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Cake Sales

Due to changes to regulations relating to the labelling of food with allergen information, the University has re-issued the catering request form for those who are planning events such as cake sales where food is brought in and not provided by the University's own catering. The form can be accessed here.

Campus Maps

Maps of all University of Birmingham campuses.

Canvas

Canvas is the University's virtual learning environment. 

The most common method to access Canvas will be through the University’s portal system, my.bham. The link is available from the University’s main webpage, http://www.birmingham.ac.uk/index.aspx, under the ‘Canvas Learning Environment’ links at the bottom of the screen.

You can also access Canvas via the Weblearn homepage www.weblearn.bham.ac.uk/

To gain access to a particular course you should email colmds-c-telmds@adf.bham.ac.uk who are able to add staff.

Car Parking (Staff/Students)

Main Campus

Hospitality and Accommodation Services are responsible for car parking including administration of permits, barriers, maintenance and security. Any individual using the parking facilities at the University should adhere to the University's Traffic Regulations. The University has a car park management system at the Edgbaston site. Any vehicle which contravenes the University of Birmingham's Traffic Regulations regarding vehicles on campus will be issued with a parking charge. Information and forms for applying for car parking permits for staff, students and visitors can be found on the Car Parking intranet pages.

Please note that all car parking charges, in all locations, apply between 9.30am and 4.30pm Monday to Friday.

Extra Parking

There is also a small amount (approximately 30 spaces) of parking available near Pritchatts House (opposite Student Medical Centre B9). UoB staff are required to enter their car registration number into the machine and pay £1 per day. Members of the public can park here but normal charges apply.

Car Parking (Visitors)

Medical School

Requests for reserved parking for visitors on the Medical School forecourt car parks should be sent to Janetta Simpson, Infrastructure and Facilities office. Space is limited and where possible visitors should be encouraged to make use of the excellent public transport servicing the Campus. If space is not available on the forecourt, visitors can park at various sites around campus (see Car Parking).

Queen Elizabeth Hospital

There are pay and display parking facilities at the Queen Elizabeth Hospital. Click here for map.

School of Dentistry

Requests for reserved parking for important visitors to the School of Dentistry can be made to the PA to the School Manager, Jill Boylan. Space is extremely limited so visitors should be encouraged to make use of public transport or park at the various pay and display/NCP car parks in the vicinity of the School of Dentistry.

Cash Machines (ATM)

Cash machines (ATMs) are located in the following areas:

  • 2 within the Queen Elizabeth Hospital, ground floor - 1 behind Costa Coffee, 1 behind the information desk
  • 1 within the Womens Hospital (maternity hospital) - ground floor near the lifts
  • 1 available outside Barclay's Bank in University Centre
  • 1 inside University Centre, near the foodcourts (R23 on the University map)
  • 1 on the ground floor of the Heritage Building by the Clock Tower Canteen.

Casual Workers

The University does not co-ordinate casual work opportunities centrally. By the very nature of casual work, the need is difficult to predict far in advance and often work is required to be undertaken at the very last minute. Institutes and Corporate Services will make their own local arrangements to secure the services of casual workers.

The process for recruiting a Casual Worker can be found here.

Students

 

Before discussing any potential work with students, the student must present to you their valid Worklink ID card. The card must have a valid expiry date in combination with their university Student ID card. It is of great importance that you check both expiry dates as should these dates have expired the student cannot work. This also relates to students who have worked for you in the past who may be undertaking repeat assignments. 

Once you are satisfied the student is compliant, please complete the necessary paperwork (available from your Institute Management representative - IMR). After undertaking further appropriate checks your IMR will then liaise with Worklink to ensure the assignment is processed. 

Sufficient time must be allowed to ensure that compliance checks can be undertaken – a minimum of 1 week is recommended. Please also note that assignments cannot be backdated or paid by any other method.   

 

If you have a student employment enquiry please contact the Worklink office on 0121 414 5000 or worklink@contacts.bham.ac.uk prior to work being undertaken.

Non-Students

If the work is being undertaken by somebody who is not a student, the Eploy casual fees system will need to be used (see Eploy Casual Fee System). Assignments cannot be backdated and passport/visa ID checks must be undertaken a minimum of 24 hours before any assignment starts - this is a legal requirement.   

