University of Warwick
DEPARTMENT OF PHYSICS
JUNO Project – SMART Action Plan
Key
Traffic Light
Not Started
TASK (Specific)
Progressing
MEASURED BY
On-going
Completed
ACTIONABLE
REALISTIC
Responsible and
Stakeholder
TIME
SCALE
COMMENTS
Staff Satisfaction and
Engagement
1. Bullying and
Harrassment
Resources Required:
Surveys – administered by HR
Induction documentation
Poster boards
Computers for Web pages
Reduction/Elimination of
reported cases of
bullying & harassment.
Improved score in Staff
Surveys.
Happy, motivated
workforce.
Results of Annual Pulse
Staff Surveys.
STAKEHOLDER: Head of
Department
Accountability:
All staff and students in
department, but Head of
Department to take lead
2.
Communication
Resources Required:
Computer: Email/web pages
PosterBoards
Training costs
STAKEHOLDER: HR
Administrator
Accountability:
Employee satisfaction,
improved performance,
staff retention and
successful projects.
Newsletter response
To highlight the
unacceptability of such
behaviour and take
every opportunity to
reinforce this stance
(e.g. Departmental
meetings, line
managers, improved
communication, social
events for staff).
Embed into induction
procedures and staff
training.
Yes – positive actions
can/will/have been
taken to embed into
dept culture
Ongoing
To explore
mechanisms to
improve lines of
communication within
the department. Such
as:-
Yes – employees to
be encouraged to
share information /
best practice.
Ongoing
Departmental
Newsletter
Web Pages
Department continues at every opportunity to highlight that B&H
is not acceptable.
University launched a Dignity at Work & Study Policy in
June 2009. A number of University staff, including a
member of Physics staff receive regular training to act as a
Dignity Contact for the University. The role of a Dignity
Contact is to support and offer guidance as to the options
available to staff and students who feel they are a victim (or
witness) to B&H.
Web pages kept up-dated and more informative.
Dedicated email distribution lists in order for appropriate
information to be communicated to correct recipients.
Free weekly coffee morning for all staff – started on 1st
September 09 and still continues
Clerical Assistant for collection
and publication of Newsletter.
All staff for News items
Administrator to ensure weekly
distribution of Newsletter
happens
2.1 Departmental Financial
Sessions
Resources Required:
Staff time
Lecture Room
Computers
STAKEHOLDER: Senior
Administrator
Accountability:
Learning and Development
Centre
2.2 Departmental Meetings
for ALL staff
Resources Required:
Lecture Room
STAKEHOLDER: Head of
Department
2.3 Academic Away Days
Resources Required:
Venue for meeting
Transport
Documentation
STAKEHOLDER: Head of
Department
3.
Training
Resources Required:
Trainers
Venues
Documentation/Printing Costs
STAKEHOLDER: HR
Administrator
Accountability
Learning & Development
Centre
measured by increased
number of staff
contributing items, and
responses to contents.
Increase number of
employees
understanding financial
processes.
Noticeboards
Training and
Information Sessions
Dedicated email
distribution lists (e.g.
CRS)
Weekly Departmental
Newsletter
Electronic and archived
Departmental
Financial Information
Sessions.
Yes
Ongoing
Newsletter has been very successful and is continuing to be
produced on a weekly basis.
Ongoing
Dedicated courses on SAP (University Finance System) now
on offer by the University Learning and Development Centre
– see:
http://www2.warwick.ac.uk/services/finance/resources/foss
Good mix of staff categories in the audience.
Informed Staff and
numbers of staff
attending
Departmental Meetings
for All Staff
Twice yearly as a
norm, but more
frequent if required
Yes – staff welcome
opportunity to learn of
new developments
within the department
Ongoing
Informed academic staff
knowing about current
issues within the
department
To discuss
departmental/
university issues
Yes – staff have
commented on how
beneficial this type of
meeting is
Ongoing
Staff Retention.
