MATHEMATICAL INSTITUTE
DEPARTMENTAL HANDBOOK
SUPPORT AND ACADEMIC-RELATED STAFF
The Mathematical Institute
Welcome to the Mathematical Institute, we hope your time with us will be both happy
and productive. The aim of this booklet is to ease your first few weeks in the
department by providing basic information and contact details, but do please feel free to
refer to the key contacts list for the most appropriate person if you have any queries or
concerns that are not covered.
The Mathematical Institute acts as the centre for the organisation of Mathematics
teaching and research in the University. It is large by the standards of most UK
universities and currently supports approximately 70 academic staff, 29 support staff, 30
contract researchers, 200 graduate and 900 undergraduate students. It has a lively
visitors’ programme, attracting on average 30-40 academic visitors per annum from
across the world.
The Institute was established by statute in 1953 and its present premises were built in
1965. In 1993 the Institute’s status became that of a university department, established
for the purposes of research, advanced study, lecturing and instruction in mathematics.
It is fortunate in having its own dedicated library, the Whitehead Library, situated within
the department. Since 1953 the department has grown substantially, resulting in a
second site in Little Clarendon Street, Dartington House. Both of these sites are now
overcrowded due to the continued success and expansion of the department. A single
site has been a major priority for some time now, and recently the Department has
secured a place on the New Radcliffe Infirmary site. Presently the Department has
mounted a Development Campaign to raise funds for a new and impressive building
which will hopefully be completed within the next five years. In 2000, under a
restructuring of university governance, the department was placed in the Mathematical
and Physical Sciences Division, clearly confirming its identity as a fully-fledged science
department alongside Physics, Chemistry, Engineering, Materials, Earth Sciences,
Statistics and the Computing Laboratory.
A brief history of Mathematics at Oxford, together with information about the
department, its current activities, and staff is available on the web at
http://www.maths.ox.ac.uk The management of the department is the responsibility of
the Chairman of Mathematics, assisted by the Vice-Chairman [Research], Vice-
Chairman [Teaching], the Administrator and a team of support staff.
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 1
Staff Contacts
Chairman Professor Nick F15 73534 chairman@maths.ox.ac.uk
Woodhouse
Administrator Charlotte Rimmer F13 73542 departmental-
administrator@maths.ox.ac.uk
rimmer@maths.ox.ac.uk
Administrative Assistant Brenda Willoughby F2 73576 brenda@maths.ox.ac.uk
Personnel
Accounts Officer Val Timms F2 73548 val@maths.ox.ac.uk
Finance, Visitors
Accounts Assistant Jessica Hu F2 73545 hu@maths.ox.ac.uk
Academic Administrator Catherine Goodwin F5 73530 goodwin@maths.ox.ac.uk
Graduate, UG Studies
Deputy Academic Yan-Chee Yu F4 73546 yuy@maths.ox.ac.uk
Administrator
Classes, Examinations
Academic Assistant Sasha Souchtchenko F1 73578 soutchtch@maths.ox.ac.uk
Teaching
Graduate Studies Margaret Sloper F4 73538 graduate.studies@maths.ox.ac.uk
Assistant
Professorial Secretary Nick Iles F1 73547 iles@maths.ox.ac.uk
CMB Secretary Nims Damney DH40 80609 nims@maths.ox.ac.uk
CMB Secretary Sara Jolliffe G5A 73518 jolliffe@maths.ox.ac.uk
Librarian Cathy Hunt S15 73559 cathy@maths.ox.ac.uk
Whitehead Library
Research Facilitator Dr Chris Breward DH5 70505 research-
facilitator@maths.ox.ac.uk
Reception Supervisors Laura Bentley G16 73525 reception@maths.ox.ac.uk
Post, faxes, copying, Vacancy
rooms
Journal Admin Samantha Bowring F6 73543 bowring@maths.ox.ac.uk
Helen Tyas F6 73543
Dartington House Ruth Preston DH17 70501 preston@maths.ox.ac.uk
Administrator
Dartington House Laura Mildenhall DH17 80612 mildenha@maths.ox.ac.uk
Assistant Administrator
Dartington House Angela Howard DH40 70506 howard@maths.ox.ac.uk
Journal Admin
IT Manager Dr Keith Gillow DH30 80605 help@maths.ox.ac.uk
UNIX Systems Stuart Teasdale G4 73531 help@maths.ox.ac.uk
Administrator
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 2
Windows Systems Elliott Nichol G4 73517 help@maths.ox.ac.uk
Administrator
Safety Officer Dr Keith Gillow DH30 80605 safety-officer@maths.ox.ac.uk
Caretaker Michael Stone buildings@maths.ox.ac.uk
Deputy Caretaker Tony Gregory
Assistant Caretakers Stuart Burchell
Michael McCluskey
Nathan
Paramananthan
Helen Cullen
Margaret Crowe
Confidential Advisers Dr Gabrielle Stoy 74305 stoy@maths.ox.ac.uk
Prof Paul Tod T1 73527 tod@maths.ox.ac.uk
UNIVERSITY SECURITY: 72944
EMERGENCY: 9-999
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 3
The University
The University of Oxford aims to achieve and sustain excellence in every area of its
teaching and research, maintaining and developing its historical position as a world-class
university, and enriching the international, national, and regional communities through
the fruits of its research and the skills of its graduates.
