELINES FOR STAFF SUPERVISING
HONOURS YEAR AND MASTERS STUDENT PROJECTS
All of the Honours’ level and Masters’ level projects in the School have aims which are broadly covered
below:
(a)
(b)
(c)
(d)
(e)
(f)
undertake a specific research project on a given topic with minimum supervision;
demonstrate their ability and initiative to organise and plan such investigative/creative work;
undertake a literature survey and critically apply their findings;
develop their ability to analyse and solve problems and to produce or suggest rational solutions to
such problems;
interpret the information produced from their work and draw conclusions;
present a concise written report.
The supervisor’s role is to ensure that the proposed project to be followed has the potential to enable a
student to meet the above aims and to give the student general advice in pursuing these aims.
It is likely that supervisors will need to meet more often with the student in the early stages of the project
than later on, but nevertheless arrangements should still be made to discuss progress with students on a
regular basis. It is suggested supervisors agree specific times for progress meetings to be held with the
student. The students should be told it is their responsibility to attend these meetings and to keep their
supervisor informed of progress and any problems that occur. It is especially important in the case of
Masters’ students, whose projects run through the summer period, to make appointments convenient to both
(considering holiday arrangements) on a regular basis.
It is good practice for both the supervisor and the student to keep written copies of notes, ideas or decisions
made during the meetings. These notes form a useful basis for the subsequent meeting and can also serve
as evidence of advice given to a student during a project, should a complaint or appeal by the student about
the supervision be made. If, at any stage during the project a supervisor judges the performance of the
student to be less than satisfactory, for whatever reason, a letter should be written to the student informing
them of the situation and its potential consequences.
The onus for the development of the project rests with the student and the nature of the guidance the
supervisor should give to the student should be to:
(a)
(b)
(c)
(d)
ensure that the student does not embark on a project that is too ambitious for the time allocated, for
example by advising on the number of aspects/variables the student investigates;
advise the student if it becomes clear that an avenue of investigation is being followed which is not
likely to be of value to the overall aim of the project;
remind students of the timing of their activities, for example when practical work should be finished
and writing up commenced, in order that the submission deadline can be reached;
provide outline guidance on the structure of the report/thesis/dissertation.

Some projects may generate a considerable quantity of information and students may need to be guided
about how to condense it into a form which is concise, yet illustrates trends from which conclusions can be
drawn. This aspect can require considerable skill and insight on behalf of the student.
The supervisor should advise the student to ensure that the report/thesis/dissertation conforms to the
guidelines issued to the students. However final responsibility for it rests with the student. It is normally
expected that the student will let their supervisor have sight of a draft for comment, before the final version is
submitted.
Whilst the above guidelines have been written with campus-based students in mind, the same principles
should apply to cases where the student is externally based, for example in industry. In the latter cases, the
student will normally be assigned a company-based supervisor who can be in day-to-day contact with the
student. This company-based supervisor would be expected to follow the above guidelines, but the School
supervisor for the student should additionally make arrangements to see them both on a regular basis, to
ensure in general terms that satisfactory progress on the project is being made.
MANAGEMENT OF STUDENT FILES AND RECORDS
It has been agreed that as part of the University restructuring, associated devolvement/sharing of Academic
Registry activities with Schools, and Data Protection file management policy, only one student file should be
maintained per student and that this should be based in Schools. The rationale behind this decision is to
reduce the current duplication within the University whereby files containing identical information are being
maintained in both Schools and Academic Registry, but with more comprehensive data maintained in
Schools. Guidance on management policy will be provided by the Academic Registry, in consultation with
the University Archivist who has taken on responsibility for Data Protection issues. Academic Registry staff
will go to School offices to consult files when the need arises.
Maintenance of Student Files
Good quality copies of the following information should be stored in student files in Schools:
UCAS form or other application form and associated correspondence/papers
Registration forms for each year
Examination results letters (including breakdown of module/course/marks)
Confirmation of qualification awarded (and date), usually in the form of a graduation letter
Information on resit examinations, examination failure and unsatisfactory progress, including any
associated correspondence, such as medical certificates etc
Withdrawal/transfer information, including letters to and from the student
Information on any matters relating to discipline, including letters to and from the student
Information on health, welfare and sickness, including letters to and from the student
Annual mentoring records
Academic Registry staff will ensure that all appropriate documentation is forwarded to Schools for filing. In
accordance with Data Protection guidance, academic staff in Schools must be advised to submit all
appropriate documentation to the School Head of Administration for filing in the official School files. There
should be no shadow files or papers, other than “live” working documents relating to students being
processed by individual members of staff. Working documents must be incorporated into the official files
once the necessity for immediate access by individual members of staff has passed.
Storage of Student Records

