Introducing the Handbook
INTRODUCING THE HANDBOOK
The Handbook for Heads of Department is intended to provide an overview of the University‟s administration written primarily for the benefit of new Heads of Department, and is envisaged as an adjunct to the induction programme for new HoDs. A web based version of this book is available at the following location, or by following the “Documents” link from the main University web page. A printable (A4) version is also available at this location. http://www.essex.ac.uk/academic/docs/hbks/hodindex.shtm HEADS OF DEPARTMENT DIARY A web based “HoDs diary” detailing key dates throughout the University year will be available from October at: http://www.essex.ac.uk/staffdev/c/management/HODSdiary.htm This is only available on the web and will be updated throughout the year. THE ROLE OF THE HEAD OF DEPARTMENT Ordinance 10.8 gives a prominent formal statement of the role of Heads of Department: A Head of Department shall be responsible to the Vice-Chancellor for maintaining and promoting the efficiency and good order of the Department, in accordance with the policies and procedures laid down in the Charter, Statutes, Ordinances and Regulations of the University, or determined from time to time by resolutions of the Council and the Senate. In addition to the day-to-day running of the Department, a Head of Department (HoD) takes responsibility for many aspects of the University‟s mission, goals, policy and procedures: they are indicated below. HoDs will choose to take direct responsibility for some of these tasks and delegate responsibility for others. Meanwhile, the following gives an overview: Strategic planning The HoD takes responsibility for the strategic planning of all the Department‟s activities in the short and medium term, in particular by: forming a view of the likely position of the Department in one, three and five years‟ time given the Department‟s demographics and resources and predictable changes (e.g. declining unit of resource); drawing up the annual Departmental Plan; implementing the Department‟s annual operating statement monitoring the Department‟s position in relation to equivalent departments in other universities; meeting at least annually with all appropriate staff in joint goal setting. University management The HoD participates in the management of the University by: ensuring that departmental interests are effectively communicated to the University‟s senior management and that the senior management‟s view of the University‟s interests is effectively communicated to the Department;
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Introducing the Handbook advising the Vice-Chancellor, Pro-Vice-Chancellors, Registrar and Secretary, Deans and others as appropriate on all matters associated with the Department; active membership of the Senate, the Undergraduate and Graduate School Boards, fortnightly meeting of Heads of Department and other university-wide forums.
Quality assurance The HoD is responsible for assuring the maintenance and enhancement of the quality of work across the Department, in particular by: ensuring that systems are in place, appropriate to the Department and aligned with the University‟s procedures, to assure the quality of the Department‟s teaching programmes; regular monitoring and review of the quality of the Department‟s work; managing the Department‟s response to internal and external quality audit and review. The Department’s resources The HoD manages the Department‟s resources, by: understanding the Department‟s income and expenditure, the University‟s resource allocation formulae and the main features of the University‟s finances; preparing annually, in consultation with appropriate staff, the Department‟s plan and budget; ensuring that proper budgetary submissions are made when required; ensuring that Departmental expenditure is within budget; keeping the Department‟s records and management information systems up to date, accurate and under review. The staff of the Department The HoD is responsible for managing the Department‟s staff, by: encouraging all staff to develop and refine their teaching, research, administrative and technical skills as appropriate to their post; encouraging all staff to make use of opportunities for training that are suited to their needs; fulfilling the Department‟s responsibilities for the recruitment, review, grading, promotion and recognition of all its staff ; allocating responsibilities to each member of staff; planning future recruitment to and preparation for senior administrative and managerial positions within the Department, including the Headship; organising appropriate induction for new members of staff; ensuring that all staff comply with the University Charter and Statutes, Ordinances and Financial Handbook; ensuring that all staff comply with the University‟s Health and Safety policies; ensuring that all staff comply with the University‟s Equal Opportunities Policy and Policy on the Promotion of Racial Equality; dealing with staff performance issues in an appropriate manner and in accordance with University procedures; considering, and seeking to resolve, any grievances from staff at informal and formal levels in accordance with the University‟s grievance procedures. The students in the Department The HoD is responsible for the quality of students‟ educational experience within the Department, by: ensuring that the Department‟s responsibilities for the admission, instruction, progress, assessment and advising of students are fulfilled;
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Introducing the Handbook ensuring that the Department carries out its teaching obligations, including those organised on a School basis; planning and supervising the Department‟s undergraduate and postgraduate recruitment strategies; reviewing the content and presentation of degree schemes; considering, and seeking to resolve, any complaints from students, both informally and in accordance with the University‟s Complaints Procedure for Students.
The research of the Department The HoD is responsible for the research performance of the Department, in particular by: ensuring that the academic staff have appropriate time and facilities to apply themselves to agreed research objectives and the advancement of knowledge; ensuring that each academic staff member has an achievable research plan; monitoring the achievement of academic staff members‟ research plans; encouraging staff to obtain outside funds for research, developing support strategies as appropriate, and monitoring success. Internal and external communications The HoD is responsible for maintaining effective communications within and beyond the Department, in particular by: regular meetings with staff and with student representatives; ensuring that clear decisions are taken; developing and maintaining appropriate contacts with the outside community, including relations with schools, colleges, prospective employers of graduates, research and charitable organisations; consulting the University‟s professional expertise where this is available. The management of time The HoD is responsible for effectively managing his or her own time in order to: deliver an efficient service to students and the centre; leave enough time for consideration of strategy; leave enough time for research; leave enough time for family, health and recreation. PRO-VICE-CHANCELLORS AND DEPARTMENTS The areas of responsibility of the Pro-Vice-Chancellors can be found on their website at http://www.essex.ac.uk/pvc/responsibility.shtm . This includes information about the departments for which they each act as link PVC. The link PVC is the Department‟s proponent on VAG/BSC. The link PVC is not the Department‟s advocate, but should ensure that departmental cases/bids are properly understood. It is therefore important that the HoD discusses cases and briefs the PVC before bids are submitted. The link PVC will also provide informal feedback on how a bid was received by VAG/BSC. Together with the Director of Strategic Planning, the link PVC will discuss the departmental plan with the HoD and should be briefed on significant proposals for new activities. The link PVC will act as an informal adviser to the HoD, particularly in matters of strategic planning, research, curriculum development and staffing and there should be a firmly established support relationship between link PVCs and HoDs, including regular meetings for the discussion of current issues. If the Department is to undergo a departmental review, it is likely that the link PVC will chair the review committee.
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Introducing the Handbook
The link PVC is the Department‟s (and HoD‟s) critical friend and therefore it is in the HoD‟s interest to develop a good working relationship with the relevant PVC.
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Organisation of the University
ORGANISATION OF THE UNIVERSITY
DECISION-MAKING Senate and Council are the key decision-making bodies of the University. The dates of the meetings of all formal committees and other key bodies can be found in the Diary http://www.essex.ac.uk/info/unidocs.htm There is a web resource at http://www.essex.ac.uk/committees/ which gives access to a searchable database on the membership of all committees, with links to each committee‟s own web site. Senate There was a major review of the effectiveness of Senate in 2005-06, and new arrangements have been approved for implementation from 2006-07. The membership has been reduced from 79 to 60, and various changes have been introduced to improve the operation of Senate. One feature will be a new Senate agenda group, the members of which will be the Senate representatives on Council (see below). Senate is chaired by the Vice-Chancellor. The Pro-Vice-Chancellors, Deans , the Director of Information Systems, the Librarian and the Academic Registrar, as well as HoDs, are ex officio members of Senate. There are 16 members of Senate elected from the academic staff, to include at least nine non-professorial staff. The membership of Senate also includes eight student members. An Academic Section Information Note summarising policy decisions of the Senate and its committees is circulated electronically to Heads of Department and Directors of Centre after each committee cycle. This provides a useful checklist for HoDs to ensure they implement any new or revised policies or procedures within their department. Council While Senate is responsible for the academic governance, the University Council (http://www2.essex.ac.uk/council/) is the executive governing body of the University, responsible for the management and administration of the revenue and property of the University. It is entrusted with the proper conduct of University business in support of the objectives defined by the University Charter and Statutes; strategic planning; financial affairs, including the annual budget; estate management; staffing matters; health and safety issues, and oversight of the Students' Union. Council was subject to a review of its effectiveness in 2004-05, and also agreed significant changes, although some are still awaiting Privy Council approval of changes to Charter and Statutes before they can be fully implemented. Previously, Senate representation on Council was ten elected members of Senate, six of whom were (by custom and practice) the Deans. There will be transitional arrangements in 2006-07, but from 2007-08 there will be six elected members to include four HoDs and two non-professorial staff. The majority of members are Lay members of Council. We have a scheme whereby lay members of Council are linked to specific departments (see: http://www2.essex.ac.uk/council/link.htm ) with the aim of gaining an insight into the workings of a particular section of the University. The scheme is intended to involve lay members of Council as fully as possible in the work of the University and, thereby, to inform discussion at Council. The Academic Registrar notifies HoDs who their link member is each year and will advise what steps the department is expected to take at that time.
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Organisation of the University
All HoDs are also invited to attend the lunch which is held prior to Council meetings on a rota basis; this usually involves attending one such lunch each year. You will be consulted about your availability. After each Council lunch one HoD, by arrangement, gives a brief talk (about fifteen minutes) to members of Council about the work of their Department and answer questions. Court The University Court is a large, formal body which serves a number of official and unofficial functions. Heads of Department are members of Court by virtue of their membership of Senate. They are encouraged to attend the annual meeting as part of the University‟s public relations strategy. See http://www2.essex.ac.uk/court/ for details. Vice-Chancellor's Advisory Group and Budget Sub-Committee Vice-Chancellor‟s Advisory Group (VAG) consists of the Vice-Chancellor, the Pro-ViceChancellors, the Registrar and Secretary and the Director of Finance. The Group meet regularly, normally every Monday in term-time, acting as the „cabinet‟ of University government, engaging in preliminary discussions of matters which will be subsequently referred to committees and advising the Vice-Chancellor in undertaking his responsibility for maintaining and promoting the efficiency and good order of the University. Budget SubCommittee is a committee of the Finance and Strategy Committee of Council. Having the same membership, the Budget Sub-Committee convenes immediately before the ViceChancellor's Advisory Group meeting, to deal with specifically financial items of business.1 Departmental Meetings The Ordinances prescribe (Ordinance 22) that the Heads of Department shall convene a Departmental Meeting at least once in each term, and at other times when requested by at least one quarter of the academic staff of the department. However, a departmental meeting has no formal powers to submit resolutions or declare opinions to the Senate. The new arrangements for academic decision making which are operational from 2006-07 include a new emphasis on consultation with departments. Meeting of Heads of Department The meeting of Heads of Department, normally held at 5.00 p.m. every other Monday in term-time, has no formal status but is informally of importance. The agenda is normally circulated by e-mail after the morning's VAG meeting, but those attending are invited to raise other business at the meeting if they wish. Notes of the meeting, in a form suitable for wide circulation, are normally sent to HODs and Departmental Administrators the following day. HODs are encouraged to pass the information on to their staff as appropriate. Senior Staff Retreat There is an annual Senior Staff Retreat, convened by the Vice-Chancellor which, in addition to Heads of Department, it is attended by the Deans, Pro-Vice-Chancellors, the Registrar and the Heads of Administrative Sections. The 2006 Retreat will be a two day event held at Ufford Park Hotel, near Woodbridge, on 9 - 10 November 2006. THE ADMINISTRATION The Administration is led by the Registrar and Secretary, Dr Tony Rich. There are seven main administrative sections: Academic, Educational Development Services, Estate Management, External Relations, Finance, Information Systems Services, and Personnel. There are a number of smaller administrative units reporting direct to the Registrar, including
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See appendix 1 for guidance on “Making a Case to Budget Sub-Committee”
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Organisation of the University International Office, Planning Office, Research Park, Safety and Sports Centre. Other units within the Administration include the Research and Business Development Office and the University of Essex Southend, which are led by Pro-Vice-Chancellors but have a reporting line to the Registrar. An organisation chart is available at http://www.essex.ac.uk/registrar/organisationadmin.shtm Academic Section Academic Registrar: Moira Collett Main offices: Registry, Graduate School, Examinations, Timetable and Systems Management Office, Graduation, Areas and Study Abroad Office, Student Support (including Student Counselling Service), Academic Partnerships. Estate Management Section Director of Estate Management: Andrew Nightingale Responsible for the management and servicing of the University estate, including new buildings, all building and grounds maintenance, cleaning of non-accommodation buildings, security, post and telephone service, central purchasing and printing and strategic capital planning. External Relations Section Director of External Relations: vacant Co-ordinates the way in which the University relates to the outside world. It comprises admissions, student recruitment, all aspects of marketing (including branding, publications, customer relationship management and market research), public relations and event management, fundraising and alumni relations, and the Arts Office. Finance Section Director of Finance: Andrew Connolly Main offices: Accountancy and Financial Services (Income, Payments, Payroll and Pensions). The Accommodation Office is headed by the Director of Residential Services who reports to the Director of Finance. The Catering Services Manager normally reports to the Director of Finance but for 2006/07 will report to the Students‟ Union who are acting as managing consultants for catering operations. From August 2006 Wivenhoe House Hotel and the Conference Office have combined to form a new Hotel and Conference Division. The head of the Hotel and Conference Division reports to the Director of Finance. Information Systems Services Director of Information Systems: Richard Murphy Provides the ICT infrastructure and related services and facilities for students and staff including information and communication systems, audio-visual, and media resources. Main groups: the Computing Service, the Management Information Systems, Audio-Visual and Media Services (AVMS), and the Web Support Unit. Also includes central support for IT and multimedia training. Local ISS staff provide IT and AV support at Southend. Educational Development Services Director of Educational Development Services: Stella Heath From August 2006, this new Section will include the Learning and Teaching Unit, the Careers Advisory Service and Staff Development, together with some continuing professional development activity. Personnel Section Director of Personnel Services: Sue Endean Comprises the Personnel Office, Occupational Health Service and Equality and Diversity Unit.