Oxford is a unique and historic institution. As the oldest English-speaking university in
the world, it lays claim to eight centuries of continuous existence. There is no clear date
of foundation, but teaching at Oxford has existed in some form since 1096.
Oxford, ‘the University’ in the wider sense, embraces both the central organisation [that
is, departments, faculties, divisions, libraries, museums and central administration] and
the colleges within a loose federation of strong mutual interests.
The colleges are self-governing, financially independent bodies. They guard their
autonomy fiercely and this is respected by the University. Colleges select, and for the
most part teach, their own undergraduates, provide accommodation and facilities for
their students, and are responsible for their pastoral care.
The University, in the narrower sense, is the institution at the heart of this complex
structure, including the central decision-making bodies. The divisions, faculties and
departments of the University prescribe the academic programme, provide lectures and
seminars, set examinations and award degrees. Responsibility for maintaining
university libraries and laboratories, and for providing central services also falls to the
University.
Graduate students are to a greater extent the responsibility of the University. Although a
graduate must be accepted by a college before formally being admitted to the University,
admission is regulated at university level by divisional and faculty boards, and the
appointment of a supervisor for each graduate is the responsibility of the divisional
board.
Most permanent academic staff hold both university and college appointments. In their
university capacity they give lectures and examine. In their college capacity they give
tuition to undergraduates; in both capacities they will undertake research or advanced
study.
The structure of the University groups academic activity into five divisions –
Mathematical and Physical Sciences, Humanities, Life and Environmental Sciences,
Medical Sciences and Social Sciences. Divisional Boards are responsible, under
Council, for the academic administration of the University. They administer the greater
part of the total budget of the University, funding all academic posts, and some seventy
academic departments.
Key posts in the University include, the Chancellor; the Vice-Chancellor, who functions
as the ‘Chief Executive’ of the University; four Pro-Vice Chancellors with special
responsibilities; Divisional heads; two Proctors and an Assessor whose role is to
represent the ‘silent majority’ of staff and students; Heads of departments who are
responsible for the day-to-day and strategic management of their individual department.
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 4
Departmental Information
Inevitably there are certain ‘rules and regulations’ we have to impose if the department
is to run smoothly and these are outlined below, together with an alphabetical list of
items you may find useful. In addition we would draw your attention to the appendices
covering health and safety, policies on equal opportunities, harassment and the use of IT
facilities. Finally, there is a listing of university jargon and terms which we hope will
help during your settling in period.
ACCESS
Mathematical Institute: A key-card access system is in operation. The key-card is valid
for external doors with a card access lock and the Whitehead Library door. An access
card and a key for your room may be obtained from the room F2. The main front door
to the Mathematical Institute is open from Monday to Friday between 8.30am – 5pm.
Outside normal working-hours all external doors to the building are alarmed. Fire doors
in the building are alarmed at all times and should not be used except in a genuine
emergency or fire drill. If an alarm is triggered after hours, please telephone the
University Security Services (72944).
Your key-card is for your use only and should never be lent to anyone else. Entry on
your card is for you alone; you should not open the door for anyone else nor allow
anyone else to enter behind you.
