HSMC staff handbook by HSMC Library

HSMC Staff Handbook

Contents Academic and senior fellows    

HSMC academic and senior fellows Honorary and senior associate appointments Conditions of service, induction and mentorship for new staff Communication, work planning and staff development

Non-academic staff 

Job titles, working groups, non-academic induction

General information                  

HSMC and the School of Social Policy Organisational arrangements in HSMC HSMC ‘Faculty’ Meetings and HSMC ‘in day’ Security Health and safety Photocopying AVAs/Equipment ID cards Printing and stationery Office/computing equipment Post, Faxes, Messages, Expenses forms, Taxis, Tea/coffee Course Information/publicity Telephone list Car parking Shared electronic diary Room bookings and catering at Park House Publications Recycling

Finance        

HSMC Accounts Office Staff & visiting speakers/work programmes Project costings Contracts Purchasing goods/services Car rental Overseas travel Tips/gratuities (University policy)

Marketing & Communications   

College Marketing Team Website Newsletter

Library and Information Service  

Overview HSMC Library and Information services Website

HSMC Postgraduate Programmes  

Programmes HSMC Graduate Office

Research and Knowledge Transfer 

College Research Support Office

Events 

Seminars/conferences/learning sets/study tours

Suggestions Please send your suggestions for adding or amending this Staff Handbook to Sharon Casey, s.casey@bham.ac.uk .

iii

Academic and senior fellows: Special interests / areas of work Members of academic staff and their areas of work HSMC academic and senior fellows 1-page CVs (staff profiles) for all staff are available in Word format on the shared drive L:HSMC/ CVs and in html format from the website by clicking on individual names. All new members of HSMC academic staff are asked to supply Emma Pender (e.pender@bham.ac.uk) and Helen Harris, h.m.a.harris@bham.ac.uk with a 1-page CV. 1-page CVs can be used for publicity purposes and in conjunction with applications for research and development funding. An example of a one page CV (pdf, new window) is provided and new members of staff are asked to provide their CV using the existing format as per the example. (Although the examples are shown in a pdf file, CVs should be submitted as Word files.)

Honorary and senior associate appointments In addition to the core members of academic staff, HSMC has a number of honorary staff and senior associates. HSMC is continuously reviewing these external appointments in support of its work. Honorary positions are made through agreement at Faculty Day and through an application to the central University. Such titles are conferred for a defined period on a person who is undertaking appropriate academic work in a School of the University and who does not hold an appointment financed from University funds or from outside funds administered by the University. Senior Associates are typically freelance colleagues with whom HSMC has worked on an ongoing basis and who bring additional skills and capacity to the Centre. The appointment of Senior Associates is agreed at Faculty Day.

Conditions of Service, Induction and Mentorship for New Staff Staff joining the University receive an information pack from Human Resources. Further information is also available on the HR website â&#x20AC;&#x201C; adf username and password required. The University has an induction scheme for all new staff organised via Personnel Services. In addition, HSMC provides a tailored induction for all new staff to introduce them to the range of its work. It also has its own informal mentoring scheme, guidelines for which are included at the end of this section. Each new member of staff is very welcome identify a mentor with the Director within three months of taking up post (if they feel this would be helpful). However, the key events in the shared intellectual life of HSMC are Faculty Day (held four times per year) and the Teaching Committee (held roughly twice per term). We have also recently introduced new Academic Development Days (usually held bi-monthly) and hold regular Support Staff meetings. New members of staff should especially make every effort to attend these.

Communication, work planning and staff development HSMC academics meet up with the Director on at least quarterly intervals for an informal ‘catch-up’. The aim of this is to:     

Ensure good communication; Discuss recent and ongoing projects; Explore the balance of research, teaching and consultancy; Discuss plans for peer-review publications Reflect on any training or development needs.

In preparation for catch-ups, the HSMC Finance Manager produces a short summary of individuals’ work programme to date. This helps to inform the discussion and also prompts individuals to keep the Finance Manager updated around each project (including any slippages). The University has a Staff Development Review scheme to help members of staff develop their careers. Review interviews are held every year with the Head of Department or appropriate line manager and information is circulated each year around December indicating who is due for a review meeting. Meetings are held between January - March the following year, to be completed by April. No formal preparatory form is provided but interviewees are asked to prepare a document for discussion, details of which are included in the guidelines circulated annually. A summary of the discussion is recorded on a standard form and signed by the member of staff, the reviewer and the Head of School. In addition to SDRs, academics likely to be returned to REF have an annual Research Development Review to provide advice and support as part of preparations for REF.

Non-academic staff Job Titles and Working Groups Most administrative staff at HSMC work in two functional groups namely Executive Development Programmes (which includes post-bid Research support) and Graduate Programmes. Support staff details

Non-academic Induction Sue Alleyne conducts the induction of new non-academic staff on their arrival at HSMC. Information for new support staff is available on the University’s People and Organisational Development (POD)’s website – adf username and password required.

General information HSMC and the School of Social Policy

The School of Social Policy is part of the College of Social Sciences at the University of Birmingham and consists of three departments, Health Services Management Centre (HSMC), Institute of Applied Social Studies (IASS) and the Third Sector Research Centre (TSRC). Together they offer postgraduate and undergraduate education and research and knowledge transfer services. The Head of School is David Stephenson. Information about the work of each of the departments and their staff is available on the departmental websites.     

