HANDBOOK FOR NEW STAFF - University of St Andrews
HANDBOOK FOR NEW STAFF - University of St Andrews
HANDBOOK FOR NEW STAFF - University of St Andrews
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<strong>HANDBOOK</strong><br />
<strong>FOR</strong> <strong>NEW</strong> <strong>STAFF</strong><br />
July 2012<br />
1
ASC - Advice and Support Centre<br />
CAPOD - Centre for Academic<br />
Pr<strong>of</strong>essional & Organisational<br />
Development<br />
CSA - Collaborations & <strong>St</strong>udy Abroad<br />
DL - Distance Learning<br />
DoRep - Director <strong>of</strong> Representation,<br />
<strong>St</strong>udents’ Association<br />
DoT - Director <strong>of</strong> Teaching<br />
ELT - English Language Teaching<br />
FEG - Faculty Executive Group<br />
FE - Further Education<br />
HE - Higher Education<br />
HEAR - Higher Education<br />
Achievement Report<br />
HESA - Higher Education <strong>St</strong>atistics<br />
Agency<br />
HoS - Head <strong>of</strong> School<br />
ID - Interdisciplinary<br />
ILA - Individual Learning Account<br />
ITS - IT Services<br />
JANET - Joint Academic Network<br />
JH - Junior Honours<br />
KPI - Key Performance Indicator<br />
MLE - Managed Learning<br />
Environment<br />
MMS - Module Management<br />
System<br />
MUSA - Museum <strong>of</strong> the <strong>University</strong> <strong>of</strong><br />
<strong>St</strong> <strong>Andrews</strong><br />
NSS - National <strong>St</strong>udent Survey<br />
PARC - Planning and Resources<br />
Committee<br />
PDMS - Personal Development<br />
Management Plan<br />
2<br />
Commonly used <strong>University</strong> Abbreviations<br />
PDP - Personal Development<br />
Planning<br />
PG - Postgraduate<br />
PGR - Postgraduate Research<br />
<strong>St</strong>udents<br />
PGT - Postgraduate Taught <strong>St</strong>udents<br />
QAA - Quality Assurance Agency<br />
RAE - Research Assessment<br />
Exercise<br />
RBS - Residential and Business<br />
Services<br />
RPL - Recognition <strong>of</strong> Prior Learning<br />
SAULCAT - <strong>St</strong> <strong>Andrews</strong> <strong>University</strong><br />
Library Catalogue<br />
SD - Sustainable Development<br />
SCQF - Scottish Credit and<br />
Qualifications Framework<br />
SFC - Scottish Funding Council<br />
SH - Senior Honours<br />
SITS - <strong>St</strong>rategic Information<br />
Technology Services<br />
SRC - <strong>St</strong>udent Representative<br />
Council<br />
TEFL - Teaching English as a<br />
Foreign Language<br />
TLAC - Teaching Learning &<br />
Assessment Committee<br />
UCAS - Universities & Colleges<br />
Admissions Service<br />
UG - Undergraduate<br />
URIP - Undergraduate Research<br />
Internship Programme<br />
UTREC - <strong>University</strong> Teaching and<br />
Research Ethics Committee<br />
VLE - Virtual Learning Environment
<strong>HANDBOOK</strong> <strong>FOR</strong> <strong>NEW</strong> <strong>STAFF</strong> :<br />
The following is a general pointer to <strong>University</strong>-wide<br />
information for all new staff. Please refer to your School/Unit<br />
handbooks for local information.<br />
Contact telephone numbers are given only as extension<br />
numbers, however if you are calling from outside the <strong>University</strong>,<br />
46 should precede these numbers. NB the Main Switchboard<br />
number is 476161. The code for <strong>St</strong> <strong>Andrews</strong> is 01334. The<br />
<strong>University</strong>’s website is at: www.st-andrews.ac.uk<br />
A-Z list <strong>of</strong> information:<br />
Academic Calendar – See: Semester Dates<br />
Administrative Units – a list <strong>of</strong> all Units is provided on the<br />
Administration A-Z web page:<br />
www.st-andrews.ac.uk/administration<br />
ASC – Advice and Support Centre for students and student<br />
