Research Staff Forum: Meeting Minutes
8th October 2015
1. Welcome and Introduction.
Present:
Alisa Mandrigin (Philosophy, Chair), Nicola Galley (WIS, Minutes), Mairi-Ann Cullen
(CEDAR), Rachel Corke (IAS), Luci Murrain (Pensions), Elisabeth Arweck (CES), Kate
Roberts (Psychology), Anaïs Pitto-Barry (Chemistry), Luis Perdigao (Chemistry), Gabriel
Beji (Engineering), Ed Smith (Life Sciences), Lynn Gambin (IER), Mistianne Feeney (Life
Sciences), Sally-Anne Barnes (IER), Sandy Sparks (LDC), Mary Stott (IT), Liz Harrison
(HR), Beth Middleton (WMG)
Apologies:
Tim Jones (PVC), Peter Walley (Life Sciences)
2. Minutes from last meeting and matter arising
Actions from minutes of previous meeting to be covered in updates from representatives.
Minutes accepted.
3. Update from Support Representatives

Luci Murrain (Pensions Manager)
Action from previous meeting (20th May 2015). Luci Murrain attended for Q&A session.
Luci summarised the existing pension schemes currently available at Warwick (NHS,
UOW Pension Scheme and USS). It was noted that the USS was of most relevance to the
represented departments. The USS is either the Career Revalued Benefit (CRB) section
for those who joined after October 2011, or the final salary section for those who joined
prior to October 2011.
Pension Scheme changes come into force in April 2016. All current USS sections will end
at this point and accrue interest from then. The new section will take the form of the
Career Revalued Benefit (CRB) previously with an employee contribution of 8% for all
and University contribution of 18%. Until September 2016 this will be of the whole
pensionable salary rather than the new threshold salary (£55k). In October this
contribution will be based on the pensionable pay to the threshold and the defined
contribution (DC) section will begin for those earning over £55k. First £55k will be the
flat rate of 8% and 18% as above and on any earnings above this there will be an 8%
employee contribution and 12% employer contribution.
A main issue arising previously was the situation when staff move to new institutions
either within the UK or abroad. Luci clarified that if staff move between institutions on
the USS scheme their membership continues. Several options are possible when moving
to a new employer which is not a member of USS. The pension can be transferred to the
arrangement of the new employer if both parties agree. Or the pension can remain in the
USS scheme and the employee begin on the new scheme if in a USS eligible post. The USS
will accrue value until retirement. If employees leave and re-enter the USS later, a new
pot of money will accrue and on retirement USS1, USS2 etc. will be considered and
combined to give a single value.
Luci explained that where you arrive from in the world makes no difference. When you
begin working for a UK employer the same pension arrangements apply for all. If you
move out of the UK the entitlement to a pension follows you for life.
Whether or not an employee on a fixed term contract should join a pension scheme if they
are offered it is their choice. Luci clarified that the Pensions Team can only provide
information and not advice on decisions. www.unbiassed.co.uk is a source of information
on financial advisors and that the individual should research the experience and any costs
involved with a chosen advisor. To contact the pensions team:
hr.pensions@warwick.ac.uk.
Luis Perdigao noted that many new post doctoral researchers ask about pension schemes
as the current guidelines aren’t very clear. Luci highlighted the presence of pensions TV
from USS as a source of information. (www.uss.co.uk).
Elisabeth Arweck asked how a pension is calculated for those on variable FTEs. Luci
explained that pensionable entitlement is calculated. The employer may convert your
variable time to a percentage as a part time employee or may determine a notional salary.

Mary Stott (Head of Development Services, IT Services)
Following action from previous meeting (20th May 2015) Mary attended to highlight the
IT service support available. Mary’s role is to ensure IT services provides the required
services that people need and want.
An email was circulated after the 20th May meeting with a response to the issue with
managed desktops. Mary clarified that managed and unmanaged does not mean
supported or unsupported. Both are supported but managed are more likely to have
issues resolved more quickly.
Mary presented some slides on IT service support for research and researchers covering
technology and guidance/support.
-
Technology: including storage, software, hosting, network, file sharing and
communication tools. Delivered by working with local IT support services and
Research Technology Platforms.
Guidance and support is a multi service system. Analysis last summer two of the
issued identified were; mac support and communication. Communication should
be two-way so that IT services are aware of the issues.
o The Academic Technology (Research) support has been a successful
scheme. The use of IT in arts disciplines has changed a lot and this has
helped to offer extra support. Initial two year funding was extended due to
high usage and good feedback.
