LONDON’S GLOBAL UNIVERSITY TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE CONTENTS 1. ACCESS (1) 14. RUBBISH AND RECYCLING 26. SAFETY PROCEDURES 2. ACCESS (2) 15. PRINTING 27. FLOORPLANS 3. PHONES – LOG IN 16. MEETING ROOMS (1) 28. LOCAL BARS AND PUBS 4. PHONES – LOG OUT 17. MEETING ROOMS (2) 29. LOCAL CAFES AND RESTAURANTS (1) 5. VOICEMAIL 18. PHONES IN MEETING ROOMS (1) 30. LOCAL CAFES AND RESTAURANTS (2) 6. CHAIRS 19. AV EQUIPMENT IN MEETING ROOMS 31. GETTING OUT AND ABOUT (1) 7. STATIONERY AND STORAGE 20. TOILETS 32. GETTING HERE (1) 8. PROTOCOLS 21. FIRST AID 33. GETTING HERE (2) 9. FINDING PEOPLE (1) 22. QUIET ROOM 10. FINDING PEOPLE (2) 23. SHOWERS 11. HEATING AND VENTILATION 24. BIKE RACKS AND MOTORCYCLE PARKING (1) 12. LIGHTING 13. POST AND COURIERS 25. BIKE RACKS AND MOTORCYCLE PARKING (2) Available online and to download at www.ucl.ac.uk/professional-services/ agile-working/agile-locations/ torrington-place ACCESS (1) During office hours (8am to 6pm), staff and visitors may enter by either the main entrance at the east end or the turnstile entrance at the west end of the building. Disabled access is only available at the west entrance. Staff must use their ID cards at all times to enter the building. Outside of office hours, all staff will use the west entrance. All staff in the divisions with offices located in the building will automatically be given access to this entrance and the doors on their floor. Any other members of staff or contractors who require access can be setup on request from the departmental administrator or equivalent. 1 Building reception can be contacted on 020 7679 1262, extension 41262. TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE ACCESS (2) Visitors will be issued with visitor passes at reception. If you are expecting visitors, make sure reception have their names and know whether to phone you when they arrive or send them to your floor. For deliveries see page 13. ? For additional protocols related to building reception visit www.ucl.ac.uk/ professional-services/agile-working/agile-working-protocols 2 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE PHONES – LOG IN Press the Applications button 15 Using the Navigation Bar 5 to scroll down, use the button in the centre of the bar to select Extension Mobility 4 Enter your UserID (ucxxaaa) using the number keys 16 Scroll down again and enter your PIN (12345) 15 Press the Submit softkey 3 4 5 + – 1 2 3 4 5 6 7 8 9 0 # * TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE PHONES – LOG OUT It is not necessary to log out. You can log in to another phone and automatically be logged out of the previous phone. You can also log in over the previous user. Press the Applications button 15 Using the Navigation Bar to scroll down, use the button in the centre of the bar to select Extension Mobility 5 Press the Yes softkey 4 4 4 16 5 15 + – 1 2 3 4 5 6 7 8 9 0 # * TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE LISTEN TO VOICEMAILS From the phone, press the Messages button voice prompts. 16 and follow the You can also access your voicemails online when you are away from the office or from your mobile by dialling 020 7679 7000 and follow the instructions. Further instructions on conference calling, call forwarding, and other features are available at www.ucl.ac.uk/ professional-services/agile-working/phones 5 4 16 5 15 + – 1 2 3 4 5 6 7 8 9 0 # * TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE CHAIRS Chairs with name tags are designated for priority use by staff with particular ergonomic requirements following a DSE assessment. Please do not use chairs that have name tags, unless no other chairs are available. If the chair is positioned at the workstation you want to use, switch it with a general use chair from another workstation. 6 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE STATIONERY Stationery kits including items such as scissors, stapler, paper clips, etc. are located on top of storage units throughout the office and in designated stationery cupboards. STORAGE Working papers and files should be placed in storage units (tambour) allocated to your team when you leave the desk. Personal items, including laptops, should be placed in your personal storage locker or pedestal when you leave the desk. Laptops may be taken home at the end of the day if you wish. Specialist equipment should be placed in the designated storage unit. 7 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE PROTOCOLS Clear the desk if you will be absent for two hours or more. Items left on desks overnight will be removed by the cleaners and must be claimed from reception. Place your nametag in the holder provided on top of the monitor and remove it when you leave the desk. Static workstations, which have a pedestal unit, are generally used by a named individual. If you would like to use the work station, check the person’s status on Outlook to find out if the desk is available. 8 For additional protocols for use of workstations visit www.ucl.ac.uk/ professional-services/agile-working/agile-working-protocols TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE FINDING PEOPLE AND COMMUNICATING REMOTELY (1) Use Outlook Calendar to let people know where you are and to locate others. Set your location in Outlook Calendar by creating an all-day event with your location in the Subject. To make this visible to others, you must change your Calendar settings so that the Free/Busy Option default is Free/Busy time, subject, location. You only need to do this once. Instructions can be found on hwww.ucl.ac.uk/professional-services/agile-working/ agile-locations/torrington-place/finding-people 9 To locate someone, open their calendar in Outlook and look for the all-day event. If the contents of the event are not visible to you, you will have to email them to ask their location. TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE FINDING PEOPLE AND COMMUNICATING REMOTELY (2) Microsoft Lync, (now known as ‘Skype for Business’) will soon be rolled out and will provide enhanced tools for remote communication and collaborative working. Once the infrastructure and support for this service has been rolled out, the quick reference guides and online training will be available at www.ucl.ac.uk/ professional-services/agile-working/agile-locations/torrington-place/ finding-people/lync 10 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE HEATING AND VENTILATION Heating and air conditioning units throughout the building are set to keep the room at a standard temperature during working hours. It is recommended that you only change the temperature setting and leave the function on Auto rather than selecting cooling or heating. Instructions are available online at www.ucl.ac.uk/professional-services/ agile-working/agile-locations/torrington-place/heating The windows do not open anywhere in the building. Chill beam ventilation is used to provide for the circulation of fresh air throughout the building. 11 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE LIGHTING At workstations, the overhead lighting is controlled by a central programme which takes into account the time of day and indications of the presence of people. Task lights are provided on every desk to provide a brighter light for individuals who require it. Banks of lights can be turned on or off using remote controls located throughout the building. In meeting rooms, lighting is turned on when people enter the room and turned off when sensors no longer detect a presence in the room. There are no local controls for the lights. 12 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE POST AND COURIERS Post is delivered to and collected from a single point in each division twice a day: morning 09.00 to 09:30 and afternoon 14.30 to 15.00. There is a final ‘sweep’ collection at 16.00 from departments that require it. Incoming post is distributed into pigeon holes by the departmental administration. Staff collect their post from the pigeon holes. Courier deliveries throughout the day will be delivered to the post room in the basement, where they will be received and then delivered by post operatives on the set delivery rounds. Further details regarding the postal service can be found at www.ucl.ac.uk/ professional-services/agile-working/post 13 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE RUBBISH AND RECYCLING There are separate bins throughout the office for mixed recycling, food waste, and non-recyclable waste. Most items can go in the mixed recycling but not food contaminated items. Food contaminated items should go in non-recyclable waste. Clear and concise guidance is available at www.ucl.ac.uk/greenucl/resources/ materials-and-recycling/which-bin-should-i-use Any paperwork that is of a sensitive nature should be disposed of confidentially via the confidential waste sacks. A shredder is available in each division. Contact your local administrator to find out the local disposal information. 14 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE PRINTING Printing is via the Print@UCL process as well as specific departmental specialist printing. Printers are located at several points on each floor. Replace paper and toner if required and it is readily available. Report any problems to the contact on the information sheet next to the printer. 15 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE MEETING ROOMS (1) Meeting rooms on floors 5 to 9 can be booked by any staff member in any of the Professional Services divisions. Use Outlook to book the room. Instructions can be found on www.ucl.ac.uk/professional-services/agile-working/meeting-rooms There is one meeting room on each floor that is not bookable. Use of these rooms should be kept to 30 minutes maximum. If you require a longer period, please check for an alternate bookable room. 16 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE MEETING ROOMS (2) Meeting rooms are for business use only which includes conference and confidential calls. Meeting rooms must be tidied and tables cleared of all detritus (papers, catering items) after use, with chairs placed in position ready for the next users. For additional protocols for use of meeting rooms visit www.ucl.ac.uk/ professional-services/agile-working/agile-working-protocols 17 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE PHONES IN MEETING ROOMS You do not need to log in to the phones in meeting rooms. Instructions for meeting room phones are available at www.ucl.ac.uk/professional-services/agile-working/ agile-locations/torrington-place/meeting-rooms-phones-av + 18 – 1 2 3 4 5 6 7 8 9 * 0 # TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE AV EQUIPMENT IN MEETING ROOMS Each display monitor has a fitted Desktop@UCL PC which is operated using a wireless keyboard and mouse. Log on to the system using your UCL credentials. Laptops and tablets can be connected to the monitor using either an HDMi cable or a VGA cable. 19 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE TOILETS The toilets are located next to the west end staircase on each floor. There is also a disabled access toilet in the basement next to the main lifts. Alarm cords in the toilets will notify the main reception during office hours. Out of office hours, notification will divert to the main UCL security desk. 20 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE FIRST AID There are first aid kits available in the kitchen and tea-point areas on each floor. Posters on the floor provide the names and contact details of local first aiders. The quiet room on the ground floor can be used for first aid incidents. The key is available from the receptionist on the ground floor (see Quiet Room for more details). 