DEPARTMENTOFMEDICALPHYSICS&
BIOMEDICALENGINEERING
STAFFHANDBOOK
2015
Medical Physics & Biomedical Engineering Staff Handbook 2015
Page 2
WELCOME
Welcome to UCL, one of the foremost universities in Britain and the world. It is a pleasure to welcome you
also to the Department of Medical Physics & Biomedical Engineering. I hope that the time you spend with us
will be thoroughly enjoyable and rewarding.
Our department is proud to host internationally-leading research groups covering a broad range of activities
and spread over several sites. As you will discover, our staff and students have a diverse range of interests
and expertise, covering many areas of physics, engineering, medicine, physiology, computer science, and
mathematics. This provides a highly stimulating multidisciplinary environment for learning and for scientific
research. In addition to our research activities, we run a variety of undergraduate and graduate degree
programmes.
Although one of the largest departments of its kind in the UK, we are small enough to enable staff and
students to get to know each other well, which we believe engenders a friendly and supportive atmosphere.
Our Department staff and students regularly organise various academic and social events throughout the
year, and you are strongly encouraged to participate.
To help introduce you to our department, we have prepared this Handbook which we hope you will find
useful. It includes general information on a broad range of the department’s activities, and provides you with
an overview of how the department functions.
Meanwhile, please let our administrative staff know if there is any further information that you require. And
please feel free to come and see me to say hello or to discuss any problems you may encounter.
Very best wishes,
Jem Hebden
Professor and Head of Department
Email: j.hebden@ucl.ac.uk
July 2015
Medical Physics & Biomedical Engineering Staff Handbook 2015
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CONTENTS
1. Department Facilities and Support
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
1.11
1.12
Administration
Email, Mail and Telephones
Common Room and Refreshment station
Meeting Rooms
Departmental Laptop and Data Projector
Photocopying and Printing
Departmental Technician, Workshops and Laboratories
Departmental Website
Probation, Appraisal and Training
Postdoc Mentoring
Staff and Student Photoboards
Museum and Picture Gallery
Page
4
4
5
5
6
6
6
7
7
8
8
8
2. Research Activity
2.1
2.2
2.3
Research Groups
PhD Students and Studentships
Departmental Research Committee
9
9
10
3. Teaching and Student Support
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
Departmental Tutors
Undergraduate Teaching
Graduate Teaching
Undergraduate Tutorials
Project Supervision
UCAS Days
Departmental Teaching Committee (DTC) and Exam Boards
Departmental Staff-Student Consultative Committee (DSSCC)
10
11
12
12
12
12
13
13
4. Department Meetings, Events and Activities
4.1
4.2
4.3
4.4
4.5
Academic Group
Public Engagement Activities
Social Committee
Lunchtime Seminars
Departmental Retreat
13
13
13
14
14
5. Other information
5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
5.9
Access and Security
MyView
Reporting Absence due to Sickness
Requesting Annual Leave
Health and Safety
Research Ethics at UCL
Fire Alarms and Fire Marshalls
Equal Opportunities
UCL Library Services
14
14
15
15
15
15
15
16
16
Appendices
A.
B.
C.
D.
E.
Summary of Safety Policy
UCL Project Risk Assessment Form
UCL Equal Opportunity Policy Statement
UCL Human Resources: General Information for New Staff
Conditions of Service for Research and Support Staff
18
20
21
23
28
While every effort has been made to ensure the accuracy of the information in this document, the
Department cannot accept responsibility for any errors or omissions contained herein.
Medical Physics & Biomedical Engineering Staff Handbook 2015
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1. Department Facilities and Support
1.1
Administration
The majority of staff in the Department of Medical Physics & Biomedical Engineering are located
on the second and third floors of the Malet Place Engineering Building. The main reception is
situated on the second floor. It is accessible by any visitor between 9:00 and 17:00 on weekdays,
and by staff with access cards at all other times. We also have a large number of our staff located in
Wolfson House, adjacent to Euston Station, and the department also has an undergraduate
laboratory on the first floor of that building.
The Medical Physics Departmental Manager is Andy O’Reilly (room 2.17, phone 30250). Andy
ensures that the day-to-day activities of the department run smoothly, and can advise staff on any
general matters of concern. Andy is also the Departmental Equal Opportunities Liaison Officer (see
section 5.8).
Hab Salik is the Departmental Finance and Research Officer. He is responsible for all our financial
and accounting procedures, including advice on use of online purchasing software (MyFinance). He
is also responsible for administration of research grant funding within the department, and for
assisting staff with the preparation of costings for new funding applications (i.e. using the pFACT
online costing tool). His desk is located in reception, room 2.24 (phone 30251).
Mohini Nair is the Teaching & Learning Administrator who provides specialist administration to
the postgraduate research programmes, as well as general support for taught programmes. Mohini
has a desk located in reception (phone 30253). The Department’s new Senior Teaching & Learning
Administrator is James Vallerine (phone 32548), who oversees all teaching and learning
administration, and specialises in administrating our taught programmes. James is also located in
the reception, room 2.24.
Our IT Support Officer is Dennis Tsang whose desk is located in room 2.25 (phone 30301). Dennis
ensures that the departmental computer network is adequately maintained, and advises staff with
computer purchasing and networking issues.
Tracy Pearmain is our Staffing Officer, and thus provides advice and assistance to colleagues
concerned with recruitment of new members of staff (room 2.24, phone 30252). She is also the
Executive Assistant to the Head of Department.
Finally, the first point-of-contact for visitors is our Office Administrator, Vikki Crowe (room 2.24,
phone 30200), who also helps with many other important tasks within the department.
1.2
Email, Mail and Telephones
All new staff and students at UCL are automatically assigned a UCL user ID and password, and a
UCL email account (e.g. john.smith@ucl.ac.uk). The user ID is used for all general communication
from central UCL sources and for a number of central software packages such as Portico (students
and teaching), MyView (Human Resources), and pFACT (research costing tool). To obtain a
Medical Physics Windows account, new staff are required to fill out a brief form which should then
be handed to our IT Support Officer, Dennis Tsang, who is usually able to set up the account within
24 hours. Staff can also access their email while away from UCL by using the Windows Live
website:
https://home.live.com/
where they login using (userID)@live.ucl.ac.uk as their Windows Live ID.
Note that all UCL staff have access to the Staff WTS service, which provides centrally managed
software (e.g. Microsoft Office suite, Firefox, Oracle Calendar, Matlab) as well as personal data
storage space. WTS is available for use in departments, from your home computer or from
Medical Physics & Biomedical Engineering Staff Handbook 2015
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anywhere in the world as long as you have access to a web browser and an internet connection. For
more information see the following webpage:
http://www.ucl.ac.uk/isd/staff/windows/wts
Letters, small packages, and internal mail received each day by the department are placed in
research group mail trays located in the printer room (room 2.19) adjacent to reception. Larger
parcels are held by the reception desk, and recipients are usually contacted by one of the
administration staff.
Most telephone numbers within the department are of the form 020-7679-xxxx (external), and either
3xxxx or 4xxxx (internal). The main contact number for the department is 020-7679-0200, and our
fax number is 020-7679-0255. The photocopier on the second floor (room 2.19) also serves as a fax
machine and digital scanner.
1.3
Common Room and Refreshment station
The Department Common Room (room 3.14) and adjacent foyer social area is located on the third
floor, and may be used at any time by staff and students. The room contains tea and coffee making
equipment, drinking water, a vending machine for hot drinks, a refrigerator, and a microwave oven
for heating food. A refreshment station with similar facilities is located on the second floor, within
the reception area. Refrigerators in both locations are supplied regularly with milk. The third floor
foyer is also available anytime as a social area for staff and students. All these areas must be kept
tidy, and any personal items (e.g. coffee mugs) left overnight by the refreshment station will be
removed. Out-of-hours access to the Common Room requires a keycode available from the
Departmental Manager, Andy O’Reilly. Staff located in Wolfson House also have accessed to
common room facilities.
1.4
Meeting Rooms
The Medical Physics & Biomedical Engineering Department has three rooms which are available to
staff for lectures, seminars, and meetings:
Joseph Rotblat Room (room 2.14): This room contains enough tables and chairs to
accommodate about 25 people.
Seminar Room (room 1.19): This is regularly used for undergraduate and MSc lectures. It
contains up to 50 tablet chairs, plus a few tables.
Small Meeting Room (room 3.14a): With sufficient space for up to ten people, this room is
suitable for small meetings and student tutorials.
The Rotblat Room and Seminar Room both contain whiteboards, and data projectors with
networked PCs. The Small Meeting Room contains a large video screen which can be connected to
a laptop. To use a meeting room, it must be booked online in advance. Booking is achieved via the
Calendar tool in Outlook 2010 by clicking on “Open Calendar” and selecting “From Room List…”.