Casual Workers rates of pay can be found here.

Catering

Campus Meetings

For most campus venues, orders should be placed via Fresh Thinking; tel: 0121 414 6250; email enquiries@venuebirmingham.com.

Institute for Translational Medicine (ITM)

Catering orders are placed via the ITM Meeting Point Catering who can be contacted at meetingpoint@contacts.bham.ac.uk or on 0121 371 8100.

Medical School

The Food Court on the lower ground floor of the Wolfson Centre for Medical Education offers a variety of hot and cold food. Opening hours are Mon–Fri 0800–1700 during term time and 0830–1530 during vacation. A large vending facility is available on the 1st floor of the Wolfson Centre for Medical Education, for out of hours service. Vending machines are also available in the Staff Common Room (blue room) in the West Extension of the Medical School building. Microwaves and a kettle are also provided here for staff use. A hospitality service is also available.

For all catering function/meeting bookings made through MedCafe, a contact address has been set up which is hascor-c-mshospit@adf.bham.ac.uk. All orders should be sent to this email address, and copied to colmds-c-orders@adf.bham.ac.uk (Finance Office), and all bookings should be raised on Medical College Catering Booking Form. Please also ensure that where possible a minimum of 3 working days is given for each booking.

School of Dentistry

The canteen on the fifth floor offers hot and cold food and also provides a catering facility for meetings/events. Opening hours are Mon - Fri 0800-1100 (breakfast), 1200 – 1345 (lunch), 1450 – 1550 (afternoon tea). Hot/cold drinks and snacks vending facilities are also available in the canteen on the fifth floor.

There is a tea bar on the ground floor which offers hot and cold drinks, sandwiches and snacks for staff, students and visitors to the building. Opening hours are Mon - Fri 0830 - 1640.

For catering at functions/meetings within the School of Dentistry, a catering request form needs to be filled in and passed to Rachael Deen in School Office to raise an order.  The form is then sent to Dawn Haywood, Catering Manager. Please give 7 days’ notice (Plus allow 2 Working Days for School Office to Raise the Order)

Trust Education Centre

All catering must be ordered through Trust Catering.

Further information:

Further information including menus can be found at Fresh Thinking.

N.B. For events where food is brought in from home, please see 'Cake Sales'.

Centre for Professional Development (CPD)

The Centre for Professional Development (CPD) is a spacious modern venue offering a great environment for learning and training. The centre has dedicated staff, excellent audio-visual equipment and a large choice of rooms and layouts. The Centre boasts excellent conference facilities (3 lecture theatres, break out rooms, an IT Hub and a social area with daily newspapers and freeview TV), clinical facilities and the Wolfson Centre which houses the Leonard Deacon Lecture Theatre and has a capacity of 300 people. This provides excellent facilities to host both internal and external events.

For further information contact: med-cpdbookings@contacts.bham.ac.uk; or Dave Oram, CPD Manager - d.i.oram@bham.ac.uk.

Centre for Learning and Academic Development

CLAD & Learning Spaces is Academic Services’ division that covers most aspects of learning, from staff development for those involved in teaching through to technical support for venues and the University’s Virtual Learning Environment (VLE). However, the TEL team within the College of Medical and Dental Sciences also provide support for the VLE. They can be contacted at: telmds@contacts.bham.ac.uk.

Further information can be found on CLAD's intranet site.

Clinical Trials

The University of Birmingham is one of the leading centres in the UK for clinical trials, having a wealth of experience across a wide range of diseases, clinical settings and trial designs. Full information and guidance on all aspects of Clinical Trials can be found on the Research and Knowledge Transfer's Intranet pages.

The Birmingham Clinical Trials Unit (BCTU) is directed by Peter Brocklehurst.

The Clinical Research Compliance Team ensures clinical research projects and in particular clinical trials are conducted in line with any applicable regulations, international standards and University standards.

The Research Facilitators / Administrators will function as a first port of call; they will be able to sign post researchers to teams within the University with further detailed knowledge.

Find out more

Closed Days

The University closes for 15 days in each academic year, i.e. from 1st October to the following 30th September. Eight of these days are public holidays: Christmas Day, Boxing Day and New Year’s Day; Good Friday and Easter Monday; May Day; Whit Monday; August Bank Holiday Monday.