matters. Drop-in centre at: 79, North <strong>St</strong>reet<br />
Email: theasc@st-andrews.ac.uk<br />
www.st-andrews.ac.uk/students/advice<br />
(Also see: <strong>St</strong>udent Services)<br />
Business Cards – see <strong>St</strong>ationery<br />
CAPOD – Centre for Academic Pr<strong>of</strong>essional & Organisational<br />
Development. Hebdomadar’s Block, <strong>St</strong> Salvator’s Quad,<br />
Ext: 2241. Email: capod@st-andrews.ac.uk<br />
www.st-andrews.ac.uk/capod<br />
(Also see: Personal Development and Training Courses)<br />
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Car Parking – parking permits are required for all cars parking<br />
on <strong>University</strong> property. The application form for a permit is<br />
available at:<br />
www.st-andrews.ac.uk/staff/tech/estates/carparking/<br />
or contact Estates, Ext: 3999. The <strong>University</strong> has developed a<br />
Travel Plan to encourage more sustainable means <strong>of</strong> transport,<br />
including a car-share scheme.<br />
www.st-andrews.ac.uk/environment<br />
Chaplaincy / Faiths – Information about the Chaplaincy and<br />
some faiths is given on the web page:<br />
www.st-andrews.ac.uk/chaplaincy<br />
Or contact the Chaplaincy, Mansefield, 3 <strong>St</strong> Mary’s Place.<br />
Ext: 2866<br />
Email: chaplain@st-andrews.ac.uk<br />
Compliment Slips – see <strong>St</strong>ationery<br />
Computers – see: IT Services<br />
Contact details – staff and School/Unit contact information<br />
can be found online via the Telephone Directory - linked from<br />
the Contacts tab at the top right corner <strong>of</strong> the <strong>University</strong>’s<br />
home page: www.st-andrews.ac.uk<br />
(Also see: Telephones)<br />
Corporate Identity – for information on using the <strong>University</strong>’s<br />
corporate identity,and links to the <strong>University</strong> logos, black<br />
and white letterheads, PowerPoint templates and Corporate<br />
Identity Guidelines, please see:<br />
www.st-andrews.ac.uk/printanddesign/publications<br />
Email: publications@st-andrews.ac.uk<br />
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Course Catalogues – details <strong>of</strong> the course syllabus and<br />
modules are available from the Current <strong>St</strong>aff web page under<br />
Academic Matters or at this web page:<br />
www.st-andrews.ac.uk/coursecatalogue<br />
Current <strong>St</strong>aff web page – a web page for all <strong>University</strong> staff<br />
providing links to a wide range <strong>of</strong> <strong>University</strong> information:<br />
www.st-andrews.ac.uk/staff<br />
Data Protection – many members <strong>of</strong> staff will find themselves<br />
dealing with personal data as defined in the 1988 Data<br />
Protection Act. Information and guidelines for staff are<br />
available at: www.st-andrews.ac.uk/dataprot<br />
Email: dataprot@st-andrews.ac.uk Ext: 4010.<br />
Deans – each <strong>of</strong> the <strong>University</strong>’s four faculties (Arts, Divinity,<br />
Medicine and Science) has a Dean. Further information at :<br />
www.st-andrews.ac.uk/administration/schools/deans/<br />
Email accounts – information on obtaining an email can be<br />
found on the IT Services web pages at:<br />
www.st-andrews.ac.uk/its<br />
(Also see: IT Services)<br />
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Emergency procedures for a serious incident / threat – in the<br />
event <strong>of</strong> any incident, criminal or otherwise, which may put<br />
the safety <strong>of</strong> the <strong>University</strong> community and/or property at<br />
risk, the following action should be taken without delay :<br />
TELEPHONE POLICE (9)999 or (9) 418900 giving full details<br />
<strong>of</strong> the incident and location, your name and where you can be<br />