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Organisation of the University Planning Office Director of Strategic Planning: Dr Sonia Virdee Supports strategic development and institutional planning processes and provides information and statistics to departments and VAG. Involved in regional and collaborative projects. Liaises with departments and sections over the production of the Strategic Plan, forecast student numbers and academic and administrative plans. Responsible for reporting to HEFCE on institutional strategies and for reports and returns to the Funding Council. Research and Business Development Office Director: Professor Rob Massara Provides a comprehensive service supporting the University‟s research grant funding activities (Research Support) as well as its „Third-Stream‟ programme, including the commercialisation of the University‟s research expertise, the facilitation of knowledge transfer and the provision of links to agencies involved in regional development (Business Development). University of Essex Southend Professor Nigel South (PVC Academic and Regional Development) Director of Development: Linda Jones The Southend Project Management Group, currently based at Princess Caroline House in Southend High Street, is leading the project to deliver a major new building in Southend High Street, on the demolished Odeon site, to be completed in late 2006 – the overall aim is to develop an education quarter/campus alongside partners South East Essex College. In addition to space for academic departments and HE students, there will be a Business Development Centre, and a University-linked medical practice. Retail outlets at street level will provide an essential income stream.
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Planning Office
PLANNING OFFICE
INSTITUTIONAL PLANNING The Strategic Plan The Strategic Plan was revised in 2005/06 and will be considered at the October 2006 meeting of Council for approval, prior to being submitted to HEFCE. The Strategic Plan is the University‟s central planning document, comprising the Mission Statement and a set of strategic aims and supporting strategies which identify key priorities for development of the University. It contains concise performance indicators or targets showing what the University plans to achieve by 2010/11. The Plan has been subject to wide consultation and is based on input from senior management, academic departments and administrative and other sections. The Strategic Plan is structured around six strategic aims which state the University‟s commitment to World-Class Research, Excellence in Learning, Teaching and the Student Experience, Development and Regional Partnership, International Horizons, and Expanding Opportunities. It is underpinned by supporting strategies concerning Staff, Management, Finance and Facilities. The Strategic Plan encompasses activity taking place in all areas of the University and is monitored internally through the planning cycle, and by HEFCE through the Annual Monitoring Statement and Corporate Planning Statement. The Strategic Plan is sent to all academic and senior administrative staff in the University and is also accessible internally and externally as a PDF file on the web. Annual Monitoring Statement (AMS) The AMS details the targets for the current year the University has set for itself, in agreement with HEFCE, as a condition of special funding. Sections within the AMS currently relate to Learning and Teaching, Supporting Professional Standards (in teaching), Business and the Community and Rewarding and Developing Staff. The AMS is one tool for monitoring progress against the performance indicators in the Strategic Plan. Corporate Planning Statement (CPS) The University also produces a Corporate Planning Statement as a report on priorities and progress in areas not covered by the AMS. This document focuses on the University‟s plans for growth and regional partnership, its research strategy, international horizons, financial strategy and facilities. It provides a snapshot of progress against Strategic Plan performance indicators. Departmental and Centre Plans All departments and major centres are required to produce a four-year rolling plan on an annual basis. Departmental Plans have been produced for the start of the spring term and include how the department/centre intends to meet its student intake target and its plans for new teaching provision (if appropriate). Plans articulate the overall Departmental strategy, and provide specific information on research strategy, staffing, student numbers, degree schemes and resource requirements. The Director of Strategic Planning requests plans after the Senior Staff Retreat (November) and circulates a planning template for completion by Heads of Department. New Heads and Heads of Departments showing an NIE deficit produce a fully revised plan each year, in other cases the plan is annually updated. Guidance on producing departmental and centre plans is available from the Director of Strategic Planning and departments‟ link PVCs. The link PVC and the Director of Strategic
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Planning Office Planning will meet with the Head of Department or Director of Centre to discuss planning issues usually at least once during the academic year. Student Numbers Planning The Planning Office produces projected student numbers for the following year informed by intake targets which are agreed with departments. The Director of Strategic Planning produces departmental intake targets in the light of the Departmental Plan, previous intake, current admissions data and other factors such as proposed new degree schemes. In setting intake targets, account is taken of the number of HEFCE funded places available (the contract fte which acts as a cap on home/ EU numbers), the overall financial situation and the particular income and expenditure position of a given department. Departments are given the opportunity to comment on their targets before they are approved by VAG. See http://www.essex.ac.uk/planning/InstPlanning.htm for further details. MANAGEMENT INFORMATION The Planning Office has overall responsibility for preparing management information for internal use and as an aid to decision-making. The Senate receives reports in the autumn term on the student intake figures compared with the targets set and also on the student numbers compared with the projection in the University‟s Strategic Plan. School Boards receive reports in the spring term on student progression and achievement in the previous academic year. Early in the autumn term departmental student numbers and fte by scheme and fee status are available on the web at http://www.essex.ac.uk/planning/Studentstats.htm. A range of management information is produced in the spring term providing detailed statistics relating to mainly current academic year student numbers and student profile, student fte and student load, as well as areas such as admissions, student progress and qualifications awarded, staff, finance and quality assessment. Current and previous years‟ statistics are available on the web at http://www.essex.ac.uk/planning/Studentstats.htm. Scheme-based reports are produced for annual monitoring and periodic review. Work is underway to increase the range of reports available from student data both past and current, accessible via a web portal. STUDENT FTE AND STUDENT LOAD The University operates two separate systems for the allocation of student numbers to departments. The first system concerns the allocation of student fte while the second concerns the allocation of student load. Student fte are used to monitor student intakes against targets which are themselves set in terms of student fte. Both student fte and student load are used in the University‟s departmental grant budget allocation formula and the notional income and expenditure (NIE) model operated by the Finance Section. The NIE model uses both student fte and load to determine the amount of HEFCE funding and tuition fees that should be distributed to a department. Considerably more weight is given to student load (75%) than to student fte (25%). The rationale for this is the need to recognise the administrative load to a department for students in addition to the teaching load. An exception to this 75%:25% rule is the case of certain centres and areas that are credited with 100% fte and 100% load and a charge made by departments to the centre/area for providing teaching to their students. In addition, both fte and load are used in determining secretarial and clerical staffing in departments and space
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Planning Office allocation. See http://www.essex.ac.uk/planning/FTEandLoad.htm for further explanation of the calculation of student fte and load. To ensure that teaching load is accurate for the current academic year, early in the autumn term the Systems Administration Office provides a list of all courses running in each department or teaching unit. HoDs or Directors of teaching units are given the opportunity at this stage to indicate any inaccuracies or changes to the department‟s or teaching unit‟s share in individual courses.
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Academic Section
ACADEMIC SECTION
STUDENT / ACADEMIC MATTERS Registration Registration is a term used to describe the annual event which takes place each year in Week 1 (Freshers‟ Week, starting Sunday 2 October 2006) and the annual process applied to each student, involving a series of communications and transactions with the student in order to maintain accurate records of their personal, financial and academic characteristics. New students are required to attend a Registration event. The majority of returning students can register online in week 1. Further details about registration arrangements: http://www2.essex.ac.uk/academic/offices/reg/index.htm Student Records Database The University's student records database (SRDB) is managed by the Academic Section Systems Administration Office. The SRDB holds a personal and academic record for each student from the point of admission to graduation and interfaces with the system that generates teaching and examination timetables. All departmental administrative staff have on-line access to the SRDB. Access to the SRDB is also available to academic staff on request to the Systems Administration Office. The SRDB includes a number of modules which are used by departments to carry out more specific functions: a) b) c) d) COR (course management) , which enables departments to allocate students to classes, generate class registers, record attendance and enter coursework marks; the examination results processing system (ERPS); the Programme Specifications database, which links to the online Programme Specifications catalogue (see: https://www.essex.ac.uk/programmespecs/ ); the course catalogue database, which links to the online course catalogue (see: http://www2.essex.ac.uk/courses/ ).
Statutory Statistical returns The University is required to make an annual data return, the Higher Education Students Early Statistics (HESES), to the HEFCE of all registered students as of 1st December. This return provides information which affects the University‟s level of funding in the current and next academic year. To ensure that the student records database is as accurate as possible before the data are sent to the HEFCE, departments will be asked to check various listings, particularly in respect of postgraduate students, and to assist by encouraging unregistered students to register as a matter of urgency. Student Addresses All student addresses which are held on the SRDB are used for internal purposes only. Neither permanent home nor local address may be disclosed to anyone other than staff of the University, who may use the information for official purposes only. It is a student's own responsibility to inform his/her friends and family of his/her local address. The release of student addresses, or any other personal data, to third parties, including parents and sponsors, is governed by data protection policy, see: Data Protection - Information for Students. Requests from outside the University for information about students should be referred to the Registry. Heads of Department should ensure that all staff in their department are aware of this policy and that access to any record of student addresses in the department is managed appropriately.
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Academic Section After graduation the Development and Alumni Relations Office assumes responsibility for maintaining accurate contact details for former students. Requests for information about graduates‟ addresses should be referred to the Development and Alumni Relations Office. Course Enrolment Each summer term, undergraduate students who are expected to progress to the next academic year are asked to choose optional course/modules for the next stage of their degree scheme. A personalised web interface called eNROL displays the student‟s current academic record and the options available for the next stage. eNROL incorporates programmed rules to validate choices, such as the existence of necessary pre-requisites. All choices are stored in the Student Records Database (SRDB) as provisional. Departments use dedicated screens in the SRDB to review and approve or reject choices, individually or in bulk. Students receive automated e-mails to confirm their choices. eNROL is open in weeks 31-32 (at the beginning of the summer term) and again in weeks 38-41 (after examination results are published) and in weeks 1-3 to enable students to change their optional courses. Records Management The University is committed to managing effectively and openly all its academic and nonacademic records. A central, university-wide focus is provided by the University Records Manager, Richard Stock, who is also responsible for data protection and freedom of information compliance. Information on all aspects of the university‟s records management activity, including advice and guidance on staff rights and responsibilities under the Data Protection Act 1998 and the Freedom of Information Act 2000 can be found at http://www2.essex.ac.uk/rm/. Examination Arrangements The Head of Department is ultimately responsible for the departmental work associated with the examination process and should therefore ensure that appropriate members of the Department are nominated to undertake specific tasks. For details see http://www2.essex.ac.uk/academic/offices/exams/dept-info.htm Monitoring Undergraduate Students’ Progress It is the responsibility of the Head of Department to ensure that an effective means of monitoring students‟ progress and attendance is established and maintained in his or her department. For details of University progress procedures see: http://www.essex.ac.uk/academic/docs/regs/progress.shtm Departments are expected to use the data relating to students' registration for courses and schemes on the student records database to aid in the monitoring of students' attendance and progress. The central COR system is used for this purpose. COR provides facilities for generating attendance registers for class teachers, recording absence from tuition, recording marks for individual pieces of coursework and tests and for reviewing attendance and coursework data on all courses taken by students. Departments are required to record the attendance of first-year undergraduates on the COR system in weeks 5-7 of the autumn term. The data on the student records database is updated daily and Departments should not establish their own database or manual records of students unless these are checked regularly against what is held on the central record. Absence from prescribed instruction and absence in connection with assessment Procedures Relating to Student Absence and Medical Certification can be found at http://www.essex.ac.uk/academic/docs/regs/absence.shtm
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Academic Section Student Withdrawal - Permanent and Temporary Details of procedures can be found at http://www2.essex.ac.uk/academic/students/ug/withdraw.htm and http://www2.essex.ac.uk/academic/students/pgt/withdraw.htm Appeals Formal procedures exist to enable students to appeal against the decision of a taught course examination board in respect of a second year, third year of final result of a degree, diploma or certificate, or against the examiners‟ decision in the case of a research degree. There is a separate procedure for Appeals against the Progress Decision of a Foundation, First or Second Year Board of Examiners. Full details can be found at http://www2.essex.ac.uk/academic/students/appeals.html Complaints The Student Complaints Procedure is designed to deal with any complaint a student might have that cannot be resolved by informal means, except for those matters for which there are separate established procedures such as academic appeals, or a general complaint about an academic matter (e.g. a particular course) which should be referred to the Departmental Staff/Student Liaison Committee. Any student who wishes to complain but is uncertain of the appropriate procedure should seek advice from the Student Support Office or the Students‟ Union Advice Centre. The Procedure can be found at http://www2.essex.ac.uk/academic/students/complaint.html If a student submits a formal complaint about an academic matter then it would normally be referred to the Head of Department for investigation (unless the Head has already dealt with it informally). Heads are advised to seek guidance from their Personnel Officer before tackling any serious complaint involving a member of staff. Student Discipline There is a formal structure which enables the University to deal with students who may have breached a regulation. Any alleged breach of a regulation is first reported to the Proctor who investigates to see if there is a case to answer. If the Proctor decides that there is, and the offence is a minor one where the student admits guilt, the Proctor has delegated power to deal with the case. He may impose a penalty such as a fine and give warning as to future behaviour. Where the offence is more serious, and/or the student denies guilt, then the case is heard by a Disciplinary Committee. Further details of disciplinary arrangements are at: http://www2.essex.ac.uk/academic/offices/discipline/index.htm Any student involved in the disciplinary system may be accompanied by a member of the University (student or staff) or a member of the Students‟ Union staff. They can also seek help and advice from any member of staff and/or the Students‟ Union Advice Centre. Students' Union Advice Centre The Advice Centre is staffed by fully trained student volunteers, with support from permanent staff. They can offer advice on matters such as housing, finances and legal help. Their advice is independent, impartial and confidential, and any student facing, for example, a Progress Committee or a disciplinary hearing is well-advised to consult them. They can also provide helpful guidance to students who are contemplating the submission of an appeal. They are open 10-4, Monday to Friday, during term-time, and on specific days in vacations.
