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Appendix A |
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Appendix B |
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Appendix C |
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Appendix D |
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| Appendix E | Committee membership | ||
| Appendix ? | Unit Postgraduate Research Committee | ||
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Appendix F |
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Appendix G |
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Appendix H |
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Appendix I |
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| Appendix J | |||
| Appendix K | Exit Procedure for when leaving SSRU | ||
| Appendix L | Probation Scheme for Research Staff | ||
| Appendix M | Professional Codes of Conduct | ||
| Appendix N | Research Associates | ||
| Appendix O | Research Students Advisory Committee | ||
| Appendix P | Policy on inclusion of publications for Annual Report | ||
| Appendix Q | Unit Publication Citation Rules | ||
| Appendix R | Criminal Records Bureau (CRB) Interim Policy | ||
| Appendix S | SSRU Health and Safety Policy | ||
| IoE procedure | Maternity and sickness procedure on Research Projects |
This handbook provides a guide to the workings of the Social Science Research Unit (SSRU) and some aspects of working at the Institute of Education. All staff should be aware of the comprehensive information about working at the Institute of Education which is available on the Institute's web pages for example, Information Services, Personnel, Research Administration, the Secretariat and Directorate. Further details about SSRU’s staff and programmes of work can be found in the Unit's Annual Report and on the Unit's internal and external web pages. The intention of this handbook is to outline the working procedures of the SSRU for new staff and for existing staff. This handbook as well as staff and project lists, and other Unit news is available on the Unit's internal website. Please check this regularly to ensure that you are up to date with Unit procedures and news.
We try to provide a positive and supportive atmosphere for research, which can be a lonely activity. This means that an important function of the Unit is to provide a context in which researchers are able to discuss and develop ideas, and can count on the support of colleagues when difficulties are encountered. We very much hope you enjoy being a part of the Unit.
The Unit and the Institute: The SSRU was set up in October 1990 initially as part of the Department of Policy Studies and then as a separate Academic Group of the Institute of Education, housed in 18 Woburn Square. In 2000 the Unit expanded into 55 Gordon Square. The houses are leased from the University of London by the Institute of Education (main building in Bedford Way). The Institute of Education is a college of the University of London, and its main business is the postgraduate training of teachers and other post graduate courses (it has no undergraduates), though increasingly research is occupying an important place, as it is in all universities these days. The academic structure of the Institute consists of eight teaching Schools, three research Units and the Centre for Leadership Studies. Aside from SSRU, the Institute’s other research Units are the Thomas Coram Research Unit (TCRU), and the Bedford Group for Life Course and Statistical Studies (BGLSS). As a result of internal reorganisation in the Institute, there are four Deans responsible for different aspects of the Institute’s work including the Dean of Research. Please refer to the Institute web pages for the names of the current Deans and other principal officers and their roles at the Institute.
Research and Consultancy Administration and Personnel: The Research Administration Office deals with all administrative and contractual aspects of externally-funded research projects and consultancy. The Personnel Department deals with staffing issues. In order to ensure clear communication and consistency of approach, SSRU staff should liase in the first instance with the Unit Manager or a member of the Management Team about personnel and research administrative issues including applications for Institute funds (e.g. study leave, bridging funding, conference expenses).
Funding: The Institute of Education makes a contribution to core salaries and services, but the Unit’s main source of income is external research grants.
Each funded research project has an internal financial code so that costs can be attributed directly. The Research Administration office also holds current information on funders and information about forthcoming tenders is circulated by Email on the SSRU staff Email list. Research staff are encouraged to apply for research grants, in discussion with the management team.
Institute and SSRU funded Staff: There are 5 types of funding of SSRU staff: (i) Institute funded staff (Director and Deputy Director); (ii) SSRU funded staff (Assistant Director, Research administrator and Information Systems Officer); (iii) Externally funded staff such as research projects and consultancy); (vi) Visitors (such as Visiting Fellows); (v) Postgraduate students. A list of all research and support staff and their offices as of April 2002 is given in Appendix A and an up-to-date list of staff names and current work and interests can be found on the Unit's external web pages www.ioe.ac.uk//ssru. An up-to-date list of SSRU contact details can be found on the Unit’s internal web page at (http://ssru.ioe.ac.uk/internal/default.htm). A list of home contact details for staff members is held by the Unit Secretary and for security reasons is circulated to those who need it on paper format only.
