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Induction
Research Support Services Warning NOT UP TO DATE MAY 09Brenda Jones
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• Ginny Nephin (Ryan Armstrong) 22033• Fax Number - 024 7646 1606• Notify them of all visitors due if they are to report to reception.• In the case of Interviews copy them in on the interview plan• Make sure they have your contact number
• Parking permits• Uni House• Ask visitors to call at reception to sort out requirements. Note that
parking is now totally free for the first two hours at University House anyway.
University House Reception.
Joan McGovernAncillary ServicesSenate ReceptionExtn 26110/22033
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U. House/ PHONE ContactsAndy (Porter /Post) 22780George Transport 22776
VC Nigel ThriftPA is CATRYN HEMLOCK 23630Plus two PA’s who job share: Alison Thomas Mon- Wed am Michelle O’Keefe Wed pm Thu & Fri 74463
Deputy VCDeputy VCStuart PalmerGill Gough PA 28164RegistrarRegistrarJon BaldwinWendy Taylor PA 23704
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Warwick Phones
Telephone Directory:Can be accessed from front of staff web site
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•A really useful telephone directory – right up to date •Requires search on surname•Click on entry and you will be taken to the department listing
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Visitors to the university
Notify Ginny & Ryan
22033 RECEPTION
of all visitors due if they are to report to reception.
Make sure they have your contact number
Copies of university map are behind my desk further copies can be obtained from the communications Office - University House – 1st floor
http://www2.warwick.ac.uk/services/ancillary/
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Postal servicehttp://www2.warwick.ac.uk/services/ancillary/postroom/
Courier service
Departmental Postal Code 174SAFE / KTP CODE – separateAll post must have address stamp -reverseUniversity House Post – not via postroom
John BurrowsFacilities Manager
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Main Post Room,The University of Warwick,Coventry, CV4 7AL, UKUniversity House CV4 8UWTel: 024 765 22780Fax: 024 765 74022
Email [email protected]
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ROOM BOOKINGS
Tel 22708Booking now on line
Need to be logged on to access this linkRoom Bookings
Orders for Tea and Coffee need cost code and via hospitalityCheck with Nicky for this or if eg SAFE code use that
IT Helpdesk 73737
AV Services 22463
Staff Office 28020
Out of term/ other room bookingsROBERT On 22787
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•Non emergency requests for maintenance can now be handled via the Estates Online Web Service. This service not only allows you to record requests for maintenance but you can now also check the status of any outstanding requests. If you are a first time visitor you will need to apply for a user name and password.
Please note that this service is only available to full time members of staff.
Address:-
Estates Office, University of Warwick, Gibbet Hill Road, Coventry, West Midlands CV4 7AL. Tel: +44 (0)24 7652 2551 Fax: +44 (0)24 7652 4444
Email:[email protected]
ESTATES OFFICE
Estates – emergencies Eg Leaks – Call 22567
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Contact is Ruth Baker 23441
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SAP Access
http://www2.warwick.ac.uk/services/finance/sap/help/sapuseraccess/SAP Helpdesk 72620
Follow the link below for a form:-
New SAP UsersTo arrange access for a new user please complete a New User Application Form (Adobe format) / New User Application Form (Word Format). If the new user requires the same access as an existing user in the same department there is a section on the form to enter this. If you are unsure of the access required please contact the Head Of User Support Services on extn. 22531. (you will need to apply for an IT Services Username before you can be given an SAP Username)
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Absence Sickness formsSickness ReportingYou need to be logged on to access this pageNew Policy Jan 2nd 2009
These procedures apply to all staff.A member of staff must notify the Chair/Head of Department of his/her absence as soon aspossible on the first full day of absence, either by telephone, in writing, or by a messagethrough someone acting on his/her behalf. The Chair/Head of Department must be informedof the reason for the absence, and kept informed of the progress of the illness and the likelydate of return to work.If the absence lasts for four or more consecutive working days, the member of staff mustcomplete a University Self-Certificate Form (not the DHSS Self Certificate Form) on his/herreturn to work. These are available from the Staff Office.If the absence is for a period of more than seven days in a row, including Saturday andSunday, the member of staff must obtain a Doctor's Certificate which should be forwarded tothe Staff Office (via the member of staff's Department, if that is the normal procedure)without delay. A Self-Certification Form will still need to be completed when the member ofstaff returns to work.