Then select one of the following:
~MaletPlEngBld.1.19 Seminar Room
~MaletPlEngBld.2.14 Rotblat Room
~MaletPlEngBld.3.14A Meeting Room
On viewing the room calendar, right click to select “New Appointment” and fill out the start and
end times and the following details:
To:
Individuals or group for the meeting.
Subject: Name for the meeting.
Note that precedence is always given to the department’s teaching activities and to regular staff
meetings. The keycode necessary to access Rooms 2.14 and 1.19 is available from the Departmental
Medical Physics & Biomedical Engineering Staff Handbook 2015
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Manager, Andy O’Reilly. Users of Room 3.14a require a key which can be borrowed (and signed
for) from reception on the second floor.
Our undergraduate and MSc students have access to a study room (Room 1.18) located on the first
floor. This contains a cluster of 20 networked computers which our students can use for any studyrelated activity. Again, the keycode to access this room is obtained from Andy O’Reilly.
Staff needing to locate rooms, departments, or buildings elsewhere on the UCL Bloomsbury
campus or within the surrounding area can access various maps online and/or employ the UCL
Routefinder tool available at:
http://www.ucl.ac.uk/maps/
1.5
Department Laptop and Data Projector
A laptop computer and a data projector are available for giving lectures and presentations within the
department. Both can be booked in advance via Outlook 2010 using the same process as for room
booking (section 1.4 above). Click on “Open Calendar” and then “From Room List…”, and then
select one of the following:
~MedPhys.Department Laptop
~Medphys.Projector
The equipment should be collected from (and returned to) our IT Support Officer, Dennis Tsang, or
another administrative member of staff.
1.6
Photocopying and Printing
All staff and PhD students are provided with a passcode enabling them to use the combined
photocopier/printers located on the second and third floors (rooms 2.19 and 3.14). Printing to each
device from a PC may be achieved by adding/selecting the appropriate printer (canon2 or canon3).
1.7
Department Technician, Workshops and Laboratories
The department does not have a mechanical workshop, but does provide fifty-percent support for a
workshop technician, Mr. Joe Evans. The remainder of Joe’s time is devoted to the specific
requirements of research groups which contribute towards his salary via research grants, and this
work must take precedence over tasks requested by other people. Joe is able to undertake a range of
jobs using equipment located in the department, and in the mechanical workshop located in the
Department of Electrical and Electronic Engineering. As a general rule, Joe will endeavour to
satisfy any workshop request on demand which will take no longer than 30 minutes of his time.
More extensive tasks will need to be discussed in advance with Joe, and possibly considered by the
Departmental Workshop Committee (currently Joe Evans, Prof. Nick Donaldson, Prof. Jem
Hebden, Prof. Paul Beard, and Dr. Nick Everdell). Joe Evans is also the Departmental Safety
Officer (see section 5.5).
For jobs which Joe is unable to undertake, staff are invited to approach Mr. Denzil Booth, head of
the mechanical workshop in the UCLH NHS Trust Department of Medical Physics (currently
located in the basement of the Elizabeth Garrett Anderson wing of UCLH, Grafton Way), who will
provide a quotation for the work (020-3447-9049 or 020-3447-4864).
The department has an overhead drill located in the electronics laboratory (room 3.23), which may
be used during normal office hours by suitably trained staff under the supervision of Joe Evans. The
Implanted Devices group also has a small band saw located in the nearby Roberts Building (room
???), which again may be used by trained staff with the prior approval of Joe Evans.
The electronics laboratory (room 3.23) is largely used by staff and students of the Biomedical
Optics Research Laboratory (BORL). However, it contains a variety of basic tools and electronic
items (purchased mostly from BORL research funds) which may be used with the permission of Dr.
Nick Everdell. Tools should not be removed from the laboratory.
Medical Physics & Biomedical Engineering Staff Handbook 2015
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A small wet lab is located on the third floor (room 3.22) which includes a fume cabinet, an oven, a
vacuum chamber, and cupboards for storage of hazardous chemicals. All users must obey the local
rules, and keep the facility clean and tidy at all times.
A clean room is also located on the third floor (room 3.20), which is managed by the Photoacoustics
Group, and another is located in nearby Roberts building (room ???) managed by the Implanted
Devices Group. Anyone wishing to make use of either facility must first contact the head of the
research group.
All UCL staff and students are eligible to become members of the UCL Institute of Making, which
offers a MakeSpace consisting of a wide range of tools and machinery for members to use. More
information about the facilities and the benefits of membership are available at:
http://www.instituteofmaking.org.uk/makespace .
The MakeSpace is located on the ground floor of the Malet Place Engineering Building, and
therefore is conveniently situated for most members of the department.
1.8
Department Website
http://www.ucl.ac.uk/medphys
Staff are encouraged to contribute to the departmental website via the management of a suitable
personal webpage, by contributing as appropriate to the webpages of their research group, and by
helping to maintain the accuracy of information provided online for students and other visitors to
the website. Our website uses a software platform known as “Silva” which enables any member of
the department to edit the website pages. (A request to approve modifications is then sent
automatically to our website administrator, Prof. Adam Gibson, before they appear online.)
Information about creating and editing website content is available online at:
http://www.ucl.ac.uk/medphys/staff/#www .
Further advice can also be obtained from Adam Gibson (a.gibson@ucl.ac.uk). The department also
has an intranet site:
https://wiki.ucl.ac.uk/display/mpab/
which is maintained by our IT Support Officer, Dennis Tsang. This contains a variety of
information for department staff.
1.9
Probation, Appraisal, and Training
All UCL appointments are subject to a period of probation, which is either six months (grades 1-6)
or nine months (grades 7-10). Information about the probation procedures can be found at:
http://www.ucl.ac.uk/hr/docs/new_induction_probation.php
UCL requires that all members of staff undergo appraisal at least once every two years. This policy
is founded on the belief that all members of staff have a right to a clear understanding of their
department's expectations of them, and to have an opportunity for detailed discussion of their
contribution to the department and UCL. The appraisal is normally conducted by the staff member’s
line manager (e.g. head of research group) and is designed to facilitate effective two-way
communication. It also enables any training and development needs to be identified. The first
appraisal should be conducted within six months of the end of the probationary period, with the aim
of setting objectives. Guidance on the appraisal scheme, including how to prepare for the review
discussion, can be found on the following webpage:
http://www.ucl.ac.uk/hr/docs/staff_review_development.php
It is UCL policy that staff on fixed-term contracts attend an “End of Contract” meeting with their
line manager no later than three-and-a-half months before the end of their appointment. This
Medical Physics & Biomedical Engineering Staff Handbook 2015
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meeting provides an opportunity to explore redeployment options. More information about the UCL
Redeployment Register is available at:
http://www.ucl.ac.uk/adminsys/index.php?sys=REDEP
UCL’s Organisational and Staff Development (OSD) unit offers a wide-ranging programme of
training courses, giving opportunities for all staff to update and enhance their knowledge and skills
to fulfill current and future demands at work. More information can be found at:
http://www.ucl.ac.uk/hr/osd/
It is recommended that all UCL staff should complete three learning events per year.
1.10
Postdoc Mentoring
The department has set up a scheme to enable postdoctoral staff on limited-term contracts to receive
informal mentoring from a senior member of staff not associated with their research group. This
provides staff with an opportunity to receive independent advice on matters such as career
progression, and a person from whom help can be sought in the rare circumstance where problems
arise between the staff member and his/her supervisor/head of group. The mentoring scheme is
administered by the Research Staff Committee, whose members are elected representatives of the
department’s research staff (and serve on the department’s Academic Group; see section 4.1). New
staff can expect to be contacted by the mentor assigned to them shortly after joining the department.
1.11
Staff and Student Photoboards
Pictures of most current members of staff and PhD students in the department are exhibited on
display boards in the second floor foyer of the Malet Place Engineering Building. These are
normally updated every two years, and new staff will eventually receive a request to provide a
suitable picture (or to attend a scheduled session by the UCL photographer). Although participation
is voluntary, it should be noted that these picture boards are extremely helpful for staff and students
to identify their colleagues. A smaller display cabinet immediately opposite the entrance to the
department reception shows pictures of the current cohort of undergraduate students within the
department.
1.12
Museum and Picture Gallery
The department maintains a small museum consisting of various artefacts contained within display
cabinets located in the third floor foyer of the Malet Place Engineering Building. Most artefacts are
of historical interest, related to the early days of x-ray imaging and dosimetry at the UCL and
Middlesex Hospitals. One cabinet is intended to be used as a temporary exhibit of more recent items
related to one or more current areas of research within the department. The museum is curated by
Prof. Adam Gibson (a.gibson@ucl.ac.uk), who is pleased to receive suggestions for items to display
in our museum, including those associated with contemporary research.
