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PERSONNEL PROCEDURES

The Office of Human Resources is responsible for managing all Personnel matters on behalf of the University including the promotion of good practices such as that of "Investors in People" (IIP)

APPOINTMENT OF STAFF

Appointment of staff is done through the office of Human Resources. Replacement of staff is not automatic and the request to appoint has to be made by the Head of Department to the Faculty of Science. A copy of all correspondence regarding the appointment of staff or visitors to the Department should be given to Catherine Cheshire, for administrative and record keeping purposes.

Authority to Appoint Process

EXPIRY OF FIXED TERM CONTRACTS

Grant holders will be reminded by the office of  Human Resources the termination date for current fixed term contract staff and two forms will normally be enclosed. If the appointment is to be extended the authorisation form should be completed and returned as soon as possible to the Human Resources Office. If the appointment is not to be continued then the Grant Holder must carry out the procedure of consultation as described below:

As the expiry of a fixed term contract without renewal is, in law, a dismissal by reason of redundancy, the University is required by employment legislation to consult the member of staff concerned. This duty is carried out on behalf of the University, by the Grant Holder to whom the member of staff is responsible (or if there is no Grant Holder, by the Head of Department). It is important that Grant Holders carry out all their duties in this consultation process. Well in advance of the termination of a fixed term contract Grant Holders should receive a copy of a consultation form with the procedure to be followed in consulting the member of staff concerned. This form should be completed and signed by both the Grant Holder and the member of staff, whose fixed term contract is not being renewed, to confirm that consultation has taken place. The completed consultation form should then be passed to the Head of Department for signature in sufficient time to allow the signed form to be returned to the Human Resources Office at least one month before the termination date. A letter confirming the termination will be sent by the Human Resources Office at the appropriate date.

INDUCTION OF NEW STAFF

The university has an induction procedure for all newly appointed staff. This ensures that the new member of staff is given the information, help, advice and support both in the Department and the University during the start of their appointments. Further details are available from Catherine Cheshire. 

TEMPORARY STAFF AND RESEARCH VISITORS

It is University policy that all temporary staff and short term visitors to the Department (for a period of over two weeks) must obtain authority to be on the premises. The procedures are as follows:

1. Short term visitors

A memo must be sent to the Faculty Office asking them to write to the person offering them an appointment as a Visiting Researcher or Academic, usually with no formal duties. This regularises the insurance position and brings the visitor within the scope of the Charter and Statutes and Ordinances and Regulations of the University, particularly in the question of safety and of access to buildings. It also gives access to all University facilities such as the Andersonian Library, sports facilities and membership of the University Staff Club. Production of the letter should be sufficient authority to ensure acceptance by the relevant bodies.

This procedure should also be used for longer term visitors (usually for a period of less than 1 year) who have received a grant, on their own behalf, from an outside authority. In such an instance a special account would be set up and arrangements made for a monthly subsistence allocation to be paid through the Finance Office.

2. Short-term Paid Staff

Appointment of short-term paid staff must be made through the Human Resources Office. The procedure is exactly the same as for longer term contract staff.

Claims for casual labour payment of up to 3 days in a 3 month period. For teaching duties this can be made on a non-University staff expenses claim form. For research or other duties a memo should be sent to Personnel.

If the appointee is a current registered Strathclyde student payment can be made in the form of a bursary to avoid income tax. 

EQUAL OPPORTUNITIES MONITORING SCHEME

The University has introduced an Equal Opportunities Monitoring Scheme for all posts. Anyone applying for a post advertised by the Human Resources Department will be sent an acknowledgement of their application asking them to complete an Equal Opportunities Monitoring Form, and to return it to the Human Resources Department in the envelope provided. 

If a post is advertised by the Grant holder, or if the post is filled by the Grant Holder without advertisement, the Grant Holder must provide all persons applying for, or appointed to, such posts with a form asking them to complete it and to return it to the Human Resources Department in the envelope provided.

APPOINTMENT OF VISITING PROFESSORS AND HONORARY LECTURERS

Appointment of Visiting Professors is at the discretion of the University Professorial Panel, chaired by the Principal. Appointment of Honorary Lecturers is similar, but the proposal is made to the Faculty Staffing Committee. Initial recommendation for appointment should be made to the Head of Department.

STAFF IDENTIFICATION CARD

All members of staff require a staff identification card (this includes visitors who require access to research laboratories outside normal working hours). Photographic sessions take place in Room 3.06 of the Livingstone Tower between the hours of 10.00-11.45.   These photographic sessions take place on Tuesdays only. The card remains the property of the University and should be returned if employment with the University ends.

