Frequently asked questions

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Setting up

Answer:

Before your first day, you are asked to complete the ‘joining form’ via the University application website (where you first applied to us).  As part of this process, University ID cards can be requested in advance by emailing a photograph of yourself to staffid@contacts.bham.ac.uk five working days before your start date.

You will then be able to collect your card at your joining meeting. Please submit a photograph that is of the same standard and quality to that of a passport photograph and in the format of a .jpg file of less than 1MB.

Alternatively, ID cards can be produced following your joining meeting.  You can visit the HR Services reception (Aston Webb) where the team can take your photograph and produce your card while you wait. The opening times are :

10am until 4pm Monday to Friday

(closed for lunch between 12.30pm – 1.30pm)

University Staff ID cards will give you access to the Medical School building via the turnstiles in the main entrance. If your card does not work or you require access to a restricted area within the building please visit the College Estates and Infrastructure Facilities office (Room CG30) who can assist you.

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Your line manager will organise for your computer to be set up prior to your arrival, and will register you as a new user on the University system. This should be ready for you when you start. For security, following your joining meeting with HR you will need to visit the IT helpdesk (in the main library) to receive your login details.

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A full guide to using the University’s voicemail system can be found on the Intranet: https://intranet.birmingham.ac.uk/it/teams/infrastructure/core/telecoms/Voicemail.aspx

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You can log a call via the IT Service Desk - https://universityofbirmingham.service-now.com/ - in order to arrange for remote access to email and other University systems from your devices.

 

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Requests for access to shared drives should come from your line manager on your behalf, and can be made through the IT Service Desk - https://universityofbirmingham.service-now.com/

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Requests for additional software can be made through the IT Service Desk. You should discuss this with your line manager in the first instance as there may be cost implications  - https://universityofbirmingham.service-now.com/

 

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Yes – a number of University maps are available online here - http://www.birmingham.ac.uk/contact/directions/index.aspx

You can pick up a hard copy of the University map from the Medical School reception.

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HR (including pay and benefits) 

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Your salary is paid direct to your bank account. Pay dates can be found on the Intranet here: https://intranet.birmingham.ac.uk/finance/payroll/Payments-to-Staff.aspx

Staff can choose to either receive paper payslips or electronic payslips, and this can be changed at any time via my.details on the my.bham system - https://www.my.bham.ac.uk/cp/home/displaylogin

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Your holiday entitlement is determined by your terms and conditions of employment and is specified in your offer letter. Full details can be found on the Intranet here: https://intranet.birmingham.ac.uk/hr/leave/annual/index.aspx

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You can request annual leave through your line manager or supervisor. The University uses an ‘annual leave form’ to record annual leave and it is available at https://intranet.birmingham.ac.uk/hr/leave/annual/index.aspx

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Hospitality and Accommodation Services are responsible for car parking including administration of permits, barrier maintenance and security. Full information on places to park and applying for a permit are available on the Intranet here: https://intranet.birmingham.ac.uk/collaboration/environment/travel/sustainable-travel/car-parking.aspx

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For further information on ordering rail and bus season tickets, visit the relevant Intranet page here: https://intranet.birmingham.ac.uk/finance/payroll/Season-Tickets.aspx

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Reimbursement of expenses will need to be approved in advance, please discuss this with your line manager in the first instance. University policy on expenses can be found here: https://intranet.birmingham.ac.uk/finance/payroll/Expenses.aspx

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All information on the University’s pension schemes, including contact details for the Pensions Team, can be found on the Intranet here: https://intranet.birmingham.ac.uk/finance/pensions/index.aspx

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If you can't work because you're sick or injured, you should tell your line manager as soon as possible on your first day off. If you are off for between four and seven days, you need to fill in a personal sickness certificate and give to your line manager at the first available opportunity.

If you are signed off as being ‘unfit to work’ by your GP or other registered Health Professional, then you need to forward this certificate to your line manager at the first available opportunity. 

Your absence will be recorded on the ‘web absences’ system which is managed by Pay Services.

