29 January 2009 University of Stirling Staff Induction

29 January 2009

University of Stirling

Staff Induction

Domestics…

Ladies – turn left, thru doors, first right after stairs

Gents – turn left, thru 2 sets of doors, 10 yards on left

Leave building through main entrance to Cottrell

Lunch provided at 12:15

Introductions

• In your team, find out from your team mates:

• Their name• Department• How long have they worked here?

• Complete movie quiz!

Induction for New StaffWelcome and Introduction to the

University

Ian SimpsonProfessor and Deputy Principal

(Research and Knowledge Transfer)

www.stir.ac.uk

Introduction to the University of Stirling

The mission of the University of Stirling is to pursue world-class research and scholarship in order to inspire, challenge and support motivated individuals who want to shape their world.

Conduct world-class research that makes a positive contribution to society, Conduct world-class research that makes a positive contribution to society, the economy, the environment and culture;the economy, the environment and culture;

Promote and enhance student learning through innovative teaching Promote and enhance student learning through innovative teaching programmes with a clear focus on real world needs;programmes with a clear focus on real world needs;

Benefit wider society through broad based access to educational Benefit wider society through broad based access to educational opportunity;opportunity;

Provide an attractive, supportive and caring environment for students and Provide an attractive, supportive and caring environment for students and staff, andstaff, and

Ensure that the wider community and partner organisations can benefit Ensure that the wider community and partner organisations can benefit from our expertise, services and facilities.from our expertise, services and facilities.

www.stir.ac.uk

• Royal Charter in 1967. First new University in Scotland for 400 years (1967, 165 students)

• Campuses in Inverness and Stornoway (N&M); ‘Offices’ in Oman, Singapore, China

• A history of innovation – Semesters; Modular system; Flexible programmes

- A provider of one of the best learning and social experiences for students

- Scotland’s University of Sporting Excellence

SOME HISTORY

UNIVERSITY OF STIRLING

ARTS MANAGEMENT NATURAL SCIENCESHUMAN SCIENCES

English Studies

Film, Media,*Journalism Studies

History

Modern LanguagesReligious Studies

(European Studies)

Philosophy

Politics

Criminology,Sociology andSocial PolicySocial Work

(Applied Social Sciences)

Education

Nursing &Midwifery

Psychology

Accountancy andFinance

Business,Management

and Marketing

Computing Science

Economics

*Law

Marketing

Mathematics

Sports Studies

Aquaculture

Aquatic Sciences

Biological Sciences

EnvironmentalScience

Conservation Sciences

Environmental Geography

University Disciplinary Areas

RESEARCH THAT SHAPES AND IMPROVES LIVES

The University of Stirling is a charity registered in Scotland, number SC 011159

RESEARCH THEMES

www.stir.ac.uk

•AQUACULTURE

•ARTS, HISTORIES AND CULTURES

•CHILDREN & YOUNG PEOPLE

•ENTERPRISE & ECONOMY

•ENVIRONMENT & PEOPLE

•PEOPLE CENTRED HEALTHCARE

•WORK, WELFARE & WELL-BEING

•SPORT

RAE2008 Stirling outcome

FTE Category A Staff Submitted 297.33

4* 10%

3* 36%

2* 40%

1* 13%

Unclassified 1%

Grade Point Average 2.41

Grade point average: Percentage of staff to receive a 4* is multiplied by 4, 3* by 3, 2* by 2 and 1* by 1. Unclassified staff receive 0 score and are excluded.Results added together and divided by 100 to give an average score of between 0 and 4

Our Student Community

ca. 10,000 students ⇒ 7,000 undergraduates⇒ 2,700

postgraduates

A diverse community ⇒ 67% from Scotland⇒ 20% from

other parts of UK⇒ 13% from

overseas⇒ 15% of

students over 21Widening access February intake; February intake;

Distance Distance learning; FE/HE learning; FE/HE articulationarticulation

Students by Discipline Group

8%1%

6%

4%

8%

5%

5%

4%

5%4%

20%

13%

3%3%

6%5%

Applied Social Science

Aquaculture

Biol. & Env. Sciences

Computing Science & Maths

Education

English Studies

Film, Media & Journalism

History

Languages, Culture & Religions

Law

Management School

Nursing & Midwifery

Philosophy

Politics

Psychology

Sports Studies

Staff Numbers

35%

30%

8%

27%

0%

Support Staff Grade 1-5

Academic Staff

Research Staff

Support Staff Grade 6-10

Other

Total Staff FTE = 1377

Income

0

5000

10000

15000

20000

25000

30000

35000

40000

45000

2003/04 2004/05 2005/06 2006/07 2007/08

£ ('0

00)