The other seven days are set in advance by the University Council, and will normally include days which would otherwise be working days between Christmas and New Year; and the Tuesday and Wednesday after Easter.

Find out more

Coaching

The University’s Coaching Academy was set up to provide quality coaching to University staff. Coaching provides positive support, feedback and advice to an individual or group to improve their personal effectiveness in the work setting. Through coaching you will be able to resolve work-related challenges and/or have a tailored plan for your own development which you yourself will take forward to work on. Further information can be found here.

Communication

There are various methods to ensure your communications reach the intended audience. You may wish to speak to the Press Office for further support with this (see 'Press Office') . To have your communication added to the MDS weekly news bulletin you should email MDS-Information@adf.bham.ac.uk; to have your communication included in the University Buzz Magazine you should email university-buzz@bham.ac.uk.

Commuting to Work

See Travel.

Compassionate Leave

Heads of Institute/budget centre have discretion to grant compassionate leave, for a period not normally exceeding five continuous working days at any one time. This leave may be paid at the discretion of the Head. 

Compassionate leave may be appropriate in circumstances not covered by other types of leave. Institute Leads have the discretion to grant compassionate leave in a potentially wider range of circumstances than those listed in relation to dependant leave.

Find out more

Conference Telephone Calls

The University telephone system can be used for conference calls for up to 6 people by following the instructions below:

  • Dial the 1st number and speak to your 1st guest
  • Then press inquiry key
  • Press 9 for an outside line and then the next telephone number (mobiles work as well)
  • Press 3 to join them up
  • Press inquiry again to add another and so on and so forth
  • You need to stay on the phone until they have all gone as they will be cut off if you are not connected.

External telephone conferencing providers should only be used when the University system is not able to meet the requirements of the conference call. Full instructions on the use of the telephone can be obtained from the Telecoms Intranet page.

N.B. There is no access to these from the Academic Department of Surgery.

Conference Funds

Overseas Travel Fund

All academic staff and PGR students are able to apply to the Overseas Travel Grant Fund for the sole purpose of presenting at conferences. This funding is available from 01 October to 30 September each year. Further information may be obtained from your Institute Manager.

Restrictions - In considering applications preference will be given to applicants aged 35 and under. Support is restricted to overseas international meetings and symposia, etc. No more than £500 will be made to any individual in any period of three years. If multiple applications are received from the same Research Group for the same Conference, such applications will all be funded at the rate of £250 each.

Staff Development Conference Funds

The Institute recognises in principle the usefulness of attendance at professional and learning & teaching conferences by members of academic staff and has created a fund to support staff wishing to attend these activities. Further information may be obtained from your Institute Manager.

Conferences and events

University of Birmingham | Conferences and events has a portfolio of conference and hospitality venues, for hire on a day or residential basis, at the University of Birmingham. University of Birmingham | Conferences and events includes the management of venues such as The Great Hall, Hornton Grange, Winterbourne House and Lucas House 

They can be contacted on 0121 415 8400 or emailed at conferencesandevents@contacts.bham.ac.uk. Further information can be found on their website: conferences.bham.ac.uk.

N.B. When booking accommodation requiring settlement via internal transfer (IBCT), this will be booked as provisional until a purchase order is received. If the purchase order has not been received within 7 working days of the date the booking was created it will be cancelled and a cancellation confirmation will be sent to the booker. On receipt of the purchase order the booking will be changed to confirmed.

If any last minute guests arrive at the Conference Park with no booking in the system and no purchase order, they will have to pay for the accommodation at Reception by cash or card; a receipt will be issued to the guest.

Confidential Waste

Main Campus

Confidential waste is managed by Portering & Transport Services at the University. To have your confidential waste removed you can arrange a collection by completing the online Confidential Waste Removal Booking Form.

The Medical School and IBR buildings have a local procedure whereby Carol Benham can be contacted to arrange removal of confidential waste.

Dental School

The School of Dentistry use confidential waste bags in conjunction with the Birmingham Dental Hospital. Anyone needing a confidential waste bag should contact the Porters who will drop off and collect any bags required. 

Confidentiality Agreements

See Contract Services.