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Academic Section Graduate School The Graduate School is responsible for policy and procedures, and for overseeing the quality of the graduate student experience. It also has oversight of postgraduate research degrees and policy, including PGR scheme approval, monitoring and review. The School also has a key role in formulating recruitment strategies by liaising with departments and the Graduate Admissions Office. Further information is available at http://www2.essex.ac.uk/academic/offices/graduate/index.htm The Dean of the Graduate School is Professor Joan Busfield. The Dean meets once a term with Graduate Directors and separately with Graduate Administrators. These meetings provide a forum for discussion and consultation, and for the exchange of information and the sharing of good practice. Registry publishes annually three documents containing details of policies, procedures and practices relating to postgraduate taught and research students. Registration, Enrolment and Progression which can be found at http://www2.essex.ac.uk/academic/students/pgr/PPPNo1.html Assessment Policies for PGT Awards which can be found at http://www2.essex.ac.uk/academic/students/pgt/PPPNo2.htm Examining and Assessment of Research Degrees which can be found at http://www2.essex.ac.uk/academic/students/pgr/PPPNo3.html Another key policy document relating to graduate students is the University Higher Degree Regulations which can be found at http://www.essex.ac.uk/academic/docs/regs/highercont.shtm. As well as the Regulations governing postgraduate degrees, the document also includes: The University Code of Practice for Research Degree Programmes http://www.essex.ac.uk/academic/docs/regs/prdcode.shtm Code of practice for Graduate Teaching Assistants and Demonstrators (GTA/Ds) http://www.essex.ac.uk/academic/docs/regs/gstudents.shtm Graduate Teaching Assistants and Demonstrators The Dean chairs the GTA sub-committee, which is a sub-committee of the Graduate School Board and meets two or three times a year. Its remit is to monitor the implementation of the Code of Practice for GTA/Ds and to advise the Board on matters relating to GTA/Ds. GTA/Ds are considered part-time employees of the University and all contractual and payment arrangements are therefore dealt with by the Personnel Section and not by the Graduate School. For this reason, students who are offered University scholarships should not be required to undertake teaching or research assistant activities as a condition of their scholarship. Graduate School Student Liaison Committee Each department and centre elects a student representative onto the Graduate School Student Liaison Committee which meets once a term with the Dean and administrators. There is no fixed agenda and it is seen as an opportunity for students to raise any issues of interest. The minutes from the meeting are reported to the Graduate School Board. Studentships/ Scholarships Enquiries about procedures for Research Council Studentships and all University Scholarships and Travel Grants should be made to Registry. The office acts as a clearing house for all information provided by the Research Councils and supplies departments with
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Academic Section handbooks and application forms, where these are not available via the Web. The office is responsible for the processing of all studentship applications to the Research Councils and administers the ORS Studentships. It is also responsible for the production of submission rate statistics and for confirming those issued by the Research Councils. University of Essex Scholarships are agreed annually. The arrangements can be found at http://www.essex.ac.uk/scholarships/. Areas Office The Areas Office provides support for Area degrees schemes and the BA Humanities. Further details are available at http://www2.essex.ac.uk/academic/offices/areas/index.htm Study Abroad Office The Study Abroad Office co-ordinates activities for Essex students undertaking a period of study abroad and for students visiting Essex, whether exchange students or fee-payers. This includes students on Socrates schemes as well as those from the rest of the world. It also is responsible for administering and co-ordinating grants and payments to fund staff mobility activities and curriculum development projects. The Office supports the work of the departmental Study Abroad Officers. Further details are available at http://www.essex.ac.uk/studyabroad. Socrates The SOCRATES Office co-ordinates the university‟s contract with the EU and provides support for the co-operative activities being carried out under the terms of the contract. The Office is responsible for administering and co-ordinating student affairs related to SOCRATES students, for grants and payments to fund staff mobility activities and curriculum development projects and supporting the work of the departmental SOCRATES representatives. Further details are available at http://www.essex.ac.uk/socrates/. Quality Enhancement and Quality Assurance The Quality Enhancement Officer, Rachel Lucas, co-ordinates the University‟s quality assurance and enhancement systems and, with Andy Downton, Pro-Vice Chancellor (Learning and Teaching), ensures that the University‟s quality systems operate effectively, meet external requirements and support continuous enhancement of provision. The Quality web pages http://www.essex.ac.uk/quality/ include links to key documents published by the Quality Assurance Agency. Student Feedback Mechanisms There are three principal student feedback mechanisms: 1. Staff/Student Liaison Committees (SSLCs) University policy on SSLCs is set out in the Code of Practice for Student Representation in Departments at: http://www.essex.ac.uk/quality/pages/studentfeedback.htm. 2. Student Assessment of Courses (SAC) SAC is a departmental responsibility. All courses must be reviewed at least once every three years. New courses and courses which have been revised significantly must be reviewed for two consecutive years. Procedure documentation and notes on questionnaire design are available at: http://www.essex.ac.uk/quality/pages/studentfeedback.htm. The Learning and Teaching Team provides support to departments wishing to run SAC online.
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Academic Section 3. Student Satisfaction Survey (SSS) First and second year undergraduates, PGT and PGR students are invited to rate the quality of teaching/research supervision and academic support/the research environment. Final year undergraduates take part in the National Student Survey (NSS, see below). The majority of students complete the questionnaire online, but there is a hard copy follow-up to those who do not respond via the web. Heads of Department are responsible for dealing with the outcomes of the SSS and NSS questions. Deans and VAG also receive reports on SSS outcomes. A general report on the SSS and action taken in response to student feedback is published to students online. Further information about the SSS is available at: http://www.essex.ac.uk/quality/pages/sss.htm 4. National Student Survey (NSS) All final year students are invited to take part in a national student survey run by HEFCE. The outcomes of the NSS are published, broken down into subject areas, on the TQI (Teaching Quality Information) website together with other items of information the University is required to publish, e.g. summaries of External Examiner comments. The NSS data is intended principally to provide information to potential applicants about the quality of teaching and services provided by universities. NSS data will only be published where a „reliability threshold‟ has been met, i.e. a sufficient number of students in the target group has completed the survey questionnaire. Further information about the NSS is available at: http://www.hefce.ac.uk/learning/nss/. Teaching Timetable The University‟s teaching timetable is produced by means of a computerised auto-scheduling process. This takes into account scheme and course/module relationships, students‟ course enrolment choices, available teaching accommodation and facilities, and constraints defined by departments. These include staff-specific constraints, such as non-teaching days for research active staff, and course-specific constraints, e.g. where a course is delivered to parttime students on a specified day. Graduation Arrangements for Graduation ceremonies are made by the Graduation Office and Rachel Frost, Administrative Officer in the Academic Section is the primary contact. Further details are available at: http://www2.essex.ac.uk/academic/graduation/index.htm Arrangements for receptions and other events outside the ceremonies are the responsibility of the Events Management Team in External Relations. STUDENT SUPPORT Student Support Services The University has a duty of care to its students. This duty rests with all staff, not one group or individual. The University offers a range of support to students who are experiencing academic or personal difficulty. The Director of Student Support, Rachel Fletcher, and her team co-ordinate and provide much of this support. See Student Support web pages for more information http://www.essex.ac.uk/stdsup/.
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Academic Section Student Support services include: Advice and information to students including international students. Processing Access to Learning Funds (formally hardship funds) and bursaries Support to students with disabilities (including students with mental health difficulties, unseen disabilities, learning support needs and long term illnesses), details at http://www2.essex.ac.uk/stdsup/disab/index.shtm. The disability team has expanded significantly in recent years and aims to provide services to disabled students from application to graduation. Student Counselling Service (see below) Mental Health Support. Any Head of Department who wants to discuss student mental health issues is invited to contact the Senior Adviser (Mental Health) in Student Support. Residents‟ Support Network (RSN) (Associate Deans for Accommodation, RSN Coordinators and RSN Assistants providing support to students in University owned accommodation) http://www2.essex.ac.uk/stdsup/welfare/rsn/index.shtm Responding to serious incidents including student deaths. Student Support also provides out of hours, on-call arrangements through the Associate Deans–who can be contacted via the Information Centre in an emergency. Some student support provision is the responsibility of departments. Student Support staff aim to work closely with departments to ensure that staff are able to respond effectively and appropriately to students seeking support and guidance and there is a link person with each Department to discuss general issues. This is an area we are keen to expand and would welcome input from Heads of Departments wishing to improve links and support to students. There is a guide to supporting students for staff which outlines student support provision and responsibilities in more detail. This Guide and other guidance for staff is available at: https://www.essex.ac.uk/stdsup/restricted/index.shtm. Services provided by other „agencies‟ working closely with Student Support or where the Director of Student Support is the University link include Students‟ Union Advice Centre- independent advice on a wide range of topics and representation at academic offences, progress and disciplinary committees. Visa renewals for international students. http://su.essex.ac.uk/welfare/ Health Centre http://www.rowhedgesurgery.co.uk/ Multi Faith Chaplaincy Centre http://www2.essex.ac.uk/chaplaincy/ Day Nursery http://www.essex.ac.uk/dn/ Nightline http://privatewww.essex.ac.uk/~nl/newsite/
Counselling Service There is a Student Counselling Service on the Colchester campus which offers professional and confidential support if a student has any educational, social, personal or emotional concerns. It is located in Greenwood House, adjacent to the Health Centre, and students can make an appointment in person, by telephone or email. Counsellors can also give specific advice and guidance to a member of staff who has concerns about an individual student. For details see http://www.essex.ac.uk/counselling/. Counselling for staff is available by arrangement at the Stockwell Centre in Colchester. For details see: http://www.essex.ac.uk/oh/services/counselling.htm. Separate arrangements are in place for students and staff at East 15 Acting School.
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Academic Section Serious Incident or Student Death In the event of a serious incident involving students or a student death the Director (or Assistant Directors) of Student Support should be notified. They can liaise with the family, the Coroner‟s Office, overseas agencies, as necessary. They can also arrange support for students (e.g. friends and flat-mates) and staff if appropriate. Any enquiries from the media must be referred to University‟s Public Relations Office. East 15 and Southend Different arrangements are in place at East 15 and Southend. It is intended that access to a wide range of support services should be available to all University of Essex students, but methods of delivery vary across campuses- for example at E15 there is a Student Support administrator on site, and arrangements for dyslexia support and counselling are contracted to local professionals. Student Support staff are available to advise and assist students and to provide guidance to staff.
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Educational Development Services Section
EDUCATIONAL DEVELOPMENT SERVICES SECTION
The new Section is being created from 1 August 2006 to support the delivery of the University's strategic objectives in relation to the student experience (by embedding within the student experience employability and lifelong learning). The initial work of the new Section will be to integrate and develop the Learning and Teaching and Employability strategies, and to take forward the recommendations arising from the recent review of the Careers Advisory Service. The new Section will comprise the Learning and Teaching Unit, the Careers Advisory Service, Staff Development, CPD and aspects of Student Support. LEARNING AND TEACHING UNIT The Learning and Teaching Unit (LTU) was established in August 2005 and works closely with the Pro-Vice-Chancellor (Learning and Teaching) to shape the strategic and operational direction for Learning and Teaching at Essex. The LTU brings together a growing team of staff with responsibility for professional development in learning, teaching and research, e-learning and curriculum innovation. Current projects include amongst others the wide-scale implementation of e-assessment; the design of an institutional professional development framework for learning and teaching; and research into study skills acquisition by first year students. The Unit liaises with departments through a range of formal and informal mechanisms. Every department has nominated a learning and teaching representative. These representatives: are the primary point of contact in the department for the Learning and Teaching Unit; disseminate institutional developments in learning, teaching and assessment to colleagues in their department; disseminate departmental practices in learning, teaching and assessment to wider forums such as the Learning and Teaching Committee and School Boards; wherever possible, advise colleagues on TALIF applications
The Learning and Teaching Committee is a committee of Senate. The Committee is responsible for the monitoring of the Learning and Teaching Strategy and for its enhancement and development. Full details of the support for learning and teaching and the range of current and planned activities see http://www.essex.ac.uk/lt/. CAREERS ADVISORY SERVICE The Careers Advisory Service (CAS), headed by Joanna Symons, helps students to make the transition from university to employment. It offers a range of services providing information and guidance on careers and postgraduate opportunities and on the application and selection processes involved. Further information at: http://www.essex.ac.uk/careers/. There was a full administrative review of Careers in 2005/06 and an action plan is being produced to implement the recommendations as quickly as possible, subject to resources
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Educational Development Services Section constraints, for 2006/07. Improving student employability is seen as a key objective for the University. The Student JobShop The Student JobShop was set up to assist students to find part-time and temporary employment during the course of their studies and to provide a focal point within the University for employers looking for staff. If you require a part-time or temporary member of staff and think that a student may be able to undertake the role then please contact the JobShop. Further information is available at: http://www2.essex.ac.uk/jobshop/. STAFF DEVELOPMENT OFFICE Staff development aims to provide a range of staff development services that will improve the performance of staff and support their career development in line with the strategic aims of the University. Staff development programme provision includes: Management development The University has a Management and Leadership development programme which was piloted in 2002/03 and developed further in 2003/04. The programme is being re-designed following consultation and a training needs analysis in order to ensure the programme underpins and supports individual, departmental and University objectives. Heads of Department are expected to identify leadership potential amongst staff in their department and encourage the development of these skills. Link Personnel Officers will be involved with this process. Further information on the Management Development Programme is available at http://www.essex.ac.uk/staffdev/m%20dev/default.htm There is also an induction programme for new Heads of Department and Deans which is designed to provide participants with:
information regarding internal systems and procedures knowledge of relevant external and internal strategy and developments the opportunity to develop key skills essential to academic leaders and managers
This programme aims to equip new Heads of Department and Deans with essential knowledge and skills in order to ensure that their period of office is as productive, effective and rewarding as possible. It is also an excellent personal development opportunity, which will help to develop leadership and management abilities. The University also has supported attendance at the Southern Universities Administrators‟ Development Programme. Mentoring Scheme for New Heads of Department This scheme was established in 2002 and has proved a successful support mechanism for accelerating professional development of Heads of Department. Further information in the form of guidance notes for mentors and mentees is available at http://www.essex.ac.uk/staffdev/m%20dev/default.htm.