SFC Grants

Academic Fees

Research Grants & Contracts

Endowments

Other

Recent and Current Capital Developments

• Swimming Pool (2002)• M. P. Jackson Fitness Centre

(2002)• MacRobert Arts Centre

(refurbished 2003)• Iris Murdoch Centre (Dementia)

(2004)• Residences refurbishment (rolling

programme)• Scottish Institute of Sport

(Fairview refurbishment)• Colin Bell Building (2004)• R.G. Bomont Building (2004)• Centr for Health Sciences,

Inverness (2007)• Cottrell Cladding Project

(ongoing)• University Library (pending)

Dr Jim McGeorge

Deputy Secretary

Governance, Management and Organisation of the University

(No Presentation) Quiz

Refreshment Break

10.35 – 10.50

Information Legislation Compliance

David CloyCorporate Information and

Governance Manager

Information Legislation Compliance

• Data Protection Act 1998

• Freedom of Information (Scotland ) Act 2002

Data Protection

• Data Protection Act 1998– “An Act […] for the regulation of the processing of information

relating to individuals, including the obtaining, use or disclosure of such information.”

• Personal Data – “data which relate to a living individual who can be identified from

those data”

• Rights of the individual

Data Protection Principles

1. Fair and lawful2. Specific purposes3. Not excessive4. Accurate5. Not kept for longer than necessary6. Data subject rights7. Secure8. Not transferred outside EEA

Data Protection: how it affects you

• Take care with “personal data”

• Especially “sensitive personal data”

• If in doubt, ask for advice!

Data Protection: advice

• Data Protection Officer: x 6670/72

• Data Protection Guidance:http://www.rec-man.stir.ac.uk/data-protection/index.php

• UK Information Commissionerhttp://www.ico.gov.uk/

Freedom of Information (Scotland ) Act 2002

• In force since 1st January 2005

• Creates a statutory right of access to information held by Scottish public bodies

• Subject to certain (limited) exemptions, any person can request and receive any information held by a public body

New responsibilities

Public bodies have 2 main responsibilities1. Adopt and maintain a “Publication

Scheme” University of Stirling Publication Scheme available at: www.foi.stir.ac.uk

2. Deal with individual requests for information

Dealing with individual requests for information

• New rights for the public

– To be told whether information exists– To receive information (where possible, in the manner

requested)– To receive reasons for a decision to withhold

information

Almost everything?

Limited Exemptions (17) e.g.– Information available elsewhere – Commercial interests – Confidentiality (limited)– Personal Information– Information intended for future publication

What does FOI mean to us?

• Records must be managed effectively

• Records must be retrievable

• A comprehensive records retention and disposal programme is essential

Impact

• ALL information requests are potentially FOI enquiries• MUST be answered within 20 working days• Requests do not need to refer to the FOI legislation, but must be

in permanent form• Expect to publish as a matter of course• (almost) EVERYTHING is subject to FOI legislation• The Information Commissioner has the power to report any

failure to comply to the Court of Session, which may lead to a charge of contempt of court

What Next?

• Find out who your departmental FOI Representative is

• Familiarise yourself with background to the act and procedures

• All available at: http://www.rec-man.stir.ac.uk/foi/info-staff.php

Further advice and assistance

Corporate Information & Governance Manager

University Records Manager

x6672/6670

records.management@stir.ac.uk

www.rec-man.stir.ac.uk

Useful information

• Scottish Information Commissionerhttp://www.itspublicknowledge.info

• Scottish Executive FOI Web Pages http://www.scotland.gov.uk/topics/government/foi

• UK Information Commissionerhttp://www.ico.gov.uk

University of Stirling Staff Induction Programme

Introduction to

INFORMATION SERVICES

Information Services

Director of IS: Mark Toole

IS main centre on Stirling campus (in the library, Cottrell and Pathfoot)

Highland Health Sciences Library (serves University and all NHS staff in the Highlands)

Services on Western Isles campus by arrangement with the local NHS

Information Centre

• Gateway to everything !• Based in library• Provides advice and

support on a wide range of topics

• First port of call for any IS enquiry – nothing too great or too small

• Telephone x7250

Support for teaching and research

• Teaching and research collections, printed and online • Lecture theatre support• Video conferencing• WebCT with specialist support from CeLD• Electronic reading lists• Graphics and print services• Computer labs• TV studio, Audio Studio• Support for software applications • Accessible curriculum• Advice on copyright issues (http://

www.is.stir.ac.uk/libraries/materials/copyright.php)

Portal

•Access to information •Access to library and IS sites•University news and events•Personalised portal access – tailored to staff or student

IS website

The Library

• Lending and library catalogue: http://libcat.stir.ac.uk/, includes access to print and online resources and to many other catalogues, including the local public library service.