Dartington House: You will need a University card to pass through the main gate,
where a swipe card system is in operation. Your card details should be given to the DH
Administrator to facilitate this. The main door of the building is open during normal
working-hours. Outside these hours, you will need to enter a number on the keypad. The
Administrator will give you details of the keypad number. Once inside the building,
access to the Department’s offices is with your Mathematical Institute key-card.
ACCIDENT
In the event of an accident on the premises please call a trained first-aider or the
emergency services depending on the severity of the situation. You should familiarise
yourself with the first-aider signs located on each floor, they will detail your nearest
qualified first-aider. All accidents must be reported to the Administrator so that these
may be formally recorded and an accident report form forwarded to the University
Safety Office.
ANNUAL LEAVE
Your annual leave entitlement will be stated in your contract. The Department has to
remain open on the May bank holidays and a skeleton support staff may be required to
work in which case certain staff categories are eligible to claim overtime or additional
holiday in lieu. For support staff, annual leave should be taken according to
departmental operational requirements and should always be approved in advance by
your line manager. You are advised to submit your applications as early as possible to
ensure there is adequate staff cover at all times. Holiday forms are available from the
Administrative Assistant or you may use the on-line booking system at
https://internal.maths.ox.ac.uk
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 5
The holiday year runs from to 1 October to 30 September. Support staff may carry three
days of any unused entitlement forward to the next holiday year, but this should be used
by the end of the calendar year ie the end of Michaelmas Term.
APPRAISAL
The department is currently setting up an appraisal system which it plans to implement
during the academic year 2005-6.
BENEFITS
The University publishes a Staff Benefits Handbook summarising benefits available to
staff. This can be viewed at: http://www.admin.ox.ac.uk/ps/staff/benefits/
CAR PARKING
There is an off-peak permit system, which allows parking on university premises in the
evening and weekends. A limited number of peak-time permits exist, enabling staff to
park during the working day; staff may apply for these annually, however, the criteria
for these are very strict and we are unable to guarantee the success of any application.
For further details, please see http://www.maths.ox.ac.uk/notices/parking/ or contact the
Administrative Assistant. However, please note that from April 2006 the University
will be implementing a daily charge system.
CHILDCARE
For information on University nurseries, salary sacrifice, virtual vouchers and holiday
playschemes: http://www.admin.ox.ac.uk/eop/child/nursery.shtml
COMMITTEES
Responsibility for the day-to-day, and strategic, management of the department lies with
the Chairman of Mathematics, assisted by the two Vice-Chairmen and the
Administrator. There are a number of departmental committees which meet regularly
to oversee specific areas of activity. The main ones are the Departmental Committee,
the Research Committee and the Teaching Committee. Full details of standing orders
and committee membership are available on the departmental web pages at
http://www.maths.ox.ac.uk/notices/committees/.
COMPASSIONATE LEAVE
Absence from work to attend to the sickness of a member of your immediate family, or
to attend to a family emergency should normally be counted against annual leave
entitlement. However, in certain circumstances (with Head of Department approval),
the department may be willing to grant paid compassionate leave.
COMPUTING
You will be given a computer account application form to complete when you arrive in
the department. The information requested is used to create the necessary personal
details required to set up an account. This information will only be accessible to other
Institute computer account holders. If you also indicated on the form that you would
permit the information to be published on the web then it will be displayed on the
Institute’s contact web pages. The page states clearly what to do should the information
require correction or removal.
If you have a problem that needs assistance, or you discover a fault on the system, please
email help@maths.ox.ac.uk. Mail sent to this address is automatically logged to a help
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 6
request system (req) and assigned an identity number. Please keep to one subject per
email message, and make the subject of the message clear. This enables the req system
to keep a tag on each specific problem. The Institute has its own help pages, which we
highly recommend that you read. When you receive your computer account details they
also include a list of web pages that are particularly useful (e.g. introduction to UNIX,
laptop connection, printing, email, latex, remote access).
Please remember that the Institute’s computing facilities (including use of email) are
provided for departmental business only and our connection to the Internet is provided
on that basis. Staff are therefore obliged to comply with both the University and JANET
(Joint Academic Network) acceptable use policies. See
http://www.maths.ox.ac.uk/notices/it/rules/ for further information and attached
appendices.