contacted.<br />
Within working hours (between 8.45am and 5pm): Call Estates<br />
Helpdesk (46)3999<br />
Outwith working hours (5pm to 8.45am and during the<br />
weekend) :<br />
Dial 0 (from an internal phone) or 01334 476161 (from<br />
an external phone) and your call will be managed by the<br />
<strong>University</strong>’s Out <strong>of</strong> Hours service.<br />
It is important that all relevant incidents are reported to<br />
<strong>University</strong> authorities using reporting procedures outlined at:<br />
www.st-andrew.ac.uk/contacts/incidentreporting<br />
Environment Team – responsible for reducing the<br />
environmental impacts associated with the day-to-day<br />
activities and long term plans <strong>of</strong> the <strong>University</strong>, including<br />
recycling, consumption <strong>of</strong> energy and water, and sustainable<br />
travel. Further information see :<br />
www.st-andrews.ac.uk/estates/environment<br />
or contact Estates, Woodburn Place. Ext: 3978.<br />
Email: environment@st-andrews.ac.uk<br />
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Events – all <strong>University</strong> events for staff, students and the<br />
general public are listed in the online Events calendar:<br />
www.st-andrews.ac.uk/events<br />
It is also found via the Events tab near the top <strong>of</strong> the Home<br />
page. To submit information for consideration on the Calendar<br />
please use the online form at: www.st-andrews.ac.uk/events/<br />
submit<br />
Finance – information about all aspects including banking<br />
money, making payments, expenses, time sheets and financial<br />
statements at: www.st-andrews.ac.uk/staff/money<br />
Freedom <strong>of</strong> Information Act – If any enquiries are received<br />
please email: foi@st-andrews.ac.uk<br />
Further details at: www.st-andrews.ac.uk/foi<br />
Graduation – ceremonies are held in June and November.<br />
www.st-andrews.ac.uk/graduation<br />
Headed Paper – see <strong>St</strong>ationery<br />
Health and Safety – information including forms, policies<br />
(including sickness absence) is at:<br />
www.st-andrews.ac.uk/staff/safety<br />
Holiday entitlement – further information:<br />
www.st-andrews.ac.uk/hr/Salariesandpensions<br />
or contact Human Resources, The Old Burgh School, Abbey<br />
Walk, Ext: 2644. Email: humres@st-andrews.ac.uk<br />
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Human Resources Policies and Regulations – provided in<br />
your New <strong>St</strong>aff pack. The information can also be found on the<br />
web at: www.st-andrews.ac.uk/staff/policy<br />
Or contact Human Resources, The Old Burgh School, Abbey<br />
Walk, Ext: 3096.<br />
Email: humres@st-andrews.ac.uk<br />
(Also see: Policy and Governance)<br />
Identity Card – required for identification purposes and for<br />
access to various buildings including all libraries. It can also be<br />
used for the <strong>St</strong>aff Discount Scheme. <strong>St</strong>aff Identity card queries<br />
to IT Services, Ext: 2532.<br />
Email: idcards@st-andrews.ac.uk<br />
www.st-andrews.ac.uk/staff/tech/IDcards<br />
Induction Courses – are held throughout the year to<br />
welcome staff and to help them settle into <strong>University</strong> life. For<br />
information on the next course see:<br />
www.st-andrews.ac.uk/staff/ppd<br />
where there is also information on Induction Resources.<br />
IT Services – wide ranging information on all aspects <strong>of</strong> the<br />
<strong>University</strong>’s computer facilities is available at:<br />
www.st-andrews.ac.uk/its<br />
If you are experiencing problems with your computer please<br />
contact: Helpdesk, <strong>University</strong> Library, Ext: 3333,<br />
Email: helpdesk@st-andrews.ac.uk<br />