Career progression of
staff.
Staff willing to go the
extra mile.
Liaison with Learning
and Development
Centre to identify
appropriate courses for
all categories of staff.
To ensure training and
development courses
are appropriately
publicised.
Yes – staff to be
involved in selecting
appropriate courses
that will enhance their
careers. Training to
be identified during
Annual Reviews
Ongoing
From results of the 2010 Staff Survey (PULSE) Physics
continues to have a slightly higher Employee Engagement
figure (76%) than the University average (72%)
No Academic Away day was taken in 2010, but groups split
into clusters, who may have held their own group meetings.
ACTION: Will an academic away day be organised for
2011?
New training
schedule for
Spring Term
2011 now
available and
communicated
to staff through
Insite and Dept
Newsletter
Now the Staff Annual Review Process is in its third year,
more training and development requirements are
highlighted during these reviews. Liaison between the
department and L&DC provide opportunities for new
courses to be explored and suggested.
There is still some concern that training for technical staff is
limited – this is mainly due to specialised needs on
equipment – most courses of this nature are carried out inhouse within the department.
Departmental Line Managers
Staff
4.
Development
Annual Review meetings
for all categories of staff
will take place – these
reviews will incorporate:Performance
Improvement
Development
Managing behaviour
Staff Retention, Job
Satisfaction,
Staff Motivation and
involvement
Continuous
development of staff
Employer of choice
Training continues to
be given to new staff
and line managers by
the Learning and
Development Centre to
both reviewers and
reviewee’s on how to
conduct and get the
best out of reviews.
Resources Required:
Trainers
Reviewers
Documentation
Local rooms to be used for
reviews
Yes – staff
encouraged to take
ownership of their
reviews, and through
appropriate training
understand the format
that the review takes
Ongoing
Annual Review is now in its third year and is already embedded
into the culture of the Department. Reviews take place between
Jan to April each year.
The L&DC also offers courses for all staff on ‘Agreeing
Targets and Objectives’ and ‘Giving and Receiving
Feedback’
Staff given time to
prepare their review
paperwork within
normal working
hours.
STAKEHOLDER: Head of
Department
Accountability
HR Administrator
Line Managers/Reviewers
All Staff (Reviewees)
6. 6. Mentoring
To encourage the take up of
Mentors (whether staff on
probation or not)
Resources Required:
Staff Mentors
Training of mentors
Room for meetings
STAKEHOLDER: Head of
Department
Accountability
Learning & Development
Centre for initial training
Mentors
7.
Policies and Procedures
To review policies and
Take up rate of Mentors
of those staff not on
probation, but who have
elected to have a
Mentor in any case.
Probation mentors are
not line managers and
there is an extra mentor
from another discipline
organised by LDC
Staff take-up of policies
Staff surveys
To inform staff about
this option by
communicating the
benefits (via
emails/Dept
Newsletter/web page)
provided by having a
Mentor as well as their
immediate supervisor.
To also encourage
staff to become
Mentors themselves.
Dependent on staff
requirements – this is
optional and down to
individuals own
needs.
On-going for
new staff
members
Warwick’s Learning and Development Centre (LDC) offers a
mentoring scheme for all academic and admin staff. The aim of
the scheme is to create partnerships, outside the normal line
management relationship.
Raise visibility and
awareness of
procedures. Monitor
Staff Awareness
Ongoing
Staff do take up entitlements such as paternity leave.
Information on policies are available from various sources, such
procedures continuously to
create best practice.
take-up of policies e.g.
maternity/paternity
leave
as web, Central HR as well as departmental administrators.
Resources Required:
Computer – Web
Induction documentation
Departmental Newsletter
Noticeboards
STAKEHOLDER: HR
Administrator
Accountability:
Head of Department
8. To seek proactively ways
to attract more females to
study/work Physics at
Warwick
Resources Required:
Appropriate Publicity Material
Computer – Website
Increased female
student intake and
progression through
career structure to PhD,
PDRA and academic
appointments
Continuously review
publicity material.