• Not just for academic staff, you are entitled to take out 33 items as a staff member here

• Includes reference section, newspapers, PCs with internet access for all university staff and students

• Staff development collection - personal development material as well as help on teaching and learning.

Liaison Services

• Specific teams liaise with departments over academic/collections issues and IT issues

• Support for a set of software applications• Provision of a variety of training courses for all staff and

students

Special Collections

Rare books and manuscripts in: • Scottish literature and theatre

(Hogg, Scott)• Early left wing politics• Publishing• Media (John Grierson, Lindsay

Anderson)

University Art Collection• Paintings, sculpture,

tapestries, sketches, silver• Inside and out

Running the infrastructure

• Network• Computer accounts – your userid and password• Filestore• Servers for a wide range of uses – databases, web

services, applications• Email (available to everyone)• Make sure everything is backed up• Security• Virus protection• Supporting desk-tops (fixing hardware and software

problems)

Running Admin Systems

• Making sure a wide range of systems function smoothly, eg

• Payroll• Student records• Module selection and

administrative enrolment.

• Finance system …. And many more

Any solutions required ….

• INFORMATION CENTRE• Telephone 7250 • Email “Information Centre”infocentre@stir.ac.uk• Visit web page http://www.is.stir.ac.uk/help/enquiry-stirling.php

• ….. or drop in !

MacRobert Arts Centre Tour By

Jude Moir, Duty Manager

12 noon

Lunch

12.15 – 1.15

Human Resources & Organisation Development (HR &

OD) Department

Karen Stark – HR Partner

Overview

• HR & OD Services

• HR Partners

• Payroll

• HR Information Systems

• HR & OD Centre

• Occupational Health

HR & OD Services

Team of HR Advisers and HR Assistants

• First point of contact

• Advice to Heads of Department

• Recruitment & Selection

• Contract administration

HR Partners

• Support managers with complex employee relations matters

• Employment Law

• Policy development

• Committee Servicing

HR Policies & Procedures:

• Disclosure Scotland• Diversity & Equal Opportunities• Fixed Term Employees• Flexible Working• Grading/Re-grading• Grievance & DisciplineAlso:• Terms & conditions of employment

Payroll

• Salary processing– 28th of the month– basic pay and overtime, allowances etc

• Pensions processing

• Processing sick/maternity pay

• Advice to managers/employees– P45, Tax, NI

HR Information Systems• SAP HR System Development• Manager’s Desktop• SAP HR Maintenance & Troubleshooting• Management Information • Project Work• Role Analysis• Employee Reward

HR & OD Website

www.hr-services.stir.ac.uk

HR & ODLearning and Development

Simon Smith

The Team

Sue Jennings Deputy Director (HR & OD)

Claudia McComish HR Partner

Simon Smith Learning & Development Advisor

Rosalind Brown Development Centre Assistant

BespokeBespoke

‘AchievingSuccess’

‘AchievingSuccess’

MultipleChanneldelivery

MultipleChanneldelivery

X-universityProgrammes

X-universityProgrammes

RegulatoryRegulatory

InductionInduction

L&DL&D

Support

TeachingResearch

Adding value to organisation, team and individual

Collaborative Work

• Career Bridges – St Andrews, Dundee and Stirling

• Programme over nine months in three locations covering essentials of managing yourself and others

• MPDG – Management Professional Development Group agree courses for the HE sector in Scotland

• Be proactive! • What are you developing and why?• Does it add value?• Agree plan with your manager• Contact us and we will be happy to help

What can I do to develop?

http://www.hr-services.stir.ac.uk/training-development

Information on the Web

Equality and DiversityInduction

Jill Bennett

Policy and Governance Officer

Today’s induction session

• Equality - some key concepts

• Benefits of equality

• What does the law say?

• What are our responsibilities as employees, and as an employer?

• Equality and diversity in practice in the workplace

Key concepts

• Can you define the following terms:– Equality– Discrimination

• Direct• Indirect

– Harassment– Positive action

Equal opportunities

• Emerged in 1970s – Sex/race discrimination legislation

• Aims to develop policies and procedures to meet legislative requirements

• Traditionally perceived as ensuring workplace is free from discrimination, bullying and harassment

• Older term – life has moved on!