College of Social Sciences School of Social Policy Health Services Management Centre Institute of Applied Social Studies Third Sector Research Centre

Organisational Arrangements in HSMC HSMC organises its work in a series of. All HSMC staff link to a specific programme, but with the flexibility of working across programmes where this best meets the needs of research and development programmes. Current programmes: 

Leadership and organisational development research



Partnerships, collaboration and integration research

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Clinical and strategic commissioning research

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Quality and innovation in service provision research

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Patient experience and public involvement research

HSMC ‘Faculty’ Meetings ‘Faculty’ meetings are held at least once per term and provide a regular opportunity for all staff. Departmental Committee Meetings are contained within ‘Faculty’ meetings. Dates for ‘Faculty’ meetings are sought well in advance and are considered important. All staff are asked to make a special effort to attend. These usually start at around 9.00 am with breakfast and provide an opportunity for information exchange before the main programme commences. Both academic and support staff attend the information exchange, and all staff are welcome to participate in the day long programme as appropriate.

HSMC Meetings and HSMC in day Typically, HSMC meetings – Faculty, teaching, research and development – take place on a Tuesday. Recognising the pressures of work, staff are encouraged, where possible, to attempt to be in Park House on a Tuesday. 3

Security Alarm System The alarm system in both Park House and the Graduate Centre is set to come on at 7.00pm MondayThursday and at 6.00 pm on Friday, and is deactivated each day at 6.45 am. The alarm is on continuously over the weekend. Individual alarm pass codes can be agreed with Sue Alleyne if access to the building is required outside these hours. However, staff should not stay in the building after 7.15 pm on weekdays and at weekends unless working in their office with the alarm armed in the rest of the building. See Sue Alleyne for detailed arrangements. Security emergency tel. no. x44444 or enquiries 43000. Keys Room keys and front door keys are available. Master keyholders are Sue Alleyne, Chris ThomsonDrew, security and the cleaners. Cardax Door Entry System The main front, rear door (by the kitchen) and door to the Graduate Centre are all accessed via the Cardax door entry system and all staff/students should swipe their University ID card. Both buildings can also be accessed by using the door code + enter on the righthand keypad or pressing the number for the relevant option on the lefthand keypad. Locking up All the external doors throughout the building are locked at 5pm Monday – Thursday and at 4.45pm on Fridays. The kitchen is managed by the University’s Hospitality and Accommodation Services and is not accessible to members of HSMC staff. The kitchen is locked from 2.30pm although access to the washing up facilities off the dining room is available all day. When courses/events are running after 5.00pm in any of the seminar rooms the event organiser will inform security of the likely time they are due to finish and then security will lock up. If meetings are due to finish later than 7.15 pm special arrangements/requests to alter the alarm system need to be made via Estates.

Health & Safety HSMC Health & Safety Officer – Chris Thomson-Drew School Health & Safety Coordinator – Sue Alleyne School of Social Policy Health & Safety Code of Practice (pdf, 256KB, opens in a new window) Fire Training It is a University requirement that all new staff have to attend a fire training session in person. Please contact Melanie Ashfield, m.ashfield@bham.ac.uk, extension 45817 to book yourself onto

one of these courses which are held at 11am - 12 noon or 2 - 3pm on the first Wednesday of every month. Fire Wardens Ground Floor – Chris Thomson-Drew 1st Floor – Sharon Casey 2nd Floor – Ross Millar Graduate teaching annexe – Kate Vos First Aiders Sue Newbury & Helen Dickinson Illness Sue Alleyne completes a weekly return to Staffing Services. In case of illness all staff should phone in personally and speak either to Sue Alleyne or their line manager by 10am on the first day they are taken ill and, if absent for more than one day phone Sue Alleyne regularly to report on progress. 0121 414 7057.

Photocopying There are 4 photocopiers in the department: Library photocopier for student and staff use, no automatic feed or collation, operates with photocopying cards (see Reception for details) facilities for copying from books/magazines, etc .06p per copy 1st Floor landing primarily for staff use automatic feed, staple/sort and collation (up to 20 copies) operates with code fast run for small-medium sized photocopying jobs .06p per copy Photocopying room in corridor in Graduate School digital photocopier – high quality copies primarily for staff use automatic feed, staple/sort and collation (up to 50 sheets for stapling) operates with code fast run for small-medium sized photocopying jobs .05p per copy Photocopying room, behind kitchen digital photocopier – high quality copies key operator is Chris Thomson-Drew (staff may use this machine only when not in use by Chris) documents can be emailed to Chris Thomson-Drew who will send electronically to photocopier 5

(especially useful for large documents) automatic feed, staple/sort and collation (up to 50 sheets for stapling) fast run for large photocopying jobs .05p per copy Chris Thomson-Drew provides technical support for the photocopiers and a 24hour turnaround on photocopying requests. Photocopying request forms are available from Reception. Chris is also able to print off documents that are emailed to him or directly from the web - this service is particularly appropriate for exceptionally long documents.