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Procurement
PROCUREMENT PROCEDURESCheck the Warwick web site – link below as these are constantlyupdated
Procurement Strategy [c] Following on from research commissioned from the Warwick Business School, a Procurement Steering Group (PSG) was established in March 2001. The Procurement Strategy is the outcome of the PSG's deliberations during the latter half of 2001. It was ratified by the Finance Committee in March 2002.At the heart of the Procurement Strategy are 4 key objectives:1. To improve the central co-ordination of goods and services across the University.2. To make suitably qualified central purchasing expertise available to all departments.3. To achieve savings in acquisition and whole life costs.4. To simplify purchasing processes and ensure they are consistent with good purchasing practice. An overview of the Procurement Strategy was presented to representatives from departments on 13, 18 and 21 June 2002.
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ordering To place your order, please send an email with your requirements to the following address: [email protected]
or alternatively call our catering services team on 23789 or 23279. in order to provide an efficient service, a minimum of 24 hours notice is requested and all bookings for the following working day must be received by 1200 hours. you will need the following information food & drink requirements how many people you are catering for where you would like the buffet to be delivered – the building & room number the time and date to be delivered a contact name and telephone number a cost code any specific instructions
for example: - delivery or access constraints - special dietary requirements - staffing required
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.
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Catering 3
delivery chargesThese charges are applied on all deliveries made across campus. Deliveries andcollections are from one point of delivery only. The delivery charge covers delivery andcollection only, it is the client’s responsibility to present the delivery ready for service.Utilisation of our staffing service would be advisable.
No of guests Monday –Friday
0730 - 1800
Monday –Friday
After 1800
SaturdayAll day
SundayAll day
Up to 50 £6.00 £12.00 £12.00 £18.0051 – 100 £12.00 £24.00 £24.00 £36.00
100+ £18.00 £36.00 £36.00 £54.00
If a specific collection time is required, it would be useful if this could be confirmed withthe initial order.
staffing chargesFor larger events, you may like to request the assistance of a member of staff. Theseare available on request. A member of staff is recommended for buffets for over 50guests.£18.50 per member of staff
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Catering 4
emergency orders We do recognise that there are times when emergency orders are required and we will make every effort to ensure that your requirements are fulfilled. Please phone through on the above number to initially discuss and then confirm by E Mail. If we cannot deliver your exact requirements we may advise you at the time of booking, what alternatives are available. Priority will always be given to bookings made prior to any emergency orders.
cancellation charges In the event of a booking no longer being required, the following charges will apply: 2 or more days prior to the booking no charge 1 day prior to the booking full charge for food, no charge for drinks on the day of the booking full charge for food and drinks
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Office Equipment
1. Laptops2. Data Projector (one new /one old)3. Digital Camera one older one newer4. Binder5. Typewriter6. Scanner (Training available Tom Sharp –V. Easy)1. Colour Printer2. Photocopier code 4891#3. Microfiche
All can be borrowed for
official business: There is a signing
out sheet in the small stationery
cupboard:
Please report any faults etc immediately – to the Operations Team via Tom Sharp
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STATIONERY ORDERINGYou will need password and user name to order – restrictedBut a spreadsheet exists onto which you can add requirements
M:\R.S.S\Office Coordination\ STATIONERY
Example on next slide – orders now via Office Depot.
24 hour guaranteed next
day delivery time
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Booking for Travel / Courseshttp://www2.warwick.ac.uk/services/finance/purchasing/travel/
Some trains - if plenty of notice to get tickets posted as it’s cheaper.Flights Flights OPODO or EXPEDIA CHECK FOR THE CHEAPEST POSSIBLE FLIGHTS: NB: Senior Travel will match low price deals BUT YOU NEED TO RING THEM THE DAY YOU GET THE QUOTE
Train Train •Need date time etc from person travelling as far in advance as possible
•SAP Purchase Order number will be required to place an order Travel agency.