The Institute’s web pages (http://www.maths.ox.ac.uk/) provide a wealth of information
for staff, including the Departmental Noticeboard and the Message of the Day, links to
IT help, and links to ‘People’, which gives contact details for academic and support staff
in the Institute. To find the email address of anyone in the University, go to ‘Contact
Search’ on the University Home Page.
CONTACT INFORMATION
Staff should ensure that they inform the Administrative Assistant in writing of any
change to their personal details e.g. name, address, home telephone number, bank
details, next of kin. This information will be held in accordance with the Department’s
Data Protection Policy.
CYCLE SCHEME
University Security Services has introduced a Cycle Registration Scheme to facilitate
the return of lost or stolen cycles. For a charge of 50 pence, staff can register their cycle.
Cycle registration packs can be purchased directly from the University Security
Services, The Observatory, South Parks Road, Oxford OX1 3RQ.
DATA PROTECTION : Departmental information systems
• Information held on the departmental databases and records is held under the
provisions of the Data Protection Act 1998.
• All information submitted will be stored securely (both in written and electronic
records).
• It is the responsibility of the Department to ensure that the data held is accurate
and attributable.
• The data may be used either by Department or the University of Oxford for
administrative purposes for as long as is necessary for the fulfilment of those
purposes.
• None of the data held will be transferred to any other organisation or individual
without an individual's explicitly stated consent.
See http://www.maths.ox.ac.uk/notices/data-protection/ for more information.
DISABILITY
The Administrator can offer guidance on a range of disability issues. In addition staff or
students may wish to contact the University Disability Office on 80660
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 7
DIVISIONAL OFFICE
The headquarters of the Mathematical and Physical Sciences Division is at 9 Parks
Road, Oxford. The main contacts are: Head of Division, Professor Keith Burnett;
Divisional Secretary, Ms Mary Ann Robertson; Accountant, Mr Henry Cummings;
Assistant Registrar, Ms Jenny Nix.
DRESS CODE
The dress code in the Department is informal but we expect staff to dress appropriately
when coming in contact with the public. Staff engaged in services such as cleaning and
maintenance should ensure that they are appropriately dressed (including footwear) for
the tasks in hand.
ELECTRICAL APPLIANCES
The rules for the Mathematical Institute drawn up by the Departmental Committee state
that no private electrical equipment may be introduced to the premises except by prior
written permission of the Administrator, and under conditions prescribed by him/her.
EMERGENCY EXITS AND FIRE INSTRUCTIONS
Staff should ensure that they are familiar with the emergency exits in both buildings, and
the procedure to be followed if there is a fire alarm. Instructions are displayed in each
room; a copy is attached in the following appendices for your information. The fire
alarms in both buildings are tested every Monday morning and regular fire drills held.
Please note: access to fire exits must always be kept clear at all times; emergency exits
are alarmed, and should not be used to exit the building other than in an emergency
or fire drill.
EQUAL OPPORTUNITIES
The policy and practice of the University of Oxford require that all staff are afforded
equal opportunities within employment and that entry into employment with the
University and progression within employment will be determined only by personal
merit and the application of criteria which are related to the duties of each particular post
and the relevant salary structure. In all cases, ability to perform the job will be the
primary consideration. Subject to statutory provisions, no applicant or member of staff
will be treated less favourably than another because of his or her sex, marital status,
sexual orientation, racial group, or disability.
EXPENSE CLAIMS
Expense claims may be obtained from the Accounts Assistant who will give advice on
justifiable expenses and completion of the claim form.
FIRST AID
A list of qualified first-aiders is displayed on each floor of the main building by the first-
aid box which is usually located by the lift. A first-aid box, containing eye washes, is
also located in reception by the photocopier. Notices are displayed on each floor in
Dartington House; first-aid boxes are available in the kitchen and outside DH30.
Further information on first-aid, including a complete list of current first-aiders, can be
found at http://internal.maths.ox.ac.uk.
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 8
HARASSMENT
The University has a strict code of practice relating to harassment, details of which are
available at http://www.admin.ox.ac.uk/eop/har/ (copy also attached in the appendices).
In summary this states:
Harassment is an unacceptable form of behaviour. The University is committed to
protecting members, staff, and any other person for whom the University has a special
responsibility from any form of harassment which might inhibit them from pursuing their
work or studies, or from making proper use of university facilities. Complaints of
harassment will be taken seriously and may lead to disciplinary proceedings. All
members and staff have a personal responsibility to ensure that their behaviour is not
contrary to this code and are encouraged to ensure the maintenance of a working
environment in the University which is free from harassment.