AVAs/Equipment The following equipment is available in HSMC and can be booked as indicated: Equipment

Booked via

3 LCD projectors

Chris Thomson-Drew

3 DVD/VCR Combi’s (fixed in Courtyard & Southfield Rooms)

Chris Thomson-Drew

2 good OHPs (located in Garden, Courtyard & Southfield Rooms)

Chris Thomson-Drew

5 laptops

Chris Thomson-Drew/David Cottam

9 flip chart stands (2 in each teaching room)

Chris Thomson-Drew

6 digital voice recorders

Chris Thomson-Drew

4 digital video cameras

Chris Thomson-Drew

1 digital stills camera

Chris Thomson-Drew

3 camera tripod

Chris Thomson-Drew

1 portable screen

Chris Thomson-Drew

3 general photocopiers

Chris Thomson-Drew

Library photocopier

Rachel Posaner

ID Cards ID cards are increasingly needed for access to many departments in the University (e.g. the Main Library, Munrow Sports Centre, etc.) and are used for access by car on to the main campus through the barrier system. They are available from: Security which is at the back of the Aston Webb Building (opposite the rugby pitch). It’s not necessary to phone in advance, but may save you a wasted journey (x 45628). You will need to take with you:  

letter of appointment documentation with payroll number

Visiting staff need to take a statement on letterhead from the Head of Department confirming bone fide application. 6

Car Parking Where to park on campus: In any delineated parking space or in any of the 4 Pay & Display Car Parks: 1. South Car Park 2. Pritchatts Road Car Park Both the South Car Park and the Pritchatts Road Car Park are Pay & Display only; they are not linked to the Staff charging system. All users should purchase a Pay & Display ticket. 3. 4.

North Car Park Grange Road Car Park (NEW*) *A pay and display machine is to be installed in the Grange Road Car Park to accommodate visitors to that side of the campus. Visitors using this Car Park without a permit will be subject to the increased parking charges. Staff displaying a parking permit will still be permitted to park in this Car Park.

The North Car Park is operated by salary/wage deduction or users can choose to pay & display. Blue permit holders (see table below) wishing to park in this car park Do Not need to purchase a pay & display ticket. ALL other parking areas are only accessible to staff who have completed a direct debit form permitting a salary/wage deduction to be made by Payroll. Charges: Car Parking costs £1.00 per day for staff in all locations between 09.30 and 16.30 Monday to Fridays. This includes vehicles which have entered before 09.30 and leave after 16.30, if they are present during the charging period.  Charges do not apply on weekends, Public Holidays and University Closed Days.  Charges do not apply between 16.30 on one day and 09.30 the next day.  Charges will not be applied for visits to campus of less than half an hour. This does not apply to the pay and display car parks, there is no 30 minutes grace in these areas. Parking at Park House: For the time being there are no charges being made for parking in any of the Car Parks on the Edgbaston Park Road properties. However, these Car Parks will be patrolled and all cars will be expected to display either a staff (on payroll or honorary) permit, or a hanging visitor’s day permit. All students on modules/events at Park House must be given a hanging visitor’s permit to display in their car as a student permit only allows them to park in one of the Pay & Display Car Parks which are located near the campus. HSMC specific visitors’ permits (orange rather than burgundy) are on order and should be available from HSMC in September. As indicated in the table above all other invited visitors should also be issued with a visitor’s permit. Any cars parked without any kind of permit will be issued with a warning notice by traffic control officers which if persistently ignored will result in a financial parking ticket being issued. Further information on car parking, the various permits available and how to apply can be found here. 7

Printing and Stationery Printing - HSMC commissions work from the College of Social Sciences Reprographics Department (Pauline Thorington-Jones) p.thorington-jones@bham.ac.uk or the University Printing Section. Pauline Thorington-Jones also offers a design and print service for publicity flyers, reports, etc. Business cards - are ordered via Sharon Casey. Stationery - is ordered via Chris Thomson-Drew (c.thomsondrew@bham.ac.uk). Available space dictates that stationery is stored in several places. Small items of stationery (pens, notebooks, white tac, post-its, etc) are available from Reception. Green hanging files, box files, flat files, etc are in a small cupboard half-way up the main staircase. Envelopes, paper and letterheads are stored in the mailing room and the photocopying room behind the kitchen. Chris Thomson-Drew will order stationery from Office Depot as and when required. It is important to inform Chris when stationery stocks of particular items are low so that he can re-order before supplies are exhausted. Expensive items should be cleared with Sue Alleyne. For larger items eg filing cabinets, chairs, etc please see Sue Alleyne before ordering as these may be already available in the Department. Every effort should be made to ensure control of expenditure on such items as stationery and furniture

Office/Computing Equipment IT equipment: Will be provided for work purposes in accordance with the College of Social Science’s IT current strategy and all users must comply with ‘General Conditions of Use of Computing Facilitieshttps://intranet.birmingham.ac.uk/it/governance/index.aspx. Support and maintenance for IT is provided by the IT team based in Muirhead Tower managed by David Cottam (d.s.cottam@bham.ac.uk). Outdated PCs and laptops will be replaced in accordance with College’s rolling replacement policy and be funded from College strategic IT budget. Other IT outdated equipment like printers and scanners will be replaced on a per need basis and will be funded from the college operational IT budget allocated to each School and managed by the relevant School IT Manager. Email: New members of staff that will be on the University’s payroll will be automatically allocated a central email address and logon username once they have signed the contract of employment which now includes ‘General Conditions of Use of Computing Facilities”. Once the new member of staff has been issued with a payroll number by staffing services then they need to contact the IT support staff, who will set up the computer to receive email and to connect to the University’s internet services. Training Courses: the University’s Information Technology Training Centre (ITTC) http://www.skills.bham.ac.uk/courses/ provides free courses on all Microsoft packages, Internet services and other electronic information sources which are available across the University. Information on scheduled courses is circulated on a regular basis and enquiries can be made to Information Services (email: ITTC@contacts.bham.ac.uk).