The department reception area contains a small picture gallery, with a range of images related to the
past and present research activities of the department. All staff are very welcome to submit
appropriate research-related images for inclusion in the gallery, via email to Prof. Jem Hebden
(j.hebden@ucl.ac.uk). The Joseph Rotblat room (Room 2.14) also displays a collection of portrait
photographs of former heads of department, and of our professorial staff who have recently given
inaugural lectures.
Medical Physics & Biomedical Engineering Staff Handbook 2015
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2. Research Activity
The UCL Department of Medical Physics & Biomedical Engineering is home to a vibrant
community of internationally-leading researchers developing new technologies and methodologies
which improve the diagnosis and treatment of disease and the quality of lives of people living with
disability. Most research projects are highly interdisciplinary, with activities often spread over
various departments and institutions, including hospitals and industrial partners.
2.1
Research Groups
All the department’s researchers are members of a research group, and some groups are part of a
larger entity such as BORL and CMIC (see below).
Biomedical Optics Research Laboratory (BORL): BORL represents a confederation of several
(inter-dependent) groups, which share a common interest in the development of new optical,
photoacoustic, and acousto-optic techniques and instrumentation for diagnostic applications. BORL
researchers work very closely with a broad range of clinical and scientific collaborators in
surrounding hospitals, other UCL departments, and within industry.
Biomedical Ultrasound Group: This group was launched in 2013 by several departmental
researchers sharing a common interest in the development of new ultrasound diagnostic and
therapeutic methodologies. Refurbished laboratory facilities have been assigned to this group in
nearby Wolfson House.
Centre for Medical Image Computing (CMIC): This centre consists of a large group of
physicists, engineers and computer scientists whose work focuses on detailed structural and
functional analysis in neurosciences, imaging to guide interventions, image analysis in drug
discovery, imaging in cardiology and oncology. Membership of the centre includes staff based in
other UCL departments, and the Department of Computer Science in particular. A large component
of CMIC, known as the Translational Imaging Group, is based in Wolfson House.
Continence & Skin Technology Group: The focus of this group’s research is to minimise the
impact of intractable incontinence on the quality of life of sufferers and their caregivers. Its
principle activities concern the clinical and technical evaluation of existing products, the
development of new products, the characterization and modelling of fabrics, and the study of
incontinence-related skin health. The group is based in Wolfson House.
Electrical Impedance Tomography Group: This group is developing techniques and
instrumentation for imaging fast activity in the brain using measurements of electrical currents
flowing between discrete points on the scalp. Reconstructed images represent the variation in the
electrical impedance of the tissue. The method is also being applied to the detection of stroke.
Implanted Devices Group: Research is aimed at restoring function to paralysed muscles using
functional electrical stimulation. Current projects include the development of: an implanted nerve
root stimulator; FES cycling systems for patients with spinal lesions; a conditional stimulator
system for incontinence; and closed-loop control of standing in paraplegics. The group is also
investigating the use of physiological signals (EMG or ENG) for control of stimulation.
Magnetic Resonance Imaging Group: The Medical Physics MRI group is part of a very large
MRI community within UCL and neighbouring institutions. Research interests cover a broad range
of topics, including functional MRI, diffuse and perfusion imaging, and magnetic resonance
spectroscopy.
Radiation Physics Group: The research activity of the Radiation Physics group cover three broad
categories: the analysis of scattered x-rays to examine biological tissues and other materials, the
design and construction of new detectors and systems for medical or industrial imaging, and the
development of a powerful new diagnostic imaging technique known as phase contrast x-ray
imaging.
Medical Physics & Biomedical Engineering Staff Handbook 2015
2.2
Page 10
PhD Students and Studentships
The department typically has between sixty and one hundred PhD students, supported by funds
from a broad variety of sources. Typically the department is allocated one or more PhD studentships
each year from the Faculty’s EPSRC DTA award (funded from overheads derived from EPSRC
grants), which are either allocated to specific staff (e.g. new lecturers) or for which staff can
compete by proposing suitable projects. New PhD students are now invited to join one of several
Doctoral Training Programmes (DTPs) within the department. Some of these students on four-year
studentships are expected to follow a one-year programme of training in their first year, resulting in
the award of an MRes degree. Overall supervision of the department’s PhD programme is the
responsibility of the Departmental PhD Graduate Tutor, Dr. Gary Royle.
All PhD students are required to maintain an online student log (https://researchlog.grad.ucl.ac.uk)
on which they record various milestones through the three or four years of their project. Log entries
need to be approved by the student’s first and second supervisors.
Each year the department requires second and third year PhD students to provide a poster
presentation of their work, normally during the middle of the second term. First year PhD students
are also required to provide a short oral presentation, usually during the summer.
All UCL staff who have not previously supervised a PhD student to completion are required to
undergo a training session. Details are provided at: www.ucl.ac.uk/calt/phd-supervision.
2.3
Departmental Research Committee
The department has a Research Committee whose remit is to promote and support research
excellence within the department and to ensure staff are fully informed of upcoming research
funding opportunities. The Committee is currently chaired by Prof. Adam Gibson.
3. Teaching and Student Support
Compared to staff in some other departments at UCL, our staff have relatively light teaching loads.
HEFCE-funded staff are rarely required to provide more than 60 hours of lectures per year, while
the teaching by senior fellows and postdoctoral research associates is largely voluntary, and usually
does not exceed 20 lecture hours per year.
3.1
Departmental Tutors
The overall management of our undergraduate programmes is the responsibility of the Director of
Studies. This role has recently been Taken on by Prof. Sandro Olivo. Duties include serving as
Chair of the Departmental Teaching Committee, Chair of the Undergraduate Exam Board, and
Chair of the Departmental Teaching Strategy Committee.
Director of Studies
Prof. Sandro Olivo
Our Medical Physics (BSc and MSci) and Biomedical Engineering (BEng and MEng) programmes
are administered by separate Programme Tutors (who deal with issues concerning current students
and the management of modules) and Admissions Tutors (responsible for recruitment). The
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Page 11
department’s Intercalated (BSc) and Natural Sciences (BSc and MSci) programmes are also
administered by designated Tutors.
Programme Tutor:
Medical Physics
Dr. Ben Cox
Admissions Tutor:
Medical Physics
Dr. Karin Shmueli
Programme Tutor:
Biomedical Eng.
Prof. Adam Gibson
Admissions Tutor:
Biomedical Eng.
Dr. Terence Leung
Intercalated Tutor
Prof. Clare Elwell
Natural Sciences
Tutor
Dr. Adrien Desjardins
Additional tutors have responsibility for our graduate (MSc and PhD) programmes.
PhD Tutor
Prof. Gary Royle
3.2
MSc Admissions
Tutor
Dr. Martin Fry
MSc Programme
Tutor
Dr. Jamie Harle
Undergraduate Teaching
The department offers five undergraduate degrees:
BSc Physics with Medical Physics: this three-year degree is taught in conjunction with the UCL
Department of Physics & Astronomy, where the content of the first two years is mostly based on
core physics modules.
MSci Medical Physics: this is a four-year degree similar to the BSc above, but with an
additional year of medical physics modules.
Intercalated BSc Medical Physics: this involves a one-year programme of medical physics
modules which may be taken by medical students after their second year at medical school.
BEng Engineering (Biomedical): this three-year degree is taught in conjunction with other
Faculty of Engineering departments, where the content of the first two years is mostly based on
core engineering modules. This programme was launched in September 2014.
MEng Engineering (Biomedical): this is a four-year degree similar to the BEng above, but with
an additional year of biomedical engineering modules. This programme was launched in
September 2014.
At the start of the 2014/15 academic year, twelve first-year students were recruited onto the
BSc/MSci Medical Physics programme, thirteen students joined our BEng/MEng Biomedical
Engineering programme, and twenty three students enrolled on our Intercalated BSc programme.
The department also offers an optional Medical Physics “stream” (consisting of a prescribed
programme of modules) to students taking the BSc or MSci degrees in Natural Sciences. In
2013/14, four first-year Natural Sciences students elected to take the medical physics stream.
Medical Physics & Biomedical Engineering Staff Handbook 2015
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A detailed description of the undergraduate modules taught by the department is available on our
website:
http://www.ucl.ac.uk/medphys/teaching
Each module has a Module Organiser, who is responsible for organising the schedule of lectures
and for supervising the assessment process, including preparation of the examination paper.
3.3
Graduate Teaching
The department offers a one-year MSc degree:
MSc Physics & Engineering in Medicine: this degree has three parallel strands, for students
with a physics, engineering, or computer science background. The degree is relevant to those
interested in employing their skills in a hospital or related healthcare environment. In September
2011 this degree became available as a part-time distance-learning option.