There is an Information page for new staff at: www.standrews.ac.uk/itsupport/gettingstarted/newstaff<br />
(Also see: PDMS and Email)<br />
Learning and Teaching Support – see: CAPOD<br />
8
Library – full information on the <strong>University</strong>’s libraries and<br />
services: www.st-andrews.ac.uk/library<br />
also the Academic Liaison team at:<br />
www.st-andrews.ac.uk/library/contact/academicliaison<br />
or contact the Main Library, North <strong>St</strong>reet, Ext: 2283.<br />
Email: library@st-andrews.ac.uk<br />
Mail Room – located in the Bute Annexe. Information on<br />
opening times and collections and deliveries at:<br />
www.st-andrews.ac.uk/staff/tech/Mailroom<br />
Please note that only <strong>of</strong>ficial <strong>University</strong> mail should be<br />
forwarded to the Mail Room for external posting.<br />
Maps – a map <strong>of</strong> <strong>University</strong> buildings and the town is in the<br />
Maps & Facts booklet. Alternatively an online map is available<br />
via the Maps link at the top <strong>of</strong> the <strong>University</strong>’s home page:<br />
www.st-andrews.ac.uk/media/wwwmap.pdf<br />
Maps & Facts – this free booklet includes current and<br />
historical facts, as well as a map <strong>of</strong> the town featuring<br />
<strong>University</strong> and town buildings.<br />
Available from Print & Design - Publications, Ext: 3020.<br />
Email: publications@st-andrews.ac.uk<br />
www.st-andrews.ac.uk/printanddesign/publications<br />
9
Memos – messages <strong>of</strong> interest to members <strong>of</strong> staff can be<br />
found at the bottom <strong>of</strong> the Current <strong>St</strong>aff web page:<br />
www.st-andrews.ac.uk/staff<br />
Each Friday all members <strong>of</strong> staff receive an email with the<br />
subject Friday Memos that lists, and links to, the memos<br />
posted over the previous week at this web page:<br />
www.st-andrews.ac.uk/Memos/staff<br />
<strong>St</strong>aff wishing to post a memo may do so at any point<br />
throughout the week but at the latest by 11am each Friday<br />
to catch that week’s memos. Email a brief message to:<br />
publications@st-andrews.ac.uk by 11.<br />
Those without an email account or access to a computer or<br />
printer should ask their School/Unit secretary for a print out<br />
<strong>of</strong> the Memos web pages each week.<br />
Undergraduate and postgraduate students also receive memos<br />
on Wednesdays. <strong>St</strong>aff can view these at:<br />
www.st-andrews.ac.uk/students<br />
by entering their user name and password which are provided<br />
when registering for an Email account.<br />
<strong>St</strong>aff wishing to post a message for students (indicating<br />
whether for UG and/or PG students) should email a brief<br />
message at any point throughout the week but at the latest<br />
by 11am on a Wednesday to catch that week’s memos to:<br />
publications@st-andrews.ac.uk<br />
(Also see: Events)<br />
Music Centre – organises and co-ordinates most <strong>of</strong> the<br />
music that takes place within the <strong>University</strong>, including the<br />
Wednesday lunchtime concerts. Further information at:<br />
www.st-andrews.ac.uk/music<br />
or contact Music Centre, Younger Hall, Ext: 2226.<br />
(Also see: Events)<br />
10
Pay – pay scales and advice on salaries can be found at:<br />
www.st-andrews.ac.uk/staff/money or by contacting Human<br />
Resources, Ext: 2560.<br />
Email: salaries@st-andrews.ac.uk<br />
Pensions – support, information and guidance on the<br />
<strong>University</strong>’s occupational pension schemes can be found at:<br />
www.st-andrews.ac.uk/staff/money<br />
or contact Human Resources, Ext: 2560.<br />
Email: humres@st-andrews.ac.uk<br />
PDMS (Personal and Pr<strong>of</strong>essional Development<br />