Preferentially offer
work experience
placements to females
During Admissions
Open Days, we have a
good mix of male and
female staff (academic,
PDRAs and research
students) helping out
on demonstrations,
tours, lectures etc.
Increase in school
pupils taking Physics at
A-level.
Ogden Trust funding to
partially finance an
Ogden Teacher Fellow
post from 01.01.10
STAKEHOLDER: Head of
Department
Accountability:
Undergraduate Admissions
Tutor
Postgraduate Admissions Tutor
Director of Studies
9. Schools
Liaison/Outreach Work
To strengthen links with local
schools with a view to
attracting more students to
study Physics at University
level.
Resources Required:
Dedicated outreach staff
member
Publicity Material
Computer – Website
Budget for travel to school sites
Budget for designing and
producing
demonstrations/equipment
Increase in student
numbers applying for
undergraduate courses
Ongoing
2010/11 undergraduate intake – 193 students of which 31 are
females.
20010/11 postgraduate intake – PhD - 33 students of which 7
are female and MSc – 9 students of which 8 are female.
Ogden Teacher
started work on 1st
January 2010
Ongoing
Since the appointment of a female outreach officer, there has
been considerable activity in outreach work. The outreach officer
saw approximately 1115 children last academic year (09/10),
with various school groups visiting the department six times. The
officer also visited 34 schools, and was assisted by academics,
PDRA’s and PhD students.
The outreach officer is also proactive in carrying out staff training
and support in secondary schools, especially those who do not
have a specialist physics teacher.
There are many activities planned for 10/11 including more
school visits, both primary and secondary schools and activities
during National Science & Engineering Week (11-20 March
2011).
STAKEHOLDER: Head of
Department
Accountability:
Schools Liaison Officer
Outreach worker
Academic and research staff
Technicians
11. Attract/Retain Female
Staff
Investigate specific actions to
attract, retain and promote
women academic staff.
Resources Required:
HR/Recruitment Staff
Documentation
STAKEHOLDER: Head of
Department
Accountability:
HR Administrator
Increased recruitment
and retention of female
staff
Warwick’s recruitment
and selection policies
are “gender blind”, but
all adverts have a
Diversity statement.
Encourage senior
academic staff to join
Warwick’s Senior
Women Group and
national groups such
as the ‘International
Union of Pure and
Applied Physics –
Women in Physics’.
Publicising
appropriate talks and
publications re:
gender and work life
balance.
Example: ‘Mothers in
Science’ booklet
funded by The Royal
Society – using real
cases of how female
scientists combine
research with
motherhood
Improved induction
material to include
information on Female
Network Groups and to
include a statement
that the Department
actively encourages
female staff to join
these groups.
Individual choice
Continuously
review groups
Physics HR Administrator raised the issue of the Senior
Women’s Group at the University’s Equality and Diversity Group
to (1) raise visibility of its existence and (2) the possibility of
either opening that group up to a wider category of staff (i.e. to
women on all grades) or to form a similar group to other grades.
– As yet no action
September 09 – Department awarded IoP Juno Champion
status. This award is publicised at University Open Days, on
our web site and will also be included in recruitment
documentation.
Physics automatically qualified for Athena Swan Silver
Award (due to Juno Award). Physics led the way to
encourage and assist the University’s submission for its
Bronze Athena Award, which was awarded in September
2010. Chemistry and Physics also received their Silver
Awards in September 2010. Work continues to assist other
SET departments work towards their individual Athena
Awards.
Departmental Juno/Athena Forum group to start work
towards renewing Juno Championship status and Athena
Gold Award status.
Ongoing
12. Work Allocation Model
STAKEHOLDER: Director of
Undergraduate Studies
13. Annual Review Meetings
for researchers
Staff understanding how
the work allocation
model works
Director of Studies to
put more detail on the
departmental website
about the Work
Allocation Model
Comprehensive guide
to illustrate the
distribution of duties
between staff.