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Book Early
save £’s
http://www2.warwick.ac.uk/services/finance/regs/fri/fr11.pdf
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Senior International Travel Ltd
Meridian House9 Riverside CourtPride
ParkDerby DE24 8JN
Tel. 0870 241 3202Fax.
01332 292 976
Travepad
Account contact: Jane AllsobrookOperations manager: Kathy Smith
Venue Resources Group LtdVRG BirminghamLee house6a Highfield RoadBirmingham B15 3EDTel. 0121 248 4455Fax. 0121 248 4456Email [email protected] No named contact: phone calls are routed to call desk
BTI UKHogg Robinson (Travel) LtdSomerset House4th Floor37 Temple StreetBirmingham B2 5DPTel. 0121 654 5310Fax. 0121 643 2923Email [email protected] named contact: phone calls are routed to call desk
Suppliers have equal status and Departments are at liberty to choose which they will prefer to deal with.
A list of three preferred agents gives purchasers flexibility and the opportunity of competition for
business.
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Travel - Safety committee recommendations S25/03-04
•Departments must ensure that any control measures identified by risk assessment are in place Eg PHYSICS TRAVEL
•Transport•Protective Clothing•Communication Arrangements •Security arrangements •First aid supplies•Emergency Procedures including loss of passport, money etc.•Sufficient and appropriate insurance insurance office will advise 2422 Safe secure accommodation – reputable carriers etc
Occupational Health 74011 travel advice eg DVTwww.fco.gov.uk/travel (Current dangers etc)www.doh.gov.uk/hat/index.htm (Immunisations etc needed)www.masta.org (Medical Advisory)
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Templates for documents RSSM:\R.S.S\A 1 Office Coordination\Stationery
MEMO TEMPLATEFAX TEMPLATELETTER TEMPLATE
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You will need to change the box at RH corner
Research Support Services The University of Warwick Coventry CV4 8UW United Kingdom Tel: 024 7652 4760 Fax: 024 7652 4991
Email: [email protected]
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RSS Phone PolicyTarget: Answer within 3 rings If a colleagues phone rings you can usually pick up the call by dialing *6 on your phone: Calls will go to voicemail after 5 rings. (please ensure this is set up) and to voice mail or divert - on leaving for the day, especially important once we move to UH.
"Good Morning / Afternoon Research Support Services, <YOUR NAME> speaking ".
It is important to get the following information right:
1. Name of caller -ask them to spell if necessary. 2. Department (if appropriate)
3. The contract / research application number (if available)
4. Who they wish to speak to (all calls for Kate to go through to Brenda)- it is important to check if Kate is taking calls, before telling the caller that she is here, as she may be in conference or meeting).
"Please hold the line, I will try to put you through to ***“ (Please remember to Trans/Conf to hold if you are getting information -remember the caller can hear you and others in the office unless you hold the call and the department will be judged by what they hear)
http://www2.warwick.ac.uk/services/rss/about/rss_staff/
http://www2.warwick.ac.uk/services/rss/
PHONE USER GUIDE
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Unattended PhonesWhen you are away from your phone you should either divert it or put it through to voice mail. (Failing this calls should be set to go to voicemail after *5 rings - please ensure this is set up on
individual extensions by entering *36 74747 from your extension. You will only need to do this once and can cancel this facility by dialing #8)
On leaving at the end of the day, phones should be put though to voice mail. This is especially important in University House Open Plan
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Petty Cash RSS
We hold an amount of Petty Cash in the Department: Regulations can be found at:-
Petty cash Regs.
Two pages in PDF format (Please ensure that these are read)
NB: All receipts must be kept and Voucher countersigned.
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From Idea to Award!
Research
Finance
Research Operations
ResearchDevelopment
Grants and
Contracts
Project finish
Project start
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And just for fun ..
• Surviving Open Plan.ppt