Records must be stored in secure locked cabinets managed by the School Head of Administration with
assistance from a designated member of staff. The Academic Registry must be informed of the name of
this individual.
Student records which are removed from files should wherever possible be viewed in the room where the
student records are held. All files should be signed out and in, and must be returned as soon as
possible, with follow-up by the Responsible Person/School Head of Administration if not returned
timeously.
Student files should be passed to the University Archive two years after a student has left the University
(unless other agreements have been made between the School and the Archive).
Any information contained in the student record which does not effect a student’s final mark (e.g.
discipline or health matters) will be removed from the file after six years (this process will be managed
through the Archive).
Examination Scripts and Dissertations/Assignments
Examination scripts must be stored in the appropriate School for three months after the meeting of the
examination/progression board and must then be passed to the Archive. They will be destroyed 18
months after the date of the examination/assessment
Assignments/dissertations must be stored in the appropriate School for three months after the meeting of
the examination/progression board and must be passed to the Archive. They will be destroyed 18
months after the date of the examination/assessment.
PhD/MPhil theses will be sent to the Library by the Student Records Officer based on the Academic
Registry after awards have been approved by the Senate.
Data Protection
It is important to note that under the Data Protection Act the University is accountable for personal data
which is held on individuals and its use/misuse. So that we are not vulnerable to accusations of
mismanagement of student data, it is advisable that all such data should be held in one file. Academic
staff should not therefore retain any records or paperwork on individual students other than current “live”
working documents, which should be transferred to the official student file at the earliest opportunity.
Heads of School Administration will be responsible for ensuring that acceptable mechanisms for file
management are in place.
STUDENT MENTORING
INTRODUCTION
The general policy on student mentoring is given in the University’s Quality Manual, (Appendix 5), available
on the Intranet Home Page: http://www.hw.ac.uk/quality/QRM2001
OBJECTIVES
The objectives of the mentor scheme, are to ensure, that at each point of their university career, students are
able to consult a clearly defined member of staff, on all aspects of university life. The mentor is therefore
intended to act in a general advisory capacity and will not necessarily be a specialist in the student’s area of
study.
ALLOCATION OF MENTORS
1. Each undergraduate course has Year Mentors, who are permanent members of the academic staff
and normally teach on the course. Each mentor is allocated a maximum of 20 students.

2. Once class lists have been finalised at the commencement of the academic session, Course
Directors assign a mentor to each student on their course. Course Directors then inform the relevant
staff and post mentor lists on course notice boards to inform students.
3. Students are allowed to request a change in mentor by application to the Course Director. If they
continue to be dissatisfied, they may then apply for a change to the Head of School.
DUTIES OF MENTORS AND RELATIONSHIP WITH OTHER STAFF/SERVICES
1. A mentor should take a caring interest in the students and monitor their academic progress. If a
student is experiencing problems with an academic subject, unless the topic falls within the mentor’s
own area of responsibility or knowledge, they should normally direct the student to the Responsible
Person for the module/s. Mentors will also be expected, where appropriate, to provide information
about their students for Examination Boards.
2. In particular, mentors are expected to offer general advice and beyond this direct students to
agencies better able to provide specialist information or services e.g. welfare, finance,
accommodation etc.
3. A mentor who becomes aware of any significant difficulty, for example, serious lack of progress, very
poor attendance, potential withdrawal from their course or the University, health or other related
problems, etc., should immediately inform the student's Course Director.
4. Academic staff who are concerned about the progress or attendance of a student within their area of
responsibility should normally inform the student's mentor.
ADMINISTRATION
1. Mentoring periods will be timetabled and will appear on both the staff timetable and the course
timetable given to students. However, it is the responsibility of mentors to arrange and co-ordinate
the meetings with the individual students or the small student groups within the timetabled periods.
2. Mentors should meet with their students according to the following schedule:
FIRST YEAR STUDENTS
Semester 1: see students in groups of approximately five, during weeks 2 – 5, then individually
during weeks 6 – 12
Term 2: see students at least once, either individually, or in groups of approximately five
SECOND, THIRD AND FOURTH YEAR STUDENTS
See students once each semester in groups of approximately five.
Additionally, Mentors should have times available for students to see them individually at other times
if required.
3. Year Mentors should keep their own informal records of the meetings with students. The student’s
Course Director should be advised of any issues of significance that arise during the meetings, and a
note made in a student’s file where appropriate
TRAVEL PROCEDURE
Before incurring business travel staff should have due regard at all times for the need to travel and for
economy in the mode of travel. Permission must be obtained from the Head of School or Financial
Controller prior to travel expense being incurred. All travel tickets and car hire should be obtained through
the University’s appointed suppliers as official travel agents and to obtain discounts, Apex and special offers
etc wherever possible. Staff who find travel tickets at a lower cost from a non-recommended source (e.g.