Contract Services

Contracts for research and commercial projects provide a legally-binding declaration of the obligations of all involved parties. In order for a project to be assigned an account code by the Finance Office, a contract must be in place.

The Contracts Team prepare, review, negotiate and authorise all University research contracts and most non research contracts save for some which fall outside our remit and are dealt with by either legal Services, Alta Innovations or Procurement.

Contract types dealt with by the Team include: confidentiality agreements, material transfer agreements, collaboration agreements, tenders, studentships, grants, EU agreements and clinical trial agreements for the entire University. We also deal with other funding agreements, memorandums of understanding/letters of intent and non personal consultancy agreements.

Any new request for contract services should be registered on a Request for Contract Services form and sent to ADM-NewContracts@adf.bham.ac.uk. You will receive a contract request reference number and a designated officer who deals with the request.

Copyright and Scanning

The University has a licence from the Copyright Licensing Agency (CLA) which enables staff to scan limited amounts of printed material and to store the digitised versions so that they can be downloaded by students studying on specified modules.

If you want to scan copyright material e.g. a book chapter or a journal article or illustration so that you can make a digitised version available to students via the iVLE or include content in a PowerPoint presentation, then please follow the procedure found here.

If you are unfamiliar with this Licence or these procedures, please read the overview page and the CLA HE Licence User Guidelines.

Costings for Grants

See Salary Costings.

Courier Services

DHL

DHL is the best choice for any urgent or valuable overseas items and it can also be used for UK letters and parcels. Items are delivered quickly around the world, are fully tracked at all stages of their journey and have to be signed for at their destinations. Enhanced insurance can also be offered. DHL prices are dependent upon what is being sent, where it is being sent to and the weight of the item; you should contact them direct on 0844 2480521 for a quote. 

The DHL paperwork can be generated on-line using this link. You will need a departmental log-on which Postal Services can provide and full instructions can be found using the following links:

  • Instructions for the UK & EU
  • Instructions for Countries outside of the EU

Please note, dry ice is classed as dangerous goods and can ONLY be sent with DHL. Please contact your Lab Manager for advice before any packaging is sent out.

If you are based in IBR West you will need to contact Sandra Hayes on extension 43858 (s.a.hayes@bham.ac.uk) at reception and if you are based in Cancer Sciences you will need to contact Elaine Harris on extension 48479 (e.m.harris@bham.ac.uk) at IBR reception to organize the sending of your item.

Fedex

If you wish to send goods via Fedex you will need to contact Fedex for a quote; create a purchase order requisition (see Procurement guidelines); receive a tracking document from Finance which needs to be attached to the parcel; Call Fedex to arrange a collection using the account number provided by Finance.  

If you are based in IBR West you will need to see Sandra Hayes at reception and if you are based in Cancer Sciences you will need to see Elaine Harris on extension 48479 (e.m.harris@bham.ac.uk) at reception for sending a parcel by Fedex.

Any material other than documents must be consigned through one of the College’s trained ‘Shipping Advisors’ listed below:

Name Area Office/Room Phone No. Mobile Email
Carol Benham Med School West wing WF32 414 6917 0788 938 7509 C.A.Benham@
bham.ac.uk
Sue Chalder Med School Centre CG30a 414 2901 07932 010267 S.M.Chalder@
bham.ac.uk
Phil Guest IBR 2nd Floor 208 414 2764 07734 816116 P.Guest@
bham.ac.uk
Dee McLoughlin IBR 4th Floor 439a 414 6821 07766 498173 D.E.McLoughlin
@bham.ac.uk
Gay Smith Dental School Main Lab 7th floor 466 5529 07411 113577 G.Smith@
bham.ac.uk
Helen Smith CTIR (QEHB) CTIR Reception 3713263 7813436269 H.J.Smith.1@
bham.ac.uk
Sue Rhodes NMR & Dennis Howell 122 (CRC) 414 8359 07887 831055 S.A.Rhodes@
bham.ac.uk
Sim Sihota RAICR & Institute CS 122 (CRC) 414 4475 07813 520748 S.K.Sihota@
bham.ac.uk
Wendy Thomas IBR 3rd Floor 326 414 6943 7813436274 W.A.Thomas@
bham.ac.uk

Credit Card Purchases

See Purchasing Card.

Cycling

See Travel.

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