Management System) – information on workshops and<br />
courses for all staff can be viewed at:<br />
www.st-andrews.ac.uk/staff/ppd<br />
Courses are also <strong>of</strong>ten listed in the Memos<br />
Photographs – images <strong>of</strong> the <strong>University</strong> and town can be<br />
viewed and ordered for free if for <strong>of</strong>ficial <strong>University</strong> use at:<br />
http ://special.st-andrews.ac.uk/publications/app<br />
A new photographic database system is being set up therefore<br />
if you would like information on our most recent photographs<br />
please contact: Print & Design - Publications, Ext: 3020.<br />
Email: images@st-andrews.ac.uk<br />
www.st-andrews.ac.uk/printanddesign/photographic<br />
Information on the <strong>University</strong>’s historic image archive in<br />
Special Collections can be seen at:<br />
www.st-andrews.ac.uk/administration/specialcollections/<br />
Policy and Governance – information on all the <strong>University</strong>’s<br />
policies and governance information can be found at:<br />
www.st-andrews.ac.uk/staff/policy<br />
11
Press Office – staff are requested to keep the <strong>of</strong>fice informed<br />
<strong>of</strong> their achievements and potential opportunities for press<br />
coverage as well as any direct interaction they may have with<br />
the media. Further information from the Press Office,<br />
<strong>St</strong> Katharine’s West, 16 The Scores,<br />
Ext: 7227/2530. Email: pr<strong>of</strong>fice@st-andrews.ac.uk<br />
www.st-andrews.ac.uk/press<strong>of</strong>fice<br />
The latest Press Releases can be seen either at the end <strong>of</strong> the<br />
main home page or a News link at the end <strong>of</strong> the Current <strong>St</strong>aff<br />
web page: www.st-andrews.ac.uk/staff<br />
Principal’s Office – information on personnel in the Principal’s<br />
Office can be found at:<br />
www.st-andrews.ac.uk/administration/principals<strong>of</strong>fice<br />
(Also see: <strong>University</strong> Government)<br />
Recycling – see: Environment Team<br />
Research information – a wide range <strong>of</strong> research-related<br />
information, including links to research in Schools, the<br />
Knowledge Transfer Centre and a research portal:<br />
www.st-andrews.ac.uk/research/<br />
Registry – www.st-andrews.ac.uk/registry<br />
The Registry is one <strong>of</strong> the central academic administrative<br />
units for the <strong>University</strong>. It comprises <strong>St</strong>udent Records,<br />
Curriculum Management, Examinations and Timetabling.<br />
They are also responsible for Matriculation, Advising and<br />
Graduation.<br />
(Also see: Room Booking, <strong>University</strong> Government).<br />
Room Booking – For full details <strong>of</strong> booking all rooms for<br />
teaching, ad-hoc booking requests and vacation bookings see:<br />
www.st-andrews.ac.uk/staff/academic/teaching/timetabling<br />
12
Salaries – see: Pay<br />
Schools – a list <strong>of</strong> academic Schools is found via the Subjects<br />
page: www.st-andrews.ac.uk<br />
Semester Dates – are found at:<br />
www.st-andrews.ac.uk/semesterdates<br />
Sports Centre – full information on staff participation is at:<br />
www.st-andrews.ac.uk/sport or contact: <strong>University</strong> Sports<br />
Centre, <strong>St</strong> Leonards Road, Ext: 2190.<br />
Email: sport@st-andrews.ac.uk<br />
<strong>St</strong>aff Discount Scheme – on production <strong>of</strong> a <strong>St</strong>aff Identity<br />
Card discounts are available for various shops and businesses.<br />
Further information:<br />
www.st-andrews.ac.uk/staff/money/ staffdiscountscheme<br />
Contact: Human Resources, The Old Burgh School, Abbey<br />
Walk, Ext: 3096. Email: humres@st-andrews.ac.uk<br />