internet) must contact Purchasing and Supply Services before making a booking. This will enable
purchasing staff to contact the University’s appointed suppliers to obtain a like for like quotation and ensure
the best rate is secured. Only in exceptional circumstances should tickets be purchased by staff in the
course of travel, for example during a lengthy trip abroad: explanations must be stated on the claim form.
Where possible, accommodation should be booked and paid for in the same way.
The procedure for obtaining permission to undertake a journey on School business are detailed below:
1. PERMISSION TO TRAVEL MUST BE OBTAINED
A Travel Authorisation T1 MUST be completed prior to all business absences from the School.
Completion and authorisation of this form ensures that the person(s) travelling are covered by the
University’s insurance. The form must be signed by all the persons travelling and authorised by the
Head of School or Financial Controller.
2. TRAVEL
a) Travel to Riccarton - Use of Minibus Service
The daily passenger shuttle service operates every day between the Scottish Borders
Campus and Riccarton. The timetable for the daily service is:
07.45 hrs ex SBC to Riccarton arr 09.30 hrs
09.30 hrs ex Riccarton to SBC arr 10.30 hrs
15.45 hrs ex SBC to Riccarton arr 16.45 hrs
17.05 hrs ex Riccarton to SBC arr 18.05 hrs
If you wish to use this service, contact the Reception staff to reserve a place on the minibus.
b) Travel by School Car
In the first instance, School Finance staff should be contacted to establish the availability of
the car and arrange a booking.
Upon completion of the journey, the car logbook should be completed. The car keys should
be returned to the School Finance staff directly (on no account should the keys be left in the
mail box). The car must be refuelled prior to returning the vehicle to the Campus compound.
A fuel card is available to allow refuelling of the car. This will be issued with the keys.
CONDITIONS OF USE
1. The vehicles are only available for use in connection with official University business and
should be booked through the School Office.
2. Authorisation must be obtained in advance from the Head of School or Deputy Convenor
before the vehicle will be released.
3. Only persons having submitted a completed driver declaration form and whose names
are on the University register of authorised drivers will be allowed to drive the vehicles. In
addition, persons wishing to drive the minibus are required to undergo and pass a driver
assessment. All drivers must be members of the University aged between 21 and 64
years, holding a current full driving licence for over three years, with no endorsements or
driving accidents during that time.
4. The vehicle may only be used on University related business and for the carrying of
passengers and their luggage/equipment. The specified passenger load capacity must
not be exceeded at any time.
.
5. The vehicle should be refuelled and a copy of the receipt returned with the vehicle
6. The driver must report to the Head of School all accidents, damage or losses associated
with the vehicle as soon as possible.
7. The vehicle is covered by the RAC for roadside assistance, home start and relay. The
membership disc is displayed on the vehicle windscreen.

8. In the event of an accident in which insurance details are required, a photocopy of
Certificate of Insurance will be found in the vehicle glove compartment. No admission of
guilt should be made. Details of the accident should be recorded on the Accident Report
form which is also contained within the glove compartment.
9. The user has no authority to arrange any repair or any type of work to the vehicle without
permission from the Head of School or the Financial Controller of the School.
10. All traffic offences or violations of parking regulations involving the vehicle during the
period of use, including all fines or penalties, will be the responsibility of the user.
11. The University does not accept liability for any consequential costs or losses arising from
the use of the vehicle, such as the theft or loss of personal property.
c) Travel by Public Transport
The mode of authorised travel for any journey must be determined by the Head of School in
accordance with the following guide:
i) Economy class (or equivalent) but the Head of School may, for particularly long
journeys (e.g. to the Far East, Australia or the West Coast of USA. Canada) or in
other exceptional circumstances, authorise business class.
ii)
iii)
iv)
Standard class but the Head of School may authorise first class in special
circumstances.
First Class.
Public service or private hire.
v) As with all modes of travel, members of staff wishing to use a taxi for official
University business should obtain the Head of School’s authorisation in advance.
The Recognised Supplier local taxi firms should be used quoting the University’s
reference number. Only the journey itself will be paid, not any additional amount for
gratuities. Exceptionally, local taxi fares could be claimed through personal expense
claims stating the date, reason and destination of journey.
d) Hired Vehicles
Hired vehicles should be used only if the School’s car is unavailable and where the distance
and the number of days involved make the cost equal or favourable to the University when
compared to other forms of travel. As an approximate guide a hired car and fuel expenses
are cheaper than the use of a pooled car over 120 miles. The University will only pay hire
charges for cars up to engine size 1600 c.c. All drivers of hired cars must comply with the
procedures for insurance coverage by completing a Driver’s Declaration Form and producing
a current driving licence; such insurance instructions and guidance have been given to the
School from the Safety/Risk Management Officer (from whom copies can be obtained):
The University has arranged a contract with D S Dalgleish & Son, Galashiels and Enterprise
Cards, Wilderhaugh, Galashiels. Concessionary hire rates have been obtained as motor
insurance is covered under the University’s insurance policy. Therefore the University’s
insurance cover will be used at all times and no unauthorised drivers can hire vehicles on
University’s business.
Booking a Hire Car
To book a hire car, staff should complete a T1 “Authorisation to Travel” form, together with a
“Car Hire Authorisation” form. It is not necessary to complete a “Purchase Requisition” form.
Both forms should be submitted to either the Head of School or the Deputy Convenor for
authorisation at least five working days before the car is required to allow sufficient time
for the paperwork to be processed. Mrs Avril Birtwistle will then arrange for the hire car to be
booked.
The hire car will be delivered to/collected from the campus. The keys should be obtained
from reception and left there for collection. The vehicles will be delivered with a full tank of