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Educational Development Services Section General programme The central University staff development programme is available to all members of staff. It includes skills training (e.g. minute taking and report writing) and personal development workshops (e.g. customer care, time management and assertive communication skills). Induction days for new staff are arranged three times a year and Heads of Department are requested to encourage all new staff to attend. There is also an induction checklist available on the staff development website. Staff Development can also offer support, advice and one-to-one training for staff. For further information please see the Staff Development website at http://www.essex.ac.uk/staffdev/.
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External Relations
EXTERNAL RELATIONS
ADMISSION OF STUDENTS With a very small number of exceptions, outlined below, students are admitted to the University through the Undergraduate and Graduate Admissions Offices. Undergraduates Admission to first degrees, including foundation year programmes, is, as in all UK universities, through the Universities and Colleges Admissions Service (UCAS) and enquirers should be put in touch with them: their contact details are given in the undergraduate prospectus. Applications are sent by UCAS to the Undergraduate Admissions Office where they receive a preliminary reading by the undergraduate admissions advisers. They are then passed to the departmental selector(s) who are appointed normally for a period of two or three years. It is helpful if, in those departments where there is more than one selector, their periods of appointment can overlap so that there is always one experienced selector to pass on accumulated knowledge and experience to their successor. Selectors are entitled to make unconditional offers of admission to students who have already met the entrance requirements but the large majority are made offers conditional on the outcome of examinations that were still to be taken when the student applied. Students are invited either for interview before any offer is made, or to take part in a visit to the department after the offer has been made. Although the University has a preference for students to be interviewed as this leads to higher conversion rates, policy in this area is left to departments. Each subject area is dealt with by a nominated undergraduate admissions adviser in the Undergraduate Admissions Office. The advisers can inform selectors on matters relating to administrative procedures within the Undergraduate Admissions Office, UCAS and University rules and regulations, and the standard levels of offer that are applied to UK and most overseas applicants. A range of publications giving advice on academic equivalencies is held in the Office and the Head of Undergraduate Admissions and Recruitment can advise or offer research facilities in areas of difficulty. When examination results are published, the Undergraduate Admissions Office will confirm offers or reject candidates, after consultation with selectors in appropriate cases. Although this happens throughout the year, the main period for confirmations follows the publication of the A-level results in mid-August. Each July, the Undergraduate Admissions Office publishes a detailed circular on the arrangements for Confirmation and Clearing but Heads of Department should be aware that selectors in all departments will be needed in the last two weeks of August and possibly up to mid-September. Statistics on the numbers of applicants, and in later stages of the year, the status of their replies to offers, in both cases showing comparisons with the previous year, are published as at the mid point and end of each month from November to September and are available on request. Detailed statistical reports are also available on the Admissions web pages; entry to the information is controlled by password, which can be obtained from Nikki Rogers on 2720 or e-mail nikki. Postgraduates Applications for admission to postgraduate schemes of study have in the past been made to departments rather than to the Graduate Admissions Office. Departments are formally
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External Relations responsible, under the supervision of the Dean of the Graduate School, for the recruitment and selection of students for taught postgraduate courses and research degrees, but support for these activities is provided by the External Relations Section. Responsibility for dealing with enquiries and initial applications for some larger departments has been centralised in the Graduate Admissions Office since 2002-2003. To discuss participation in the scheme please contact Paul Walker, e-mail pwalker. Formal offers of admission to the University are made by the Graduate Admissions Office on behalf of the Dean of the Graduate School and the Office is in the main responsible for dealing with candidates from the point the offer is made until the time they register. It should be noted however that if departments receive queries from incoming students either on financial matters or on accommodation these should be referred to the Finance Office or the Accommodation Office respectively. The postgraduate admissions database is managed by the Graduate Admissions Office and any training requirements, for example, for new staff, should be raised with Pauline Antrobus, e-mail antrp. GENERAL POINTS ON ADMISSION Authority to admit Undergraduate students are admitted on the authority of the Dean of the School concerned. Postgraduate students are admitted on the authority of the Dean of the Graduate School though the Dean‟s powers have previously been delegated to the Associate Dean. Cases of difficulty or uncertainty should be raised with the Admissions Office concerned in the first instance, who will advise if the approval of the Dean concerned should be obtained. Deans exercise their powers of admission in their own right and not on behalf of the Boards of their Schools. English language testing The Undergraduate and Graduate Admissions Offices, advised by the International Academy (formerly the English Language Teaching Centre (ELTC)), implement a series of academic requirements regarding the level of English expected from incoming students whose first language is not English. Pre-sessional remedial courses are available for those with some English but who do not reach the required standard. A detailed statement of the relationship between a department‟s required English language level (expressed in terms of IELTS) and the necessary pre-sessional course is available from the International Academy. The English of all non-native speakers is tested at Registration unless they have been exempted on criteria set by the International Academy and in-sessional support is available to those students who are shown by the test to need it. Admissions quotas and targets Admissions targets and quotas are set each autumn following discussion with all departments. At the same time an indication of longer term targets is normally given and those departments planning to review their offer levels either for postgraduates or undergraduates should discuss their plans with the relevant Admissions Office as well as the Planning Office bearing these longer-term objectives in mind.
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External Relations
STUDENT RECRUITMENT Undergraduates The Student Recruitment team exists to attract potential undergraduate students to the University. Our main aims are to: Recruit undergraduate students from the UK and other EU countries; Assist appropriate departmental initiatives in providing information on schools and colleges, particularly those in East Anglia; Provide lectures, seminars, talks, and presentations to students, teachers and careers advisers on both academic and social aspects of higher education in general and the University of Essex in particular, with an aim to attracting students; Represent the University at major higher education events throughout the country and at selected events in other EU countries; Establish effective links, both formal and informal, with local schools and colleges; Advise departments on the best way to improve their recruitment and to support specific departmental initiatives, such as sixth form and teacher conferences and open days.
The Student Recruitment team welcomes the support of academic members of staff, and recognises the importance of academic input to student recruitment activities, in particular, to give students a broader knowledge of the University. It is helpful if departments nominate a member of staff to be the first point of contact on matters relating to student recruitment. They will be offered advice about which academic staff from their department would be best placed to assist with student recruitment events and to plan recruitment activities in the light of applications figures and trends. Should departments wish to discuss specific activities relating to this area they should contact the Head of Undergraduate Admissions and Recruitment, Mike Nicholson, on ext 2002 or email mnich. Postgraduates The recruitment of postgraduate students is a responsibility shared between the International Office (for students outside the European Union) and the Graduate Admissions and Student Recruitment Office (for home and EU students). The Graduate Admissions and Student Recruitment Office support the recruitment of postgraduates in a number of ways, including: Provision via the admissions database and by periodic statistical reports of management information on recruitment patterns at Essex and, where available, nationally; Attendance at British and European postgraduate recruitment fairs, including feedback on student demand; Organisation of specific recruitment events locally; Advising on advertising and other forms of publicity; Guidance on the equivalence of qualifications from non-UK universities and other institutions; Maintaining a „good practice‟ e-mail discussion group.
Staff in the Graduate Admissions and Student Recruitment Office are happy to discuss specific problems or topics with departments as required.
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External Relations WIDENING PARTICIPATION The University is involved in institutional, county-based, regional and national widening participation projects. The work is aimed at raising awareness, aspirations and participation of under-represented groups in higher education. The Widening Participation Outreach team are based in External Relations and co-ordinate a number of activities including: Summer schools Campus visits Mentoring scheme Subject taster days School talks
The success of widening participation projects is dependent on the Widening Participation team working with academic departments who kindly help in providing sessions to the school pupils taking part in the activities. The Widening Participation team welcome any suggestions of staff or PhD students who may be interested in offering activities as part of the programme. PUBLIC RELATIONS The aim of the Public Relations Office is to raise the University‟s profile, nationally and regionally, by promoting it positively within the media and the community. The PR Office also helps to ensure good communications within the University. The Office is responsible for: MEDIA RELATIONS PR staff seek out newsworthy items for the media, although we rely on departments and sections to keep us informed about interesting research and activities. The Office acts as the first point of contact for all media enquiries. The PR Office is available to advise members of the campus community who want to publicise any aspect of their work, and also offers media training in conjunction with Staff Development. The Office needs to be informed if departmental staff give media interviews and must also be informed of any potentially damaging incidents, to ensure these can be handled sensitively with a planned response. The PR Office also produces and maintains the Directory of Experts, a hard copy and webbased guide (www.essex.ac.uk/experts) to the University‟s experts and their specialist topics which is available to assist the media. Any staff who wish to be included should contact the PR Office (e-mail proffice). The PR Office monitors the local and national media for coverage of the University and general higher education issues, and University staff can access its daily electronic news service, or obtain specific cuttings on request. INTERNAL COMMUNICATIONS The PR Office plays a key role in informing the campus community about important issues, through e-mail, the Daily Bulletin, Wyvern and the Wyvern: extra website. Wyvern: The University‟s monthly newsletter aims to inform the campus community of University activities and developments. Again PR staff rely on departments and sections
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External Relations to notify them about research, new books and other news. Wyvern is distributed off campus to the media, libraries, schools and opinion formers. What’s On Diary and Daily Bulletin: The web-based What‟s On Diary is updated daily with information about University events and seminars. An e-mail events bulletin is also distributed daily across campus to subscribers.
EVENTS MANAGEMENT The Events Management team (e-mail events) co-ordinates and ensures the smooth running of the University‟s flagship external events and lectures. The team can also provide advice and organisational support for any other University organised/sponsored events – from practical arrangements to ensuring consistent, targeted marketing and publicity. MARKETING The Marketing team undertake all aspects of marketing with regard to the University‟s core business (undergraduate and postgraduate programmes). The team also coordinates and supports the diverse range of other marketing activities taking place across the University including those undertaken at other campuses and by partner institutions. Marketing staff are always available to offer support and guidance to academic departments in order to ensure that programmes are being promoted as effectively as possible. Over the course of the next academic year, we will be allocating link marketing officers to liaise with individual academic departments in order to optimise marketing and advertising opportunities. Academic departments should use their link marketing officer as their first point of contact with any issues or concerns relating to marketing. PUBLICATIONS The Marketing team is responsible for producing most of the University‟s official publications including the Annual Review, Undergraduate Prospectus, Graduate School Prospectus and Introduction to The Graduate School, undergraduate subject leaflets and other specific leaflets and posters. It also has responsibility for ensuring the consistent application of the University‟s visual identity to stationery, publications, advertising and other media. Advice on the nature of a publication, content, design, print, target market and distribution can be sought from the Head of Marketing, Lindsey Gill, e-mail lagill in advance of liaising with the University‟s Print Centre. In all cases it should be recognised that it takes time to complete the production of a publication. The Service Level Agreement produced by the Printing Centre sets out how long you should allow for each stage of production. Guidelines relating to the provision of material for the web are available at http://www2.essex.ac.uk/wag THE UNIVERSITY BRAND The University‟s logo and broader visual identity may only be used after discussion with the Head of Marketing or the Printing Centre. It may not be incorporated into „Desk Top Publisher‟ documents and external printers should not be used. A leaflet describing the basic elements of the Visual Identity is available on request and more detailed advice on correct usage may be obtained from the Marketing Office. Further information and advice on producing publications is available at http:/www.essex.ac.uk/publications
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External Relations MARKET RESEARCH The Marketing team is responsible for undertaking various forms of market research and can assist academic departments in the analysis of specific market trends, on product development, on issues of student perception etc. ADVERTISING The Marketing team is responsible for handling non-staff advertising and requirements should be discussed with Victoria Bartholomew, e-mail vbarth who can offer advice. Departments should not make their own arrangements for advertising as there are considerations of the University‟s visual identity to be taken into account and advertisements placed through the University‟s agents attract a substantial discount. CUSTOMER RELATIONSHIP MARKETING The Marketing team is also responsible for the current development of enquiry, applicant and alumni portals and supporting customer relationship management systems. These enhanced customer relationship marketing activities will enable individual academic departments, working with their link marketing officer, to develop tailored marketing strategies. DEVELOPMENT AND ALUMNI RELATIONS The Development and Alumni Relations Office exists to better relations with alumni and friends of the University. It services the University of Essex Foundation, the charitable arm of the University, raising much needed funds to help support the next generation of Essex students. The Essex Annual Fund has already been able to provide scholarships and bursaries, and equipment for students with disabilities. This Fund helps enable all students to take a full part in the life of Essex – regardless of their financial or personal circumstances. The Office manages an alumni database of over 50,000 records and is the official first point of contact for alumni wishing to reach the University. The Office also publishes an annual alumni magazine, Square 1, which is mailed free of charge to over 36,000 graduates worldwide, promotes a programme of events and reunions and offers a package of benefits and services to all alumni. The University of Essex Foundation Alumnus of the Year Award is made annually for outstanding achievement by a graduate since leaving Essex. What the Development and Alumni Relations Office can do for you: Provide you with contact and other details of former students; Identify alumni working in particular careers and industries; Help promote departmental news to the alumni community; Advise on how to make applications to the Foundation for awards of money to support University initiatives and projects; Discuss the fundraising ambitions and strategy of departments.