More information about our MSc degree and the corresponding course modules is available on our
website:
http://www.ucl.ac.uk/medphys/msc
Overall management of our MSc degree programmes is conducted via an MSc Committee chaired
by MSc Programme Tutor, Dr. Jamie Harle.
3.4
Undergraduate Tutorials
Every student registered on one of our undergraduate degrees is assigned a personal and an
academic tutor from among the department’s staff. The duties of the personal tutor involve dealing
with issues of a non-academic nature, such as unforeseen financial difficulties, the impact of health
problems, or a student’s concerns about their suitability for their course of study. Personal tutors
should meet with their student cohort at least once per term, and should expect to be contacted by
individual students when problems arise. Meanwhile academic tutors meet with students at more
regular intervals (such as once per week or once every two weeks) to discuss issues resulting from
their lecture courses, difficulties with coursework, or just to discuss selected topics of interest.
Sometimes the same person serves as both personal and academic tutor to the same cohort of
students (e.g. for our intercalated BSc students). Any problems identified by tutors regarding the
progress of specific students are reported to the Departmental Undergraduate Tutor.
3.5
Project Supervision
Each of our intercalated and final-year BSc and MSci students is required to take a project module
(MPHY3000 or MPHYM000), which involves conducting a project supervised by two members of
staff. All our staff are asked to suggest potential projects before the start of the academic year,
which are then posted on the departmental website. Students are expected to spend an average of
ten hours per week on their project throughout the first two terms. More details about undergraduate
projects and the duties of project supervisors are available on the following webpage:
http://www.ucl.ac.uk/medphys/undergrad/mphy3000
Similarly, each of our MSc students are required to undertake a project, many of which are
supervised by staff within our department. Again, staff are asked to suggest suitable projects at the
start of the academic year, which are posted on the following webpage:
http://www.ucl.ac.uk/medphys/msc/mphygb97
Full-time MSc students normally undertake the majority of their project work during the summer
term, and are expected to submit a final report to their project supervisors around the end of July.
3.6
UCAS Days
Medical Physics & Biomedical Engineering Staff Handbook 2015
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Admissions of students to the Department’s undergraduate programmes is the responsibility of the
Undergraduate Admissions Tutors: Dr. Karin Shmueli (Medical Physics) and Dr. Terence Leung
(Biomedical Engineering). On about six days per year, spread over the first and second terms,
UCAS Days are held where prospective undergraduate students are invited to the department for
interview and for an opportunity to learn more about our courses and other activities. Various staff
are asked to contribute short talks or demonstrations for the visiting students, and to conduct
informal on-to-one discussions with candidates (normally lasting about 25 minutes).
3.7
Departmental Teaching Committee (DTC) and Exam Boards
At least once per term, a meeting of the Departmental Teaching Committee (DTC) is held, chaired
by the Director of Studies. All staff who contribute towards the department’s undergraduate and
MSc teaching are eligible to attend these meetings, which are used to discuss all aspects of our
teaching and student support activities.
All staff involved in teaching are also expected to attend meetings of the Undergraduate and MSc
Exam Boards, which recommend the awards of degrees to students. The undergraduate Exam Board
is held in June, and is chaired by the Director of Studies (Prof. Sandro Olivo). The MSc Exam
Board, chaired by Dr. Jamie Harle, normally meets twice each year: in late July to discuss MSc
exam performance, and in early September to decide the final awards of degrees.
3.8
Departmental Staff-Student Consultative Committee (DSSCC)
The Departmental Staff Student Consultative Committee (DSSCC) consists of elected student
representatives of each of our undergraduate and graduate degrees, plus each of the Departmental
Tutors (section 3.1) and the Head of Department. The Committee is chaired by one of the PhD
student representatives, who are also members of Academic Group (section 4.1) and the DTC
(section 3.7). Meetings occur at least once each term, and provide an opportunity for students to
highlight any issues or problems concerning the conduct or content of the taught modules within the
department, or with the support provided to students. The outcomes of the meeting are reported to
the DTC.
4. Department Meetings, Events, and Activities
4.1
Academic Group
The department’s Academic Group consists of every permanent (HEFCE-funded) member of
academic staff, plus senior research fellows and elected representatives of research staff and
students. Meetings of Academic Group, chaired by the Head of Department, usually occur on the
first Wednesday of every month, except August. The purpose of these meetings is to discuss matters
which affect any aspect of the department’s business, including both research and teaching.
4.2
Public Engagement Activities
Interaction with members of the public represents an important part of an academic’s role at UCL,
and is regarded by grant funding agencies as an essential responsibility of those engaged in publicly
funded research. This includes informing public groups about our work, and encouraging the next
generation of researchers and teachers. Staff within the department are routinely involved in a
number of specific activities held each year (e.g. UCL Open Days, University of London Taster
Courses for school students), and frequently accept invitations to give talks to schools and other
organisations. All staff are strongly encouraged to make contributions towards our public
engagement activities, which are coordinated by Prof. Clare Elwell (c.elwell@ucl.ac.uk).
4.3
Social Committee
The department’s staff and students are invited to volunteer to serve on the Social Committee,
which has responsibility for organising events throughout the year. Such events normally include a
Medical Physics & Biomedical Engineering Staff Handbook 2015
Page 14
Christmas Party, coordinated visits to places of interest, and Coffee and Cake events held in the
departmental Common Room. A Summer Party and a Sports Day have also been organised in the
past. The Committee is given an annual budget by the department to subsidise its activities where
appropriate. The chair of the Social Committee is automatically given membership of Academic
Group.
4.4
Lunchtime seminars
A programme of monthly seminars began in October 2009 with the primary purpose of
disseminating the department’s research activity more widely. All researchers within the department
who are PI on at least one funded project were expected to provide a 45-minute seminar. This
invitation was also extended to senior physicists working in the UCLH NHS Trust departments of
Medical Physics, Radiotherapy, and Nuclear Medicine. Since October 2011 the programme of
seminars was broadened to include speakers from other UCL departments who are engaged in
research which is of particular relevance and interest to staff in our department. The seminars are
jointly organised by Dr. Ilias Tachtsidis and Dr. Brad Treeby, and normally occur at 1pm on
Mondays.
4.5
Departmental Retreat
In July 2009 and again in July 2012 a two-day “Retreat” was held at Pendley Manor Hotel
(Hertfordshire), to which all staff were invited. These events were intended primarily as an
opportunity for staff to get to know each other better, but also offered the chance for staff to discuss
some selected issues in research and teaching.
5. Other information
5.1
Access and Security
Staff employed by UCL may obtain an ID card, which provides electronic access within UCL, by
presenting a form of personal identification (e.g. bank card, driving license) to Security Systems in
the Security Office in the Andrew Huxley Building. No other form of authority is required. If a card
is lost or stolen during its period of validity, the first replacement will be free, but a £15
administration fee will be charged on any subsequent occasion where a replacement is requested for
reasons other than card expiry or card failure. Keys to offices and laboratories are issued to staff by
the Departmental Administrator, Andy O’Reilly, who can also issue temporary access cards to
approved visitors.
Staff and PhD students are permitted to access the department between the hours of 7 am and 11
pm, seven days a week, except on certain designated holidays when UCL is closed to all except
staff who have requested special access. Note that undergraduate and MSc students are only
permitted access during the period of 7 am to 7pm.
Security is a very important issue at UCL and within the department. Thefts of items such as wallets
and laptops regularly occur throughout UCL due to persons gaining unauthorized access to offices
and laboratories. Staff should not allow any visitors to pass through the second and third floor card
access doors unless they provide a legitimate reason for their visit. Staff should report any security
irregularities to Andy O’Reilly, or directly to UCL Security (phone 37111).
5.2
MyView
MyView is an online resource which enables all UCL employees to view their HR record. It can be
accessed at:
http://www.ucl.ac.uk/myview
Medical Physics & Biomedical Engineering Staff Handbook 2015
Page 15
using the user’s central UCL computer account login. MyView enables staff to: a) view their
payslips and P60s online; b) view their appraisal and probation history at UCL; c) edit their own
personal details including bank account details; and d) submit requests for annual leave (see section
5.4). The first time the system is used, the staff member will need to input his/her national insurance
number and provide answers to five security questions. An answer to one of these questions will be
required for subsequent access.