Research: The Unit undertakes a broad range of research concerning the health, education, and welfare of children, parents and families. Since 1990, the Unit's size and research programme has expanded substantially. An important context for the Unit's work remains a range of challenges facing education, health and welfare services today. These include financial and social costs, questions about the effectiveness and appropriateness of these services in improving people's well being, and the way such services operate and are perceived by providers, users, and policy makers. The Unit's work is also concerned with the highly related issues of values, attitudes, beliefs and behaviour and the often complex relationship between research findings and policy initiatives. Many of the Unit's research projects bridge different areas, but there are currently four main streams of research: Childhood Studies; Health and Education; Experimental Evaluations of Social Interventions; and Evidence Based Policy and Practice. Most of these studies are listed in the latest annual report and SSRU web pages. There are two sub-centres within the Unit.
Childhood Research and Policy Centre (CRPC): The Childhood Research and Policy Centre (CRPC) within the Childhood stream of work is a ‘virtual’ centre that acts as a forum and network for people working on research, policy and practice which affects children and young people. It maintains an e-mail list for the circulation of information nationally and internationally. It has a Committee which meets 3 to 4 times a year.
EPPI-Centre:The Evidence Informed Policy and Practice Information and Co-ordinating Centre makes up the evidence-based policy and practice stream of work. It is a specialist centre for systematic research synthesis undertaking systematic reviews, methodological development and the support of systematic review groups. There are three main sub-streams: health promotion (EPPI health), evidence informed education (EPPI education), and perspectives and participation and undertakes a programme of methodological and review work in education, health promotion and public health.
Postgraduate study: The Research Tutor is responsible for student issues for members of staff or others studying for postgraduate degrees in the Unit. The Research Tutor chairs the Unit's Graduate Student Advisory Committee with staff involved with supervising graduate students. The committee provides support for graduate students and their supervisors, including: registration; annual review; upgrading; thesis preparation; selection of examiners; and arrangements for the viva.
Good Practice in Research: It is essential that good practice is followed in all work activities. This includes issues of ethics, confidentiality, equal opportunities and rights, and safety. Please refer to the Research and Consultancy Administration web pages for guidance including 'Statement of Procedures for Ensuring Good Practice in Research' and 'Procedure for Dealing with Allegations of Misconduct in Research (Scientific Misconduct)'. Please also refer to Appendix G concerning ethics of research.
Working across projects within SSRU
SSRU staff have a wealth of knowledge and skills which support a broad range
of policy relevant research. Knowledge and skills can be shared through Unit
seminars, through different combinations of staff working on different externally
funded projects, and through staff turning to colleagues to seek advice and
draw on their experience. Occasional discussions and exchange of materials is
valuable for both those seeking and those giving advice. If extended support
is required then thought must be given to the time required and how this may
affect the project(s) of staff giving their time. It is important to discuss
the time required with colleagues, including project directors, and decide a
time limit in advance. At times financial reimbursement may be appropriate.
This should also be discussed with colleagues and project directors in advance.
Care must be taken that initial arrangements for working across projects or
covering at times of crisis does not extend to other periods without the project
directors' knowledge.
Much of the research data and other information held in SSRU is confidential. It is therefore essential that thought is given and measures taken to maintain confidentiality. All staff should also sign the Institute's Data Protection Form confirming that such steps will be taken.
Line management: The Unit Director has line management responsibility for the whole Unit and reports to the Director of the Institute of Education. The Unit Director delegates some aspects of line management and various other management responsibilities to the management team listed in Appendix C. In most cases, staff should in the first instance refer issues to a member of the management team other than the Director. Only if the matter remains unresolved should it be necessary to involve the Director. Most staff work on one or more research projects and the management of those projects is the responsibility of the Project's Director. Day-to-day work on projects is therefore under the direction of the Project Directors, but within the broader context of Unit's line management.
Unit meetings: Following a proposal from the UPC in November 2002 a decision was made to revise the structure for Unit meetings and the UPC on a time-limited trial basis (for six months).
The standard Unit meeting agenda of: (i) Minutes of the last meeting (ii) New
staff (iii) Research grants (iv) Research proposals in progress (v) Student
issues (vi) Computing; (vii) Administrative and secretarial issues; (viii) Institute
of Education issues (ix) Rooms and housekeeping (x) Conferences (xi) Unit seminars
(xii) Staff development (xiii) Report from Unit Policy Committee will no longer
be used. Instead, the content of the meeting will be based on issues that are
raised for discussion by Unit staff that relate to the Unit and any aspects
of its work. The Unit Secretary will ask for agenda items two weeks in advance
of the meeting and anyone in the Unit should feel free to make suggestions.
The principle aim of the re-structuring is to provide increased opportunities for discussion and participation. However, the standard unit meeting agenda has provided an important means, to date, of updating staff with important information. In its absence, Unit staff will need to regularly check the internal SSRU Website and updates to the Handbook for up-to-date information.