What the Development and Alumni Relations Office asks of you: To update the Office with the achievements of, and news of note on, your department‟s alumni; To always pass on any address updates from alumni; To never mass mail-shot alumni without first consulting the Office.
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External Relations
Dominic Boyd, Head of Development and Alumni Relations, e-mail dboyd, is happy to discuss any aspect of the University‟s alumni and development programme or the work of the Foundation.
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International Office
THE INTERNATIONAL OFFICE
A primary purpose of the International Office is to promote the University and to recruit international students in countries outside the European Union. Second only to the LSE, the University of Essex has a high percentage of international students. In 2005/06, 23% of the students at the University of Essex were international fee-paying students (and 14% were EU students). The students were from over 120 countries. The International Office has responsibilities which include: the provision of advice to both the International Strategy Committee and also to heads of department in the formation of their international marketing and recruitment strategies and appropriate product development; advising and generating content for appropriate, high-quality, accurate and cost-effective marketing material with the assistance of the External Relations Section and academic departments to help the University to achieve its international objectives; initial filtering of approaches to the University (including those made to members of academic departments) from non-EU institutions or individuals within them, regarding partnership links concerning validation, franchising and admissions arrangements; in particular in relation to the quality, appropriateness and feasibility of the potential link institution; the initial pursuit and development of appropriate contacts for those potential partnership links agreed with the International Strategy Committee; on-going monitoring of such developments. Admissions arrangements are currently the preferred form of such partnerships. organising and undertaking promotional and recruitment visits overseas including the selection of and participation in education exhibitions in non-EU countries and the direct provision of appropriate admissions offers to students at these; liaison with heads of department concerning any departmental contribution to such visits; the strategic placement of reference entries and advertisements targeted at international students in both written and e-format; the development and maintenance of good relationships with the network of contacts with placement agents and the setting of appropriate fees to them.
The International Office is also responsible for the development, assimilation and relevant communication of market research enabling it to act as the key point of international expertise within the University and to keep senior management and heads of departments informed of relevant international opportunities and changing market trends. The International Office provides advice and decisions on overseas applications at all levels and also handles enquiries and applications for the University's pre-degree bridging year, a foundation course taught within the University by the University‟s International Academy for those from non-EU countries who have not yet reached the academic level required for direct entry to degree schemes at the University. The Director and Deputy Director of the International Office act as the principal contacts between the University and international educational and research institutions and agencies including liaison with the British Council, High Commissions and Embassies and University of Essex alumni groups overseas and developing and sustaining personal contacts with academic staff and students in education and research institutions overseas.
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International Office Within the University‟s strategic plan, one of the core aims is to maintain and enhance the recruitment and support of international students, and to promote and develop the international dimension of the University‟s activities. Linked to this aim are objectives addressing international students: to be a top UK choice among international students in the University‟s areas of specialisation; to expand recruitment from new and existing markets; to be welcoming to international students and responsive to their needs. The International Office assists head of departments in their contribution to achieving these aims.
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Information Systems Services
INFORMATION SYSTEMS SERVICES
The principal purpose of the Information Systems Services section is to provide the ICT infrastructure and a related set of services to support learning, teaching, research, and administration. The section comprises five groups: Audiovisual and Media Services (AVMS), Computing Service, Management Information Systems (MIS), the Web Support Unit, and central IT training. Local ISS staff members provide general IT and AV support at Southend. The head of ISS is the Director of Information Systems. The overall direction of information systems development is determined by the University‟s Information Systems Strategy with detailed planning in the Plan & Budget / Forward Look. The Strategy covers all information systems in the University, but the Plan & Budget / Forward Look principally concerns only those areas funded by the ISS budgets lines. The Strategy and the Plan & Budget / Forward Look are the responsibility of the Information Systems Strategy Committee (ISSC), which also monitors implementation. The Administrative Information Systems Group, which reports to ISSC, guides the planning and development of administrative information systems, and monitors the work of the Management Information Systems group. The Web site Steering Group (WSG) is a email group which oversees and advises on the maintenance of the University‟s web site. The work of ISS is covered by a set of Service Commitments. More information on ISS is on the Web at http://www.essex.ac.uk/iss/. The Service Commitments are accessible from the ISS front page via link “Policies and service commitments”. AUDIOVISUAL AND MEDIA SERVICES Audiovisual and Media Services (AVMS) is a part of the Information systems Services Section that supports audiovisual and media systems and language technology. For more information and for bookings contact the main AVMS desk in the Lecture Theatre Block (tel. 3220 e-mail avmserv). Audiovisual services The audiovisual services group supports audiovisual equipment for the University, including set-up, maintenance, training and purchase advice. A lecture audio taping service is provided for disabled students and for students with lecture clashes. Disabled students need to contact the Disability Support Officer in Student Support. In the case of lecture clashes, the Department should contact AVMS direct. Language technology AVMS provides support for language learning technology. The 26-seat computer-based language laboratory, off-air language video presenters, and language-learning PCs are in laboratories L and N in the Multimedia Centre. Contact Roger Jennings in the Multimedia Centre.
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Information Systems Services Media resources The media resources group in AVMS operates a media studio in the Multimedia Centre and provides support for video production and editing. Contact John Moore in the Multimedia Centre. The group also supports group videoconferencing systems (ISDN6 and IP-based) in the Multimedia Centre at Colchester, at Roding House at East 15, and at Southend. Contact John Moore. THE COMPUTING SERVICE The Computing Service is responsible for campus IT infrastructure, central academic computing services, user support, central university services, and some Library IT support. The telephone directory, published yearly in December is maintained by the Computing Service, to which changes should be sent. Contact Sandy Hart. Network infrastructure The Computing Service installs, manages and maintains the campus and departmental data networks, networking in student residences, the remote dial-up service, and the central servers that support the network and provide services such as e-mail. The Computing Service may cede responsibility for departmental networks to departments, by negotiation. The Computing Service provides access to JANET and the Internet through the EastNET consortium. Central academic computing services All undergraduate and postgraduate students are automatically registered as users of the central computing facilities. Other students are also eligible to be registered, on individual request by course organisers. For staff registrations the department needs to complete a P-form - departmental secretaries should have copies. Contact Sandy Hart. Open access PC laboratories are maintained at Colchester and East 15. PC facilities are also available at Southend. The PCs run Windows XP and have about 120 software applications and teaching packages installed. Most of the laboratories can be booked for teaching during term time through the Timetable Office; for the vacation, conference bookings are made through the conference office, and other bookings directly with the Computing Service. By advance arrangement, the Computing Service can normally mount software packages for class use in the laboratories. The Computing Service also provides some central Unix servers for general computation. The Computing Service is the channel for authorisation to use national computing facilities such as supercomputers. Contact the ISS office. Help and Information The Help Desk (tel. 2345 e-mail helpdesk) is the primary contact point for assistance and advice about computing services, and for reporting faults. The Computing Service Web pages provide a wide range of information and documentation.
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Information Systems Services IT purchasing and equipment maintenance The Help Desk provides a purchasing service for IT equipment, software and consumables and manages site licences. Unless alternative arrangements have been approved by the Information Systems Strategy Committee, departments and sections are expected to make IT purchases through the Computing Service. Contact Mary Toussaint. The Computing Service provides a contract maintenance service for PCs and printers, for which an annual charge is levied. Contact Mary Toussaint. Announcements and fault reporting Computing Service announcements can be found at http://www2.essex.ac.uk/cs/news/announcements/ When there are problems with services, or have recently been problems, the latest status is displayed on the web at http://www2.essex.ac.uk/cs/news/status/. This can be found from the front page via News and Events: Contents. Status messages are also put out on a mailing list, to which any user can subscribe - the Status Web page describes how. Faults and problems with any services should be reported to the Helpdesk in the first instance. IT TRAINING Most centrally-provided IT training for staff is provided by Information Systems Services. ISS‟s staff courses are run throughout the year, and are commonly advertised by e-mail and on the web at http://www2.essex.ac.uk/iss/Training/courses.asp. Customised staff courses can be provided for departments on request. The University is registered as an examination centre for the European Computer Driving Licence (ECDL) at normal and advanced levels. ISS courses are where relevant directed towards ECDL, and staff can take the ECDL examination. The scheme may be extended to students. Details of training provision, courses and ECDL, and an online booking for advertised staff courses, are on the Web at http://www2.essex.ac.uk/iss/Training/default.htm Contact Jerry Reid or Ken Butcher. MANAGEMENT INFORMATION SYSTEMS The Management Information Systems (MIS) group runs the central administrative information systems (eg personnel, payroll, and finance), develops central applications, and advises sections and departments across the University. Other than the online statistics resource, departmental contact and advice on the use of administrative systems will normally be with other parts of the administration. WEB SUPPORT UNIT The day-to-day maintenance and development of the University Web site is the responsibility of the Web Support Unit. Departments are responsible for their own Web pages, which are normally hosted on central servers managed by the Computing Service. However the WSU also provides a web development and support service for departmental web sites, for which a charge is levied. Each department needs to provide:
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Information Systems Services a Web representative to act as the point of contact on all matters relating to information provision on the World Wide Web, and to co-ordinate and supervise the maintenance and development of the department's Web pages; a Web author (or authors) responsible for the day to day 'housekeeping' and upkeep of the department's Web pages.
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Personnel Section
PERSONNEL SECTION
The Personnel Section comprises the Personnel Office, the Equality and Diversity Unit and the Occupational Health Service. THE PERSONNEL OFFICE Aims To provide professional personnel services in relation to the recruitment, selection and employment of all staff in the University. To offer professional personnel advice to Heads of Department/Sections, senior officers of the University, and in some instances, individual members of staff. Key Functions Advice to Heads of Department Each academic department has a „link‟ Personnel Officer. The Personnel Officers provide advice and support on a wide range of issues connected with the recruitment, selection and employment of staff. They are all professionally qualified and have a great deal of practical experience in the full range of personnel related issues. Some staffing matters may be quite sensitive and difficult, and Heads are encouraged to discuss such matters with a Personnel Officer at an early stage. Such discussions can be on a confidential and informal basis and provide an opportunity to talk through all relevant aspects before any decisions are made. The relevant Personnel Officer for your department will maintain contact with you on a regular basis to discuss any issues on which you would like advice or further information.. Your Personnel Officer will also gather details from you of any training needs you may have identified within your department. It is the Personnel Officer‟s role to maintain good communications with their designated departments, ensuring that those with managerial responsibilities are kept updated on Best Practice Developments. A list of the departments and sections each Personnel Officer has responsibility for is available at http://www.essex.ac.uk/personnel/People/default.htm. Recruitment and Selection The Personnel Office provides a centralised and co-ordinated recruitment service for the University. As with the Personnel Officers, each academic department has a professionally qualified „link‟ Recruitment Manager who will be pleased to assist with information and advice upon request. The purpose of the Recruitment service is to recruit the best applicants to all categories of posts to both vacant and new positions within the University. Most new staff are recruited via the Recruitment function of Personnel which covers pre-advertising through to appointment. Pre-advertising advice can be offered in areas such as funding issues for posts, and drafting advertisements and further particulars. The Recruitment Managers are then able to provide further assistance up until appointment. Following appointment, any other personnel issues are dealt with by the Personnel Officers. The Recruitment Service does not deal with the renewal of existing contracts or recruitment of GTAs, part-time Teachers, or some temporary staff. However, Personnel do provide and renew the contracts for these groups of staff and offer personnel advice and support to departments/sections in relation to these staff on request.
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Personnel Section The recruitment service provides: Advertising and recruitment guidance and advice (via the web pages or on request). The provision of an administrative service from placing advertisements and sending out individual job information through to preparing contracts of employment for successful candidates. Advice on work permit and immigration issues in relation to recruitment and visiting academics Recruitment and Selection training and briefings, in conjunction with the Staff Development Office.
The Procedures for Recruitment and Selection of staff are on the Personnel web pages at: http://www.essex.ac.uk/personnel/Pol&Proc/Rec&sel/procacad.htm for Academic and Teaching Fellow staff http://www.essex.ac.uk/personnel/Pol&Proc/Rec&sel/procother.htm for all other posts. These cover the procedures for appointment to all groups of staff. Ordinances 12, 13 and 14 apply to the appointment of permanent members of academic staff. Policies and Procedures The Personnel Office is responsible for the development of policies and procedures regarding the recruitment and employment of staff. It is a part of the Personnel Officer‟s role to keep up to date with the introduction of new legislation and to interpret new laws on behalf of the University. All Personnel Policies and Procedures are available at http://www.essex.ac.uk/personnel/Pol&Proc/default.htm. Your link Personnel Officer is available for consultation regarding the implementation of any procedure. Contracts of Employment /Terms of Appointment The Personnel Office issues contracts of employment to all new members of staff either before, or immediately upon commencement of employment with the University and is responsible for administering changes in contracts for current staff. Recommendation for Appointment Forms are required for the appointment of both academic and non-academic staff. (See Recruitment and Selection Procedures for more information). Each contract of employment includes the full terms of appointment/ conditions of service relating to the post, including details of the working week, annual leave entitlement, grade, superannuation details, etc. More information is available at http://www.essex.ac.uk/personnel/CondServ. Committees Serviced by Personnel Finance and Strategy Staffing Sub-Committee The Finance and Strategy Staffing Sub-Committee (FSSSC) is a sub-committee of Finance and Strategy Committee, which advises on the formulation of policy on all matters concerning the terms and conditions of employment of the following groups of staff: senior administrative; computer officers; other related staff; senior library staff; secretarial, clerical and library assistant; technical; data processing assistant; miscellaneous; and manual. FSSSC also ensures the satisfactory execution of policy determined by Finance and Strategy Committee for these groups of staff.