Completed
December 2008
Details also included in the Academic Staff Induction Document.
Sharing of workload models across departments.
Take up of staff
requesting reviews
To give PDRA’s the
opportunity of an
Annual Review with a
Reviewer (who is not
their supervisor).
PDRA’s already have
six month review
meetings with their
supervisor, but should
be given this option.
PDRA’s also have
reviews with Head of
Department after 6
months (end of
probation) and 6 and 4
months before their
contract ends.
PDRA’s may consider
this ‘over-kill’ unless
they have problems
with their immediate
supervisor
November 2008
onwards
Communicated via email distribution lists and Departmental
Newsletter and through Research Staff Forum Group.
Training is available for those wishing to pursue this.
Better qualified students
with a higher proportion
of currently underrepresented groups.
To include a statement
in our undergraduate
publicity material that
positively welcomes
females and underrepresented ethnic
minority groups to
apply to Warwick and
to highlight any special
support that we offer
them, e.g. female
students are assigned
to tutor groups with
other females.
Warwick Physics has
higher than average
number of female
academics.
Yes, but when current
brochure supplies are
exhausted.
2009 onwards
Still waiting for
current
supplies of
brochures to
run out before
this is
incorporated
into new
version
This strategy already exists (There is always a least two females
(and at least two males) in each mixed tutorial group) but this is
not mentioned in our current publicity, but will be in the next
edition.
A safe working
environment with up-todate risk assessments
and safety conscious
Up-dating health and
safety publicity within
the department.
Training more first-
Yes – proactive
action required
Ongoing
Highlighted in the Staff Survey 2009 that we need to raise
H&S profile.
Staff need to be clear what their H&S responsibilities are.
Annual Reviews for
PDRA’s with Academic
Staff other than their
immediate supervisor
Resources Required:
Academic staff time
Rooms for meetings
STAKEHOLDER: HR
Administrator
Accountability:
PDRA’s
14.
Publicity for
Undergraduate
Students
Resources Required:
Publicity material – design
and printing costs
Computers – Websites
STAKEHOLDER:
Director of
Undergraduate Studies
Accountability:
Undergraduate
Admissions Tutor
15.
There has been no-take up of this offer by any of our PDRA’s.
The collegiality of the department is such that PDRA’s feel that
can speak with any member of staff other than their supervisor
Health and Safety
Resources Required
Publicity material –
design and printing
costs
Computers –
Websites/email
Safety equipment – misc
items
employees and students
aiders
Improving procedures
for reporting accidents
and communicating
this to staff and
students (up-date
Sept 09 – now
included in Induction
Material, highlighted
in Newsletter, and online). All notices re:
H&S and guidance on
First Aiders in the
Department updated
for the first week of
the Autumn Term.
Up-take of career
breaks
Department
encourages
researchers to take
advantage of special
schemes, e.g.
Dorothy Hodgkins
Fellowship
STAKEHOLDER:
University
Head of Department
Departmental Safety
Officer
All employees and students
Departmental Safety Officer is currently working with the
University Safety Office to design and implement an on-line
H&S training programme that all new staff and students will
be required to undertake during their first week of
work/study. A format on decanting cryogenics is currently
being tested. Work is also taking place on a radiation test.
16. Career Breaks
Resources Required
Publicity material
Computers –
websites/email
STAKEHOLDER:
Head of Department
All employees
Yes – proactive
action required
Ongoing
Cases are dealt with on an individual basis, but have
included: Member of academic staff taking 2 years on
reduced hours (15% FTE) to pursue commercial interests. A
Research Fellow who worked 60% FTE to develop athletics
career.
University introduced
a new Career Break
Policy – May 2009
NOTES: University adopting Physics procedures for Fixed Term Contracts, as a result of the department being identified as following
best practice.
Last updated 11th January 2011