ABSENCE FROM WORK BECAUSE OF ILLNESS

In the case of ill health lasting up to seven calendar days, staff should complete a Self Certification Form.   This form should be completed on the first day back at work and forwarded to Head of Department for authorisation and onward tmely submission to Finance Office, Salaries Section.  In cases of ill health lasting more than seven calendar days, (Saturdays and Sundays and holidays that fall within periods of absence must be included) staff are required to obtain a Statement of Fitness for Work (Fit Note) from their General Practitioner (GP).  Academic, Research, Technical and Secretarial staff should forward certificates to Catherine Cheshire.

LEAVE OF ABSENCE, STUDY LEAVE OR OVERSEAS VISITS

Members of academic and related staff may be granted leave of absence for special purposes, for example carrying out a piece of research or private study, making a journey abroad or taking up a temporary position at another university or similar institution. Each application for leave will be considered on its merits, with particular regard to the academic advantage of the leave both to the individual and to his or her department or other colleagues. Applications for short periods of leave, of two weeks or less duration, may be approved by the Head of Department.

STAFF APPRAISAL AND CAREER DEVELOPMENT

It is a requirement of the University that all staff be appraised on a biennial basis. The appraisal interview is primarily intended as an opportunity for the individual and the appraiser to engage, in confidence, in a joint creative review of recent, current and anticipated achievements and responsibilities and to discuss future development and ways of assisting it. 

In conjuction with the appraisal schemes Training Coordinators have been appointed to liaise with Human Resources and other Departments on staff training requirements. Kirsten Munro acts as the Training Coordinator for secretarial staff and Mark Hutcheon is the Training Coordinator for technical staff.

For further information on personnel and related matters please see the appropriate University handbook or contact the Human Resources Office.

SECRETARIAL SERVICES

There are 4 secretaries in the department and 1 administrator. Most secretaries are assigned to specific areas, however when the secretary for a specific area is not available all other secretaries will assist members of academic, research and technical staff where possible.

Kirsten Munro, Administrator.  Kirsten is responsible for class timetabling and is the special needs contact (with Tom Han).  Kirsten is responsible for SUPA finance matters and is Chair for the Insfrastucture Committee.  Kirsten is Minute Secretary to the Departmental Committee.

 

Catherine Cheshire, Secretary to HoD.   Catherine has the reponsibility of managing the departmental staff files.  She is also responsible for the day-to-day running of the departmental accounts.   Catherine is group secretary to the Nanoscience research division.

Lynn Gilmour, Secretary

Lynn deals with undergradute and postgraduate (taught and research) recruitment, publicity and admissions, and all aspects of recruitment activity for international students.  She is also first point of contact for all international students (before and during study) including Tier 4 monitoring and managing the department's international web pages.  Lynn also deals with all aspects of Erasmus Exchange with the department Overseas Coordinator.  Lynn provides administrative support to th Department Health & Safety Convener, maintains H&S records and administers in-house H&S training using the University online booking system (eTOBS). Lynn is Clerk and Minute Secretary to  Student/Staff Committee; Recruitment Committee; Departmental Safety Committee; Laser Safey Committee and other ad hoc meetings.  Lynn is group secretary to the Plasma research division.

Marionanne McLaren, Secretary.    Marionanne maintains the department student records (undergraduate and postgraduate) and supports the Departmental Postgraduate Coordinator with all aspects of PGR management. She also provides secretarial support to Professor K P O'Donnell with the 4th/5th year projects.  Marionanne has the reponsibility of preparing examination papers and logging of the examination marks.  Marionanne has responsibility for exam timetabling and liaising with registry on the scheduling of exams.  Marionanne is group secretary to the Optics research division.

Samantha Scott, Modern Apprentice.  Samantha is responsible for the day to day running of the departmental stationery store.  She is also responsible for maintaining the photocopiers, fax and shredding machines allocated in Room 8.35.  Sam also distributes the daily mail and organises DHL and Parcelforce collections.

TECHNICAL SERVICES

Mr M. Hutcheon, Electronics Workshop Supervisor.  Mark supervises electronic services and advises on all aspects of electronics design, techniques and production.  Mark is custodian of an excellent library of reference manuals and welcomes enquiries.   Mark also advises on electrical safety and provides Technical IT support.

Mr. K. Muir, Teaching Laboratories Technical Supervisor. Ken supervises technical services to teaching including laboratories, undergraduate projects, demonstrations and exhibitions. He advises on design, techniques and manufacture.   Ken is responsible for general management of Cluster Lecture Theatres in the John Anderson Building.  For this service Ext 4394 (30 secs patch to 3417 answer phone).

Technical Staff

Faculty of Science Mechanical Workshop

This workshop serves all departments in the Faculty of Science.   The workshop is accommodated within the John Anderson Building and currently has 7 staff members.

John Gillan - Workshop Manager George Brown,  Derek Gillan Donnie Graham Steven Waugh Alister Hunter (p/t)      

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