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Personnel Section FSSSC also carries out the Annual Review of the above groups of staff and reports or makes recommendations to Finance and Strategy Committee, as appropriate, for the re-grading of staff and award of increments/lump sum payments arising from this review. For further information relating to secretarial and clerical staff see „Grading Reviews of Secretarial and Clerical Staff‟. Further information on FSSSC and on the Annual Review timetable and procedures may be obtained from the Personnel Office. The procedures can be accessed at: http://www.essex.ac.uk/personnel/Pol&Proc/annrev/support/annrevss.htm. Academic Staffing Committee Senate Staffing Committee (ASC) is a Committee of the Senate. It reports, reviews and advises Senate on all matters concerning the terms and conditions of academic staff, teaching fellows and research staff. ASC carries out the Annual Review of the above groups of staff, with the exception of professorial staff, and makes recommendations to Senate for the confirmation of probationary appointments as permanent, award of increments, promotions. Copies of the Annual Review procedures are circulated to Heads of Department in December each year. The procedures can be accessed at: http://www.essex.ac.uk/personnel/Pol&Proc/Annrev/academic/arproc.htm. Professorships Committee The Professorships Committee is a Committee of Senate. It recommends to Senate the promotion of Readers or Senior Lecturers to Professorships. Remuneration Committee The Remuneration Committee is a Committee of Council. It determines the salary, conditions of service and approves other issues relating to the Vice-Chancellor and the Registrar and Secretary. It also approves and advises on other matters relating to salaries, other remuneration and conditions of service of senior office holders, professorial staff and senior academic-related staff. Annual Review The procedures for the Annual Reviews for members of academic, academic-related and nonacademic staff as described under „Senate Staffing Committee‟ and „ Finance Committee Staffing Sub Committee‟ can be accessed at http://www.essex.ac.uk/personnel/Pol&Proc/Annrev/academic/arprocedure.htm or http://www.essex.ac.uk/personnel/Pol&Proc/Annrev/support/annrevss.htm. EQUALITY AND DIVERSITY UNIT There are a range of equality and diversity courses and briefings on offer or on request these can be found at: http://www.essex.ac.uk/eo/courses/coursedefault.htm . The Equality and Diversity Officer is happy to help with any questions or concerns relating to equality, diversity, harassment or discrimination. OCCUPATIONAL HEALTH SERVICE Aims • To provide advice in relation to ill health absence (both long term and frequent intermittent)
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Personnel Section • To support managers in their responsibility to provide a healthy and safe place of work, in compliance with legislation • To offer a confidential and accessible service to all employees and provide impartial advice on health issues. Advice for Heads of Departments and Managers Occupational Health provides a service focused on work-related issues and is qualified to • advise on the adverse effects of work on health and health on work • recommend best practice in the management of occupational health risks • support the reduction of ill health absence and work-related ill health • assist with rehabilitation, work adjustments and the management of medical conditions at work The management of health problems, whether physical or psychological, often presents a difficult challenge because of the sensitive nature of ill health and its potential impact on the individual‟s performance, behaviour or work attendance, as well as on department levels of service and morale. A Head of Department who has concerns about a member of staff is encouraged to seek advice from Occupational Health at an early stage, to establish the most appropriate way to support the individual. In the first instance, the individual may be encouraged to access Occupational Health for confidential support, but where there are specific work-related concerns, the Head should refer the individual for Occupational Health advice regarding these concerns. Referral to Occupational Health is appropriate in relation to: • new appointments – if disability adjustments may be required • when probationary contracts may be made permanent – if there is an underlying health issue affecting performance • long term or frequent ill health absence from work • before promotion – if additional work pressure may present a significant risk • any adverse health effect the individual attributes to work Support for individual employees Any member of staff can access the service - whether in person, by phone or email, for confidential and impartial advice and support. If appropriate, an appointment will be arranged with the Occupational Health Adviser, but details will remain confidential to the service and will not be disclosed to anyone else without the consent of the individual concerned. The university also provides direct access to a Staff Counselling Service, available to all employees experiencing personal or work-related difficulties. The service, which is completely confidential, uses external providers and allows for a limited number of sessions during a one year period. Full details of the Staff Counselling Service are available on the Occupational Health Service website.
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Finance
FINANCE
You should contact the Director of Finance (mailto:findir@essex.ac.uk) directly if you have issues of major financial importance, confidential financial issues such as probity or fraud, or where an overview of the University‟s overall financial situation or policies is required by a third party (e.g. a Research Council). You can also contact the Head of Internal Audit if you have concerns about any financial irregularity (myroulla.west@colchester.ac.uk; telephone: 01206 518771) Financial Regulations Expenses and Benefits Manual VAT Manual Departmental Grant and Other Resources University Financial Statements
FINANCIAL REGULATIONS The University‟s Financial Regulations are approved by Council and govern the financial affairs of the University. They clearly stipulate the duties of Heads of Department and all budget holders. Compliance with the Financial Regulations is mandatory; hence, Heads of Department must make themselves familiar with these requirements. Financial Regulation 4.4.4, in particular, relates to Heads of Departments: ‘Heads of Departments are responsible to the Vice-Chancellor for financial management in their own areas. They are advised by the Director of Finance in executing their financial duties. The Director of Finance will also supervise and approve the financial systems operating within their departments including the form in which accounts and financial records are kept. Heads of Departments are responsible for establishing and maintaining clear lines of responsibility within their department for all financial matters and ensuring that financial records and accounts are maintained as specified by the Director of Finance. Where resources are devolved to budget holders, they are accountable to their Head of Department for their own devolved budget. Heads of Departments shall provide the Director of Finance with such information as may be required to enable:
The compilation of the University’s Financial Statements The implementation of financial planning The implementation of audit and financial reviews, projects and value for money studies’
Financial Regulations should be read in conjunction with the Purchasing Regulations maintained by the Estates Management Section. (see http://www2.essex.ac.uk/purchasing/restricted/regulations.shtm)
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Finance RISK MANAGEMENT The University policy on risk management is available on the Finance section website. (see http://www.essex.ac.uk/finance/fordeptusers/rmpolicyjuly02.pdf) The Risk Register will also available on the website soon and Heads should familiarize themselves with this. FULL ECONOMIC COSTING OF RESEARCH PROJECTS The University costs ALL research grants on the basis of full economic costing, regardless of the sponsors funding rules. Further information on full economic costing for research projects is available from the RBDO website. BUDGET MANAGEMENT You will find the following important documents on the existing Finance Section website, in particular pages devoted to Budget Managers. Department Grant and Other resources Financial Regulations Management Accountant contacts NIE Model Purchasing Regulations Year-end Procedures
(see http://www.essex.ac.uk/finance/fordeptusers/budgetholders.htm ) TUITION FEES A Tuition Fee Group (secretary Lee Burton) meets to consider proposals for HEU PGT premium fees and any other proposals affecting other fee levels and policies. Heads are invited, each year, to review fee levels for all their PG programmes and make proposals to BSC. STUDENT ACCOMMODATION Information concerning all aspects of accommodation can be found on the Accommodation Office web. (see http://www2.essex.ac.uk/accommodation) HOTEL AND CONFERENCE DIVISION Wivenhoe House Hotel is owned by the University but managed by WP Management Limited, a company wholly owned by the University. Any net profits made by the Hotel are gift-aided back to the University. The Hotel‟s website contains details of facilities available. (see http://www.essex.ac.uk/conference/Wivenhoehouse.shtm/) Facilities may be booked using your University departmental finance code. Departments are NOT charged VAT when they use the Hotel when services are recharged to their code. Cash, cheques or credit/charge cards may be used although the charges will include VAT at the prevailing rate. Discounts are available to staff and students of the University for personal usage of the services.
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Finance The Conference Office provides a conference co-ordination service, offering advice and assistance to clients both prior to, and during, an event on campus. The Conference Office team can assist with all aspects of planning a meeting or conference including accommodation, catering, meeting rooms, exhibition facilities, sports and entertainment. It is advisable to start planning conference arrangements well in advance to ensure availability of facilities. Please contact ext 2358 or email conferences@essex.ac.uk, website: http://www.essex.ac.uk/conference/conferences/default.shtm UNIVERSITY COMPANIES Certain non-charitable activities are run through University companies, usually to organise activities in a tax efficient manner. A chart showing all companies and how each company relates to the University is available on the Finance section website. (see http://www.essex.ac.uk/finance/subcos.ppt)
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Audit
AUDIT
There are a number of agencies that undertake both financial and non-financial reviews at the University. They principally are: External Audit Internal Audit Academic Audit (examines a university‟s mechanisms for monitoring & promoting the academic standards necessary for achieving their stated aims & objectives). Research Councils and other sponsors (including EU Auditors) Audit Review (National Audit Office, HEFCE, DfEE) The financially based reviews will usually be those of the external auditors, Internal Audit and Research Council auditors. The University has an Audit and Risk Management Committee which overseas the audit process at the University. EXTERNAL AUDIT External audit satisfies the statutory requirement for the annual Financial Statements of the University to be examined by a registered auditor (approved by the DTI). INTERNAL AUDIT If you have any internal audit queries, or need to report a fraud or irregularity, contact the Head of Internal Audit: Myroulla West (email:myroulla.west@colchester.ac.uk; telephone:01206 518771) General The University‟s internal audit function is carried out by a consortium formed between the University and the Colchester Institute. The need for, conduct and approach of internal audit are governed by a HEFCE Code of Practice and the professional auditing standards. The Head of Internal Audit reports to the Audit & Risk Management Committee (which is a committee of Council) on the work of Internal Audit and gives annually an opinion on the status and reliability of the University‟s internal controls. Fraud and Irregularity Within a University the responsibility for the prevention and detection of fraud, irregularities and errors rest with management (and this includes Heads of Departments) – see Financial Regulation 9.4. This responsibility is discharged through the adoption of a number of measures including an effective accounting system and the operation of a system of internal control.
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The Research and Business Development Office
THE RESEARCH AND BUSINESS DEVELOPMENT OFFICE
Web site: Contact information: http://www.essex.ac.uk/rbdo/ http://www.essex.ac.uk/rbdo/contact.asp
The function of the Research and Business Development Office (RBDO) is to strengthen and support the University‟s research performance and facilitate knowledge transfer by providing information to researchers about funding opportunities and application processes; by advising academic staff in the production of research proposals; by providing financial advice for grants and contracts won; by providing advice relating to research governance and ethics by providing (through the Research Promotion Fund) resources intended to strengthen the research profiles and research income streams of departments and research centres; by providing advice and support on research commercialisation, Intellectual Property Rights (IPR), licensing, consultancy, and similar opportunities; by facilitating interactions with businesses and other external organisations; by providing links to agencies involved in regional development. The Office‟s activities thus fall into two major areas: Research Support: website - http://www.essex.ac.uk/rbdo/research/ Business Development: website http://www.essex.ac.uk/rbdo/business/
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Estate Management
ESTATE MANAGEMENT
ACCOMMODATION GROUP The University‟s use of space is reviewed annually by an Accommodation Group. This Group comprises the Pro-Vice-Chancellor (Resources) [Chair], with an Arts Allocator and a Science Allocator, who both serve for a three year term, together with the Registrar and Secretary, Director of Estate Management and the Estate Management Administration Officer, who acts as secretary to the Group. Just before Christmas each year the Accommodation Group seek requests from departments for anticipated additional space for the following academic year. These requests are then reviewed by the Accommodation Group throughout the spring term by means of interviews, space audits and analysis of anticipated student and staff numbers. The decisions of the Accommodation Group, which may involve the vacation of, as well as the acquisition of, space, are usually announced in late June. This enables any essential building works to be undertaken during the summer vacation. The Accommodation Group determine the actual rooms which will be allocated to a department or section but it is for the Head of Department or Section to determine the occupants of those rooms. The Accommodation Group do offer advice on room use but the final responsibility lies with the Head. WORKS PROCEDURES INCLUDING REQUESTS FOR MAINTENANCE AND BUILDING ALTERATIONS Responsibility for University-owned premises and for University use of premises owned by others rests with the Director of Estate Management. Departmental requirements or proposals for repairs, alterations, improvements or modifications to University buildings or services must always be referred to the Director of Estate Management so that the implications can be considered and, where appropriate, the necessary statutory approvals obtained and the University‟s competitive tendering policy followed. Where departmentally controlled funds (for example departmental grants and research grants) will pay for the work, the Estate Management Section will prepare an estimate on Form EP055 for the department to approve before work is put in hand. Current legislation requires safety aspects of proposals to be considered very carefully and imposes specific duties on the client; a property owner‟s responsibility towards third parties and the “duty of care” laid upon both employer and employee are legally enforceable. If work has to be put out to contract and a department wishes a particular firm to be included in those invited to quote, the Director of Estate Management should be informed in good time so that appropriate enquiries may be made to confirm insurance status, financial stability and Health and Safety record. These procedures are designed to meet our statutory obligations, the requirements of the HEFCE and public accountability and any proposals to depart from them should be discussed with and agreed by the responsible members of the Estate Management staff. The Deputy Director of Estate Management (Maintenance) is responsible for the day to day management of maintenance services. Requests for repairs or maintenance relating to everything except Departmental equipment, IT services, telephones or equipment managed by the Audiovisual and Media Services should be sent to the Estate Management Section on Form EPO.15, pads of which are obtainable on normal stationery requisitions. For cleaning and portering services please ring extension 2959.