If you have any concerns relating to harassment, you should contact either the Head of
Department, the Administrator, or one of the department’s Confidential Advisers whose
names are on display in reception, and listed under Staff Contacts.
JOBS
University posts are advertised on the electronic version of the ‘Green Pages’ at
http://www.admin.ox.ac.uk/ps/gp/. Academic and academic-related jobs across the UK
are advertised on http://www.jobs.ac.uk/ Vacancies within the department and colleges
are advertised at http://www.maths.ox.ac.uk/notices/vacancies/
KITCHEN FACILITIES
Kitchen facilities are available in both buildings. Please leave them in a clean and tidy
state.
There are no set tea or coffee breaks but support staff may take a break of 15 minutes in
the morning and 15 minutes in the afternoon if they wish. Afternoon tea is served
during term time in the Institute Common Room. There is an informal coffee break in
Dartington House at 11.15am. Please note there are no credit facilities and we would
ask that you do not embarrass the catering staff by asking for this. All staff are welcome
to use the Common Rooms during breaks and at lunchtime; a coffee machine is located
in this room.
LIBRARIES
Departmental Library: the Whitehead Library
The Whitehead Library contains material covering the spectrum of mathematical topics
at postgraduate level and research level. Use of the library is restricted to postgraduate
and senior members of the Mathematics Faculty and, on application to the Librarian, to
certain members of other departments of the University. Opening hours are Monday -
Friday 9.00 am - 5.00 pm . Twenty-four hour access is available to department members.
Please contact the Librarian for further details. See also the Whitehead Library web
pages at http://www.maths.ox.ac.uk/library
University Libraries
The Radcliffe Science Library is a reference library and the science department of the
Bodleian Library, Oxford. As such it is part of a legal deposit library and receives a free
copy of all British scientific publications. For further information, see
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 9
http://www.bodley.ox.ac.uk/rsl For information about all the other libraries at the
University, see http://www.lib.ox.ac.uk/libraries/.
MATERNITY AND PATERNITY LEAVE
The University operates schemes for maternity and paternity leave. For further details
see http://www.admin.ox.ac.uk/ps/staff/family/ or contact the Administrative Assistant.
MERIT REVIEW SCHEME
The merit review scheme takes place annually, and is designed to reward staff who have
demonstrated standards of excellence in their particular role above that normally
expected of their grade. Details of the scheme are circulated to staff in advance of the
review. If you require any further information, please contact the Administrator or visit
http://www.maths.ox.ac.uk/notices/merit-review/.
PAY
Staff are paid in arrears by BACS, usually on the day before the last working day of the
month. For details of pay dates, see http://www.admin.ox.ac.uk/salaries/dates.shtml.
Payslips are circulated via the Department. If you have any queries about your salary
payments, please contact the Administrator. If you change your bank account details,
please notify the Administrator immediately. The University Salaries section normally
requires a month’s notice to alter the account details for BACS payments.
POST AND INTERNAL MAIL
This should be used for departmental business only. All outgoing mail should be
initialled by staff members in the top right-hand corner. Please do not ask the
receptionist to handle personal mail; this should be taken to the nearest post office at the
top of Little Clarendon Street.
The University operates an internal mail system. Collections and deliveries are made
twice a day to Reception. If you have a large item to go in the internal mail, please
contact the receptionist in advance.
PREMISES
If you have any queries or problems concerning the premises or your physical
environment please email buildings@maths.ox.ac.uk . If it is urgent contact the
Caretaker, Administrative Assistant or Administrator during office hours or Security
Services [telephone 72944] out of office hours.
RECEPTION
Reception is open between 08.45 and 12.50 and 13.50 and 17.00. Please see the
receptionist for advice on photocopying, fax, binding, post, courier and paper supplies.
Main reception desk telephone number: (2)73525.
ROOM/TELEPHONE LISTS
These are circulated every term. Please address any amendments or comments directly
to the Administrator who is responsible for preparing these lists.
ST GILES FAIR
The department usually closed for the two days of St Giles Fair. However, it should be
noted that this is unofficial leave and is reviewed on an annual basis.