petrol and should be returned ready for collection with a full tank. The cost of fuel should then
be claimed on the standard expenses claim form. If these arrangements are not suitable,
alternative arrangements can be made with the garage at the time of booking.
Should there be any damage sustained by vehicles whilst on hire to members of staff a
signed receipt, with full details of such damage, must be obtained at the completion of the
hire. Unattended drop-offs should be avoided on all hires, particularly if there is any damage.
It is recommended to return the vehicle first thing next day providing this falls within the same
24 hour hire period.
Similarly, all drivers must ensure that all vehicles are checked at commencement of the hire
before the delivery driver departs and all damage is itemised on the vehicle checklist.
e) Use of Private Cars
It is the policy of the School to permit the use of private vehicles only if the School car is
unavailable or in exceptional circumstances. Use of private vehicles on University business
is subject to strict rules and is not an automatic right to claim mileage on use of own vehicle
on business. University insurance does NOT cover use of private vehicles. Staff who wish to
use their own private vehicles on University business must ensure that they are licensed and
sufficiently insured to permit such business use of their vehicle for themselves and any
passengers. The Head of School may only authorise travel in private vehicles where
appropriate licences and insurance cover are held and monitors this by using a system
equivalent to the authorised driver procedures used for University vehicles.
Mileage will be reimbursed at the current rate approved by the University’s Finance
Committee. When substantial journeys are incurred over a short period of time a hired car
will be more cost effective where the average daily mileage is in excess of a break-even limit
- around 120 miles per day.
3. TRAVEL INSURANCE
Heriot-Watt University has a comprehensive travel policy that provides insurance cover for all
employees contracted to the University, students participating in overseas research projects,
exchange students at Universities abroad and students participating in short period visits
outwith the United Kingdom for language experience.
All staff/students must complete a T1 travel authorisation form prior to travelling or the
insurance cover will be void.
Because of this comprehensive cover, staff/students do not require any form of insurance
cover from travel agents when making their travel arrangements. When staff/students travel
abroad, an insurance card (with emergency contact numbers) is available from Mrs Avril
Birtwistle. The card should be returned to Mrs Avril Birtwistle within three days of return to the
campus. A copy of the current University Travel Insurance booklet can also be obtained from
the School office. Travel information can also be viewed at www.hw.ac.uk/internal/insurance.
For all business trips to European countries, staff must ensure that E111 forms are always
completed. Copies can be obtained from the Insurance Officer, Mrs Lorraine Loy, in the
Finance office at Riccarton.
All staff travelling overseas are required to complete a Risk Assessment form which is
available from Mrs Lesley Lindsay.
CLAIMS FOR EXPENSES
The following section is based on the procedures published by the University. The details have been
supplemented to indicate how these procedures are operated within the School of Textiles and
Design. Claims for expenses MUST be made within one month of returning. The School will
NOT reimburse staff for claims made later.

Forms for expenses are now only available at www.hw.ac.ukuk/reference/finance/staff-expensesclaim-form.xls.
The appropriate form must be completed for reclaiming expenses incurred through
travel, subsistence, accommodation and hospitality, etc. All claims must be for expenditure actually
incurred. Details of the expenditure should be given and supported by original receipts. Where two
or more staff share a receipt, the receipt concerned should be submitted on one Expenses Claim
form. Please note that photocopied receipts and credit card slips are not accepted.
Completed forms should be signed by the claimant and submitted, with receipts and a copy of the
Travel Authorisation (TI) form attached, to either the Head of School or authorise budget signatory.
Thereafter the form will be sent to the University Finance Office for processing. Payment of
expenses is usually made by credit transfer to the claimant’s bank account.
1. ACCOMMODATION AND SUBSISTENCE
a) Meals claimable: 5 hours 5 miles restriction
Where the duties of a business journey or the distance involved make it necessary for an
employee to stay at that place, a claim for accommodation and subsistence can be made.
The refund will be no more than the costs incurred and receipts must be produced. There is
a restriction on meals where no overnight stay is involved: the claimant must be out of the
office for more than 5 hours and at a distance of more than 5 miles before a claim for a meal
can be made. The payment of expenses to the employee must do no more than cover the
costs incurred and receipts should be produced.
b) Gratuities
Unless a service charge is included within the service provider’s bill all gratuities are deemed
to be personal choice and will NOT be refunded.
c) Incidental Expenses
In general personal expenses such as laundry, telephone, newspapers, mini bar, video hire,
etc. are not allowable. However personal expenses will be refunded up to a limit of £5 per
overnight stay in the UK and £10 per overnight stay abroad. Receipts should be produced
and if the limit is exceeded the amount refunded will be restricted to the £5 or £10 limit.
These limits apply to the overall total of all personal expenditure included in the hotel and
other refunded bills.
d) Round Sum Claims
All claims for re-reimbursement of expenses must be for actual expenses incurred supported
by the appropriate receipts. No round sum claims will be paid (for example meals - £25 per
day or lunch at £2.50 per day).
Note: It is accepted that some small expenses such as car parking, bridge tolls and
underground fares may not have receipts.
e) Telephone - Reimbursement
Only the cost of business calls, substantiated by a log or itemised ‘phone bill, will be
accepted. No proportion of rental will be re-reimbursed. Where telephone charges appear
on hotel bills these must be identified as business calls where appropriate. Personal ‘phone
calls are to be included within the £5 (£10 overseas) incidental expenses allowance per night
for all personal expenses.
f) Mobile Phones
Calls on privately-owned mobile ‘phones are claimable as in (e) Where the mobile ‘phones
are provided by the University any personal use must be re-reimbursed at actual cost of call
plus contribution for rent - say 12%; otherwise claimants will be liable to the full Inland
Revenue tax charge for this benefit.
2. HOSPITALITY AND ENTERTAINING
The University will reimburse reasonable hospitality and entertaining only where it is within the
approved budget or where specific prior approval has been given. The University may reduce claims