5.3
Reporting Absence due to Sickness
It is UCL policy that staff unable to attend work due to sickness should contact their line manager
within 30 minutes of the time that they are expected to start work. When the staff member is able to
return to work (even if absent for just one day), he or she must complete a “Sickness Absence
Record Form” and must undergo a “Back to Work Interview” with their line manager. The form can
be downloaded from here:
http://www.ucl.ac.uk/hr/docs/sickness_absence_appA.pdf
The completed form should be submitted to the Departmental Manager, Andy O’Reilly. However,
if the absence is likely to exceed seven calendar days (including non-working days), the staff
member must obtain a Statement of Fitness for Work (a so-called “Fit Note”) from a GP to claim
statutory sick pay for absences exceeding seven calendar days. The original must be forwarded to
Andy O’Reilly as soon as possible. If the absence continues, further “Fit Notes” must be provided
for the whole period of absence. Any period of absence not covered by a fit note will not be eligible
for statutory sick pay. A full description of UCL’s Sickness Absence Policy is available on the
following webpage:
http://www.ucl.ac.uk/hr/docs/sickness_absence.php
Andy O’Reilly will enter the reported information into MyView.
5.4
Requesting Annual Leave
Requests for annual leave should be made in advance via MyView (section 5.2). These will be
assessed and approved by the staff member’s line manager. UCL’s policy regarding annual leave is
available at:
http://www.ucl.ac.uk/hr/docs/annual_leave.php
5.5
Health and Safety
The health and safety of all persons working within the department is of the upmost importance,
and all staff are required to adhere to safety rules at all times. The Department’s Health and Safety
Policy is summarised in Appendix A. All persons engaged on specific projects within the
department are required to complete a Project Risk Assessment form for each project (provided in
Appendix B) which enables local safety rules and training needs to be identified. These forms and
guidance may also be obtained in electronic form from the following links:
http://www.ucl.ac.uk/estates/safetynet/guidance/risk_assessment/form_completion2.pdf
http://www.ucl.ac.uk/estates/safetynet/guidance/risk_assessment/guidance.pdf
Any accidents or “near miss” events which may have easily led to an accident must be reported to
the Departmental Safety Officer, Joe Evans (j.evans@ucl.ac.uk).
5.6
Research Ethics at UCL
All research involving human participants and the collection and/or study of data derived from
living human participants undertaken by UCL staff and students requires prior ethical approval by
the UCL Research Ethics Committee (REC) to ensure that the research conforms with general
ethical principles and standards. More information is available by visiting the UCL Ethics website:
Medical Physics & Biomedical Engineering Staff Handbook 2015
Page 16
http://www.ucl.ac.uk/gradschool/ethics
where you can also find instructions on how to apply.
5.7
Fire Alarms and Fire Marshalls
Upon hearing the fire alarm, staff must leave the building by the nearest stairwell (note that there is
a stairwell at the rear of the Malet Place Engineering Building as well at as the front). A full fire
drill is conducted at least once per year, and some staff will be informed in advance. Having left the
building, staff should turn left and congregate within the South Junction until instructed to return by
the Fire Marshalls (who wear yellow jackets). The department is required to nominate a number of
staff members to be trained as Fire Marshalls, to assist with evacuation of the building. The
dissemination of fire safety information within the department, and the coordination of the
department’s response in event of a fire alarm, is the responsibility of our Senior Fire Marshall,
Prof. Nick Donaldson. Note that our fire alarm is normally tested for a few seconds each week,
usually at around 8:45 am on Thursday mornings.
5.8
Equal Opportunities
UCL is fully committed to an equal opportunity policy governing recruitment, selection, training,
appraisal, development and promotion of staff. A statement of this policy is given in Appendix C.
The Departmental Equal Opportunities Liaison Officer is Andy O’Reilly who should be contacted
by any member of staff who feels that he/she has suffered discrimination, harassment, or bullying of
any kind (andy.oreilly@ucl.ac.uk). In 2013 the department received an Athena SWAN Bronze
Award in recognition of its commitment to promoting the careers of women.
5.9
UCL Library Services
The Malet Place Engineering Building is conveniently located next door to the UCL Science
Library, which houses collections of books and periodicals covering relevant areas of physics and
engineering. Staff and students can also access the UCL Cruciform Library for materials relating to
clinical medicine and medical science. Detailed information about UCL’s libraries and the services
they provide is available via the following webpage:
http://www.ucl.ac.uk/library/
UCL subscribes to an extensive list of online scientific journals, which can be accessed via:
http://www.ucl.ac.uk/library/ejournal/index.shtml
Note that access cards bare a pass-code which can be used to access eUCLid, the UCL library’s
computer system and online catalogue.
Medical Physics & Biomedical Engineering Staff Handbook 2015
Appendices
A.
Summary of Safety Policy
B.
UCL Project Risk Assessment Form
C.
UCL Equal Opportunity Policy Statement
D.
UCL Human Resources: General Information for New Staff
E.
Conditions of Service for Research and Support Staff
Page 17
Appendix A
Department of Medical Physics & Biomedical Engineering
Summary of Safety Policy
1. The policy of the Department is to promote the safety, health and welfare of all its staff, students,
visitors, contractors and members of the public on the Department’s premises and to protect
them elsewhere from any adverse effect on their health or safety arising from the activities of the
Department.
2. The Department is committed to ensuring that risk assessments are carried out as required by the
Management of Health and Safety at Work Regulations 1992 and other regulations. These risk
assessments will be made by the staff responsible for the work, set out in writing and signed by
the relevant manager or supervisor. No work is permitted to start unless it is covered by a
suitable and sufficient assessment of the risks involved in the work.
3. The Department arranges for all work activities to be performed by persons competent to
perform these activities1. To this end, the Department is committed to ensuring that all members
of the Department receive such training as required for them to be able to discharge their tasks
and duties in a competent manner.
4. The Department arranges for all staff activities and work activities to be supervised by
competent people.
5. A person can only be competent in discharging a duty if they accept that duty, understand the
responsibility of that duty and are allocated sufficient time to be able to discharge that duty.
6. The Department is a Department of University College London, and as such is responsible to the
Provost, through the Management Team, for the implementation of the arrangements in the
College Statement of Safety Policy.
7. It is a legal duty2 for all staff, students and visitors in the Department to co-operate with the
arrangements for safety set out in this document.
8. To give effect to this policy, the organisation and arrangements as described in this document
have been approved and authorised by the Head of Department with whom rests the ultimate
responsibility for the standard of safety within the Department.
9. This policy is intended to reflect the current state of affairs within the Department. To this end,
it will be revised upon any substantial change of organisation or arrangements within the
Department, and in any case, annually. This policy and its revision will be communicated to all
persons affected by the activities of the Department.
1
i.e. people who have the skills, knowledge and experience required to discharge safely a particular duty and who
know the limits of their competence and seek advice when reaching those limits.
2
Health and Safety at Work etc. Act 1974, Section 7.
Page 19
LOCAL SAFETY RULES
The rules contained in the UCL Procedures Handbook apply to all staff of the Department of
Medical Physics and to any others working in or visiting the Department. Safety is your business.
These Rules are intended as a minimum standard. There are many other good practices specific to
your area of work which you will think about and follow. Accidents happen because no one thinks
they will. Accidents result in loss, pain and distress, so always make safety your business. If you
spot any potentially unsafe procedure or situation, it is your moral duty to either put it right and/or
report it to the Departmental Safety Officer, or Head of Department. You will never be penalised
for being safety conscious. The objectives of these Rules are:
a. To secure the health, safety and welfare of staff and other persons within the Department;
b. To inform all staff, creating an awareness of the importance of achieving high standards of
health and safety, and encouraging their involvement in the process;
c. To identify good practice for the control, storage and use of goods and equipment.
All members of staff will have access to copies of relevant Policy Statements issued by UCLH and
UCL. The Safety Policy of UCL and related information is available at:
http://www.ucl.ac.uk/efd/safety_services_www
Specific Local Rules
In certain laboratory areas, specific local safety rules are in operation. These rules supplement the
general guidance given in the UCL Procedures Handbook. Make sure that you read and observe any
additional specific rules which apply to your work. These are all available on the Medical Physics
intranet, and are listed on the following webpage:
https://wiki.ucl.ac.uk/display/mpab/Departmental+Safety+Rules
These specific local rules include rules on chemical safety, compressed gases, electrical safety, laser
safety, radiation safety, tissue policy and workshop safety.
There are additional Health And Safety Executive (HSE) guidelines on the use of hazardous
substances, including benzene, cadmium, gluteraldehyde, lead, nickel and oxygen, as well as
guidelines on noise in the workplace, lifting and carrying policies, personal protective clothing, safe
disposal of glass and other sharps, use of bottle banks and working with visual display units.
UCL policies can be found on the Safety Services website, or by request from the Departmental
Safety Officer.