<strong>St</strong>aff Newsletter – an electronic newsletter produced by<br />
Corporate Communications, In the Loop, is emailed to all staff<br />
every week. It includes <strong>University</strong> news items and events as<br />
well as small ads.<br />
Email: intheloop@st-andrews.ac.uk Ext: 2530<br />
<strong>St</strong>aff Organisations – information on AUA, AUT, UCU,<br />
Unison, and Unite is found here:<br />
www.st-andrews.ac.uk/staff/policy/employment<br />
Otherwise contact Human Resources, The Old Burgh School,<br />
Abbey Walk, for details <strong>of</strong> local representatives. Ext: 3096.<br />
Email: humres@st-andrews.ac.uk<br />
13
<strong>St</strong>ationery – for Business cards, Compliment Slips and Colour<br />
headed notepaper, conforming with the <strong>University</strong>’s corporate<br />
identity, contact Print & Design, <strong>St</strong> Katharine’s West, 16 The<br />
Scores.<br />
NB Before ordering any items, please discuss your<br />
requirements with whoever handles purchasing for your<br />
School/UnitEmail: printanddesign@st-andrews.ac.uk<br />
www.st-andrews.ac.uk/printanddesign<br />
<strong>St</strong>rategic Plan – this provides a common framework for the<br />
many strategic and operational decisions that will occur at<br />
various levels across the institution and can be found at:<br />
www.st-andrews.ac.uk/staff/policy/planning/<br />
<strong>St</strong>udent Services – <strong>St</strong>aff encountering students in distress<br />
or with problems affecting their work are welcome to<br />
contact <strong>St</strong>udent Services on the Helpline (46)2720 and can,<br />
anonymously if they wish, discuss the issue with a member <strong>of</strong><br />
the staff in the service. Direct referrals <strong>of</strong> students are welcome.<br />
www.st-andrews.ac.uk/studentservices<br />
(Also see: ASC)<br />
Telephones – the Telephone Office web page gives information<br />
on making calls and other information relating to telephones at:<br />
www.st-andrews.ac.uk/staff/tech<br />
Or contact the Telephone Office, Ext: 2100.<br />
Email: tel<strong>of</strong>f@st-andrews.ac.uk<br />
Subject to agreement by the Head <strong>of</strong> your School/Unit, the<br />
method <strong>of</strong> making personal/private calls is to lift the handset,<br />
key 777, then dial the required number.<br />
Telephone numbers <strong>of</strong> all members <strong>of</strong> staff can be found<br />
online.<br />
(Also see: Contacts)<br />
14
Training Courses – see PDMS<br />
Units – see: Administrative Units<br />
<strong>University</strong> Government – information can be found on the<br />
web page: www.st-andrews.ac.uk/about<br />
which includes information on the <strong>University</strong>’s governing<br />
bodies (Court and Senate) as well as details <strong>of</strong> the Principal’s<br />
Office and <strong>St</strong>ructure and Governance.<br />
(Also see: Deans, Principal’s Office and Current <strong>St</strong>aff web<br />
page)<br />
Waste Management – See: Environment Team<br />
15
<strong>HANDBOOK</strong><br />
<strong>FOR</strong> <strong>NEW</strong> <strong>STAFF</strong><br />
For the latest version <strong>of</strong> the <strong>St</strong>aff Handbook please see:<br />
www.st-andrews.ac.uk/printanddesign/publications<br />
Produced by: Print & Design - Publications, <strong>University</strong> <strong>of</strong> <strong>St</strong> <strong>Andrews</strong>,<br />
Ext: 3020.<br />
Email: publications@st-andrews.ac.uk<br />
September 2011<br />
Printed by: Print & Design, <strong>University</strong> <strong>of</strong> <strong>St</strong> <strong>Andrews</strong><br />
The <strong>University</strong> <strong>of</strong> <strong>St</strong> <strong>Andrews</strong> is a charity registered in Scotland, No: SC013532<br />
16