There is further information on sickness absence on the Intranet here: https://intranet.birmingham.ac.uk/hr/leave/health/sick-leave.aspx

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You should in the first instance speak with your line manager and they will liaise with HR 

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There is further information on flexible working on the Intranet here: https://intranet.birmingham.ac.uk/hr/leave/flexible/index.aspx

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Staff can  take advantage of offers from other partner companies. Explore in the new 'Your Benefit Choices' online brochure, the deals available exclusively to University of Birmingham staff. 

http://issuu.com/uobstaffbenefits/docs/your_benefit_choices_brochure?e=14004423/9806721

Answer:
Individual training requests should be made to your Line Manager.  A number of inhouse courses are available and can be found on the People and Organisational Development (POD) website: https://intranet.birmingham.ac.uk/staff/development/index.aspx
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If you are subject to a probationary process, the details will have been outlined in your offer letter.  Further details are available on the staff intranet: https://intranet.birmingham.ac.uk/hr/employment/probation.aspx

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 Health and safety

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 Your health and safety induction will be arranged by your Supervisor or Line Manager

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These are checked on Wednesday or Thursday morning before 9.00

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The green running man signs will lead the way to the nearest exit and you will be shown the closest in your health and safety induction
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 Finance procedures

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MDS Finance Contacts are currently School/Area based and your School Admin Manager or Head of Service will be able to advise you.

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Your School Admin Manager/Head of Service will advise you if these are necessary.  Finance Inductions for Purchasing take place monthly.

 

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Normally undertaken by Research Finance but your School Admin Manager or Head of Service will be able to advise you.
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The Research Facilitator should be able to provide these for you
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 Day to day practicalities

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There are a variety of food outlets across campus, including MedCafe on the lower ground floor of the Medical School and at the Queen Elizabeth hospital nearby. Information on shops and services on campus can be found on the website here: http://www.birmingham.ac.uk/university/services/retail/index.aspx

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There are a number of microwaves in the IBR Common Room. Speak to your line manager and other team members about the most convenient facility for you.

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Check this with your line manager or others in your team.

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 Other

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Please discuss with your line manager in the first instance.

https://intranet.birmingham.ac.uk/mds/college-services/rkto/research-handbook/clinical-research/clinical-trials.aspx 

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Discuss this with your Line Manager who should be able to advise.

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The University is currently developing guidelines for all staff on the use of social media. Guidelines will be available soon.  A directory of University social media can be found here: https://intranet.birmingham.ac.uk/staff/community/Social-Media/Index.aspx. If you have any questions about the use of social media, please contact the College Web Team in the first instance at mds-web@contacts.bham.ac.uk .

The University’s General Conditions of Use of Computing and Network Facilities also reference the use of social media and protocol - https://intranet.birmingham.ac.uk/it/documents/public/General-Conditions-Use-Computing-v3.pdf

 

 

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Yes – the Student Services Centre can be found on the ground floor of the Medical School, right by reception.

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All requests for design and print work should be made through the College Marketing and Communications team. Please contact the College Marketing and Communications Manager, Claire Wickett (c.wickett@bham.ac.uk) in the first instance.

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Jargon buster

There are many terms and acronyms commonly used at the University of Birmingham.

This page gives an explanation of some of the common terms that you may have come across at the University: https://intranet.birmingham.ac.uk/staff/resources/jargon/index.aspx 

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Having a mentor gives you an opportunity to develop professionally. You can actively learn from people that are in successful careers and pick up valuable insight about your future career path.

More information can be found here: http://www.birmingham.ac.uk/generic/internships/mentoring/index.aspx

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Sport takes centre stage at Birmingham – not only on the playing fields but as a key part of our academic portfolio. We are one of the UK’s leading sporting universities, regularly finishing in the top three of the BUCS (British Universities and Colleges Sport) championship. We call it ‘Playing with Pride’ and one of the reasons why student athletes from across the country and around the world choose to study train and compete here.

Find out about facilities and classes available to staff at http://www.sport.bham.ac.uk/

The University also offers a number of recreational facilities:

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Barnes library

The Barnes Library occupies four floors in the central block of the Medical School.  The library supports staff and students in the subject areas of medicine, biosciences, health sciences and sport. 

https://intranet.birmingham.ac.uk/as/libraryservices/library/about/libraries/barnes.aspx

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The University benefits from excellent public transport links that provide access to numerous destinations across the UK.

https://intranet.birmingham.ac.uk/collaboration/environment/travel/sustainable-travel/Public-transport.aspx

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