or exclude items regarded as unreasonable. Reimbursement of business hospitality and staff
entertaining can only be claimed if the individual is required for genuine business reasons to
entertain visitors, suppliers or other business connections in the course of performing his or her
duties.
a) Business Hospitality/Entertaining
Staff will be re-reimbursed for genuine business entertainment where receipts are produced and all
the names and organisations of the attendees are provided on suitable forms. A reasonable ratio of
staff to business clients must be maintained.
b) Reimbursement of Staff Hospitality using University Catering
Staff using the University catering facilities, charged internally, must comply with requirements and
always record details of all persons attending and the organisations which they represent on an
internal Catering Hospitality form, available from the School office. These forms are used to charge
the School.
c) Staff Entertaining
Expenses incurred entertaining other members of staff are not an allowable tax free reimbursement.
Where there is entertainment/hospitality enjoyed by staff which is not co-incidental to proper
meetings, seminars, etc. then such expenditure cannot be reimbursed through SHEFC-funded
accounts and is subject to Inland Revenue and Contributions Agency taxation requirements.
The liability to tax is either actual cost where outside facilities are used or marginal cost when using
University facilities. In theory the tax liability is on the individuals receiving the benefit: however as a
privilege from the Inland Revenue the University can elect to settle. Only the Head of School can
authorise internal and external hospitality. Any tax and employers’ NI contributions, are to be borne
by the School. In the event of a dispute where the University pays the cost of entertaining then tax
and NI contributions can be charged to the staff enjoying such hospitality. The Finance Office can
provide further advice.
3. ADVANCES FOR EXPENSES
The University does not normally make cash advances and a request for an advance can only be
considered when the member of staff is travelling on University business and only when costs are
expected to be particularly high, e.g. for a lengthy foreign trip.
Advances should be kept to a minimum, certainly no more than any policy limit or such revised
amount is notified. Advances, properly authorised, should be requested on a special form available
from Finance no more than fourteen working days prior to the date of travel and state the date of
departure and return.
Expense claims substantiating the advance should be submitted not later than ten working days after
return. Any under/over expenditure will be settled either by repaying the unspent loan or by
reimbursement for the additional expenditure. In either case full details of expenditure shall be
provided on the expenses claim forms with complete, original, supporting documentation.
Advances for travel abroad will be made by sterling cheque payment to the traveller who has to make
own arrangements for foreign currency. Any cost involved in the purchase of currencies, travellers’
cheques, etc. should be included in the expense claim.
All advances are treated as loans. The University reserves the right to recover any outstanding
amount from an employee’s salary if there is any undue delay in reimbursing an advance or if an
employee has not taken all reasonable steps to comply with these procedures. If advances are not
settled within a reasonable period they would be regarded as remuneration by the Inland Revenue
and therefore subject to tax under PAYE.
PURCHASING POLICY AND PROCEDURES

This procedure is an extract from the current Financial Regulations and Procedures document of the
University and has been supplemented to indicate how the procedures operate in the School of Textiles and
Design.
1. PURCHASING POLICY
The purchasing policy of the University is to obtain value for money in respect of all goods and
services purchased, irrespective of the source of funds, by maximising the University's corporate
purchasing power.
In general, all purchases should be based on tendering procedures and, normally, advantage will be
taken of the tender deemed to be the most economically advantageous. In selecting the tender for
award, consideration should also be given to delivery date, running costs, cost effectiveness, quality
aesthetic and functional characteristics, technical merit, after sales service and technical assistance.
2. RESPONSIBILITIES OF BUDGET HOLDERS
In the School of Textiles and Design, the Head of School (Professor A Harley) is the designated
budget holder. Additionally the Financial Controller (Mr I McGilp) and the School Finance Assistant
(Mrs A Birtwistle) are authorised to raise orders up to specified maximum values. No other
members of staff have authority to place orders.
The budget holder is responsible to the Principal of the University for ensuring that he and any other
named responsible staff with delegated authority to place orders, observe all financial regulations
relating to purchasing and operate within the purchasing procedures.
The Director of Finance and the Internal Auditor have a responsibility for monitoring designated
budget holders to ensure compliance with financial regulations and purchasing procedures.
3. PURCHASING PROCEDURE
a) Request to Purchase
Staff who wish to request the purchase of goods or services must first complete a Purchase
Requisition form (duplicate form), giving full details of the goods/services required, the most
appropriate supplier according to the purchasing policy stated in (1) above and an accurate
indication of the cost, including VAT, delivery and installation charges, etc. All quotations
received from potential suppliers (see Section 5 below) should be attached to the form. The
Purchase Requisition form should be countersigned by the appropriate authorised budget
holder:
Authorised Cost Code Description
Signatory
Centre
A Harley 0701 2501 Printing, stationery & copying
3002 Marketing
2408 Audio/Visual
J Robertson 0701 2001 Direct materials
2002 Laboratory consumables
2006 Protective clothing
2306 Repair & maintenance contracts
A Birtwistle 0701 2004 Computer consumables
2403 Postage/freight
L Macintyre 0701/0703 all codes & valid project no. if appropriate
A F Fotheringham 0701 2005 First aid
A Harley all all