More information:
http://www2.warwick.ac.uk/services/its/servicessupport/academictech
nology/research/
o ITS guides provide information in areas particularly relevant to
researchers: http://www2.warwick.ac.uk/services/its/guides/
ACTIONS:
- Mary requested that representatives submit comments, particularly on the research tile,
via the feedback option on the following page:
http://www2.warwick.ac.uk/services/its/guides/
- Ask a representative of the Academic Technology (Research) support network to attend a
later meeting (Steven Ranford)
Luis Perdigao noted that there are issues installing software on managed desktops,
particular when developed in house. Mary noted that IT services have spoken to the local
IT support service regarding this.
ACTION: Mary will follow this up, she suggested that Luis speaks to Jason Noone, their local
support then Chem can come to IT if still not OK.
Mistianne Feeney asked whether desktops can be converted to unmanaged. Mary
explained that they can be and they will still be supported.
The issue of email contact after leaving Warwick was raised. 6 weeks is the standard
length of time an account remains activity. Mary commented that the policy is set by the
deputy registrar as a balance with security. Liz Harrison added that exceptions can be
made when they come from the head of department.
Liz Harrison noted that if this loss of contact is affecting career progression of researchers
it should be taken to research committee to get a policy change.
ACTION: IT services will look at their current policy and see if it needs taking higher to
implement a change. IT services have a project to replace the technology supporting
account management. If anyone would like to talk to the project manager about issues of
principle, please send your contact details to Mary; operational issues should go via the
helpdesk.
Elisabeth Arweck highlighted that most IT provision is targeted at those working on main
campus, and this can be problematic for those working away from campus.
ACTION: Mary will highlight this with IT services

Sandy Sparks (LDC)
On offer from LDC:
- Research Integrity – Epigeum online provision https://researchskills.epigeum.com
- 23/10 – Managing People – Microbiology & Infection Unit in WMS (series of 4 session)
- 10/11 – Unconscious Bias training – WMG Line managers series
- 11/11 - Managing your academic career – A one day careers development session for
women (also plans for same event for both men and women in term 2)
- 19/11 - ‘World-Changing Research’ – 2 hrs IMC Boardroom ‘Publishing world-changing
research: Suggestions for Warwick young faculty and open debate with Professors
Oswald, Bruzzi, Unwin, Stewart-Brown’
http://www2.warwick.ac.uk/services/ldc/development/worldchangingres
Credited for PCAPP staff
- Leadership in Action – planned for 16 / 23/ 30 November but venue tbc
http://www2.warwick.ac.uk/services/ldc/researchers/opportunities/development_su
pport/lia/
- Networking funding – 2 received / 2 in internal post
http://www2.warwick.ac.uk/services/ldc/researchers/funding/network_funding
ACTION: Reps to ask colleagues for input on needs for next year

Liz Harrison (HR)
1. DPR process: Focus groups have met and paperwork will be coming out soon.
2. Pulse Survey: Staff survey about employement will be carried out early next year.
3. Disability framework: Sandra Beaufoy (Equality and diversity) and HR working
together to develop framework for discussion with those with disabilities to enable the
necessary adjustments to be made.
4. Update from Research Representatives
Anaïs Pitto Barry (Chemistry) and Luis Perdigao (Chemistry)
Nothing to report. Planning to organise a hiking trip for the department and would
appreciate input from anybody who has organised something similar in the past.
Mairi-Ann Cullen (CEDAR)
CEDAR is a small research centre which is growing with recent new staff.
Trying to do an Athena Swan application currently which is challenging due to the size of
the department and the process is relatively new for the arts. Application process has
highlighted a number of issues.
1. No staff promotion over a very long period of time.
Feedback on annual demystifying the promotion process. Research staff didn’t want to
commit a whole day to an event which wasn’t specific. Suggestion of shorter more
specific sessions. Elisabeth Arweck noted that the event was valuable for generic issues.
Sandy Sparks offered to run small focus groups on specific promotion steps if they are
wanted. Also highlighted 1:1 career development support
ACTION: Sandy Sparks to give feedback to Sandra Beaufoy, requesting stream for
Research Staff - done
2. Many reported they couldn’t access career mentoring
3. Research staff didn’t feel they were inducted properly. No option to go through the
process as research staff. There are some very specific issues and questions applicable
to research staff. Sandy Sparks noted that signposting is important. Also feedback re:
induction page on website.
Rachel Corke (IAS)
A number of funding positions are available to academics for inderdisciplinary work.
