Research Staff Forum: Meeting Minutes
21st May 2014
1. Welcome, Introduction
Present:
Peter Walley (Life Sciences, Chair), Tim Jones (PVC), Sandy Sparks (LDC), Helen Brown
(Psychology), Ann Mairi Cullen (CEDAR), Rachel Leonard (HR Advisor), Edward Smith (Life
Sciences), Helen Willcock (Chemistry) Melina Dritsaki (WMS), Sumit Hazra (WMG), Ana Girao
(School of Engineering), Sharifah Sekalala (School of Law), Melina Dritsaki (WMS), Karo Strauss
(WBS), Mistianne Feeney (Life Sciences), Rebecca Johnson (WMS), Lisa Lavender (Vitae) Lynn
Gambin (IER)
Apologies
Dr Charlotte Mathieson & Helen Breadmore (Helen Brown present and taking over)
2. Minutes of last Meeting and Matters arising
Minutes accepted.
Peter Walley (Chair) – A question raised at the previous meeting was opened for discussion:
‘what is covered in the university maternity policy?’
The group felt that the university’s maternity cover does not overtly include researchers carrying
out research during maternity cover – a potential shortfall in provision for women. The matter
could be raised when there is an individual case study to review but it was felt that a preemptive report outlining the concerns could be useful.
ACTION: Request a further response from HR and then the group to draw up a report to be
submitted to the relevant committees [Research Committee, E&D Committee] for consideration.
3. Update from Research Representatives
Peter Walley (Life Sciences: Wellesbourne)
Warwick Genetic Resources Unit has just won a 5 year contract from DEFRA.
The Wellesbourne team is now more integrated with Life Sciences on campus.
The team at Wellesbourne generally feel positive and looking forward to the future.
Long term funding/development opportunities are still a concern for some long-standing postdoc’s.
Helen Willcock (Chemistry)
There are now approx. 50 researchers in the department, aiming to engage them as a group.
Ann Mairi Cullen (CEDAR)
There are currently 2 research staff, however there will soon be 3, and the centre is very busy.
There are 2 new centres which have been set up and there has been lots of change. Finally, the
‘Education Resource Network’ almost disappeared, however they are hoping to re-launch it soon
with a renewed focus.
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Ana Girao (Engineering)
Question: Can post-doc’s be external examiners?
Discussion: There is a requirement for external examiners to be permanent members of staff to
ensure they have gone through the relevant training.
Ana – If researchers can teach what hours are they allowed to do?
Rachel Leonard (HR Advisor) -If teaching is not in their contract they shouldn’t be expected to
teach.
Sandy Sparks (LDC) - Contracts can be split: teaching can take part within the job role as well as
research. This can be looked at in annual reviews. Staff need to be aware of their own contracts,
how their job is funded and what was agreed at the time of employment. This may be different
from others as different funding allows for differences in contracts. A comprehensive
programme of training is available to support post-doc teaching and learning development
through the Teaching & Learning team: http://www2.warwick.ac.uk/services/ldc/tandl/
Tim Jones (PVC) - There is a mixture of funding for every department and every department is
different. Research staff do not have to carry out work which they are not paid to do.
Discussion: Researchers are employed at Warwick on internal contracts and a range of funding
from external bodies, leading to a variety of terms and conditions. Staff should ensure they are
aware of their own contract details. Even if teaching is not included in a contract, the staff
member may choose to carry out such duties to support the department and their own career
development/interests, but ensure that a clear agreement is made.
Below is a link to the terms and condition on the HR website:
http://www2.warwick.ac.uk/services/humanresources/conditions
Sandy Sparks (LDC) Issues particularly pertinent to research staff can be found at:
http://www2.warwick.ac.uk/services/ldc/researchers/employment/
ACTION Request that the HR website is amended to include the note – ‘contracts vary
depending on funding requirements’.
Rebecca Johnson (WMS)
The ECR events have recently been held, with 30 people attending. Topics covered included
‘what is expected of researchers?’ and ‘the media and its impact on research’ were very
successful event’s. They are also planning a writing retreat at the end of July. Finally reports that
there will also be a ‘mentoring scheme’ being held for the Medical School led by Kate Seers.
Karoline Strauss (WBS)
The Researching Human Fatigue in the Workplace network events are drawing to a close and will
feed into a collaborative grant application. The Research Network is a great forum for new and
collaborative work. She is now the representative for Warwick Business School.
Sandy Sparks -Reports that WBS Gender Equality Mark has now gone forward and workshops on
the GEM are running through E&D.
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Sumit Hazra (WMG)
WMG is expanding, the Research Breakfast which the department holds is also doing well - it
gives a good insight into understanding what is going on in the other WMG departments. The
regular seminars have been very popular, including sessions on topics such as bid writing and an
upcoming meeting on financing bids. Had session on career development (Sandy Sparks &
Richard Moffatt did the presentations).