I McGilp all all to approved spend limits
A Birtwistle all all
The completed and authorised Purchase Requisition form should then be sent to the School’s
Finance Supervisor (Mrs Avril Birtwistle) to check the account code from which the purchase will be
made, verify that sufficient funds are available within the budget and enter the details in the School’s
accounting software. The budget holder who authorised the purchase request may be contacted in
order to obtain further information about the request, such as a justification of the need, or the
preferred supplier, etc.
b) Ordering of Goods/Services
The School’s Finance Clerk, prepares official orders using the Purchase Order Processing
System (POPS). It is important that staff complete the Purchase Requisition form clearly and
legibly so that the details can be entered correctly on to the official order. The official orders
are signed either by the Head of School, the Financial Controller or the Finance Supervisor.
The School is obliged by the purchasing procedures, to obtain the following range of
goods/services through Purchasing and Supply Services:
i) office equipment including photocopiers;
ii) stationery and computer consumables;
iii) printing;
iv) cleaning materials and equipment;
v) protective clothing
vi) vehicles - purchase and rental;
vii) furniture and furnishings.
If the supplier of the goods/service requires a cheque with the order, the member of staff must
indicate this requirement clearly on the Purchase Requisition form. The School’s Finance Officer will
then make appropriate arrangements with the Finance Office.
4. GOODS RECEIVED
The University requires the School to operate an effective system for ordering, receiving goods and
services, and passing the relevant invoices for payment. All goods will be received in the Goods
Inward point in the ground floor of the High Mill building. Mr T Peyton and Mrs A Denham will
administer the goods inward procedure:
i) Every week the School’s finance staff will send to TP and AD a spreadsheet that details
the goods requested, POPs order No., supplier and member of staff raising the order,
together with the GRNs for each order.
ii) On delivery of the goods, TP or AD will sign for them as “unchecked”, store the goods in
the “cage” and record the delivery.
iii) Upon delivery, TP or AD will contact the member of staff who ordered the goods.
iv) The member of staff will check the goods are correct/satisfactory, complete the GRN and
leave it with TP or AD, before being issued with the goods.
v) Every day, TP or AD will return the completed GRNs to the School’s finance office.
5. CATALOGUE OF CENTRALLY HELD STOCK
The Director of Purchasing & Supply Services produces, for use by budget holders, a University
Purchasing Information and Buyer's Guide and catalogue of central stockholding. The Buyer's Guide
summarises the best terms and prices negotiated for the University for goods and services, contracts
and agreements negotiated by regional purchasing consortium and information relating to
Government Agency contracts.

The University Purchasing Information & Buyer's Guide shows all approved or nominated suppliers
and should be consulted for all external purchases of goods and services. Nominated suppliers must
be used where specified for applicable goods and services.
Goods and services detailed in the University Purchasing Information & Buyer's Guide have already
been subjected to the tendering process therefore there is no need for further negotiation or
tendering.
6. OBTAINING QUOTATIONS
These procedures are the minimum standard expected and must be followed for all external
expenditure, including equipment leased, hired and rented, unless covered by a recognised supplier
agreement. Written detailed specifications and quotations should always be used for complex
requirements, to minimise the risk of misunderstanding. Only the Head of School can authorise a
reduction in the number of quotations obtained. The amounts below exclude VAT.
a) Items up to £100
Optimum value for money must be sought, irrespective of the source of funds, as required by
the purchasing policy of the University.
b) Items over £100 and up to £1,000
At least two quotations must be obtained. These may be verbal but details about each
enquiry, who made it, to whom, when, and the price, must be recorded. These details must
be attached to the purchase requisition form when seeking authorisation.
c) Items over £1,000 and up to £5,000
At least two written quotations must be obtained from potential suppliers which show details
of items, price and date. A record of the member of staff who handled the enquiry should be
made with the written quotations, and the quotations attached to the purchase requisition
form when seeking authorisation.
d) Items over £5,000 and up to £12,000
At least three written quotations must be obtained from potential suppliers and the actual
purchase order form countersigned by the Head of School, and a written record kept as in (c)
above.
e) Items over £12,000 where there is only one known supplier
If an occasion arises where the School requires an item costing more than £12,000 and there
is apparently only one supplier, the Head of School has to:
i) ensure that the Purchase Requisition form gives full details and cost, together with
the reasons why tendering procedures are not possible;
ii) send a copy of the purchase requisition form to the Purchasing & Supply Services
BEFORE authorising an order, to allow any appropriate liaison and advice to be
given.
7. EQUIPMENT
The budget available to the School of Textiles and Design includes an amount, which can be varied
at the discretion of the Head of School in the light of other expenditure priorities, for the purchase of
items of equipment. In determining the prioritised list of capital equipment requirements,
consideration will be given to the following issues (not listed in order of importance):
a) the number of students who will benefit from the purchase;
b) whether old or obsolete equipment is to be replaced;
c) if a new course or course subject is to be resourced;
d) if the equipment would enable new research programmes to be initiated.
e) the possibility that the equipment could be funded through other sources.
8. INVENTORY OF EQUIPMENT