SECURITY IS EVERYONE’S RESPONSIBILITY
USEFUL TELEPHONE NUMBERS
Emergencies: UCL extension 222
UCL Security, ext 37111
Departmental Safety Officer: Mr Joe Evans ext. 30295
PROJECT RISK ASSESSMENT FORM
Department:
Risk Assessment Form
WORK/PROJECT TITLE
LOCATION(S):
DESCRIPTION OF WORK:
PERSONS INVOLVED:
HAZARD IDENTIFICATION (state the hazards involved in the work)
RISK ASSESSMENT (make an assessment of the risks involved in the work and where possible state h
medium or low risk)
CONTROL MEASURES (state the control measures that are in place to protect staff and
others from the above risks. Put in place adequate control measures for any risks that
have been identified as uncontrolled.)
Is this project subject to the UCL requirements on the ethics of NonNHS Human Research?
Select
If yes, please state your Project ID
Number
For more information please refer to: http://ethics.grad.ucl.ac.uk/
DECLARATION
I the undersigned have assessed the work, titled above, and declare that there is no signific
risk / the risks will be controlled by the methods stated on this form (delete as applicable)
that the work will be carried out in accordance with Departmental codes of practice.
Name
Signed
Date
.
Page 21
Appendix C
UCL EQUAL OPPORTUNITY POLICY STATEMENT
The equal opportunity policy of the College is that in the recruitment, selection, education and
assessment of students and in the recruitment, selection, training, appraisal, development and
promotion of staff, the only consideration must be that the individual meets, or is likely to meet the
requirements of the programme or course or post.
The requirements being met, no student or employee will be discriminated against on the basis of
their sex, sexual orientation, race, colour, ethnic origin, nationality (within current legislation),
disability, marital status, caring or parental responsibilities, age, or beliefs on matters such as
religion and politics.
The College is committed to provide a learning, working and social environment in which the rights
and dignity of all its members are respected, and which is free from discrimination, prejudice,
intimidation and all forms of harassment including bullying.
This Policy means that all students and employees of UCL have the right to study or work in an
environment free from discrimination, prejudice and all forms of harassment or bullying.
University College is committed to a programme of action to ensure that its policy is implemented
and monitored at an organisational and individual level.
WHAT IS MEANT BY "EQUAL OPPORTUNITY”?
Factors such as sex, marital status, ethnic origin, race, religion, colour, nationality and disability
should not be taken into account for the purposes of:
STAFF:
Recruitment, appointment, training, appraisal, promotion, discipline etc.
STUDENTS:
Application to and acceptance on to a course of study, and assessment of academic performance
Selection for a course of study or for a job should be made solely on merit
DEOLO Role
The Committee for Equal Opportunity (CEO) has, with the support of the Provost, created a
College-wide network of Departmental Equal Opportunity Liaison/Information Officers
(DEOLOs).
The Departmental Equal Opportunities Liaison Officer for Medical Physics is Andy O’Reilly.
Any student or member of staff who feels that he or she has suffered discrimination, harassment or
bullying of any kind should feel free to contact Andy O’Reilly as soon as possible, to discuss and
try to resolve the situation.
Page 22
The role of the DEOLO is:
 Being the first point of contact for personal equal opportunities issues within your department.
 To be a local resource within your department to whom staff and students can come for
information and advice, distributing and drawing attention to new equality developments and
legislative change and ensuring staff and students are conversant with UCL's EO policies and
procedures.
 Liaising with the Head of Department about implementation of equal opportunity good
practice within the department and corporately.
 To help the Head of Department with the implementation of UCL's Equal Opportunities
Policies and practice at a departmental level. This will include assisting your department with
developing and implementing departmental Equality Action Planning initiatives, assisting
disabled colleagues with applications to the Access to Work Scheme and in Science,
Engineering and Technology (SET) departments, assisting the department with initiatives that
advance the careers of women in SET. (See elsewhere on the Equalities Web Site for further
details on the above.)
 To provide valuable feedback about equal opportunity implementation at a departmental
level, on any specific issues, problems or successes within your department.
FURTHER INFORMATION
If you are interested in finding out more about any aspect of equal opportunities at UCL you can
contact:
Equal Opportunities Coordinator: Sarah Guise (phone 09761, s.guise@ucl.ac.uk).
Equalities website: http:www.ucl.ac.uk/hr/equalities/
Disability Coordinator: Marion Hingston Lamb (phone 31343, m.lamb@ucl.ac.uk).
For all other Equalities and welfare contacts:
http://www.ucl.ac.uk/hr/equalities/contacts.php
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Appendix D
UCL HUMAN RESOURCES – GENERAL INFORMATION FOR NEW STAFF
http://www.ucl.ac.uk/hr/new_starters/index.php
HR Reception for New Employees
You will have been asked to make an appointment to see an HR Representative, and the details of
how to make the appointment will be included in the welcome letter which will have accompanied
your contract. The preferred method is booking an appointment online using the logon details
included in the letter. HR Reception is in Room G16, Ground Floor, 1-19 Torrington Place.
The purpose of this appointment is to enable Human Resources to welcome you to UCL and
confirm that all administrative arrangements are in place for you to be entered onto the Payroll
system. They will also ask you to check that the personal data we hold on you is accurate and
complete. HR Reception staff will seek to answer any initial questions you may have about your
general employment queries with UCL.
SUMMARY OF EMPLOYMENT POLICIES, PROCEDURES AND SERVICES FOR NEW
STAFF
Welcome to UCL. We hope that you will find the following summary of UCL’s main employment
policies and procedures helpful. All the documents referred to here, and your main contacts in the
Human Resources Division, can be found on the Human Resources Division website:
www.ucl.ac.uk/hr/
Specific information relating to new starters can be found at:
www.ucl.ac.uk/hr/new_starters/
You may also find the questions and topics relating to work matters on the main UCL website
useful:
www.ucl.ac.uk/staff/work-matters/
The main employment policies that you should be aware of are highlighted below.
1. UCL Code of Conduct
The reputation of UCL as an internationally renowned centre of excellence for teaching and
research relies upon high standards of integrity and professionalism on the part of its staff and any
organisations working on its behalf. UCL relies on public, charitable and commercial funding
which supports its cutting edge research and high quality teaching. The responsibilities allied to the
achievement of excellence in our work and the stewardship of such funds require that all staff act
with the highest standards of integrity.
UCL aims to offer a welcoming and healthy work and studying environment in which all members
of its diverse staff and student populations are treated with respect and dignity. Discriminatory
behaviour, harassment or bullying play no part in our culture and will not be tolerated. We are all
responsible for ensuring that our environment is free from unacceptable behaviour; that our actions
and words demonstrate courtesy and respect and promote UCL’s commitment to inclusivity and
equality in all its forms.
Page 24
2. Equal Opportunities
The equal opportunity policy of UCL is that in the recruitment, selection, education and assessment
of students, and in the recruitment, selection, training, appraisal, development and promotion of
staff, the only consideration must be that the individual meets, or is likely to meet the requirements
of the programme, course or post.
The requirements being met, no student or employee will be discriminated against on the basis of
their sex, sexual orientation, race, colour, ethnic origin, nationality (within current legislation),
disability, marital status, caring or parental responsibilities, age, or beliefs on matters such as
religion and politics.
UCL has an Equalities website (www.ucl.ac.uk/hr/equalities/) where you will find further
information including how to contact UCL’s Equal Opportunities Coordinator, Fiona Mclean, for
advice and support on all equality issues for staff and students, the name of your Departmental
Equal Opportunity Liaison Officer (DEOLO) to whom you can also go for information and advice,
details of UCL’s current equalities priorities and initiatives, FAQs, legal updates, and contact
numbers.
Harassment and Bullying Policy
UCL is committed to developing a working environment in which harassment and bullying are
unacceptable, and where individuals have the confidence to complain about harassment and
bullying should it arise, in the knowledge that their concerns will be dealt with appropriately and
fairly. To this end, UCL has a policy on Harassment and Bullying and a group of volunteer
Harassment Advisors that you may wish to contact should you feel you are being harassed or
bullied: http://www.ucl.ac.uk/hr/harassment/
The Harassment and Bullying Policy outlines different ways that allegations or concerns about
harassment or bullying can be dealt with including speaking or writing directly to the individual
concerned, either alone or with another colleague; asking your manager or a Harassment Advisor to
facilitate an informal meeting; or making a formal complaint.
Other relevant documents
UCL has an Equalities website (http://www.ucl.ac.uk/hr/equalities/)
where you will find further information related to equal opportunities including the following:
Discrimination - Equal Opportunities
Race Equality Policy
Disability Policy
Disabled Staff - Access to Work
Religion/Beliefs - practical steps to comply with Equality Regulations
Sexual Orientation
Guide to Non Discriminatory Language
3. Hours of Work, Leave and Time-off from Work
Hours of work
You can find details of your hours of work at:
http://www.ucl.ac.uk/hr/docs/working_hrs_inc_date.php
Annual leave
You can find details of your annual leave at:
http://www.ucl.ac.uk/hr/docs/annual_leave.php
Page 25
Leave for Domestic and Personal Reasons
There may be particular times when you will need some additional time off from work. UCL has
clear guidelines on leave for domestic and personal reasons, including the following:
Medical appointments - these should be arranged outside your normal working hours wherever
possible. If you have an appointment that requires a whole day’s absence, this will be recorded as
sickness absence.