Post

Post is delivered from the main University post room (internal and external) at: Internal: Approximately â&#x20AC;&#x201C; 9.40 am (Window â&#x20AC;&#x201C; 9:40 to 10:15 am) External: Approximately 12 noon Outgoing post is collected from HSMC at: Approximately 9.40 am and 2.45 pm. Letters should be sent 2nd class whenever possible. Advice on courier services and additional postal services are available via the University's postroom.

Faxes There is one fax machine in reception for both incoming and outgoing faxes. Fax front sheets are available in reception.

Messages Outside normal office hours incoming messages to the main telephone number (0121 414 7050) are recorded on voicemail. Messages are distributed each morning.

Telephone list A list of rooms/telephone numbers for Park House staff, the School of Social Policy and University telephone directory are available. Rooms /telephone list

Booking Taxis TOA taxis (black cabs) can be arranged by the relevant administrators. Time, name and destination will be needed, and whether to charge to our account or paid direct.

Tea/coffee A drinks machine for tea/coffee is available in the dining room, together with a hot water dispenser. Tea/coffee capsules for use with this machine are available from reception free to members of staff and guests. The drinks machine is switched on at 7.00 am and switched off at 5.00pm.

Course information/publicity Supplies of flyers for seminars, conferences and post graduate information are kept in the cupboard in reception. There are also supplies of current and past newsletters. Graduate Information Packs are available to send out in response to enquiries

Expense Claim Forms Copies of expense claim forms for members of staff, non-members of staff and students are available in reception and from the HSMC Finance Office.

Shared electronic diary All HSMC academic staff are encouraged to make their electronic diaries available to other staff so that they can be contacted easily especially when they are out of the office. This is particularly important to enable a quick and efficient response to calls from clients or other external contacts.

Room booking system and catering at Park House There is an on-line booking system for all meeting rooms in Park House, and throughout College of Social Science buildings, accessed via Microsoft Outlook. The booking system shows which rooms are currently booked and which available. Please note that this booking system can only be viewed for reference purposes – and a booking form is available for completion and submission. All queries related to booking Park House meeting rooms to Sharon Casey tel: 42260; email: s.casey@bham.ac.uk . The week before an event Sharon will be in touch with the event coordinator to check on lunch and tea/coffee requirements. Payment for entertaining HSMC visitors/guest for lunch is by voucher at the snack bar in the Dining Room. Vouchers are available from the HSMC Finance Office.

Publications Copies of HSMC publications are available from the HSMC Library and a full list of HSMC publications is available on the HSMC website. When an academic has a new publication they must take the following steps to get it into the system:  

Send the reference, a publisher’s weblink, a PDF copy and a paper copy to Lucy Drake, s.l.drake@bham.ac.uk for the HSMC Library. Where the publication is a book, report or policy paper that is deemed newsworthy, to send the reference, brief synopsis and the PDF or publisher’s weblink to Sue Alleyne: s.e.alleyne@bham.ac.uk for the HSMC website and newsletter.

Publications system flow chart

Recycling Toner from printers and photocopying machines is collected by Chris Thomson-Drew for recycling. Non-confidential waste paper should be placed in the paper recycling boxes located throughout the building; these are emptied regularly and collected by Waste Management Services from the collection point near the main refuse bin If you make your own arrangements to collect waste paper please contact Marc when it is necessary to collect this. Confidential waste paper needs to be disposed of in the correct manner, Chris Thomson-Drew should be contacted and he will collect this and arrange destruction. Cardboard is also recycled and is collected by Waste Management Services 10

from a cage near to the refuse bin, the cardboard should be flattened/broken down in order to preserve space and ease collection.

Finance HSMC Accounts office Sue McLean, HSMC Financial Services Manager, in the College of Social Science Finance Office based in Muirhead Tower provides a financial service for all staff. The day to day running of the department’s finances provides the financial information both for management purposes and for individual work programmes, but to do this efficiently the Financial Services Manager is reliant upon information received from all staff on a regular basis. Sue McLean is the first point of contact for any queries of a financial nature

Staff and visiting speakers etc 



White expense claim forms (FIN7S) These should be completed when reclaiming personal expenditure on HSMC business. Receipts must be provided for all expenditure. Pink non-staff expense claim forms (FIN7N) These should be used for Visiting Lecturers and other staff not paid through the university payroll who are claiming expenses only. Receipts must be provided. Green Visiting Lecturer Fees & Expenses forms (FIN14) To be used when a fee is being claimed by an individual - not for use by organisations. Receipts must be provided for all expenditure.

It is important to note that any visiting speaker/lecturer who wishes to be paid by invoice must submit the correct paperwork, ie. the invoice must state either a vat or company registration number. NB All the above forms are available on request from Sue McLean.

Work programmes Sue McLean updates work programmes on a regular basis and these are available to staff members so that they can monitor their income in relation to personal targets. It is important that accounts are informed of new projects as soon as they are awarded.

Project Costings Where the academic is sending costs directly to the sponsor it is crucial to have the figures checked before despatch. The classification of a piece of work should be agreed with the accounts office before sending so that if work is consultancy, the sponsor is informed that vat will be an additional cost.