The remit of the UPC will remain unchanged (see UPC heading below); and the UPC will continue to provide a forum in which Unit issues can be discussed in more detail than is possible in Unit Meetings. UPC membership will continue to be made up from the UMC and representatives from each of the four SSRU work streams. However, the UPC representatives will play a more pro-active role of representation by feeding back from the meeting to staff in their streams and by identifying and passing on staff's comments and concerns. In instances where there is an issue of particular interest or concern to staff not normally represented on the UPC, these staff may also attend meetings and contribute to the discussion.
During the trial period the Unit Meetings will take place less frequently than
previously (every three months) and the UPC meetings will take place more frequently
(at least quarterly).
Unit seminars: There are also Unit seminars, usually held at lunchtime on the first Wednesday of each month which allow unit staff an opportunity to learn about the project work of other SSRU colleagues and to discuss broader issues of research work. Members of the Unit are expected to attend to support their colleagues and to learn about and contribute to Unit work. Again a list of forthcoming seminars is on the SSRU internal website.
Unit Policy Committee (UPC): The UPC provides a mechanism to discuss Unit issues in more detail than is possible in Unit meetings. The remit of the UPC is to (i) advise the Unit Director on matters pertaining to the working conditions and career development of Unit staff; (ii) discuss and advise on resource and support issues including computing and secretarial matters in the Unit; (iii) consider and advise on the present and future research programme of the Unit; (iv) act as a communication channel for members of the Unit to inform each other about current and planned research proposals; (v) discuss and advise on the representation of Unit staff on Institute committees; (vi) consider and advise on the operation of guidelines to be followed by Unit researchers, particularly in relation to the writing and costing of research proposals and research teamwork; (vii) consider and advise on a publications policy for the Unit; (viii) take up and discuss relevant issues as requested by any member of the Unit and report back to the Unit meeting.
The members of the UPC are the Unit Director, Deputy Director, Assistant Director, Unit Manager, and 4 other members of staff elected so as to broadly represent the main streams of work in the Unit. The current membership and method of representation of staff is listed in Appendix D. The Unit Director or Deputy Director chairs the meetings. The Deputy Director reports back from the UPC to the Unit meetings. Meetings are held a minimum of 3 times per year with more frequent discussion as necessary by memo, telephone, or Email.
Staff Adviser scheme: This is a method to guide and assist newly appointed academic staff. The role is different and additional to the support provided by the Unit Management Team and the Project Directors responsible for individual projects. Advisers play an important role in the induction of new members of academic staff, they subsequently offer advice and support and assist with career development over the first 2 years of employment, after which the appraisal scheme takes over. Advisers should keep in informal contact with the new staff member over the 2 years and provide a report (on workload, suitability of tasks to her/his skills, current strengths, areas where improvement and/or training would be helpful) to the Dean of Research at (a) 3 months after the starting date of the first contract, (b) the end of the first year of employment, and (c) after 2 year’s employment, unless the staff member participates instead in the Appraisal Scheme.
Each Adviser is nominated by the Assistant Director, but the member of staff can request a change of Adviser (or raise other concerns about the scheme) by consulting a member of the Unit Management Team or the Dean of Research. It is the right of all new research staff to be part of this scheme, so it is very important that other staff are prepared to act as Advisers.
In the case of support staff, an adivsor is appointed by the Unit Adminstrators Committee drawn from the existing administrative staff.
Staff Appraisal scheme: This is similar to the Adviser scheme but is designed to enable the review of, and provide assistance to, the career development of staff employed for 2 years or more. The scheme takes place every 2 years. A set of forms is provided by the Institute’s Personnel Department. All members of the Unit need to read and understand the Appraisal Scheme which is described on the Staff Development section of the Personnel Department's web pages. In brief, the process involves:
The Appraisal scheme papers suggest that Appraisers should be senior members of the Academic Group, but in the case of SSRU the only requirements are that Appraisers (i) know about the work of the Appraisee, (ii) know about the work of the Unit, (iii) have undergone training, and (iv) are acceptable as Appraisers to the Appraisee. The SSRU scheme is thus more of a peer appraisal system, where staff choose their Appraiser subject to agreement by the Unit Director. There are various views about the purpose, value, and time commitment of the Appraisal scheme, but it is the right of all staff to be appraised and it need not be very time consuming if carried out smoothly and efficiently. It is therefore very important that all staff are committed to make the scheme work, to participate in training, and to agree to be Appraisers for colleagues. It may be helpful to distinguish between appraisal in terms of (A) the need for fulfilling the current post, and (B) broader or future needs for the member of staff.