The School is required to maintain an accurate, up-to-date inventory of all items of equipment. The
inventory contains details of the name, location, date purchased, and serial number of each item of
equipment. Staff will be consulted from time to time when the accuracy of entries on the inventory
are being checked.
9. DISPOSAL OF SURPLUS OR OBSOLETE MATERIALS AND EQUIPMENT
When an item of equipment has reached the end of its useful life, or if materials held in stock
become obsolete, the University requires that such items should be disposed of in accordance to the
following procedures. Where the original cost or estimated actual value (whichever is the higher) of
the equipment is more than £1,000, then the proposed disposal should be referred to the Secretary
of the University.
a) if such an item could be of use to another department/section then it should be offered and a
transfer value agreed.
b) if such an item might be of use to another university then it should be advertised in the interuniversity
"For Sale/Wanted Bulletin" by forwarding details to the Purchasing & Supply
Services.
c) if an item has any residual value it should be disposed of using the official documentation for
disposal: copies are available from the Purchasing & Supply Services.
d) if an item cannot be re-used, is obsolete or is beyond economic repair, it should be scrapped
and such action recorded in the School's inventory and the disposal register maintained by
the Purchasing Officer of the Scottish Borders campus.
e) for any surplus or obsolete furnishings, the Purchasing & Supply Services section should be
contacted to make arrangements for refurbishment or disposal.
In the School of Textiles and Design, if an item is proposed for disposal, the Financial controller, Mr
Ian McGilp, should be contacted in the first instance, so that the appropriate disposal authorisation
forms can be prepared for authorisation by the Head of School.
PROFESSIONAL INDEMNITY INSURANCE
Details and guidelines regarding the University’s Professional Indemnity insurance, issued by the
University’s Insurance Officer (Lorraine Loy) in September 2001, are given below. Please note that
Professional Indemnity insurance only covers a member of staff undertaking outside work
relating to his or her professional discipline, provided that prior approval for the work has
been granted.
Insured
Legal liability to third parties in respect of any claim made during the period of insurance as a direct
result of any negligent act, error or omission in the professional conduct of the University.
The University’s professional liability insurance only offers cover to a member of staff undertaking
outside work relating to his or her professional discipline provided that prior approval for the work has
been granted by the University. However, the University disclaims all liability for negligence,
malpractice, or lack of exercise of due care in every case in which outside work is undertaken
without prior approval.
Limit of Indemnity - £10,000,000 in aggregate plus one reinstatement.
For all contracts with the United States of America & Canada – please contact the Finance
Office (Insurance Section).
A few examples of cover are provided below, though this is by no means exhaustive. If you are
unsure as to whether the complaint applies to this particular policy please contact the Finance Office
(Insurance Section) in the first instance.

Promotion and managing of multi-disciplinary research project
Organising seminars, courses and conferences
Providing an information service on technical issues
Providing design and constancy in all fields of engineering and computers including purchasing
and supply
Social and environmental studies
Diving instruction
Language interpretation and translation
Production, development and marketing agency, consultation, design and graphics of Heriot-Watt
University Media Services
Research and development of pre-production medical laser and related equipment
Trusteeship of the pension and superannuation funds of the University
Principal Extensions
Libel and slander
Employees Indemnification
Individual members of the University Consultancy Committee
Loss of or damage to documents
Breach of infringement of copyright, plagiarism or infringement of patent right, trademark or
design rights
Breech of confidential information under Sections 22 and 23 of the Data Protection Act 1984 or
obligations or other Intellectual property rights occurring or committed in good faith by the
insured.
The Finance Office (Insurance Section) must be notified of any incident that has the potential
to form a Professional Liability claim. A copy of all correspondence must be sent to the
Finance Office (Insurance Section) upon receipt. This will enable our insurers to start the to
assess the problem and determine an appropriate course of action.
All reported incidents and claims are treated in the strictest confidence and will only be discussed
with the individuals concerned. In each case you will be asked to provide the following information:
The identity of the customer
confirmation of the nature of the complaint – is it regarding a product or professional
advice/reports, etc
Has there been any similar work carried out in the past?
Have there been any previous complaints from other sources?
details of any contractual conditions governing the work undertaken
details of the nature of the complaint – please forward any correspondence as soon as possible
details of what the company/person is expecting you to do
details of your response to the complaint – all correspondence must be attached
your reaction to the complaint – whether you feel it is warranted, spurious, typical of the customer
were disclaimers used within any of the documentation provided to the customer?
If in any doubt, please contact the Finance Office (Insurance Section).
RACE EQUALITY POLICY
The University is committed to the elimination of unlawful racial discrimination, and the promotion of
equality of opportunity and good relations between persons of different racial groups.
No religious, racial or political test shall be imposed by the University on any person in order to entitle
him or her to be admitted as a Member, Professor, Teacher or Student of the University, or to hold
office therein, or to graduate thereat, or to hold any advantage of privilege thereof.
EQUAL OPPORTUNITIES POLICY