Contracts

Many research tenders are now sent out with draft/specimen contracts - notably those from the DoH. It is essential that as soon as staff decide to submit a proposal, any such contract should be passed through to the CRSO office, in electronic form wherever possible. This will enable the terms & conditions to be submitted for checking by the contracts officer in R&ES (Research & Enterprise Services). Their heavy workload means that as much time as possible is allowed for this procedure. Research contracts will not be signed by staff in the Director of Finance office unless they have first been approved by R&ES.

Purchasing goods/services Purchase orders The CoSS Finance Office generates the majority of purchase orders and these are based on information provided by staff. All research must be undertaken before the order is placed and it is important to note that the University has certain “preferred providers” and unless good cause is given, these must be used. Any order over £2,000 must be able to show that three quotations have been obtained. If a company provides specialised work, where three quotations would be inappropriate, then we can obtain single source approval. If you are in any doubt please speak to accounts office staff.

Credit card The credit card has been introduced to the University in order to reduce the number of invoices processed through the system with the aim of reducing paperwork and providing a more efficient Central Finance Office. There are very few restrictions on what can be ordered, the only restriction being whether the company accepts payment by Visa card. The standard card limit per transaction is £500 but this can be raised if necessary. The card is particularly useful when ordering train tickets, flights, hotel accommodation, conferences etc. All ordering of goods or services made via the credit card are dealt with by Sharon Casey , who requires a detailed requisition quoting the expected cost of the order and the project to which it should be charged. Please note that train tickets ordered on-line require a minimum 7 working days notice, a shorter time-scale means that we are charged an extra £5 per ticket.

Car Rental Sue McLean will organise the ordering of cars via Transport services and these can be delivered to home or work. Details that need to be supplied are as follows:    

reason for car hire and project to be charged date, time and address for delivery of car name of driver(s) date, time and address for collection of the car

In addition: 12

 

delivery is available between the hours of 8.00am and 8.00pm. it is preferable to refill the fuel tank prior to having the car collected as the care hire company will charge a much higher rate if they do it.

PLEASE GIVE 2 WORKING DAYS NOTICE WHEN REQUESTING A CAR

Overseas Travel Flight Travel Guidelines All flights should be Economy class. However there are some occasions when it is necessary/preferable to travel business class for practical reasons. However the difference in cost is so significant that staff will only be entitled to upgrade to business class where the following criteria are met:   

The flight is long haul and permission has been granted by Head of Department* Business Class travel has been costed into the project budget The sponsor has approved and will reimburse Business Class travel and this is confirmed in writing.

*a long-haul flight is defined as ‘greater than 10 hours duration’ Travellers cheques/foreign currency These are available if a member of staff is travelling abroad and is likely to incur sizeable expenses. The account office can organise this, but at least one weeks’ notice is required now that American Express are no longer on campus. Receipts must be submitted for all expenditure. Travel Insurance Persons travelling abroad on University business are covered by the University Insurance scheme. However full details of staff travel schedule should be supplied to the accounts office, together with a home contact name and telephone number in case of emergency. This information is logged in the University database for reference. Staff are issued with a confirmation form containing details of emergency telephone numbers to call if necessary.

Tips/Gratuities (University policy) Where the service charge is not optional this will be reimbursed. Where tips and gratuities are optional and therefore disallowed under University Financial Rules and Procedures, these will not be reimbursed.

Marketing & Communications Marketing & communication team

Marketing activities have an impact on everyone who has contact with the School of Social Policy and College of Social Sciences including university wide academic and support staff; past, present and future students as well as research funders and other key stakeholders. The variety of tasks included under the umbrella of marketing is therefore extremely varied, examples include:    

Developing our online (web) profile; Creating communication and marketing plans to help you attract students, staff and research funders; Raising the profile of our academic expertise and achievements; Understanding and analysing market forces to help you develop new courses and opportunities for the school

The team also undertakes more "operational" tasks such as co-ordinating and assisting colleagues with online and print course/promotional materials, advertising and liaising with the College appointed Advertising Agency, open days, raising our profile through the use of media and building external relations; events (UK and international) and student liaison activities to assist with recruitment and conversion work etc. The team works closely with the University's central Corporate Relations team and can therefore provide direct access a variety of useful resources including the press office, central events team, online and internal communications teams. Key contacts: College Marketing Communications Manager: Carrie Bennett e: c.a.bennett@bham.ac.uk t: 0121 414 8885 Schools of Government and Society and Social Policy Marketing Officer: Paul Scott Tel: 0121 415 1051. School of Social Policy Web Co-ordinator: Pam Newby, Tel: 0121 414 5724/415 1067.