Bereavement leave - you may be granted between 2 and 5 days’ paid leave depending on your
bereavement.
Leave for urgent and other domestic crises - you can request leave for situations such as vehicle
theft, vehicle accident, burglary or emergency home repairs due to flooding or fire. You will
normally be granted one day’s paid leave.
Religious and cultural observance - you are entitled to request flexibility in your hours of work,
annual leave, flexi-days or unpaid leave to enable you to observe a particular religious or cultural
occasion. Your manager will need to take the needs of the service into account in deciding whether
or not to approve your request.
This policy also provides information on leave related to ante-natal care, parental leave,
paternity/partner’s leave, adoption leave, carer’s leave and time off to visit relatives abroad:
http://www.ucl.ac.uk/hr/docs/leave_domest_personal_reasons.php
Other relevant documents
Working Time Regulations
College Closure Days
4. Sickness Absence and Well-being
Sickness Absence
If you are unable to attend work due to sickness, you should contact your manager within 30
minutes of the time that you are expected to start work (or as early in the day as possible if you
work a flexible or irregular work pattern). Your department may have specific arrangements for
reporting absences, and if so, you should ensure that these are followed.
Your manager will let you know how frequently you should contact your department during your
sickness absence. When you return to work, you should report to your manager, sign a Sickness
Absence Record Form, and provide any necessary doctor’s certificates (for sickness exceeding 7
calendar days).
Details of UCL’s procedures relating to repeated short term absence and long-term sickness absence
can be found in the Sickness Absence Policy:
http://www.ucl.ac.uk/hr/docs/sickness_absence.php
Smoking
UCL has a No Smoking policy. Smoking is not permitted in any public areas of UCL. However,
there are designated smoking rooms or areas near your place of work where you are able to smoke,
and your manager can advise you of where these are located.
Staff Counselling Service
This is a free service, available to staff through the Occupational Health Service
(http://www.ucl.ac.uk/hr/occ_health/). You can use the service to discuss, in confidence, any
problem that is causing you professional or personal difficulties at work, including conflict or stress,
Page 26
relationship difficulties, loss or bereavement, drink or drug dependency, depression or eating
problems. More details can be found at:
http://www.ucl.ac.uk/hr/docs/counselling_service.php
Other relevant documents
Employee Assistance Programme
Disability Policy
Stress - Management of Stress at Work
Alcohol and Drug Misuse Policy
Violence at Work
Guidelines Eye Test Policy for DSE Users
5. Family-friendly Policies and Childcare
Request for Flexible Working to Care for Children
Staff who have 26 weeks’ continuous employment are eligible to request a change in their working
arrangements to care for a child under the age of 6 (or a disabled child under the age of 18) if they
satisfy particular criteria. Changes that may be requested include, for example, altering your hours
of work, or changing the shift you work. Details of the scheme and how to make an application can
be found at:
http://www.ucl.ac.uk/hr/docs/flexible_working.php
Tax efficient childcare facilities, and Childcare Voucher Scheme
UCL runs an approved, voluntary “salary sacrifice” scheme for members of staff with children in
the UCL Day Nursery, and a Childcare Voucher scheme which enable working parents to make
savings in relation to the cost of their childcare. Details of the schemes can be found at:
http://www.ucl.ac.uk/hr/docs/tax_efficient_childcare.php
http://www.ucl.ac.uk/hr/docs/childcare_voucher_scheme.php
Other relevant documents
Maternity Leave
Leave for Domestic and Personal Reasons (this includes Paternity/Partner's Leave, and Adoption
Leave)
6. Induction, Training and Development
Induction and probation
All new staff have a probationary period during which they will be introduced to the main duties
and responsibilities of their post, the performance standards expected of them, the colleagues with
whom they will be working, and the context of their work. Probationary periods are 6 or 9 months
(three years for probationary lecturers) depending on the nature of the role, and during this time
your manager will undertake regular progress reviews with you. As part of your induction process,
your manager should discuss your training needs with you and identify suitable training courses for
you, if necessary. Probationary lecturers with limited experience of teaching are required to attend
Module One of the Certificate in Learning and Teaching in Higher Education (see
http://www.ucl.ac.uk/calt/certs/clthe.html. The Induction and Probation Policy, which includes an
induction checklist, can be found at:
http://www.ucl.ac.uk/hr/docs/induction_probation.php
and the Handbook for Probationers is at:
http://www.ucl.ac.uk/hr/sdtu/teachingdocs/RedBook2002.doc
Staff development opportunities
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The Staff Development and Training Unit, works closely with other training providers to offer a
wide-ranging programme giving opportunities for all staff to update and enhance their knowledge
and skills to fulfil both current and possible future demands at work. More information about the
role and activities of the Staff Development and Training Unit, including the Staff Development
Strategy, can be found at:
http://www.ucl.ac.uk/hr/sdtu/
Appraisal, Review and Development Scheme
This scheme aims to assist individuals to develop to their full potential, identify strengths and
development needs, enable discussion of career aspirations, and enhance communication. The
review discussion will focus on your work over the review period and, in particular, the progress
you have made against objectives set at the last review. Objectives for the forthcoming review
period will also be discussed and agreed. Staff reviews will ideally take place on an annual basis,
but no less frequently than every two years. Your first review meetings should be arranged no later
than 6 months following the satisfactory completion of your probation. Guidance on the scheme,
including how to prepare for the review discussion, can be found at:
http://www.ucl.ac.uk/hr/docs/staff_review_development.php
7. Performance and Conduct at Work
Under-performance
The document ‘Managing under-performance - a capability policy’ can be found at:
http://www.ucl.ac.uk/hr/docs/capability.php
This policy establishes guidelines for managers and staff in relation to the management of underperformance, and aims to assist in raising performance to the required level. The policy includes
both informal and formal stages during which the individual’s manager will make clear where
performance is below expectations, provide the individual with the opportunity to explain their
unsatisfactory performance, and will discuss how resolution can be achieved (e.g. additional
training, providing a mentor, coaching etc.) within a set timescale.
Disciplinary Procedure
The Disciplinary Procedure is available at http://www.ucl.ac.uk/hr/docs/disciplinary_procedure.php,
further information can be obtained from the Human Resources Consultancy Team.
Other relevant documents
Personal Relationships at Work: Code of Conduct
8. Grievances
The Grievance Procedure is available at http://www.ucl.ac.uk/hr/docs/grievance.php, further
information can be obtained from the Human Resources Consultancy Team.
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Appendix E
CONDITIONS OF SERVICE FOR RESEARCH AND SUPPORT STAFF
1. Application
These terms and conditions apply to all Research Staff and Support Staff.
Appointments are subject to the current terms and conditions set out in this document, in letters of
appointment, and any amendments which are subsequently notified to staff. Members of staff are
also expected to observe UCL policies and procedures in the course of their appointment. The main
policies are summarised in the document 'Summary of HR Policies, Procedures and Services',
attached to letters of appointment, and also available at:
http://www.ucl.ac.uk/hr/docs/summary_of_emp_policies_procs.php
Should any variation exist between the terms and conditions set out in the letter of appointment and
those set out below, those specified in the letter of appointment or notified amendments to it, will
take precedence.
2. Probation
Appointments are subject to the following probation periods:
 Grades 1-6 and MCT: 6 months
 Researchers and Grades 7 - 10: 9 months
 Teaching Fellows: 24 months
Further information on the current Probation Procedures can be found at:
http://www.ucl.ac.uk/hr/docs/new_induction_probation.php
Research Fellows with proleptic academic appointments: 36 months
Information on the Probationary Lecturer and Research Fellow Scheme can be found at:
http://www.ucl.ac.uk/hr/docs/probationary_lecturers.php
3. Period of Notice
Employees wishing to terminate their contract of employment must give the following notice in
writing and addressed to the Head of Department:
Grades 1-6: minimum of 4 weeks
All Researchers and Grade 7 and above: minimum of 3 months
In addition staff with teaching related responsibilities are required to give such notice that they
leave at the end of a term. The same notice period applies to UCL as the employer, except that in
cases of gross misconduct, UCL reserves the right to terminate an appointment without notice in
accordance with the current Disciplinary Procedure.
4. Remuneration
The current salary scale can be found on the HR web pages at:
http://www.ucl.ac.uk/hr/salary_scales/
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The pay scales for clinical staff can be found at:
http://www.ucl.ac.uk/hr/ca/clinical_academic_pay.php
Salaries will normally be paid on the last working day of each calendar month by bank
transfer. Where applicable, deductions are made in respect of national insurance, income tax and
pension contributions.