Equality

• Equality: newer term 1980s-1990s

• Equality is about– Ensuring equality of opportunity for all

– Providing opportunities to meet the diverse needs of a community e.g. staff; students

– Not just about legislation

– Fair treatment and respect for difference

– Recognising discrimination, barriers and inequalities exist, and taking steps to address these

Equality

Equality recognises that people in society are not equal, and that unequal distribution of resources, entitlements or effort may be required to reduce existing inequalities, and ensure equality of access and opportunity

FAIRNESS DOES NOT NECESSARILY MEAN EQUAL TREATMENT!

Direct discrimination

• Less favourable treatment on grounds of particular characteristics such as gender, race, disability, age, religious or political belief, sexual orientation, marital/civil partnership status, pregnancy

• Example: denying a member of staff a promotion opportunity because she has recently announced she is pregnant

Indirect discrimination

• When conditions are seemingly applied to all, but they actually put certain people at a disadvantage

• Institutions may not think they are actually discriminating or putting up barriers!

• Example: requiring all potential job applicants to have “A-level” qualifications

Harassment

• “Unwanted conduct that violates people's dignity or creates an intimidating, hostile, degrading, humiliating or offensive environment.”

• In addition, sexual harassment can be defined as “unwanted physical, verbal or non-verbal conduct of a sexual nature.”

Harassment

• Not measured by intention of perpetrator

• Key = experience of the victim

• Victim could be the ‘target’ or a ‘witness’– Verbal e.g. threats, ‘jokes’, songs– Physical e.g. Violence; unwanted contact– Written e.g. Emails, texts, slogans, graffiti– Isolation/ignoring a colleague– Setting unfair deadlines; unwarranted criticism

Harassment

• Legal protection against harassment on grounds of gender (including pregnancy, maternity, transgender status and marital status), race, colour, ethnic or national origin, disability, sexual orientation, religion or belief and age.

• University has strict anti-bullying and harassment policy – Trained harassment contacts in place– Annual refresher training for contacts– Policy now being updated

Positive action

• Action to address existing inequalities, counteract past discrimination and to help abolish stereotyping.

• Provision exists in law (sex and race legislation)• If under representation of particular groups has been

identified in the previous year.• Examples

– Positive statements in job adverts– Training courses for certain groups e.g. Women, BME– Targeting ethnic minority press

• Cannot discriminate at point of selection – recruitment must always be made on merit– NOT positive discrimination

Effects of discrimination

• On individuals/groups– Negative, disempowering experience

• Loss of confidence and self esteem• Anger and resentment • Lack of motivation• Isolation• Lack of opportunity to take part • Negative experience told to others• Takes action to bring about change (may be legal action)• May leave the institution where discrimination is

happening• Unrest/protests – even violence

Effects of discrimination

• On institutions– High, costly turnover of staff – Loss of quality/skilled staff or volunteers– Wasted resources– Poor public image– Failure to attract new students/quality staff– Declining student population – Difficulty attracting sponsorship and funding– Risk of litigation

Benefits of equality and diversity

• Increased knowledge, skills, experiences• Better able to design policies, programmes,

curricula that meet needs of staff/students• Increased staff and student satisfaction levels• Improved public image

– Improved place in ‘benchmarking’• Attract the best staff • Attract more students• Increase in income

– Fees, grants, awards • Avoid costly litigation

The legal framework

• Equal Pay Act 1970

• Sex Discrimination Act 1975 as amended in 1986, 1999, 2008

• Race Relations Act 1976 as amended in 2000

• Disability Discrimination Act 1995

• Sex Discrimination (Gender Reassignment) Regulations 1999

• Employment Equality (Religion or Belief)/ (Sexual Orientation) Regulations 2003

• Gender Recognition Act 2004

• Civil Partnership Act 2004

• Disability Discrimination Act 2005

• Employment Equality (Age) Discrimination Regulations 2006

• Equality Act 2006

• Equality Act (Sexual Orientation) Regulations 2007

Discrimination and the law

• It is illegal to discriminate in any aspect of employment and training on the grounds of:– Gender (including transgender status) – Race/ethnic origin/nationality/colour– Disability– Sexual orientation– Religion/belief– Age

• Unless a Genuine Occupational Requirement exists

Discrimination and the law

• It is illegal to discriminate in relation to the supply of goods, facilities and services:– Gender (including transgender status)