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 10
SAFETY
It is the policy of the University to ensure that all members of the University and its staff
are aware of their individual responsibility to exercise care in relation to themselves and
those who work with them. To this end individuals must familiarise themselves with
University Safety Policy and any departmental or unit safety requirements. These are
outlined in the departmental safety notice attached in the appendices.
SECURITY
The Department cannot be held responsible for the safety of personal belongings. It is
your personal responsibility to ensure that your wallet/purse and any other items of
value are locked away while you are at work. If you do not have any secure facilities in
your office, please tell the Administrator immediately.
The University’s premises are particularly vulnerable to theft due to the nature of its
business and the large volume of people that passes through its buildings. For your own
security, you must lock your office when you leave it, even if you will only be absent for
a short while. Visitors should be asked to report to Reception and staff who have visitors
on the premises after the building is closed, are asked to escort them to the outside door.
Please ensure that doors to the building are securely fastened behind you if you leave or
enter the building outside normal working hours. In the event of a problem or
emergency out of office hours, Security Services can be contacted on 72944. The 24
hour emergency contact number is 9-999.
SICKNESS AND ABSENCE
It is a University requirement that departments record and monitor all sickness absence,
including dates, duration and reason given for each absence. Absence monitoring
operates for all employees within the University to ensure that standards are maintained
and employees are treated fairly and consistently when absent. Many employees will,
on occasions, need days off work because of illness. However, when absences become
more frequent or long term the department may take advice from the University
Occupational Health Service.
Immediate Notification of Sickness
If you are unable to attend for work because of illness you, or someone on your behalf,
should inform your immediate manager or the Administrator, by telephone on the first
day of absence from work. If you fail to provide such notification without good reason,
sick pay (including payment under the University's scheme) will be withheld. Please
keep the department regularly informed of progress and your anticipated return to work.
During periods of short-term sick leave, not requiring a doctor’s certificate, we would
ask that you phone the department every second day and after a weekend so that we may
plan the most appropriate cover for your absence.
You should consult the staff handbook for further details, including the withholding of
sick pay, qualifying days, sickness during annual holiday and SSP and the University's
own sick pay scheme. Please note that the department may take advice from the
University Occupational Health Service if there is a concern about a member of staff’s
state of health or sickness record.
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 11
Sickness absence from work for four to seven days
If you are absent through sickness for four to seven working days (discounting sickness
on Saturdays and Sundays for this purpose), you will be asked by your department to
complete a self-certification form on your return to work. (The University feels obliged
to point out that false statements on this form could lead to prosecution by the DSS
and/or disciplinary action by the University.)
Sickness absence from work for more than seven days
If you are absent from work because of sickness for more than seven working days
(discounting sickness on Saturdays and Sundays for this purpose), you should obtain a
doctor's certificate which should be sent to your department as soon as possible. You
should continue to send in doctor's certificates until the doctor decides that you are fit to
return to work.
Please note that even though a doctor's certificate is not required for SSP purposes until
you have been absent from work for more than seven days, you should nevertheless visit
your doctor before that date if you feel sufficiently ill to require medical treatment. If the
doctor gives you a certificate at that stage, you should forward it to the department
immediately.
SMOKING
The department has a strict no-smoking policy in both buildings. Any violation of this
rule would be viewed as a serious conduct issue. Ashtrays are available outside the MI
in the Courtyard, should staff wish to smoke outside during their break.
STAFF HANDBOOKS
Current versions of the University Staff Handbooks may be found at:
http://www.admin.ox.ac.uk/ps/staff/handbooks/
STATIONERY
This is provided for departmental use only. Please see the Accounts Assistant if you
require further supplies, and let her know if you have used the last item in stock. In
Dartington House, please consult the Adminstrator.
TELEPHONES
Telephones are provided for departmental business only. The University produces an
internal phone directory, which also contains useful information on how to use the
system e.g. setting up voice-mail. If you have any concerns about the inclusion of your
number in the University directory, please discuss this with the Administrator. If you
need to find the telephone number of a member of University staff who is not in the
University phone directory, go to ‘Contact Search’ on the University Home Page.
It is recognised that there may be occasions when staff have to make local personal calls
from work, however, you should be aware that the University and department monitors
calls made from all extensions and any abuse is viewed as a serious conduct issue.