Statement of Policy
Heriot-Watt University is committed to equal opportunities for all, irrespective of sex, colour, ethnic
origin, disability marital status, religious or political beliefs, trade union membership, sexual
orientation or other irrelevant distinction.
The University welcomes diversity among staff and students and aims to encourage all individuals to
realise their full potential and contribute as fully as possible to the University community. The
University aims to create conditions whereby the treatment of students, staff and applicants for
employment or study is on the basis of their relative merits, abilities and potential.
The University believes that achievement of equality of opportunity will be in the best interests of the
organisation as a whole and its individual members. Consequently, it is committed not only to uphold
the letter of the law, but also to promote diversity and equality of opportunity throughout the
organisation.
Responsibility
The purpose of this statement is to provide guidance and encouragement to members of the
University community to integrate the principles and practice of equality of opportunity into all aspects
of University life. All members of the University community are responsible for playing their part in
achieving the aims of this policy.
The Principal’s Management Group and senior managers in the University fully support the policy
and the Staffing Strategy Committee, acting for the University Court, has ultimate responsibility for its
implementation and development.
Policy Commitments
In order to put the policy of equal opportunities into practice, the University is committed to the
following (in no particular order):
1. Publicising this policy to staff and students of the University and, where appropriate, to
prospective staff and students.
2. Developing and implementing an action plan to put this policy into practice in the University and
keeping the action plan under review.
3. Providing training and guidance in equal opportunities, particularly for senior staff and for those
involved in the recruitment, appraisal and review of staff and students.
4. Promoting fair procedures for the recruitment, selection and promotion of staff.
5. Promoting fair procedures for the admission and assessment of students.
6. Promoting working and learning environments which are accessible to all.
7. Monitoring the University’s staff and student population.
8. Monitoring and analysis of staff and student recruitment.
9. Using language in official communication which reflects the letter and spirit of this policy.
10. Reviewing existing procedures to ensure that they avoid inappropriate discrimination in their
operation.
11. Developing and publicising a mechanism for resolving complaints under this policy.
12. Using disciplinary procedures when dealing with serious breaches of this policy and/or the Sexual
or Racial Harassment Policy.
13. Introducing positive action initiatives, where appropriate.
REPORTING OF MAINTENANCE ISSUES/ROOM
PROBLEMS, ETC
To ensure that prompt action can be taken to rectify maintenance issues and reported problem
areas, staff should follow the procedures below.
1. All emergencies should be reported immediately to the Help Desk by telephone 2645 and
followed up by email HelpDesk@borderscollege.ac.uk
2. All maintenance issues identified by staff should be reported by email as above.
3. Any problem areas identified by staff requiring urgent action should follow (1) above, or if nonurgent
(2) above.

4. The following information should be identified in the email to the Help Desk:
a) location of area affected (building/room number)
b) nature of complaint (give a description of the problem)
c) cause of complaint if known (explain what has happened to manifest the
complaint)
d) indicate when the problem arose
e) indicate if the problem is related to the building and the fixed services or to an
item of equipment.
PLEASE NOTE THAT PERSONNEL POLICIES ARE CONTINUALLY BEING UPDATED.
PLEASE CHECK THE UNIVERSITY WEBSITE FOR THE LATEST VERSION.
POLICIES AND PROCEDURES
Human Resources Strategy
The function of Human Resources is to support the Achievement of
the University Strategy through pro-active strategic interventions and
operational activities.
Human Resources Strategy
Appendix 1
Appendix 2
Appendix 3
Appendix 4
Adoption Leave (pdf)
Advertising new staff
Appointing new staff
Alcohol & Substance Abuse (pdf)
Capability Policy
Childcare Vouchers Policy (word)
Computing and Telecommunications Usage Policy (pdf)
Conflict of Interest (pdf)
Commercial Policy (Draft)
Death in Service Procedure
Dependants Emergency Leave Policy (word)
Dignity at Work (pdf)
Disciplinary Procedures and Rules
Early Retirement Policy

Equality and Diversity Policy (word)
Ethics Policy
Fixed Term Contracts: 'Handling the Expiry of' (pdf)
Fixed Term Contracts - 'Policy on the Use of'(word)
Flexible Working
Grievance Procedures
Handling, Holding & Destroying Disclosure Information Policy
Harassment and Bullying Grievance procedure (pdf)
Holidays
Intellectual Property (pdf)
Interim Bonus Award Procedure
Level Descriptors
Maternity
Parental Leave (pdf)
Paternity
Performance Management Policy
PDR (Performance & Development Review) Policy
Probationary Procedures
Promotion procedures
Race Equality Policy
RAE Equal Opportunities Policy
RAE Selection Policy
Recruitment of Ex-Offenders Policy
Redeployment - Ill-health Policy (word)
Removal Expenses / Resettlement
Research Code of Conduct
Resettlement Allowance
Retirement beyond the age of 65
Review Boards
Salary Scales
Sickness Absence

Smoke Free Policy and Guidance
Staff Cards
Staff Handbooks (internal access only)
Staff Records
Use of Fixed Term Contracts - Staff (word)