Website HSMC’s website is accessible at: www.birmingham.ac.uk/hsmc. All staff are responsible for notifying Sue Alleyne (s.e.alleyne@bham.ac.uk) of all updates and newsworthy items (eg research projects updates, conferences, new policy papers, publications, events, staff appointments, etc) to be uploaded onto the HSMC website and the aim is to update/refresh the Home and News Pages at least once a fortnight. It is recommended that the non-news sections should be reviewed on a quarterly basis by an individual responsible for the work area ie:   

Teaching – Iain Snelling/Kate Vos Research – Martin Powell/Tim Freeman/Emma Pender Consultancy – Deborah Davidson

Other areas of work - Partnerships – Jon Glasby - Leadership – Deborah Davidson/Jo Ellins - Clinical and strategic commissioning – Jon Glasby/Helen Dickinson 14

Quality and innovation in service provision – Hilary Brown/Deborah Davidson Patient experience and public involvement – Jo Ellins/Shirley McIver

Newsletter Overview The editorial role rotates among academic staff; the Director(s) being Editor in Chief for each issue; Contents:        

1 editorial + 3-4 articles relevant to overall theme news in brief new projects update international roundup graduate programmes events new publications people at HSMC

Copies: available from HSMC display stands and in HSMC library and pdf on the website

Library and Information Service HSMC library & information Service The Health Services Management Centre Library is an independent library at Park House meeting the information needs of HSMC academic staff and students as well as clients in the NHS. The library provides a variety of current awareness services to all HSMC staff including a range of emailed news bulletins:        

Daily Digest Commissioning Bulletin Primary Care Bulletin Public Health Bulletin Snappy Searches Public and Patient Involvement Bulletin (PPI) Integrated Care Bulletin Governance Bulletin

For further information regarding the HSMC Library & Information Service contact: 

Rachel Posaner, Library & Information Service Manager r.d.posaner@bham.ac.uk



Lucy Drake, Library & Information Officer s.l.drake@bham.ac.uk 15

More details of the HSMC Library & Information Service can be accessed via the library website at www.birmingham.ac.uk/hsmc-library

HSMC Postgraduate Programmes HSMC postgraduate office The HSMC Postgraduate Office, which is located in Room TS3and TS4 in the Graduate Centre, is managed by Kate Vos, c.j.vos@bham.ac.uk, with the assistance of Jose Adkins, j.e.adkins@bham.ac.uk, Sue Newbury, s.i.newbury@bham.ac.uk and Evelina Balandyte, e.balandyte@bham.ac.uk. The Graduate Office can offer support and guidance in all aspects of postgraduate teaching administration at http://www.birmingham.ac.uk/schools/social-policy/departments/health-servicesmanagement-centre/courses/index.aspx) and have produced handbooks for students and handbooks for staff which are available from Kate Vos and her team. The areas covered in the staff handbook are as follows: Section 1.      

Academic Staff Module Leads Roles & Responsibilities Administrative Team SSP Team SSP Leads

Section 2.       

Term Dates Teaching Meeting Dates Examination Board Dates Module Time-table Mastersclass Dates Degree Congregation Dates Programme brochures

Section 3.           

Admission procedures Module procedures Module evaluation Programme evaluation Extension procedures Dissertation procedures Extenuating circumstances Examination Board procedures Examination Board terms of reference Peer Observation of Teaching New/changes to programme/module procedures 16



QAA

Section 4. Assignment marking criteria        

Assignment Submission Attendance and Absence code of practice Supervision of Dissertations code of practice Procedures in cases of alleged plagiarism Code of practice for monitoring and informing taught PG Students of academic progress Code of practice for reasonable diligence procedures Code of practice on the external examiner system How we work together paper

Research and Knowledge Transfer College Research Support Office (CRSO) The College Research Support Office (CRSO) exists to provide academics with support for research and knowledge transfer (KT) activities, from the initial idea through to project completion and beyond, covering activities such as identifying opportunities, developing and submitting research applications, tendering and contracting, and providing assistance in review, costing, approval, ethics, research governance, project set-up, subcontracting, audit, and monitoring and reporting. The CRSO will work to a framework of common processes across the college and aims to deliver a consistent and high level of service across the college. All research and knowledge transfer projects should be administered through the CRSO, primarily to ensure that the highest level of support is being provided but also to ensure that relevant information is captured for college and school management purposes. The application forms for the ethics approval are to be completed on line by the lead academic and at the following link, you will find all the relevant information and documents for completion. http://www.rcs.bham.ac.uk/ The CRSO has monthly team meetings, and twice weekly telephone conferences to keep up to date with work portfolios of all members of the CRSO.

Post-award project administration Post-award project support is provided in HSMC by Emma Pender tel: 47054; email: e.pender@bham.ac.uk and in IASS by Helen Harris tel: 45733; email: h.m.a.harris@bham.ac.uk . The support offered by Emma and Helen includes:  

Project administration Formatting reports to house style 17

     

Administration of leadership programmes Organization of telephone interviews Distributing and collating survey questionnaires Updating CVs Maintaining database of publications Co-ordinating SSP Newsletter and providing text for the website.

Events Seminars/conferences/learning sets/study tours Ann Thomas a.d.thomas@bham.ac.uk is the HSMC Events Co-ordinator and co-ordinates the marketing and organisation of all HSMC events ie seminars, conferences, learning sets, study tours (both in the UK and global), etc in conjunction with the Programme Convenors and event academic lead. Ann can provide information and guidance on:       

publicity materials including template flyers, booking terms and conditions mailshots planning lead-in times step by step guidelines procedure checklist available databases used for marketing purposes suitable venues

Suggestions Please send your suggestions for adding or amending this Staff Handbook to Sharon Casey, s.casey@bham.ac.uk.