Continuity of employment: The Adviser and Appraisal schemes aim to enable staff development, but the nature of research funding means that many staff are on short term contracts with little security of employment. For staff wishing to continue work in the Unit beyond their current project work, it is important that they consult as early as possible with their Project Director or a member of the Unit Management Team about possible future projects and sources of funding. The Institute has a scheme for providing bridging funding for up to 2 months between funded projects. Research staff can also apply for study leave after 5 years continuous service. (Forms available from Unit Manager).
Research project staff database: Research and Consultancy Administration has recently developed a database of staff available to do part-time work on research projects. This is now available to view on the Institute website. Research and Consultancy Administration should be contacted for further information about being added to the database.
Staff development programme: The Institute has a staff development office that organises seminars and courses, and can provide funding for internal and external courses. Information about current courses is posted on the SSRU notice board, in the Institute's weekly news sheet (‘This Week’), and through the Staff Development web-page where course booking forms are also available. The Unit has a representative for staff development (see Appendix C). The Unit Management Team can also provide advice on staff development issues.
Equal opportunities: SSRU is committed to the Institute of Education’s policy on Equal Opportunities. The Unit Director is responsible for equal opportunities issues in the Unit and staff are requested to refer to the relevant sections of the Institute's web site.
Staff publications and presentations: All academic publications and presentations by Unit staff should fully acknowledge funding sources (including any funds from the Unit or the Institute of Education) and fully refer to any assistance received from colleagues within or outside the Unit. It should also be clear that the author is a member of staff of both SSRU and of the Institute of Education. It is important for both the Unit and for individual staff that all work should be of a high quality and well presented. Staff should always ask for the help and advice of their Project Director, Line Manager, Adviser or other colleagues concerning writing and presentation. Appendix Q contains a document outlining the rules for citing unit publications. Assistance with the production of overhead transparencies and PowerPoint presentations is available from Project Administrators and the Unit Secretary.
Unit reports: The Unit also publishes and sells reports which usually have ISBN numbers and are counted as publications for the research assessment exercise and for staff promotion. Any member of staff interested in producing a Unit publication should consult with the Unit Manager and applications for publication by SSRU are considered by the UPC. Unit reports can also be made available on the SSRU website.
Publications database: Staff members publish a large number of books and papers in academic and other journals. Staff are requested to provide 2 copies of all their publications to the Unit Secretary. Staff should also provide full references of all publications to the Unit Secretary who adds these to a database of staff publications. A full annual list of publications by staff can be found in the Annual Report and on the Unit website.
Unit publicity: It is important that all the work of the Unit properly represents the Unit and the Institute of Education and complies with the Institute's policies on representation. All forms of publicity or representation including leaflets, logos, and letterheads, need to be checked by the Unit Management Team before reproduction or distribution.
The Institute has a Press Officer who can give advice and also help to publicise publications and events. SSRU events and publications can be publicised on the SSRU website and, if they relate to childhood issues, on the international childhood email network.
Unit web pages: The Unit has a number of web pages on the Institute of Education website. These pages describe the programme of work of the Unit as well as staff research and interests and publications. There are also two internal websites: one for the Unit as a whole at http://ssru.ioe.ac.uk/ (where access is limited to current SSRU staff by entering your UnserName and Password, and a web-based bulletin discussion board for those working on EPPI-centre projects.
The development of research and consultancy applications is an essential component of the Unit's work as it forms the basis of future research. Appendix F describes the processes involved in making funding applications and Appendix G discusses some of the ethical issues that need to be considered in undertaking social research. Staff should allow sufficient time for the preparation, costing, and internal approval of proposals in advance of the deadline for submission.
All applications need to include costs for Institute overheads (which should be 60% of staff costs, though may be lower for charities) and SSRU Unit costs of £420 per FTE per month (or £18 per working day for consultancy), which includes computer rental. The Unit Manager should be approached to undertake the costing of research proposals and can advise you on these issues.
All research applications need to be: (i) discussed and agreed in principle by the Unit Management Team including the timetable for the application process; (ii) seen in draft form by a member of the Management Team; (iii) sent in near final draft form to the Dean of Research and the Unit Manager at least three weeks before final submission date; and (iv) signed by the Unit Director and the Dean of Research or their representatives. This process is necessary to ensure good quality applications and that the Unit and Institute give permission for the application and any commitments (including staffing) involved. If funding is received, advertisements for new staff or any offer of employment should only be made after prior consultation with the Unit Manager and Unit Management Team who liaise with the Institute's Personnel Department on these issues.