Although not directly available to research staff, they would be available through
collaboration with an academic.
The new IAS website http://www2.warwick.ac.uk/fac/cross_fac/ias/ shows the current
fellows and types of fellowship available.
IAS have applied for Marie Curie funding to recruit 30 2 year post-doctoral researchers
(non UK). If funding isn’t received then some 2 year positions should be available (UK and
non) with a short application turnaround.
5. Feedback from committees
Research Committee:
Update from Peter Walley, provided via Sandy Sparks (email). Notes from the Research
Committee meeting held on 4th June 2015
1. The Alan Turing Institute.
A new director has been appointed; official launch 11th November 2015
Information can be found on the ATI website, including activities and workshops that
staff can attend. It would be useful for members of the RSF to have a look as the
workshops are cover many disciplines.
2. Research Impact
IT infrastructure to collate impact - better to develop our own system. There will be a 2nd
workshop for Warwick services and RSS staff; this will allow them to consider best
practice so far, and how they can improve going forward.
3. NERC Internal Demand Management
A paper from the Research Strategy & Development was considered.
Manager for the Faculty of Science & Engineering
A revised review policy will be put in place to help with NERC grant applications. This
will help to ensure that only the very best applications are put advanced; ensuring the
University is not penalised by an admission cap in the following year.
-Submission policy to cap applications
-Only applies to standard responsive and new investigator
-From the last set of applications there will be a cap of 3
-Submission process in SLS will be extended to allow tailoring of applications presubmission.
-If the internal application falls short then it will not be submitted. This has the potential
to cause conflict if your job description specifies that you should make grant applications
– however your superiors tell you that you cannot apply?
4. Draft concordat on open data
A paper from the University Librarian was considered.
The concordat seeks to make research data in the UK more openly accessible for use. It
has been drafted by a multi-stakeholder working group including HEFCE, RCUK, Jisc, the
Wellcome Trust and Universities UK, with Professor Tim Jones (Pro-Vice-Chancellor
Science, Engineering & Medicine) also being a member.
This concordat will help to ensure that the research data gathered and generated by
members of the UK research community is made openly available for use by others
wherever possible in a manner consistent with relevant legal, ethical and regulatory
frameworks and norms.
The UK concordat on open data, applies to all fields of research - The principles
outlined in the concordat are relevant to all disciplines in which research data is gathered
and analysed.
By making a commitment to act in accordance with the principles outlined in this
concordat, the research community can demonstrate that they:
• are acting in an appropriate manner concerning research data.
• conform to all ethical, legal and professional obligations relevant to their work
• nurture a research environment that makes data open wherever possible.
• use transparent, robust and fair processes to make decisions concerning data openness
• have appropriate mechanisms in place to provide assurances as to the integrity of their
research data
The University agrees this should be rolled out. More information will follow as the draft
version of this important document becomes finalised.
5. HEFCE Open Access Policy Updated July 2015
A paper from the University Librarian was considered
More information can be found here:
http://www.hefce.ac.uk/pubs/year/2014/201407/
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Articles that are in that period 1st April 2016 - 2017 are (see link above) fall under
the deposit on publication, this then reverts to deposit on acceptance.
The University library is trying to promote people to deposit in WRAP ‘on
acceptance’.
Completely open access journals don’t have to be deposited, however encouraged
to deposit, as it is good practice.
A 12-month embargo period can be applied for if needed.
6. UK Scholarly Communications Licence
To allow researchers more flexibility to disseminate research. First draft of licence has
been established - details still to be released as it develops.
7. Research Systems
Verbal update from the Scholarly Communications Manager & the Director of Research &
Impact Services
a) Open Researcher and Contributor ID (ORCID)
-orchid: pilots to be rolled out, survey of previous users underway prior to roll out
b) InfoEd/MyProfile records transfer to WRAP – this is under way and has been smooth
so far; however please pass on any comments!
8. Proposal for the Wellcome Trust Centres Call and Multi-user equipment grants
A paper was considered from the Head of Research Strategy.
This is under development, and a timetable has been established.
Currently under Expression of interest phase (panel will meet with faculty chairs)
It is envisaged that there will be two centres [med school, maths] and 1 equipment bid
[med school]. More will follow on this as the bids develop.
The next meeting of the Research Committee will take place on Thursday 26
November 09.30 to 11.00
6. Future Meetings
The next meeting will be held on 20th January 2016, from 10am-12pm in the Wolfson
Research Exchange. Nicola Galley has agreed to chair the meeting