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Parking

See Car Parking.

Password Manager

IT Services has introduced a new self-service solution called Password Manager for all staff and students at the University. Should you happen to forget or need to change your password in the future you can use this service to:

  • Log back in quickly and effortlessly
  • Avoid queues at the IT Service Desk or having to wait for them to open
  • Manage your own password online by completing your profile
  • Reset a forgotten password by getting a one-time passcode sent to an alternate email address or mobile phone number

To access this service, please visit www.itservicedesk.bham.ac.uk and click on the new Change Password link from the left hand menu. You will not be asked to login at this stage (as a security precaution, IT Services will not send out links in an unsolicited email that require you to login directly). Please register for this service by completing your Question and Answer (Q&A) profile.

Paternity Leave

Information about paternity leave, additional paternity leave and pay and paternity leave on the adoption of a child can be found on the HR intranet pages. You can also view a full and detailed Family Learve Arrangement document

Payments in to University Accounts

There may be occassions when a member of staff needs to pay funds in to a University Account (e.g. travel expenses reimbursed to a personal account but paid for by the University).

Funds should be paid to the University Bank Account quoting the internal account code as the reference. Send a confirmation to bacspayments@bham.ac.uk confirming all relevant information.

Payments Office

For queries and issues you wish to raise with the Payments Office, you should send all queries to: supplier-payments@contacts.bham.ac.uk.

Payroll

Payment through the monthly payroll is made into personal bank accounts on the last but one working day of every month with the exception of August when payment is on the Friday before the bank holiday, and Christmas when payment is made before the holiday period. All monthly payments are made in arrears being paid at the end of the month being worked.

Payment through the weekly payroll is also made into personal bank accounts on the Thursday of each week with the exception of Easter, when holidays make this impractical and Christmas/New Year when multiple weeks are normally paid.

Further information can be found on the Payroll Office website.

PERCAT

There are a high number of PhD students within the College of Medical and Dental Sciences and from day one they are proactively encouraged to think of their future career as a postdoctoral researcher. They receive ongoing support through a range of specialised courses and masterclasses run by PERCAT (Postdoctoral / Early Researcher Career Development and Training) designed to help develop their careers as independent researchers.

Performance and Development Review Scheme (Academic and Related Staff)

The PDR is an opportunity for an individual to have a structured, constructive conversation about their performance and development needs, and for the University and individual to agree stretching but achievable objectives for the following review period.

The primary purpose of the PDR scheme is to help staff to enhance their performance with a view to achieving their own career aspirations at the same time as helping the University to realize its strategic goals. 

Further information on the scheme for Academic Teaching Staff

Full documentation and information can be found on the Human Resources Intranet pages.

Performance and Development Review Scheme (Professional Services)

(formally known as ‘support staff’)

The PDR scheme is a combined performance and learning/development scheme (including performance-based pay) for support staff.

The scheme was developed in consultation with support staff, the Joint Union Committee and managers, taking account of similar schemes used successfully in other organisations and lessons learned from the previous support staff reward scheme (Reward Management Scheme (RMS). It provides an opportunity for regular 1-2-1 meetings between reviewers and reviewees.

Find out more

Personnel Details

If you need to change your personnel details on the University system, please email the ASK HR team with your change of details and ID number - askhr@contacts.bham.ac.uk.

PGR Student Supervisory Meetings

See Student Supervisory Meetings.

Photocopying

The law allows you to photocopy an insubstantial amount of a work in copyright for certain purposes (such as private study), without the need for a licence or permission from the rights owner. This is called 'fair dealing'.

The majority of photocopying carried out by staff and students at the University of Birmingham will be under the provisions of 'fair dealing'.

The law does not define what is meant by 'insubstantial' when referring to the limits of copying from an individual work. For further details on the accepted limits to photocopying see the 'fair dealing' web page.

Central Print can help you get your copying done. You can send your job specifications to Central Print by using the online estimating service.

For information on local photocopying procedures, contact your line manager/academic supervisor. Further information on Copyright Licence legislation can be found on the Library Services intranet pages.

Pink Forms

See Research Grant Approvals.

Porters

Portering services are available within the University but a cost may sometimes be incurred. For informal enquiries please contact Karen Willis. To make a portering request please complete the online form.

Post Award Research Grant Management

Post award research management is an integral part of the research project lifecycle. If they are not managed effectively research projects can pose both a financial and reputational risk to the University. The links contained in Post Award Research Grant Management page are designed to give you direct access to the information that is required to support you with effectively managing your research projects.

Press Office

The University of Birmingham Press Office is here to help you showcase your research in the national and international media; through newspapers, online media, radio, television and beyond.

Guidelines for working with the press office are now available online through the intranet. If you have any other queries please contact Luke Harrison, Media Relations Manager for Health Sciences.

If you are dealing with the press office it is worth also speaking to the College Marketing and Communications team (led by Claire Wickett, x42520) who can work with the press office to help deliver your news at a local level.

Printing

Central Print can help you to get your printing and copying done quickly, conveniently and to high standards. They provide a range of high quality services, including copying, printing, finishing, design and artwork, branded posters, large format printing and stationery. 

You can send your job specifications to Central Print by using the online estimating service.