TERM DATES
Dates for 2005-2010 may be found at http://www.admin.ox.ac.uk/admin/dates.shtml
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 12
TERMINATION OF FIXED TERM CONTRACTS
If you are engaged on a fixed-term contract, the date on which the appointment will
terminate is recorded in your letter of appointment. A procedure exists for staff in this
category to receive special consideration in relation to other vacancies within the
University when their appointments come to an end, further details of which may be
obtained from the Administrative Assistant.
TOILETS
These are located in the basement and second floor in the Institute, and on the first,
second and third floors at Dartington House.
TRAINING AND STAFF DEVELOPMENT
The Department is committed to providing and supporting personal and professional
development. A wide range of courses is available through OUCS and the IAUL.
Details are available on their web pages: http://www.oucs.ox.ac.uk/training/ and
http://www.learning.ox.ac.uk/iaul/ . If you are interested in a particular course, please
discuss this with your manager or the Administrator.
UNIVERSITY CARD
An application form for a University Card will be made available to you on arrival in the
department. The card is used for security purposes and where access control or other
automated systems are in use. It also serves to identify those entitled to use University
facilities and services e.g. University libraries and computing service. You will need a
University card to gain access to Dartington House and University Offices.
UNIVERSITY CLUB
The University Club provides social and sporting facilities for employees, senior
members, graduate students, alumni and visitors of Oxford University. There are
currently two sites – Halifax House, which contains a cafeteria, dining room, bar,
seminar rooms and guest accommodation: and Mansfield Road, which is the site of the
Club’s sports facilities. University employees are eligible to become members, as are
graduate students and staff of independent organisations traditionally associated with the
University. For further information, see http://www.club.ox.ac.uk/.
WORKING HOURS
The total number of hours that you are expected to work in each week, and the daily
hours of attendance within this total, will normally be specified in your letter of
appointment. The department does offer some flexibility with working hours, however,
these will need to be agreed in advance with your Line Manager when arranging core
hours of attendance.
Bank holidays and overtime
For details of bank holiday and overtime arrangements, support staff should consult the
staff handbook at http://www.admin.ox.ac.uk/ps/staff/handbooks/.
On Bank Holidays when the Department is open, staff operating on a rota system may
be required to work, in which case, certain categories of support staff are entitled to
overtime payment or time off in lieu. There are other times of the year when support
staff may need to work additional hours. Overtime should always be approved in
advance by the Administrator, forms are available from the Administrative Assistant.
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 13
Academic-related staff are contractually required to work the hours reasonably required
to carry out their duties to the satisfaction of the Head of Department. Should it be
necessary for longer hours to be worked, no additional remuneration is payable.
WORK STATION ASSESSMENT
The Department is committed to good practice in workstation set-up and use. A Display
Screen Assessor will assess the suitability of your working area as soon as possible after
your start date. If you subsequently have any concerns, please contact the Departmental
Safety Officer. For additional information on Display Screen Equipment [DSE]
Assessment and why it is important see http://internal/maths.ox.ac.uk/.
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 14
UNIVERSITY JARGON
Battels
These are college bills that are sent out each term to members.
Bursar
A college’s chief finance officer.
Bodleian
The Bodleian Library is the main research library of the University of Oxford. It is also
a copyright deposit library and its collections are used by scholars from around the
world.
The central buildings include Duke Humfrey's Library above the Divinity School, the
Old Schools Quadrangle with its Great Gate and Tower, the Radcliffe Camera, Britain’s
first circular library, and the Clarendon Building.
In addition, the Bodleian has seven dependent libraries, in separate locations in Oxford:
the Bodleian Japanese Library, the Bodleian Law Library, the Indian Institute Library,
the Oriental Institute Library, Rhodes House Library, the Radcliffe Science Library, and
the Philosophy Library.
Collections
These are college-based termly examinations, customarily set at the start of term. The
extent of their use varies between colleges and between tutors.
Congregation
The legislative body of the University. It consists of the members of the faculties,
together with the senior officers of the University and the colleges and senior research,
administrative, library and museum staff.
Council
Responsible for the administration of the University. Its four main committees are the
EPSC, the GPC, PRAC and the Personnel Committee.