Consultancy: Consultancy is any activity undertaken by the Institute or by an individual employee of the Institute that involves offering advice, analysis or evaluation to another organization and for which a fee is normally charged (consultancies are subject to Institute overheads and Unit costs). Advice and guidance on costing consultancy work is available from the Unit Manager and from Research and Consultancy Administration. All consultancy applications need to be quality assured and seen first by the Unit Management Team. In addition, consultancies over £10,000 need to be signed by the Institute’s Finance Office, and those over £20,000 by the Dean of Research. All consultancies need to complete a blue form available from the Unit Manager. Full-time staff must only undertake consultancy work under the auspices of the Institute. Part-time staff can choose whether to undertake consultancy within or outside the auspices of the Institute. If the work is done outside of the Institute, then Unit resources should not be used nor should the Unit or Institute be part of the representation of the person or the work undertaken. Income from Institute based consultancy is subject to a 30% overhead charge by the Institute. Remaining income can be used to pay for direct costs or salary of the consultant. Remaining funds are divided between the Unit and the research project or staff member involved.
Induction: Preparations for the arrival of new staff begin before their arrival. All staff play a part in the induction of new staff from welcoming them, to discussing project work, to line management. The Assistant Director (or Unit Administrative Committee in the case of support staff) will allocate a mentor to the new member of staff. It is then the responsibility of the mentor to ensure that the induction process is successfully completed. This includes welcoming our new colleague, showing them around the Unit and setting up initial meetings (see Appendix J for details). The Unit Secretary will give the new member of staff a copy of the Handbook, Annual Report, contact list and instructions on health and safety issues, first aid, security and fire procedures, Unit resources, absence/holiday/illness diary and dates of forthcoming meetings.
From April 2000 all temporary staff are to be issued with contracts. Before temporary work is taken on the Project Director must liaise with the Unit Manager to check the available budget, whether a contract is required, and the best means of payment or process for completion of timesheets. All temporary staff are to be introduced to the Unit Secretary, administrative and management team and should undertake basic security, health, safety and fire induction. The Project Director is responsible for temporary staff working on his/her project. The Unit Secretary is responsible for ensuring timesheets are signed by the Unit Manager and sent to Personnel, with a copy being retained for the Unit's project files.
Please advise the Unit Secretary of any change in home address or telephone number. You are required to give the Unit Secretary a contact name and number in case of emergency which will also be accessible by the Unit Management team.
The Institute has a policy that staff are entitled to take a reasonable amount
of unpaid time off for the purpose of taking action which is necessary to deal
with an unexpected problem concerning a dependant (partner, child, parent, other
members of same household) and to make any longer term arrangements. The time
necessary will vary according to the circumstances. In such cases you should
inform a member of the UMC and any relevant line managers and project directors
as soon as practicable of the reason of absence and how long you expect to be
absent. They will then inform Personnel.
Note: Time off to care for dependants is unpaid. In some cases, it might be
possible for the time away from the Unit to be covered by annual leave or by
work undertaken at home. This would need to follow the relevant procedures for
taking holiday (exempting prior notice) and working at home including obtaining
agreement from the line managers and project directors involved.
When leaving the Unit there are several issues that need to be considered in relation to your work and to housekeeping issues (such as redirecting mail, forwarding email and telephone calls). Please therefore ensure that you follow the procedures listed in Appendix K.
Answering machine: There is an answering machine in the Unit Secretary’s room where messages can be left - 020 7612 6397. Individual phones can be set to transfer to this number automatically or if the phone is not answered after a few rings (see ‘Operating your telephone’ in the Institute’s telephone directory).
Fax machine: The Unit has a fax machine in the resource room on the ground floor of 18 Woburn Square, number 020 7612 6400. Costs are monitored so please note your project charge code on the transmission sheet and file it in the fax file next to the machine. It is important to remember that emails can often be used as an alternative to faxes or phone calls.
Post: Post is sent out via the tray in the resource room on the ground floor of 18 Woburn Square. Incoming post is put into personal pigeonholes in the same room. All external post needs to be charged to the relevant budget. Every research project has a post code which has to be written on the front of outgoing letters. Personal post can only be sent if the appropriate stamps are already attached. There is the possibility that letters will be opened at random and on no account should personal post be sent with a project code stamped on it.
Photocopying: Photocopiers are situated in the basement of 18 Woburn Square and on the ground floor (room 57) in 55 Gordon Square. The photocopier in the basement of 18 Woburn Square requires Institute copy cards which are ordered through the Unit Secretary and charged to the appropriate research project account. The machine in 55 Gordon Square requires a project-specific pin number which is available from the Unit Secretary. The Institute also has a Reprographics Department for larger jobs. If this is used please ensure that one copy of the reprographics order form is passed to the Unit Secretary. If an outside company is to be used, a written quote is required which should be passed to the Unit Manager.