21 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE QUIET ROOM There is a quiet room on the ground floor which can be used for (in no particular order) prayer, meditation, first aid, breastfeeding or expressing, emotional distress, suddenly needing privacy or a break, feeling unwell. To use the room, request the key from main reception and sign in. Return the key when you leave the room and sign out with the receptionist. For additional protocols for use of this room visit www.ucl.ac.uk/professional-services/ agile-working/agile-working-protocols 22 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE SHOWERS The women’s shower is located in the main toilets on the 1st floor. Men’s showers are located in the toilets on the 5th floor. 23 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE BIKE RACKS AND MOTORCYCLE PARKING (1) There are outdoor facilities for parking and locking bicycles and motorbikes in the parking lot at the rear of the building. This is accessed using the vehicular entrance on Torrington Place at the east end of the building. You can enter the basement from this area with your staff ID card. Motorcyclists may apply for a parking space using the form found here www.ucl.ac.uk/estates/security/car-parking-permits 24 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE BIKE RACKS AND MOTORCYCLE PARKING (2) Bikes are left at your own risk and you are responsible for security (i.e. locking and insurance). You may leave a lock on a bike rack but this does not mean that the rack is reserved for your use. For additional protocols for use of the bike racks visit www.ucl.ac.uk/ professional-services/agile-working/agile-working-protocols 25 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE SAFETY PROCEDURES Fire alarm testing takes place Monday mornings. In the event of an emergency, leave the building via the stairs and proceed to the assembly point at either Tottenham Court Road or Huntley Street. If you discover a fire, activate the nearest break-glass point.Do not attempt to tackle the fire. For additional information on safety procedures visit www.ucl.ac.uk/ professional-services/agile-working/agile-locations/torrington-place/ safety-procedures 26 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE FLOORPLANS To download the floorplans visit https://www.ucl.ac.uk/professional-services/agile-working/floor-plans 27 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE LOCAL BARS AND PUBS Around Torrington Place there are a range of shops and cafes for lunch and local amenities and attractions that will keep staff entertained outside the office. Positioned next to Tottenham Court Road there are ample options for dining and entertainment with quick links to the surrounding area in London, there is something for everyone. Visit: https://www.google.com/maps/d/edit?mid=zatDeZnsYxuQ. kwqioUdHDNoY&usp=sharing 28 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE LOCAL CAFES AND RESTAURANTS (1) A few suggestions for local places to eat... Franco Manca Credited with sparking “a food revolution in South London” by the Telegraph, Franco Manca has a distinct brand of slow-rise sourdough pizzas. Location: 98 Tottenham Court Road, W1T 29 Busaba Eathai Busaba Eathai is a canteen-style Thai fusion restaurant handily located for the West End. Location: 22 Store Street, Bloomsbury, London WC1E 7DF Spaghetti House The menu offers an extensive range of classic Italian dishes, from bruschetta and caprese to lasagne, spaghetti and pizza. Location: 15 Goodge Street, Fitzrovia, Marylebone, London W1T 2PQ Crazy Bear Tucked away on a quiet street in Fitzrovia, Crazy Bear is on a mission to redefine luxury oriental dining in the capital. Location: 26-28 Whitfield Street, Fitzrovia, London W1T 2RG TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE LOCAL CAFES AND RESTAURANTS (2) The Carpenters Arms A restored, wood-panelled pub serving real ales, with Chesterfield sofas and rooftop beer garden. Location: 68-70 Whitfield St, London W1T 4EY 30 Marlborough Arms The Marlborough Arms is an old fashioned pub located in the heart of London on Torrington Place in Bloomsbury. Location: 36 Torrington Place, London, WC1E 7LY Le Pain Quotidien, Pret a Manger, Starbucks, Itsu, Loaf, Caffe Nero, Costa Coffee and many more cafes are on your doorstep on Tottenham Court Road. View local offers online. The Jack Horner A Victorian oak-panelled pub with original tiled flooring, etched glass panels and chandeliers. Location: 234-236 Tottenham Court Rd, London W1T 7QJ TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE GETTING OUT AND ABOUT In addition to the cultural spots within UCL including Bloomsbury Theatre, the Petrie Museum of Egyptian Archaeology, and the museum of Zoology, there are many further attractions in the area. Some local attractions to visit include: Pollock’s Toy Museum, the British Library, the Wiener Library, Lazarides Gallery and The British Museum. Visit: https://www.google.com/maps/d/edit?mid=zatDeZnsYxuQ. kwqioUdHDNoY&usp=sharing 31 TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE GETTING HERE (1) Torrington Place 1-19 Torrington Place London WC1E 7HB 32 By train/tube Approximate Travel Times by tube: Victoria: 11 mins Paddington: 20 mins Waterloo: 6 mins London Bridge: 15 mins Nearest Stations: Goodge Street Tube connections: Northern Tottenham Court Road Tube connections: Northern Central* Warren Street Tube connections: Northern, Victoria Russell Square Tube connections: Piccadilly *closed for interchange view TFL for more information www.tfl.gov.uk Euston Square Tube connections: Circle, Metropolitan, Hammersmith & City TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE GETTING HERE (2) Bus Travel From Victoria to Torrington Place: 82 bus or 2 bus to Marylebone Road Walk to Baker Street then 18 bus, 30 bus or 205 bus to Euston Square/Warren Street Station 33 From Paddington to Torrington Place: 205 bus to Euston Square Station or 27 bus to Drummond Street and walk From Waterloo to Torrington Place: 68 bus to Euston bus station and then 73 bus or 390 bus to Torrington Place From London Bridge to Torrington Place: 43 bus to Angel Station and then 73 bus TABLETOP GUIDE TO AGILE WORKING AT TORRINGTON PLACE