Automatic incremental progression will take place on the 1st August following the completion of the
probationary period. In the case of Research Fellows serving the 36 month Lecturers' and Research
Fellows Probation Scheme the first increment will be on the 1st August following the completion of
9 calendar month's service. All staff will automatically progress by one increment, within their
current grade on 1st August each year until the contribution threshold is reached, unless an
increment is withheld as a result of the outcome of the disciplinary or capability procedures agreed
with UCL’s trade unions.
5. Grading Reviews and Promotions
The current procedure for the grading review of Support Staff posts can be found at:
http://www.ucl.ac.uk/hr/docs/Grading_Procedure_for_Support_Staff-final.php
Research Staff have the opportunity to apply for promotion through the Senior Research Promotion
Procedures which can be found at:
http://www.ucl.ac.uk/hr/docs/promotions_procedure_links.php
6. Hours of Work and Overtime
The working week for full-time members of staff is 36.5 hours per week excluding lunch hours.
The hours of work for full-time members of staff paid on the Consultant Clinical Academic Pay
Scale are 40 hours per week. The working arrangements are determined by the Head of
Department. Where work involves regular working outside normal office hours, such conditions
will be specified in the letter of appointment.
At certain times, overtime working will be needed by UCL. In such cases, as much warning as
practicable will be given but it is unavoidable that some overtime may occur at short notice due to
sickness and/or emergencies.
Time worked in addition to the contracted working week by staff in all grades will be compensated
by equivalent time off in lieu. However, where this is not practicable for staff in Grades 1 – 6,
overtime working may be paid (in arrears) at the following rate after the working week of 36.5
hours has been completed:
 Additional hours worked, other than bank holidays and closure periods: time and a half.
 Hours worked on Sundays, Bank Holidays and during closure periods: double time
Regular monitoring of overtime usage will be undertaken by UCL. UCL retains the right to
terminate overtime worked on a regular basis; as much notice as practicable will be given.
7. Duties
Members of staff will carry out duties as may be determined by their Head of Department and will
be responsible to their Head of Department for the performance of those duties. In exceptional
circumstances, staff may, following consultation, be transferred from one post to another within
UCL.
8. Pension
Support staff on Grades 1 - 6 and MCT are eligible to join the Superannuation Arrangements of the
University of London (SAUL), subject to the Scheme's rules and eligibility conditions. Further
information about SAUL and the benefits it provides can be found at www.saul.org.uk.
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Research staff on Grades 6B - 10, Clinical Research Staff and Support Staff on Grades 7 - 10 are
eligible to join the Universities Superannuation Scheme (USS), subject to the Scheme's rules and
eligibility conditions.
Participation in SAUL and USS operates under PensionsExchange for all eligible employees.
Further information about PensionsExchange is available at www.ucl.ac.uk/hr/pensions.
A one-off election upon joining UCL can be made to retain previous membership of the National
Health Service Pension Scheme (NHSPS) subject to meeting ALL of the eligibility requirements.
Further information about the NHSPS and the benefits it provides can be found at
www.nhsbsa.nhs.uk.
9. Annual Leave
The leave year runs from 1 October to 30 September. Staff are entitled to 27 days annual leave per
year (pro rata for part-time staff). Annual leave must be approved by the Head of Department and
approval is subject to service requirements. In some departments there may be times of year when
annual leave cannot be taken due to the nature of the work undertaken and service provided.
In addition, staff are entitled to 8 days public and statutory holidays, and 6 UCL closure days with
pay per year. Part-time staff will be entitled to the pro-rata equivalent of these days.
No payment will be made in lieu of leave not taken during the leave year and leave may not be
carried forward to the next year without the prior agreement of the Head of Department.
Where a member of staff is leaving UCL’s employment, outstanding leave should normally be
taken before the termination date. However, where this is not possible, payment may be made in
lieu of leave accrued but not taken.
Further information on annual leave can be found at:
http://www.ucl.ac.uk/hr/docs/annual_leave.php
10. Leave for Personal and Domestic Reasons, and Family Leave
UCL’s policy on leave for personal and domestic reasons, and leave related to ante-natal care,
parental leave, paternity/partner’s leave, adoption leave, carer’s leave and time off to visit relative’s
abroad can be found at:
http://www.ucl.ac.uk/hr/docs/leave_domest_personal_reasons.php
11. Sickness
Staff who are unable to attend work due to sickness should contact their manager within 30 minutes
of the time that they are expected to commence work (or as early in the day as possible if they work
a flexible or irregular work pattern). Any departmental arrangements for reporting absence must be
followed.
Further details of UCL’s current procedures relating to sickness absence can be found in the
Sickness Absence Policy: http://www.ucl.ac.uk/hr/docs/sickness.php
Staff following the Sickness Absence Reporting Procedure set out in the Sickness Absence Policy,
are entitled to sick leave as follows:
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Service
Full Pay
Half Pay
During first 3 months service
2 weeks
2 weeks
3 months service or more but less than 12 months service
9 weeks
9 weeks
12 months service or more but less than 3 years service
13 weeks
13 weeks
3 years service but less than 4 years service
22 weeks
22 weeks
Service of 4 years or more
26 weeks
26 weeks
Occupational sick pay takes into account the number of days of sickness absence already taken
within the previous 12 month period and is determined by length of service on the first day of a
period of sickness absence. UCL’s sick pay scheme incorporates the provisions of the SSP
Scheme. No combination of payments will exceed normal contractual pay.
12. Maternity
UCL’s Maternity Policy can be found at:
http://www.ucl.ac.uk/hr/docs/maternity_links.php
13. Grievances
UCL’s Grievance Procedure can be found at:
http://www.ucl.ac.uk/hr/docs/grievance_procedure.php
14. Disciplinary
Research and support staff should be aware of UCL's Disciplinary Procedure.
15. Financial Regulations
Compliance with the UCL Financial Regulations is a requirement for all members of staff. A copy
of the Financial Regulations can be obtained at
http://www.ucl.ac.uk/finance/finance_docs/financialregs.htm
or is available from the Finance Division.
16. Financial irregularity
All staff are required to comply with UCL’s Policy for Investigating and Resolving Allegations of
Financial Irregularity which can be found at.
http://www.ucl.ac.uk/finance/finance_docs/frudplan.html
17. Misconduct in Academic Research
UCL is committed to maintaining the integrity and probity of academic research. To this end, UCL
considers that the conduct of research and the dissemination of its results must be truthful and fair,
and has adopted a procedure for the investigation and resolution of any allegations of misconduct in
research. The current procedure can be found at:
http://www.intranet.ucl.ac.uk/staffandstudent/reference/acman/PartE/E26.htm
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18. Criminal Convictions
All staff are required to disclose criminal convictions acquired during employment at UCL which
may be relevant to their position or that related to violence, assault or damage to property. The DBS
checks and criminal convictions policy can be found at:
http://www.ucl.ac.uk/hr/docs/criminal_record.php .
19. Communication with the media
A member of staff contacting the media on a matter closely concerned with UCL or departmental
policy should inform their Head of Department before dispatch (or the Provost in the case of a Head
of Department), and also UCL’s Media Relations Office. The staff member should state that the
views expressed are personal to the author and staff should write from their home address.
Staff contacted by the press should observe the following guidelines:
Inform the Media Relations Office that contact has been made. The media relations team can
advise on handling the media, and may also be aware of the context of an enquiry that an individual
may not;
Ensure that they identify themselves with UCL and their specific department, according to UCL’s
corporate identity guidelines, in all dealings with members of the media
The media relations team can advise on all aspects of interacting with the media
(www.ucl.ac.uk/media).
20. Public Interest Disclosure
Staff should also make themselves aware of UCL’s Policy on Public Interest Disclosure which can
be found at:
http://www.ucl.ac.uk/hr/docs/public_interest_disclosure.php
21. Time Off for Public Service Duties
Members of staff who hold public office (e.g. as councilor or magistrate) will be granted reasonable
time off, in consultation with their Head of Department, in order to undertake certain public duties.
Members of staff will be granted paid leave of absence whilst carrying out jury service.
Members of staff may be granted paid leave of absence to attend annual camps and similar training
in the armed forces of the United Kingdom. The permission of the Head of Department must be
obtained before such service is undertaken, and each case will be dealt with on its merits.
22. Amendments to Terms and Conditions
UCL, in consultation with the recognised trade unions, may vary these conditions at any time
provided that the amendments are not at variance with any statutory and legal requirements. UCL
may also vary these conditions without consultation, where this is necessary to comply with legal
requirements. UCL will notify staff in writing of any amendments.