Computing: The Unit has many computers and printers for research and word processing use, which are linked to the Institute and University mainframes and Internet and library systems. Research and Consultancy projects should be costed to provide any equipment and software they need and computer rental at the rate of £60 (£45 for PCs, £15 for printers) per FTE per month (included in the figure of £420 Unit costs required per FTE per month) (See Appendix F). The Information Systems Officer can advise on computer software and hardware. Technical support is provided by the Institute’s Computing Support (ICS) Helpdesk and should be the first point of contact regarding technical or software problems. The Institute runs computing courses for members of staff (details on ICS website), and the Unit has manuals available if required.
The Unit's server system allows staff to access their profile from any PC within the Unit. Staff should save files on their N: drive on the Units' servers rather than on the C: drive of any individual PC. There are also some shared drives in the servers allocated to specific projects. These drives are managed by project directors and administered by the Unit Information Systems Officer (see Appendix H).
The Unit servers are backed-up every night and kept in a fire proof safe. Monthly back-up copies are kept permanently and are stored off-site. These back up systems make the N: drive and the shared drives the most suitable and recommended sites for storing your information and protecting it against loss from equipment failure, fire, or theft. Please delete emails and files that are no longer required as these take up much space on the Unit's servers.
Email: Each member of staff is allocated an email address by the Institute and is added to appropriate email and network lists and network sharing on the server by the SSRU Information Systems Officer. A number of email lists exist under the direction of project directors which are administered by the Information Systems Officer (see Appendix H). You can also read email from home (see Appendix I).
Equipment: Every member of staff should have access to basic office resources including a desk, bookshelves, filing cabinet and adjustable chair (if using a VDU). If you require a piece of equipment or furniture, please see the Unit Secretary. A variety of tape recorders and transcribers are kept in the locked cupboard in the basement of 18 Woburn Square (keys from Unit Secretary). There is a folder in this cupboard which lists all items - please ensure that you sign for anything you take out on loan.
Each Monday, the tape from Friday's backup - the one that's still in the machine - should be taken over to 18WS and handed to the Unit Secretary or Unit Manager for safe keeping.
The tape from the previous week should be collected at the same time, and placed back in the safe in the 55GS server room unless it's a "month end" tape, in which case it should be handed to the Software Development Officer to be taken off site (at present, "month end" tapes have numbers greater than 20).
In the case of Monday bank holidays, the above procedure would be done on the first working day of the week instead.
In the case of Friday bank holidays, please consult with the Information Systems Officer as to what to do.
Stationary: All stationary is ordered centrally. The stationary cupboard is located in the Resource Room on the ground floor of 18 Woburn Square. There is a list on the cupboard door on which to record items that need to be ordered or replaced. Please add to the list if you use the last of anything, or if there is something you particularly need which is not available. Please ask the Unit Secretary if you require something urgently.
The seminar room in 18 Woburn Square: Is used as a meeting room and a library for journals to which the Unit subscribes. These include the British Medical Journal, Social Science and Medicine, Sociology of Health and Illness, Women’s Studies International Forum, the European Journal of Public Health, the Times Education Supplement and the Times Higher Education Supplement. Please do not remove these journals from the room.
Room bookings: In addition to the seminar room in 18 Woburn Square, there is another meeting room on the second floor in 55 Gordon Square. Both of these can be used for meetings but it is necessary to book them in advance with the Unit Secretary who can make the appropriate arrangements, including organising refreshments and advising staff in surrounding offices. Details of when these rooms are being utilised can be viewed on the Internal web site under room bookings.
Libraries: Everyone is entitled to use the Institute of Education library which specializes in education but also covers a large number of other areas. Access to a number of online journals and databases is also provided. New staff will be given an application for a library ticket from Personnel which should be completed and taken to membership services desk in the library foyer. The nearest health library is the London School of Hygiene and Tropical Medicine on Keppel St. A limited number of tickets are available from the Unit Secretary for Senate House Library. Current holders of these tickets are listed on the Unit Internal web pages.
Cars: Car parking in Woburn Square is controlled by Senate House. You can apply for a parking permit (a fee of £30 has to be paid which is refundable when the permit is returned) though there may be a waiting list for these. Space is available only on a first-come-first-serve basis and the car park is usually full during term time, and clamps are used for unauthorised parking. Alternatively it is possible to buy an annual parking space at the rear of the Woburn Square buildings but these cost between £500 and £800 per year, depending on salary. Applications for these permits should be made to Karen Payne on ext 6149. It is possible to 'book' a parking space if someone is visiting the Unit for a meeting but application has to be made via the Unit Secretary to Senate House, giving as much notice as possible. In this instance it is necessary to have registration number, colour and make/model of car. The Senate House car park attendant will reserve the place with a note showing the registration number. Meters can usually be found, but at a price.