CMB
Centre for Mathematical Biology
CUF
A Common University Fund lecturer. CUF lectureships are always associated with
college tutorial fellowships:
Divisions
The academic activities in the University are grouped into five divisions. These are:
Mathematical and Physical Sciences (MPS), Life and Environmental Sciences (LES),
Medical Sciences, Social Sciences and Humanities.
Dean
The college fellow who monitors student conduct and discipline.
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 15
Don
A don is a college tutorial fellow.
Encaenia
The annual ceremony, held in June each year, at which honorary degrees are awarded.
The Chancellor leads a procession of senior University members and those receiving the
honorary degrees to the Sheldonian Theatre in Broad Street.
Examination Schools
The Examination Schools, in the High Street, is headed by an Assistant Registrar
designated as Clerk of the Schools. The Clerk is responsible for the organisation and
administration of university examinations; the building also provides the university's
main lecturing facility.
EPSC
The Educational Policy and Standards Committee, one of the four main committees of
Council. It is responsible for defining and reviewing the educational philosophy, policy
and standards of the collegiate University.
EPSRC
The Engineering and Physical Sciences Research Council. The largest of the seven UK
research councils, it funds research and postgraduate training in universities and other
organisations throughout the UK. It is a major funding body for Mathematics research.
Fellow
Fellows are members of the Governing Body of a college.
FL
Faculty Lecturer
Gazette
The University Gazette is the official journal of the University. It provides information
on University legislation, official announcements, vacancies for posts, notices
concerning grants available, classified advertisements and a diary of University events.
It is published weekly throughout the academic year (September to July), but not
continuously over the vacations.
The Oxford Blueprint is published 12 times a year and is circulated with the Gazette. It
includes news, features, information and comment about Oxford and higher education
issues. The online version can be found at http://www.ox.ac.uk/blueprint/
GPC
The General Purposes Committee, one of the four main committees of Council.
Graduation Ceremony
The ceremony at which students are awarded their degrees.
HEFCE
The Higher Education Funding Council for England.
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 16
Head of House
The head of a college. Colleges use different terms for this post, for example, Warden,
Principal, President, Rector or Provost, Master.
Hilary Term
The second term of the academic year. It starts in January and ends in mid-March.
IAUL
The Institute for the Advancement of University Learning exists to support the quest for
excellence in learning, teaching, and research at the University. One of its primary aims
is to promote and facilitate the professional and vocational development of all of the
University's staff. It offers a wide range of training programmes for academic and
support staff.
JRF
Junior Research Fellow
Matriculation
The ceremony at which students are admitted to the University in their first term.
Mods
Honour Moderations are the First Public Examinations taken by mathematics students.
Michaelmas Term
The first term of the academic year. It starts in mid-October and ends in early December.
Noughth week
Terms are eight weeks long, and dates are often referred to in terms of these weeks, such
as ‘Tuesday, week one.’ Noughth week is the week before term and lectures start.
OCIAM
Oxford Centre for Industrial and Applied Mathematics; based in Dartington House
OUCS
Oxford University Computing Services.
OULS
Oxford University Library Services.
Postdoc
Postdoctoral Research Assistant
PRAC
The Planning and Resource Allocation Committee, one of the four main committees of
Council.
Proctor
Proctors are University officials who are responsible for discipline and public order.
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 17
RAE
The Research Assessment Exercise; an exercise conducted across higher education
institutions throughout the UK by the Higher Education Funding Councils. The most
recent RAE took place in 2001.
RSL
The Radcliffe Science Library, the science department of the Bodleian Library.
Senior Tutor
The college fellow responsible for overseeing the academic activities of students.
Sub fusc
Academic dress.
Trinity Term
The third term of the academic year. It starts in late April and ends in late June.
Tutorial
College-based tuition, either individually or in pairs.
UL
University Lecturer.
Vice-Chancellor
The Vice-Chancellor (or ‘VC’) functions as the University’s ‘Chief Executive’. There
are four Pro-Vice Chancellors with special responsibilities, appointed for two years. The
four categories of PVC are Academic, Academic Services and University Collections,
Planning and Resource Allocation and Development.
Wellington Square
The University’s central administrative offices are situated in Wellington Square,
commonly referred to as ‘University Offices’, ‘Central Offices’, or ‘Wellington Square’.
\\Common\dfs\finanper\Personnel\Induction\HANDBOOK.doc 18