The Centre for Professional Development offer a poster printing service at cost price to MDS staff. In order to receive the cost price the posters must be paid for via an internal transfer or an MDS purchase order (see 'Procurement').

Submit your poster in either PowerPoint or high resolution PDF to med-cpdbookings@contacts.bham.ac.uk.

For information on local printing procedures, contact your line manager/academic supervisor.

Proactis

Proactis is the University's purchase to pay system (p2p). It is a web-based interface which is used for requisitioning, authorising, raising purchase orders, and for paying invoices and expenses.

If you are a new member of staff or an existing member who needs access to Proactis, you will be required to attend training before a logon ID and password can be allocated.

Before using Proactis you need to fill out the Proactis User Access Form; this form needs to be fully completed and requires an authorising signature from your College/Budget Centre Head. Further information can be found here.

N.B. For expenses information, see the Expenses section.

Please note that the latest version of Proactis can only be opened in Google Chrome.

Probation

During probation, you are learning about your role and whether it is suitable for you, and your manager is making a similar assessment. Advice and information on the role should be available during probation from your manager or Institute Lead, or your mentor, if assigned.

Towards the end of the probationary period, the decision is made whether to confirm your appointment, or whether your probation should be extended or your appointment terminated. The exact process varies by staff group.

Further information can be found at:

Procurement

The University has a number of Approved Suppliers. All purchases must comply with the University’s Manual of Financial Rules. Every item ordered, with exception of orders placed directly onto e-Marketplace, must be supported by a Purchase Order (PORD). Guidance on how to complete the PORD is also available for the Purchasing Process.

You will need to be registered on Proactis to be able to order items via the e-Marketplace. For access to e-Marketplace, go to 'Proactis' for further information. Please note, it is not permitted for administration staff to place chemical or laboratory consumables orders under any circumstances.

New starters will be required to attend a Finance Induction course before they are able to use the system. This half day course will explain the main points of what you need to know about finance and where to go if you have any queries. Contact Adam Pressdee on extension 58762 for further information.

Special conditions, with different value thresholds, apply to Purchase Orders being placed with approved suppliers that have a Framework Agreement with the University. For further details see the University’s Procurement Policies and Procedures.

Placing orders using funds from a non-research account:

The process have changed for the insitutes below. PORDs should now be sent to the email address below, NOT to 'colmds-orders' (the process for ordering using funds from research accounts remains unchanged).

Public Engagement

Public engagement describes the many ways in which higher education institutions and their staff and students can connect and share their work with the public. Done well, it generates mutual benefit, with all parties learning from each other through sharing knowledge, expertise and skills. In the process, it can build trust, understanding and collaboration, and increase the sector’s relevance to, and impact on, civil society

Further information can be found on the University's Public Engagement pages.

Purchase Order

A Purchase Order Form (PORD) can be found here. Please see 'Procurement' section for instructions on its use.

Where a purchase is contemplated and the Order value excluding VAT is anticipated to be:

  • over £500 but below £2,500, three quotes or screen prints of the online catelogue (where possible) should accompany the order;
  • between £2,501 and £25,000 at least three written quotations must be obtained and the purchase must be authorised by the Head of Budget Centre or their designated authorised signatory;
  • above £25,000 but below the threshold published in the Public Contracts Regulations 2006 (EU Procurement Regulations) in force at the time that the purchase is being made, the Budget Centre must obtain at least three written quotations, proposals or tenders and the Procurement Division must be consulted;
  • in excess of the then current threshold published in the Public Contracts Regulations 2006 (EU Procurement Regulations) in force at the time that the purchase is being made a formal tendering process must be administered in order to ensure compliance with the Public Contracts Regulations.
    The Procurement Division must be consulted at the earliest possible stage and in any event before any competitive process of any kind has been initiated.

If quotations from three suppliers are not available, the Single Source Approval Process will need to be followed.

Purchasing Card

Goods can be purchased using one of the College’s designated purchasing cards according to the official procedure.

Purchase Order Form (PORD) will need to be completed and emailed to colmds-c-orders@adf.bham.ac.uk in accordance with the guidelines for completing a purchase order, but also add the web address if it is an online supplier in the box below the supplier name.

If placing a web order hyperlink the item you require in the item description. Please bear in mind that VAT will be added to these orders and that the purchase card limit is £500 without prior approval. When the purchasing department have processed and authorised your order, you will be invited to the purchasing department’s office in order to place the order in person if required.

For further advice contact your local Finance team.

PURE (Research Information System)

PURE is the University's Research Information System which can be accessed from inside campus. All staff will manage their profiles in the PURE system (https://pure.bham.ac.uk/admin/login.xhtml, just use your normal username and password) for a variety of reasons, including website developments linked to individual profiles and Open Access.

The system also has a number of other useful points, including the fact that you can check spending on your existing grants, and make sure that the grants and publications that should be linked to you are actually linked – the data in this system is what the University centre use, so if things are missing or erroneously linked then they won’t recognise your contribution or current status. This has been an issue for a number of staff, and their use of the system has helped to pick up and correct these in many instances.

Further information on PURE is available on the intranet site: https://intranet.birmingham.ac.uk/collaboration/pure/index.aspx

Quick tips for editing outputs in PURE is available at: https://intranet.birmingham.ac.uk/collaboration/pure/documents/staff/quicktips.pdf.

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