Bicycles:Bicycles can be left in the bicycle parking area for SSRU staff at the back of the building or in the bicycle parking space outside The School of Oriental and African Studies (SOAS) at the North East corner of Russell Square. Alternatively there is a locked space under the front steps (key held by the Unit Manager). Bicycles are not allowed in 18 Woburn Square unless you are prepared to carry them to your room, and provided your room-mates, if any, agree. Under no circumstances should bicycles be left by the railings at the entrance to 18 Woburn Square or in the halls of either of the SSRU buildings.
If you are planning to be out of the office for any reason please note this in the book in the Unit Secretary’s office. It is also useful to inform the Unit Secretary of where you will be.
Claims for travel and other expenses: Travel and other expenses can only be paid if agreed in advance by the person responsible for the budget, which is usually the Project Director. Please familiarise yourself with the rules regulating what can be claimed (listed on the front of all claim forms) before you make your purchase. If purchases are made through the Institute Purchasing Officer, please copy the Unit Manager into all correspondence. If in doubt about any purchases or claims please ask the Unit Manager. All claims have to be processed by the Institute, but the Unit Manager first completes all the coding details and ensures that a copy is kept for Unit files. Completed forms have to be signed by the Unit Director, Deputy Director, or Unit Manager (see Appendix A for current signatories). Please ensure that the nature of the cost is fully detailed and that receipts are attached.
Travel, conference expenses, equipment and other costs must be incorporated into funding applications as there is only a small amount of Unit general funds available for such purposes. For international travel, application for a contribution towards costs can be made to the Secretary of the Finance Office of the Institute of Education for funds, but please give the Unit Manager a copy of any such application.
Travel insurance: The Institute has a travel insurance policy that covers researchers travelling abroad on Institute business. Please email the Deputy Finance Officer before you travel, informing him of where you are going with dates of outbound and return travel. Copies of the Insurance policy are available from the Unit Manager or the Deputy Finance Officer, and you are advised to take 2 copies of the policy with you when you travel carrying one copy with you at all times and keeping the second one safely with your passport.
Cleaning services: Cleaners are in the Unit late each weekday evening, and rooms are cleaned on a regular basis. If you have a problem about cleaning or bins not being emptied, please inform the Unit Secretary.
Tea and coffee: The Unit pays for tea, coffee, milk and sugar for staff and meetings. Cafetieres are available for use for small meetings. Filtered water is available from the machine in the basement of 18 Woburn Square. In 18 Woburn Square there is a kitchen in the basement and another on the top floor which is available for anyone to use. In 55 Gordon Square these facilities are on the second floor. Everyone is expected to wash, dry and put away any crockery/cutlery that they or their visitors use.
Working hours and annual leave: Working hours are normally 9am–5pm. Staff are expected to work the hours in their contract of employment and to be in the Unit during this time. Full-time staff should write in the Unit diary (held by the Unit Secretary) the days that they are out of the Unit, the reasons for this (e.g. fieldwork, meetings, annual leave, illness, transport difficulties) where and how they can be contacted, and the date that they will return. Some people start early and others work late. Part-time staff should write in the Unit diary the times that they will be in the Unit and any time taken for sickness or annual leave. If you are working later than 8pm or at weekends, Institute Security need to be informed (see Safety and Security below). Full-time support staff work normal office hours. The Unit Diary is one of the official Unit records of staff absence and so all periods of annual leave and sickness must be recorded in the Unit diary.
Staff are entitled to use leave owed to them within the Insititute's leave year (October to September) until the end of that leave year's calender year. Carrying leave beyond the end of the calender year will need written permission from the Head of Unit and be supported by a valid reason. Leave being used that has been carried over to either the end of the calendar year or into the next year should be recorded as such in the Unit Diary (ie a/l carried over)
Staff who are recorded as having taken ten days or less of their allocated
annual leave in the last leave year, will be approached by their line manager/project
director to ascertain whether there should be cause for concern. In some cases
this may be because leave has not been properly recorded in the unit diary.
In others, the low leave recorded may be genuine and therefore staff should
be encouraged to take more leave to enhance their general well being and work
performance.
Sickness leave: Please telephone the Unit Secretary if you are not coming into work because of illness. The Unit Secretary is the Unit’s sickness representative and has to complete a form for each whole day of absence. Staff absent for four or more days must complete both an Institute Sickness form (Provided by the Unit Secretary) and a Self-Certificate form. The Self-Certificate form will be sent to you directly from Personnel once they have received notification via the Institute Sickness form from the Unit Secretary. Staff off sick for twelve or more days must provide a medical certificate. The Institute now has a procedure for Maternity and Sickness applications on Research projects: details here.