Park House Telephone List Adkins, Jose Alcock, Peter Allen, Kerry Alleyne, Sue Berridge, Rebecca Brown, Hilary Brown, Lorna Butt, Catherine Casey, Sharon Daniels, Tom Davidson, Deborah Dickinson, Helen Drake, Lucy Ellins, Jo Fenton, Sarah Jane Freeman, Tim Glasby, Jon Gray, Tracey Hutchins, Janet Knowles, Dean Lambert, Pete Lynch, Jenny Macmillan, Rob Mannion, Russell McIver, Shirley McLean, Sue Meadows, Beverley Millar, Ross Miller, Robin Moro, Domenico Needham, Catherine Newbury, Sue Paine, Angela Ellis Pender, Emma Posaner, Rachel Powell, Martin Rees, James Robinson, Suzanne Sawbridge, Yvonne Snelling, Iain Soteri-Proctor, Andri Spurr, Wendy Taylor, Rebecca Teasdale, Simon Thomas, Ann Thomson-Drew, Christopher Vos, Kate Williams, Iestyn

PG Programmes Coordinator Director, TSRC Research Fellow Support Services Manager, SoSP Secretary, TSRC Fellow Librarian Centre Manager, TSRC Departmental PA/PA to Director PHD Student Senior Fellow Lecturer Library & Information Officer Lecturer PHD Student Lecturer Director, HSMC MTS Admin Coordinator MTS Executive Management and Postgraduate Module Administrator IT Officer Knowledge Portal Manager PhD Student Research Fellow Professor of Health Systems Senior Fellow Financial Services Assistant Temporary PG Admin Assistant Research Fellow Senior Fellow Research Fellow Senior Lecturer PG Admin/Reception Research Fellow Post Award Administrator Library & Information Manager Professor of Health and Social Policy Research Fellow Lecturer Senior Fellow Senior Fellow Research Fellow Library Assistant Research Fellow Research Fellow Events Coordinator Teaching & Learning Support Assistant PG Programmes Manager Lecturer

42280 43171 47056 47057 43086 47055 47060 47073 42260 48982 43206 47069 43672 47450 43632 43213 47068 43176 43198

HSMC TSRC HSMC SoSP TSRC HSMC HSMC TSRC HSMC HSMC HSMC HSMC HSMC HSMC HSMC HSMC HSMC HSMC HSMC

TS3 30 24 23 36 24 3 34 25 42 24 22 3 24 42 44 41 TS9 TS6b

j.e.adkins@bham.ac.uk p.c.alcock@bham.ac.uk k.allen@bham.ac.uk s.e.alleyne@bham.ac.uk r.j.berridge@bham.ac.uk h.i.brown@bham.ac.uk l.brown.1@bham.ac.uk c.butt@bham.ac.uk s.casey@bham.ac.uk TAD731@bham.ac.uk d.c.davidson@bham.ac.uk h.e.dickinson@bham.ac.uk s.l.kelly@bham.ac.uk j.l.ellins@bham.ac.uk SHF184@bham.ac.uk t.freeman@bham.ac.uk j.glasby@bham.ac.uk t.gray@bham.ac.uk j.hutchins@bham.ac.uk

42604 43012 43632 48975 43404 47827 47064 43899 48980 48018 45405 47069 43177

G14 28 42 33 26 37 25 TS3 42 40 29 22 TS3

47054 42778 44462 43673 43011 43205 43212 43953 47389 46212 42578 47058 48185

SoSP TSRC HSMC TSRC HSMC HSMC HSMC HSMC HSMC HSMC TSRC HSMC HSMC TSRC HSMC HSMC HSMC TSRC HSMC HSMC HSMC TSRC HSMC TSRC TSRC HSMC HSMC

TS6b TS10 43 33 22 22 24 31 3 29 31 TS11 G15

d.knowles@bham.ac.uk p.r.lambert@bham.ac.uk j.lynch.1@bham.ac.uk r.macmillan@bham.ac.uk r.mannion@bham.ac.uk s.a.mciver@bham.ac.uk s.l.mclean@bham.ac.uk b.meadows@bham.ac.uk r.millar@bham.ac.uk r.s.miller@bham.ac.uk d.moro@bham.ac.uk c.needham.1@bham.ac.uk s.i.newbury@bham.ac.uk a.paine@bham.ac.uk e.pender@bham.ac.uk r.d.posaner@bham.ac.uk m.powell@bham.ac.uk j.e.rees@bham.ac.uk s.m.robinson@bham.ac.uk y.sawbridge@bham.ac.uk i.n.snelling@bham.ac.uk a.soteriproctor@bham.ac.uk w.p.spurr@bham.ac.uk r.taylor.5@bham.ac.uk s.teasdale@bham.ac.uk a.d.thomas@bham.ac.uk c.thomsondrew@bham.ac.uk

43174 47063

HSMC HSMC

TS3a 22

c.j.vos@bham.ac.uk i.p.williams@bham.ac.uk

School of Social Policy Car Parking Management System with effect from 26 September 2011 Where to park on campus: In any delineated parking space or in any of the 4 Pay & Display Car Parks: 1. South Car Park 2. Pritchatts Road Car Park Both the South Car Park and the Pritchatts Road Car Park are Pay & Display only; they are not linked to the Staff charging system. All users should purchase a Pay & Display ticket. 3. North Car Park 4. Grange Road Car Park (NEW*) *A pay and display machine is to be installed in the Grange Road Car Park to accommodate visitors to that side of the campus. Visitors using this Car Park without a permit will be subject to the increased parking charges. Staff displaying a parking permit will still be permitted to park in this Car Park.