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Estate Management If urgent assistance is required the request should be made to the Estate Management Helpdesk, extension 2959 (voice mail is available out of normal working hours), or e-mail faults@essex.ac.uk or via the web at http://www2.essex.ac.uk/estates. If a problem requires attendance after 5.00 pm and before 8.00 am weekdays, or at weekends and bank holidays there is an emergency call out system which is available via the Information Centre, extension 2125 (the emergency number 2222 should be used only in case of fire and accident). KEYS AND SECURITY OF BUILDINGS The Security Manager keeps a record of room/lock combinations (excluding student accommodation). Key cutting and lock changes should be arranged through the Estate Management Helpdesk. Non-standard locks should not be fitted without ensuring that a key or code number is held by the Security Manager. The academic buildings are permanently open although as a general rule doors giving access to under podia will be locked between 7.00 pm and 7.00 am. Square level entrances are generally open 24 hours a day – the Security Office can advise on local exceptions. LOST PROPERTY Property found on University premises should be handed in at the Information Desk. It is then transferred to and retained at the Estate Management Helpdesk for six months, after which period if still unclaimed it is disposed of. ENERGY CONSERVATION The University‟s Energy Policy can be found at http://www2.essex.ac.uk/energy/Energy.shtm. The Policy includes information regarding heating, air conditioning and good practice in relation to energy conservation. Faults in the heating system, whether major or minor, should be reported as early as possible in the day to the Estate Management Helpdesk (see the section on Works Procedures). If a heating problem develops in a departmental area, it should be reported immediately to the Estate Management Section; it is often easier to diagnose a fault that has just occurred. FURTHER INFORMATION Refer to http://www2.essex.ac.uk/estates/restricted/HODinfo.htm for further information relating to: furniture notices and notice boards postal arrangements signposting telephones visitors
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Health and Safety
HEALTH & SAFETY
The University’s Safety Policy is under review and expected to be approved in late 2006. As a result, this section of the handbook will be updated. It is anticipated that the revised section will be available on the web site in January 2007. This chapter outlines the role and responsibilities of a Head of Departments with respect to safety in his or her department and provides guidance where appropriate. This guide will also be of assistance to Heads of Section and Centres who have similar duties both in Law and under the University‟s Safety Policy. The title of Head of Department should therefore also be read to mean Head of Section or Centre. The University, as required under the provisions of the Health and Safety at Work etc. Act, 1974, has prepared and distributed a statement of its Policy with respect to the health and safety at work of its employees and members of the public (students) and the organisation and arrangements for carrying out that Policy. A copy of the Policy may be obtained from the University Safety Officer and is available on the University‟s web page at http://www2.essex.ac.uk/safety. The sections most relevant to Heads of Departments are: 2.4 Not withstanding the overall responsibilities of the University itself as a corporate body, of the Vice-Chancellor and of the officers to whom the Vice-Chancellor has delegated certain functions, responsibility for the safety of students and staff within individual departments is vested in the Head of Department, Head of Centre or Head of Section who, among other things, is required to review, from time to time, the health and safety procedures in operation in his/her department. 2.5 Heads of Academic Departments and Centres will report to the Pro-Vice Chancellor (Research and Business Development) on matters concerned with health and safety. Heads of Administrative Sections will report to the Registrar and Secretary on matters concerned with health and safety. Heads of Departments in the School of Science and Engineering will appoint a Departmental Safety Officer and other specialist safety officers to advise them and to act on their behalf in many of the matters affecting the personal safety of individuals and equipment. Heads of Departments in the other academic areas and Heads of administrative areas will appoint a Safety Nominee to act as the point of contact with the University Safety Officer. In the matter of delegation it should be clearly understood that, while a responsible officer, e.g. a Head of Department, may issue instructions and delegate his/her authority to ensure that a duty is complied with, the duty to ensure compliance remains with him/her at all times. The persons to whom functions are delegated may also be in breach of duty if they do not carry out their instructions within the authority delegated to them, but this breach will not necessarily protect the person delegating the functions. Heads of Departments in the School of Science and Engineering and the Heads of Section managing Accommodation, Catering and Estates are required to prepare Departmental Codes of Practice.
2.6
2.8
2.9
2.10
3.2
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Health and Safety
3.3
Other Heads of Departments and Sections are required to produce a Safety Management Statement. All departments and sections must carry out an annual review of their arrangements for safety and to arrange a safety inspection of their area. The inspection team should include a member nominated by the Convenor of the Joint Trades Unions. (Note, inspection and audit are two separate functions)
3.4
In addition Heads of Department must ensure that all new employees receive safety induction training within one week of starting work and that the check list circulated by the Safety Office is completed and returned. The Heads of Department must ensure that, in conjunction with the Departmental Safety Officer or Safety Nominee and the University Safety Officer, they become conversant with all new legislation and that budgetary provision is made to implement both new and existing safety arrangements in the department. In particular the Head of Department‟s attention is drawn to the Health and Safety Commissions, Educational Service Advisory Committee publication, “Managing health and safety aspects of research in higher and further education”. A copy of this document was sent to all departments at the time of publication. Should the Heads of Department wish to raise or have confirmed any point concerning their specific responsibilities relating to safety issues they should, in the first instance, contact the University Safety Office. SAFETY OFFICE The Safety Office is staffed by the University Safety Officer (USO), who reports to the Registrar and Secretary, the Deputy University Safety Officer, Assistant University Safety Officer and the University Fire Officer. The specialist University Safety Officers report through the USO. The role of the Safety Office is to Advise the University on matters affecting the health and safety of all who work or study at the University. Assist Heads of Department in the discharge of their duties as set down in the University Safety Policy. Offer impartial advice to all members of the University Community. Maintain a safety information resource which is available to all.
Make statutory returns to various enforcement agencies. This legal duty can only be discharged provided Heads of Department ensure that the Safety Office is kept informed of significant changes, accidents or incidents in departments. Produce Local Rules, in cooperation with others, when required by specific legislation or by University Policy. Such documents are normally approved by Council. Produce guidance notes for use within departments. Conduct safety audits of departments and sections
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Health and Safety
The health advisory function falls within the remit of the Occupational Health Adviser who reports to the Director of Personnel Services. HEALTH AND SAFELY LEGISLATION This document is not intended to cover all of the safety legislation covering the University‟s activities however the following impact on all departments and sections. The requirements are paraphrased: Health and Safety at Work Act Provide a safe environment for staff, students and visitors Management of Health and Safety at Work Regulations Structured management of health and safety Appointment of competent people All activities to be assessed for hazard and risk and control measures recorded Manual Handling Operations Regulations A specific requirement to assess all manual handling tasks Covers tasks such as lifting reams of paper to pushing trolleys Control of Substances Hazardous to Health Regulations (COSHH) All chemicals and substances to be assessed for hazard and risk and control measures outcomes recorded Health and Safety (Display Screen Equipment) Regulations (DSE) All computer work stations must be assessed and employees given advice on correct usage Some employees will be entitled to free eye tests and corrective glasses Provision and use of Work Equipment Regulations (PUWER) All work equipment ranging from paper guillotines, photocopiers to farm tractors must be “fit for purpose”, safe to use and where appropriate persons trained to operate the equipment All new equipment should have a CE Mark Personal Protective Equipment Regulations (PPE) PPE cover items such as gloves, face masks and protective clothing The Regulations say that that PPE should be a final option in the hierarchy of risk prevention Electricity at Work Regulations All portable electrical equipment to be inspected at regular intervals Science Departments are subject to many other legislative requirements and will be briefed on these by the Safety Office and their own specialist advisors. FIRE In the event of fire the alarm is signalled by the continuous ringing of bells or by electronic sounders. The Heads of Department should ensure that both staff and students are aware of the evacuation procedures and that where relevant, fire marshals have been appointed. In particular Heads of Departments must ensure that members of staff in charge of classes must instruct the class to evacuate immediately in the event of an alarm sounding.
49
Health and Safety
Other than on the Essex Campus Heads of Departments must ensure that arrangements are in place to call the Emergency Services. Fire practices for the Essex Campus are coordinated by the Safety Office. Heads of Departments at other locations must ensure that fire practices are arranged annually.
50
Appendix
APPENDIX 1
MAKING A CASE TO BUDGET SUB-COMMITTEE Following this guidance does not guarantee a successful outcome, but should ensure that the paper is not sent back for additional information to be provided, thus delaying any decision. Do your homework - check what has happened in the past. If relevant include reference to past papers and previous decisions Do consult with your link PVC prior to submission. The PVC will be able to present your case more convincingly if they have been involved in its preparation and know what to expect Do base your argument on The Strategic Plan Your Departmental Strategy The needs of the department Consumer preference Evidence - student numbers, departmental finances Realism Outcomes
Other points: Do be prepared to haggle or compromise Any requests for unbudgeted resources to be accompanied by proposals for matching savings or additional income - any that do not meet this criteria to go to the Director of Finance or Registrar for checking, prior to submission to BSC All staffing requests to be routed via Finance link accountant for checking and comment Presentation: Papers to have the author‟s name and to be dated Pages to be numbered Papers to be with the Secretary to the Committee, Angela Charnock, by noon on the Wednesday preceding the meeting for inclusion on the following week‟s agenda
51
Glossary
GLOSSARY OF TERMS / ACRONYMS
AHRB AMS ASC AUEE AVMS BBSRC Block grant BSC CAS Contract FTE COR CRC DfES DLHE Arts and Humanities Research Board Annual Monitoring Statement Academic Staffing Committee Association of Universities in the East of England Audiovisual and Media Services Biotechnology and Biological Sciences Research Council The total amount of funding provided by the HEFCE to an institution for teaching and research. Budget Sub-Committee Careers Advisory Service Minimum number of Home and EU students to be funded from the HEFCE Teaching Grant as notified annually. Course Management System Centres Review Committee Department for Education and Skills Destinations of Leavers from Higher Education (replaces the First Destination Survey from 2003/04). Return made to HESA annually. Data Protection Liaison Officer Data Protection Act Disabled Students‟ Allowance European Computer Driving Licence English Language Teaching Centre Equal Opportunities Steering Group Engineering and Physical Sciences Research Council Examination Results Processing System Essex Skills Award Economic and Social Research Council Students from within the EU excluding Home Students Freedom of Information Act 2000 Full-time equivalent. Graduate Teaching Assistant Higher Education Funding Council for England. Higher Education Role Analysis Higher Education Statistics Agency. Collects, analyses and reports HE statistics for universities and colleges in the UK. Higher Education Students Early Statistic. A return made to the HEFCE in December each year providing details of the numbers of students registered. The information is used to determine whether an institution has met the criteria set out in its grant letter. Students normally resident in the British Isles. Local Education Authority Learning and Teaching Committee Medical Research Council
DPLO DPA DSA ECDL ELTC EOSG EPSRC ERPS ESA ESRC EU Students FOIA FTE GTA HEFCE HERA HESA HESES
Home students LEA LTC MRC
52
Glossary NERC Overseas students QAA QR Natural Environment Research Council Students from outside the European Union. Quality Assurance Agency Quality-related Research (the largest component of HEFCE research funding). It is allocated according to research quality and the amount of research carried out. Research Advisory Group Risk Management Group Research and Business Development Office Research Endowment Fund Research Promotion Fund Student Assessment of Courses South East Essex College, Southend-on-Sea. Special Educational Needs and Disability Act Student Records Database Staff / Student Liaison Committee Student Satisfaction Survey Southern Universities Management Services Unit Teaching and Learning Innovation Fund University Campus Suffolk Universities and Colleges Admissions Service Universities and Colleges Employers Association Vice-Chancellor‟s Advisory Group Wivenhoe Park Management Limited.