– Race/ethnic origin/nationality/colour

– Disability

– Sexual orientation

– Religion or belief

• Age discrimination not yet illegal (G/F/S)

• Single Equality Act 2009/2010 –looking forward

The legal framework: positive duties

• Going beyond tackling discrimination after the event– Traditional anti discrimination legislation often ineffective

• University now has legal duties to promote equality– Race, gender, disability equality duties

• Move from ‘reactive’ to ‘proactive’• Assess impact of policies, procedures and decisions• Change policies and procedures to avoid discrimination or to

secure a more positive outcome for disadvantaged groups• Cultural change - embed equality into all that we do• Disability

– Reasonable adjustments to take account of individuals’ disabilities

Equality duties

• Universities must– Publish race, gender and disability equality

schemes– Conduct equality impact assessments on their

policies, procedures and decisions– Involve disabled people and consult other groups

in decision making and policy development – Gather and use equality information when

developing policy and procedures– Publish annual reports on progress to fulfil their

equality duties – Make all staff aware of their responsibilities

Employment/ vocational training

Provision of goods, facilities and services

Public sector duty to promote equality

Gender Yes - 1975 Yes – 1975 (as amended)

Yes - 2007

Disability Yes - 1995 Yes - 1995 Yes - 2005

Race Yes - 1976 Yes – 1976 (as amended)

Yes - 2002

Age Yes - 2006 No (due 2009/2010)

No (due 2009/10)

Sexual orientation

Yes - 2003 Yes - 2007 No (due 2009/10)

Religion / belief

Yes - 2003 Yes - 2007 No (due 2009/10)

Staff responsibilities

• All members of staff must:– Treat others with dignity and respect; – Identify and challenge discriminatory behaviour and attitudes; – Ensure that equality and diversity is effectively integrated into

the professional practice of teaching, research and service delivery;

– Maintain an awareness of equality legislation by attending inductions and staff training programmes;

– Speak out and report if they witness or are a victim of any form of discrimination, bullying, harassment or victimisation

– Treat others as you would wish to be treated yourself.

• Academic staff must:– Actively participate and contribute to creating an inclusive

learning environment that values difference.

Further information

• HR– Equal opportunities policy – Tackling bullying and harassment policy– Harassment contacts

• Disability, Race and Gender Equality Schemes – Equality and Diversity section of website

• Further information on equality duties– Jill Bennett, Policy and Governance Officer – Jill.bennett@stir.ac.uk x 6890

Equality in practice

• Case studies– Read and discuss each case study (5

minutes)– Report back briefly on your thoughts

• What are the issues raised by the scenario?• What action would you take?

Refreshment Break

2.15 -2.25

Estates & Campus Services

AN OVERVIEW

Estates & Campus Services!

Introduction• University’s largest single administration

department

• Approximately 400 staff

• 5 main divisions: Safety Office Property Management

Facilities Management Residential Services

Commercial & Procurement Services

Safety Office

• Provides advice & guidance on a wide range of Health & Safety and Fire Safety issues

• Monitoring of Health & Safety performance across University

• Provides information and training• Liaison with HSE, Insurers,

Occupational Health

Property Management

• Major Building Projects

• Refurbishments

• Gardens & Grounds

• Heating

• Water

• Power

• Engineering

Energy Facts & FiguresYearly totals: £2.1 £2.8 £2.6 £3.9

14.7k Tonnes 13.5k Tonnes

Property Management

• Maintenance

Repairs “Hotline” - Ext: 2444 (office

hours) or

Ext: 7001 (non office hours)

Facilities Management

• Mail Room• Switchboard• Portering• Reception (Cottrell/Pathfoot)• Cleaning• Car Parking

Facilities Management

• Security• Portering

http://www.facilities.stir.ac.uk/portering/index.php

Ext: 7000 (Cottrell Reception)OR

Ext: 7002 (Pathfoot Reception)

Travel Plan

• Encouraging Modal Change for staff, students and visitors.

• Travel Information Page on Portal

• ‘Getting Here’ page on website

Residential Services

• Housing for 3000 students

• Wide range of accommodation

• Residential Management

Commercial & Procurement Services

• Commercial Operations

Conferences

Holidays Internal Hospitality

• Marketing

7147 (Internal Hospitality)

• Catering

• Stirling Management Centre

• Procurement

7027 (Internal Hospitality)

• Enjoy your time working at the University

• Enjoy the services provided by Estates & Campus Services

m.v.chambers@stir.ac.uk

Michael Chambers {E&CS}

Sports Centre TourGail Young