Any absences due to sickness or working elsewhere must also be recorded in the Unit diary which is kept in the Unit Secretary's office.
Staff who are recorded as having taken what is judged to be a considerable number of sick days in the last year will be approached by their project director/line manager to ascertain whether there is any cause for concern or any problems the individual is experiencing or whether their work is being affected due to these circumstances.
Smoking: The Institute of Education operates a no smoking policy (except for designated sections of the Students’ Union in the main building). Please therefore do not smoke in the Unit or just outside the doors of either building as smoke can permeate the offices through windows and doors.
(Please also read the Institute’s Good Practice Guide on Security)
Access: Access to both 18 Woburn Square and 55 Gordon Square is via keypad codes which are changed from time to time. There is also a coded keypad on the door to the seminar room in 18 Woburn Square and the photocopier room in 55 Gordon Square. These codes should only be known and used by current members of staff (including Institute security, postal and cleaning staff). Please do not on any account divulge these numbers to friends or colleagues or anyone else outside the Unit. Please also ensure that office windows and doors are securely locked when you leave. There are special security measures if you want to come into the Unit out of normal hours (8pm to 8am or at weekends). A different door code is in operation at these times. Also, most doors are wired to the Institute’s security system, so staff must let the Institute main desk know that they are in the Unit by ringing Reception (ext 6136) on entering the Unit and again when leaving. It is important to do this for the security of yourself and others. Keys required for out of hours access to 55 Gordon Square are available from the Unit Manager.
Front doors: Please ensure that front doors are always closed and ask all visitors to report to the Unit Secretary in 18 Woburn Square or to the Administrators on the second floor in 55 Gordon Square. If the Unit Secretary or Administrators are absent, please establish who the visitor is and whom they have come to meet. Please note that we have experienced several thefts by people managing to enter the Unit's buildings through open doors or by posing as delivery or courier staff.
Individual rooms: Please keep rooms locked when not in use.
Last to leave: The last person to leave either building should ensure that the building is secure and that lights and equipment are turned off. The last person to leave 18 Woburn Square should ensure the shutters and door to the seminar room and the door to the Unit Secretary’s office are closed.
Data: Valuable research information is highly vulnerable to loss from technical problems, fire, theft, and other disasters. It is therefore extremely important that up-to-date copies of important information are maintained outside of the Unit building. All staff must take responsibility for the information that they hold. It is highly recommended that staff save their files onto the Unit’s server on the N: and other drives which are backed up by the Information Systems Officer at the end of each day, and weekly and monthly copies are kept off-site. Computers should be left on overnight as the Institute’s Computing Department use this time to load anti virus software over the network. Monitors however, should be turned off overnight.
Data Archive: The Unit has dedicated secure storage facilities for paper records (such as questionnaires) collected by previous research projects. This is located in the basement of 18 Woburn Square. Staff who want to deposit paper records in the archive, should contact a member of the Management Team. Staff who want to access data contained in archived paper records must first obtain written permission from the Project Director(s) concerned, and the Unit Manager can provide a copy of the form which needs to be signed (by the project director(s) and the member(s) of staff concerned) before accessing the data archive.
First aid: There is a first aid box in the hall of 18 Woburn Square on the ground floor. The Unit Secretary is the first Aider for SSRU. You can find a list of First Aiders in the Institute telephone directory.
Fire: All staff should be aware of the relevant Institute policies concerning fire safety and should know the evacuation procedure in case of fire. Please also read the notices on evacuation of the building and in case of fire or other emergency, ring 5555 or break the glass in the nearest call point. Each Friday morning the fire alarms are tested and there are usually fire drill practices once a term. The current Unit Fire Officer is the Unit Manager, but all staff should be aware of the risk of fire and appropriate responses to fire. Fire extinguishers are on every floor. Be sure only to use the smaller CO2 extinguishers on computer or other electrical fires. The routes of escape from fire in 18 Woburn Square are through the front door on the ground floor, through the back door in the basement into the garden and then the Institute access road, or by the drop down ladder on the third floor and across the roof to neighbouring buildings. The routes of escape for 55 Gordon Square are through the ground floor exits or through the back window on the top floor (room to right of top of stairs), onto the roof and along to the door and down through the neighbouring building. Please note that this door only opens when the alarm is ringing. The alarms in this building are activated by breaking the glass on alarm points in the building, so in the event of a fire in this building please ensure that the glass is broken and the alarm activated before attempting to leave via the roof escape. Staff should be aware of who is working with them on their floor so that they can ensure that their colleagues are able to escape. The meeting place after a fire or a fire drill is outside 59 Gordon Square (corner of Woburn Square).