RAG RMG RBDO REF RPF SAC SEEC SENDA SRDB SSLC SSS SUMS TALIF UCS UCAS UCEA VAG WPML
53
54
Contents
INTRODUCING THE HANDBOOK ................................................................................................... 1 Heads of Department Diary ................................................................................................................. 1 The role of the Head of Department ..................................................................................................... 1 Pro-Vice-Chancellors and Departments ............................................................................................... 3 ORGANISATION OF THE UNIVERSITY......................................................................................... 5 Decision-Making .................................................................................................................................. 5 The Administration .............................................................................................................................. 6 PLANNING OFFICE ............................................................................................................................. 9 Institutional Planning ........................................................................................................................... 9 Management Information ................................................................................................................... 10 Student Fte and Student Load ............................................................................................................ 10 ACADEMIC SECTION ....................................................................................................................... 12 Student / Academic Matters ............................................................................................................... 12 Registration .................................................................................................................................... 12 Student Records Database ............................................................................................................. 12 Student Addresses .......................................................................................................................... 12 Course Enrolment .......................................................................................................................... 13 Records Management .................................................................................................................... 13 Examination Arrangements ........................................................................................................... 13 Monitoring Undergraduate Students‟ Progress .............................................................................. 13 Absence from prescribed instruction and absence in connection with assessment ........................ 13 Student Withdrawal - Permanent and Temporary .......................................................................... 14 Appeals .......................................................................................................................................... 14 Complaints ..................................................................................................................................... 14 Student Discipline .......................................................................................................................... 14 Students' Union Advice Centre ...................................................................................................... 14 Graduate School............................................................................................................................. 15 Graduate Teaching Assistants and Demonstrators ......................................................................... 15 Graduate School Student Liaison Committee ................................................................................ 15 Studentships/ Scholarships ............................................................................................................ 15 Areas Office ................................................................................................................................... 16 Study Abroad Office ...................................................................................................................... 16 Socrates .......................................................................................................................................... 16 Quality Enhancement and Quality Assurance ............................................................................... 16 Student Feedback Mechanisms ...................................................................................................... 16 Teaching Timetable ....................................................................................................................... 17 Graduation ..................................................................................................................................... 17 Student Support .................................................................................................................................. 17 Student Support Services ............................................................................................................... 17 Counselling Service ....................................................................................................................... 18 Serious Incident or Student Death ................................................................................................. 19 East 15 and Southend ..................................................................................................................... 19 EDUCATIONAL DEVELOPMENT SERVICES SECTION .......................................................... 20 Learning and Teaching Unit ............................................................................................................... 20 Careers Advisory Service ................................................................................................................... 20 Staff Development Office .................................................................................................................. 21 EXTERNAL RELATIONS ................................................................................................................. 23 Admission of Students ....................................................................................................................... 23 General Points on Admission ............................................................................................................. 24 Student Recruitment ........................................................................................................................... 25 Widening Participation....................................................................................................................... 26 Public Relations ................................................................................................................................. 26 Media relations ................................................................................................................................... 26 Internal communications .................................................................................................................... 26
Index
Events Management ........................................................................................................................... 27 Marketing ........................................................................................................................................... 27 Publications ........................................................................................................................................ 27 The University brand ......................................................................................................................... 27 Market Research ................................................................................................................................ 28 Advertising ......................................................................................................................................... 28 Customer Relationship Marketing ..................................................................................................... 28 Development and Alumni Relations .................................................................................................. 28 THE INTERNATIONAL OFFICE .................................................................................................... 30 INFORMATION SYSTEMS SERVICES .......................................................................................... 32 Audiovisual and Media Services ........................................................................................................ 32 The Computing Service...................................................................................................................... 33 IT Training ......................................................................................................................................... 34 Management Information Systems..................................................................................................... 34 Web Support Unit .............................................................................................................................. 34 PERSONNEL SECTION ..................................................................................................................... 36 The Personnel Office ......................................................................................................................... 36 Equality and Diversity Unit ............................................................................................................... 38 Occupational Health Service .............................................................................................................. 38 FINANCE .............................................................................................................................................. 40 Financial Regulations ......................................................................................................................... 40 Risk Management .............................................................................................................................. 41 Full Economic Costing of Research Projects ..................................................................................... 41 Budget Management .......................................................................................................................... 41 Tuition Fees ....................................................................................................................................... 41 Student Accommodation .................................................................................................................... 41 Hotel and Conference Division .......................................................................................................... 41 University Companies ........................................................................................................................ 42 AUDIT ................................................................................................................................................... 43 External Audit .................................................................................................................................... 43 Internal Audit ..................................................................................................................................... 43 THE RESEARCH AND BUSINESS DEVELOPMENT OFFICE................................................... 44 ESTATE MANAGEMENT ................................................................................................................. 45 Accommodation Group ...................................................................................................................... 45 Works procedures including requests for maintenance and building alterations ............................... 45 Keys and Security of Buildings .......................................................................................................... 46 Lost Property ...................................................................................................................................... 46 Energy Conservation .......................................................................................................................... 46 Further Information ............................................................................................................................ 46 HEALTH & SAFETY .......................................................................................................................... 47 Safety Office ...................................................................................................................................... 48 Health and Safely Legislation ............................................................................................................ 49 Fire ..................................................................................................................................................... 49 APPENDIX 1 ........................................................................................................................................ 51 Making a case to Budget Sub-Committee .......................................................................................... 51 GLOSSARY OF TERMS / ACRONYMS .......................................................................................... 52
Index
A Absence .................................................................................................................................................. 14 Academic Section ............................................................................................................................... 7, 12 Areas Office ....................................................................................................................................... 16 Graduation.......................................................................................................................................... 18 Information Note .................................................................................................................................. 5 Study Abroad Office .......................................................................................................................... 16 Teaching Timetable............................................................................................................................ 17 Academic Staffing Committee ............................................................................................................... 38 Accommodation Student ............................................................................................................................................... 41 Accommodation Group .......................................................................................................................... 45 Admissions English Language Testing .................................................................................................................. 24 Postgraduate ....................................................................................................................................... 24 Undergraduate .................................................................................................................................... 23 Advertising (non staff) ........................................................................................................................... 28 Alumni .................................................................................................................................................... 28 Alumnus of the Year Award ................................................................................................................... 28 AMS ..................................................................................................... See Annual Monitoring Statement Annual Monitoring Statement .................................................................................................................. 9 Annual Review ....................................................................................................................................... 38 Appeals ................................................................................................................................................... 14 Areas Office ........................................................................................................................................... 16 ASC ..................................................................................................... See Academic Staffing Committee Audiovisual and Media Services ............................................................................................................ 32 Audiovisual Equipment/Services ........................................................................................................... 32 Audit ....................................................................................................................................................... 43 Audit & Risk Management Committee .................................................................................................. 43 AVMS .............................................................................................. See Audiovisual and Media Services B Budget Sub-Committee ............................................................................................................................ 6 Making a case..................................................................................................................................... 51 Building Repairs/Alterations .................................................................................................................. 45 C Careers Advisory Service ....................................................................................................................... 20 Student JobShop ................................................................................................................................. 21 CAS .............................................................................................................See Careers Advisory Service Complaints Procedure, Students ............................................................................................................. 14 Computing Service ................................................................................................................................. 33 Conference Office .................................................................................................................................. 42 Contracts of Employment ....................................................................................................................... 37 COR ........................................................................................................ See Course Management System Corporate Planning Statement .................................................................................................................. 9 Council ..................................................................................................................................................... 5 Lay Member Link Scheme ................................................................................................................... 5 Counselling Service Staff .................................................................................................................................................... 19 Students .............................................................................................................................................. 19 Course Catalogue ................................................................................................................................... 12 Course Enrolment ................................................................................................................................... 13 Course Management System ............................................................................................................ 12, 13 Court ......................................................................................................................................................... 6 D Data Protection Act ................................................................................................................................ 13
Index
Degree Congregation ..........................................................................................................See Graduation Departmental and Centre Plans ................................................................................................................ 9 Departmental Meetings ............................................................................................................................ 6 Development and Alumni Relations Office ........................................................................................... 28 Disability Issues Students .............................................................................................................................................. 18 Disciplinary Procedures, Students .......................................................................................................... 14 E ECDL ....................................................................................... See European Computer Driving Licence Education Development Services Section Careers Advisory Service ................................................................................................................... 20 Learning and Teaching Unit ............................................................................................................... 20 Staff Development Office .................................................................................................................. 21 Energy Policy ......................................................................................................................................... 46 English Language testing ....................................................................................................................... 24 eNROL ................................................................................................................... See Course Enrolment Equal Opportunities ................................................................................. See Equality and Diversity Unit Equality and Diversity Unit .............................................................................................................. 36, 38 ERPS ....................................................................................See Examination Results Processing System Estate Management Section................................................................................................................ 7, 45 Accommodation Group ...................................................................................................................... 45 Building Repairs/Alterations .............................................................................................................. 45 Lost property ...................................................................................................................................... 46 Security of Buildings ......................................................................................................................... 46 European Computer Driving Licence ..................................................................................................... 34 Events Management ............................................................................................................................... 27 Examination Results Processing System ................................................................................................ 12 External Audit ........................................................................................................................................ 43 External Relations .............................................................................................................................. 7, 23 Student Recruitment ........................................................................................................................... 25 Widening Participation....................................................................................................................... 26 F Finance Committee Staffing Sub-Committee ......................................................................................... 37 Finance Section .................................................................................................................................. 7, 40 Financial Regulations ............................................................................................................................. 40 Fraud....................................................................................................................................................... 43 Freedom of Information Act 2000 .......................................................................................................... 13 FTE .................................................................................................................................. See Student FTE Full Economic Costing of Research (FEC) ............................................................................................ 41 G Graduate Admissions.............................................................................................................................. 24 Graduate School ..................................................................................................................................... 15 Graduate School Student Liaison Committee ......................................................................................... 16 Graduate Teaching Assistants ................................................................................................................ 15 Graduation .............................................................................................................................................. 18 H Heads of Department Role ...................................................................................................................................................... 1 Weekly meetings .................................................................................................................................. 6 Health & Safety Legislation ................................................................................................................... 49 Help Desk Computing Service ............................................................................................................... 33 HESES .............................................................................. See Higher Education Students Early Statistics Higher Education Students Early Statistics ............................................................................................ 12 I Information Systems Services ................................................................................................................ 32
Index
Announcements .................................................................................................................................. 34 Audiovisual and Media Services ........................................................................................................ 32 Fault reporting .................................................................................................................................... 34 IT training .......................................................................................................................................... 34 Management Information Systems ..................................................................................................... 34 User Support ...................................................................................................................................... 33 Intake Targets ................................................................................................................................... 10, 24 Internal audit........................................................................................................................................... 43 Internal Communications ....................................................................................................................... 26 International Office ................................................................................................................................ 30 IT training ............................................................................................................................................... 34 J JobShop .................................................................................................................................................. 21 L Learning and Teaching Committee ........................................................................................................ 20 Learning and Teaching Strategy ............................................................................................................. 20 Learning and Teaching Unit ................................................................................................................... 20 Load ................................................................................................................................ See Student Load Lost property .......................................................................................................................................... 46 LTC .............................................................................................. See Learning and Teaching Committee M Management Development ..................................................................................................................... 21 Management Information ....................................................................................................................... 10 Management Information Systems ......................................................................................................... 34 Media Relations ...................................................................................................................................... 26 Meeting of Heads of Department ............................................................................................................. 6 Mentoring for HoDs ............................................................................................................................... 22 Multimedia Centre .................................................................................................................................. 33 N National Student Survey ......................................................................................................................... 17 O Occupational Health ......................................................................................................................... 36, 39 Online Course Catalogue ........................................................................................................................ 12 Overseas Relations Office .................................................................................... See International Office P Personnel ............................................................................................................................................ 8, 36 Academic Senate Staffing Committee ............................................................................................... 38 Annual Review................................................................................................................................... 38 Contracts of Employment .................................................................................................................. 37 Equity and Diversity .......................................................................................................................... 38 Finance Committee Staffing Sub-Committee .................................................................................... 37 Occupational Health ........................................................................................................................... 39 Policies and Procedures...................................................................................................................... 37 Professorships .................................................................................................................................... 38 Recruitment and Selection ................................................................................................................. 36 Planning Office Annual Monitoring Statement .............................................................................................................. 9 Corporate Planning Statement .............................................................................................................. 9 Departmental and Centre Plans ............................................................................................................ 9 Intake Targets ..................................................................................................................................... 10 Management Information ................................................................................................................... 10 Strategic Plan ....................................................................................................................................... 9 Probationary Staff ................................................................................................................................... 38 Proctor .................................................................................................................................................... 14
Index
Professorships ......................................................................................................................................... 38 Programme Specifications ...................................................................................................................... 12 Pro-Vice-Chancellors ............................................................................................................................... 3 Public Relations Office ........................................................................................................................... 26 Publications Office ................................................................................................................................. 27 Q Quality Assurance .................................................................................................................................... 2 Quality Enhancement Office .................................................................................................................. 16 R RBDO .............................................................................See Research and Business Development Office Records Management ............................................................................................................................. 13 Recruitment - Students ........................................................................................................................... 25 Recruitment and Selection - Staff ........................................................................................................... 36 Research and Business Development Office ...................................................................................... 8, 44 Residents‟ Support Network ................................................................................................................... 18 Risk Management ................................................................................................................................... 41 Role of Heads of Department ................................................................................................................... 1 Room Booking (Teaching) ...................................................................................See Teaching Timetable S Safety Policy........................................................................................................................................... 47 Scholarships............................................................................................................................................ 16 Security of Buildings .............................................................................................................................. 46 Senate ....................................................................................................................................................... 5 Senior Staff Retreat .................................................................................................................................. 6 SOCRATES............................................................................................................................................ 16 Southend Project Management Group ...................................................................................................... 8 Staff Development .................................................................................................................................. 21 Management Development ................................................................................................................ 21 Mentoring for HoDs ........................................................................................................................... 22 Staff/Student Liaison Committees .......................................................................................................... 17 Statutory Statistical returns HESES ............................................................................................................................................... 12 Strategic Plan .................................................................................................................................. 1, 9, 10 Student Absence ..................................................................................................................................... 14 Student Accommodation ........................................................................................................................ 41 Student Addresses .................................................................................................................................. 12 Student Assessment of Courses (SAC)................................................................................................... 17 Student fte............................................................................................................................................... 10 Student JobShop ..................................................................................................................................... 21 Student Load........................................................................................................................................... 10 Student Records Database ...................................................................................................................... 12 Student Recruitment ........................................................................................................................... 7, 25 Postgraduate ....................................................................................................................................... 25 Undergraduate .................................................................................................................................... 25 Student Satisfaction Survey .................................................................................................................... 17 Student Statistics .................................................................................................................................... 10 Student Support Office ........................................................................................................................... 18 Counselling ........................................................................................................................................ 19 Disabilities, students with .................................................................................................................. 18 Residents‟ Support Network .............................................................................................................. 18 Student Survey, National ........................................................................................................................ 17 Student Withdrawal ................................................................................................................................ 14 Students' Union Advice Centre .............................................................................................................. 15 Students‟ Progress, Undergraduates ....................................................................................................... 13 Studentships............................................................................................................................................ 16 Study Abroad Office............................................................................................................................... 16
Index
T TALIF..................................................................................................................................................... 20 Teaching Timetable ................................................................................................................................ 17 U Undergraduate Admissions Office ......................................................................................................... 23 University Companies ............................................................................................................................ 42 University of Essex Foundation ............................................................................................................. 28 University of Essex Southend................................................................................................................... 8 V VAG ............................................................................................. See Vice-Chancellor's Advisory Group Vice-Chancellor's Advisory Group .......................................................................................................... 6 Videoconferencing ................................................................................................................................. 33 W Web site .................................................................................................................................................. 34 Web Support Unit ................................................................................................................................... 34 Widening Participation ........................................................................................................................... 26 Wivenhoe House Hotel ..................................................................................................................... 41, 42 Wyvern ................................................................................................................................................... 27