Charges: Car Parking costs £1.00 per day in all locations between 09.30 and 16.30 Monday to Fridays. This includes vehicles which have entered before 09.30 and leave after 16.30, if they are present during the charging period.   

Charges do not apply on weekends, Public Holidays and University Closed Days. Charges do not apply between 16.30 on one day and 09.30 the next day. Charges will not be applied for visits to campus of less than half an hour. This does not apply to the pay and display car parks, there is no 30 minutes grace in these areas.

Permits: The following is a list of the available permits: Status:

Available permit:

Allows parking:

Charges:

Contracted Staff on main payroll

New blue permit on white background currently available using the Car Parking Application form from Car Parking Records (will eventually replace old style permits but currently no deadline for this) Blue permit available as above once ID card obtained from Security Office

On campus and North Car Park

£1 per day deducted from salary

Honorary Staff

or in Pay & Display Car Parks On campus and North Car Park but avoid South & Pritchatts

£1 per day payable at ticket machine No charge

Status:

Retired Staff Associate Staff PTVLs / Staff paid on fees basis (Fin 14s) - ie not on the main payroll Students

Invited Visitors

All Other Visitors

Available permit:

Allows parking:

Orange permit – available as above once ID card obtained from Security Office with official letter of introduction from Department

Road Pay & Display only Car Parks where ticket would be required In Pay & Display Car Parks

Charges:

£1 per day payable at ticket machine

Permit available (on completion of Car Parking Application form) only to those students whose term-time address is outside a 10 mile radius from the University Burgundy Red Hanging permit issued in advance by Department

In South & Pritchatts Road Pay & Display Car Parks only

£1 per day – payable at ticket machine via a yellow button

Pay & Display Car Parks/ On campus**

£1 per day – paid by Department

N/A

In Pay & Display Car Parks

£2 £3 £4 £6

for for for for

** Invited visitors: It will be the responsibility of all departments to manage their visitors locally and where possible visitors should be directed to one of the Pay & Display Car Parks where they should pay the visitor charges or display a visitor permit if they have been issued with one. If visitors are invited by departments to park on main campus they must display a visitor permit.

More than 1 car? You can apply for permits for up to 4 vehicles (see application form below). If it is necessary to bring a hire or loan car onto campus you are advised to purchase a hanging permit from your department for the day. Staff/Honorary Staff application forms for a Car Parking permit and FAQs are available at the following link: https://www.intranet.bham.ac.uk/staff/news/parking/#12 Campus parking for students New regulations, which came into force on 24 September 2012, state that students will only be allowed to park on campus if their term-time address is outside a 10 mile radius from the University; or if they are registered disabled; or they are a carer or a guardian or there is some certified medical reason why they should be allowed to park on campus (medical evidence will be requested). University guidance on these new regulations is available at -

http://www.bham.ac.uk/travel/studentparking.shtml.

up to up to up to up to

1hr 3hrs 5hrs 8hrs

Application forms for students who qualify for a permit are available at: http://www.has.bham.ac.uk/support/parking/students.shtml

If people don’t pay: The University’s Traffic Control Officers will issue a financial parking notice .UKPC, the third party company will process all parking fines as follows:      

Notices will be issued at £60 and reduced to £30 if paid within the 14-day discount period; The vehicle owner has 28 days to pay the parking notice or to appeal; If a notice is unpaid after 28 days from the date of issue vehicle owner details will be obtained from the DVLA and a ‘Notice to Owner’ letter will be sent to the vehicle owner; If the notice remains unpaid a final reminder will be sent on day 42; On day 56 the unpaid notice will progress to a debt collection agency and the vehicle owner will receive a further £30 charge. In terms of appealing against a parking charge appeals need to be made to UKPC during the initial 28 day period. All appeals made by members of University staff will go through the University to decide the outcome.

Parking at Park House: For the time being there are no charges being made for parking in any of the Car Parks on the Edgbaston Park Road properties. However, these Car Parks will be patrolled and all cars will be expected to display either a staff (on payroll or honorary) permit, or a hanging visitor’s day permit. All students on modules/events at Park House must be given a hanging visitor’s permit to display in their car as a student permit only allows them to park in one of the Pay & Display Car Parks which are located near the campus. HSMC specific visitors’ permits (orange rather than burgundy) are on order and should be available from HSMC in September. As indicated in the table above all other invited visitors should also be issued with a visitor’s permit. Any cars parked without any kind of permit will be issued with a warning notice by traffic control officers which if persistently ignored will result in a financial parking ticket being issued.

Publication in press Author gives publication reference to Emma Pender (EP) for RAE database + updating CVs If newsworthy book / report / policy paper

Author sends publication reference, brief synopsis, pdf or link to publisherâ&#x20AC;&#x2122;s website to Sue Alleyne (SA) for HSMC website news page

EP notifies LD of report/book and source and supplies pdf/ hard copies where available

Author gives pdf / publisherâ&#x20AC;&#x2122;s weblink or copies of publication (if available) to EP to store/pass onto Lucy Drake (LD) in the library

EP updates Word version of 1-page CV on Shared Drive

SA adds to Publications list on website

EP sends updated version of CV to SA for updating website profile

EP adds reference to HSMC Publications List and passes reference and copy of publication to LD and SA for website publications list