Helen Brown (Psychology)
Helen is taking over from Helen Breadmore who is leaving her role. The department is having
limited success in bringing together researchers for discussion or catch up meetings, but will
continue to explore possibilities.
Melina Dritsaki (WMS)
The Clinical Trials Unit is expanding and ‘learning clubs’ will be happening soon.
Edward Smith (Life Sciences)
Life Sciences are holding lunchtime sessions which are proving to be very popular. Space within
the department is being looked at and re-designed as there is very little space to fit everyone in
at the moment. Unfortunately the new design means even more bodies in one room - around 27
once the office has been redesigned. Currently there are only 18 members of staff in this office
space. Feedback from colleagues shows that quite a few people are unhappy about the resizing
and the increasing numbers of staff in this particular office. Some are so unhappy they want to
leave the university and are actively seeking alternative employment.
Discussion: The group agreed that this was an issue in other departments too.
Tim Jones noted that space is at a premium across the campus and whilst work is underway and
continually reviewed to alleviate crowding issues, hot-desking is a reality for the future at all
levels. The expectation is that a room allocated to a larger number of people will only be used
by a proportion of them at any one time due to lab work, etc. Health and safety would always
be reviewed when assigning office space.
One group member suggested a ‘quiet zone’ policy for large shared offices that had worked well
in her department (Chemistry), including no phone calls.
Lynn Gambin (IER)
She also has a couple of questions to ask the forum:
Q: We would like some clarity of promotions for Research staff?
Q: How should impact case studies for the next REF be collected, reflected and valued now? See
response in PVC’s update below.
Sandy Sparks – There is an annual event “Demystifying the Promotions process” plus
information on the website. Some staff use 1:1 support or mentors to help with preparation for
promotions process. With regards to promotions, both national and international policy are
available which also gives advice on who can apply for promotions and general advice to help
individuals.
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Discussion: It was noted that feedback on an unsuccessful internal job application/promotion
can be limited and delayed.
Rachel Leonard (HR Advisor) – All feedback should go to heads of department who should then
feed back to the individual.
ACTION: Request that unsuccessful applicants for promotion also receive a copy of the
feedback, along with the HoD, rather than expecting them to pass the information on.
Sharifah Sekalala (School of Law)
There are only 3 of them in the School of Law so not much to add, however they are going to
expand soon.
4. Update from the PVC
Tim Jones (PVC)
Reported on the key issues of impact, open access, research data management and sector
funding.
‘Impact’ –, this is still important before the next REF, with impact possibly taking a higher
percentage of the submission criteria than the 20% in 2014: Impact Officers are looking into
this for the next academic year. Everyone needs to think about the impact of their work within
their environment/ department. It needs to be embedded into the academic department and
heads of departments to be responsible for training over the next few months.
Helen Willcock (Chemistry) - What about when working on sensitive data?
Tim Jones (PVC) – People should not feel that they are at a disadvantage.
Open Access Agenda came in 2 years ago and the Library has information on this with particular
reference to WRAP. Research of a sensitive nature can still be submitted for REF: a specific,
restricted review process is in place to accommodate such submissions.
Research data management (RDM) this is becoming increasingly important with it also becoming
a requirement of some Research Councils.
Sandy Sparks (LDC) – At the beginning of your research you should start to think about these
things to ensure effective action later in your research/project. There will be some
training/support & services offered by LDC/ the Library /IT on RDM.
Tim Jones (PVC) We should not underestimate the potentially tough financial climate coming
up for the HE sector and the university is preparing for these pressures.
Employment & work collaboration papers for different funding are still open for applications.
There is also a drop in session for Research staff in regards to the IDEATE Warwick Portal.
http://www2.warwick.ac.uk/services/library/using/libspaces/researchexchange/booking/calend
ar/?calendarItem=094d43f5468a1fb201468a8f50c402d2
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Update from Susan Burrows Equality & Diversity Committee via email
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Athena Swan – STEM departments continue to work towards AS awards. WBS is working
towards a Gender Equality Charter Mark (GEM), a trial of an equivalent award for social
sciences departments.
On 7 April 2014 the Government announced measures to modernise the Disabled Students’
Allowances (DSAs) available to HE students from England. This is expected to transfer most
of the financial responsibility for disabled student support onto Institutions.
A revised Dignity at Warwick for Staff and Students Policy is now in its final stages. There will
be an increased number of contacts, and details will be made available later in 2014.
Details and web links of Staff Network Groups are now included in the online Staff Induction
site.
The LGBT Staff and PhD Student Network Group continues to meet regularly on every
second Wednesday lunchtime of each month.
The success of the Returning Parents Network Group is noted, along with their request for
improved baby changing facilities across campus
New training dates are being published on the LDC website for all of the Equality and
Diversity training sessions: ‘Think What you Think’; ‘Types of Discrimination’; ‘Disability
Awareness’ and ‘Mental Health Awareness’
5. Update from Service Representatives
Sandy Sparks (LDC)
Discussed the Research Staff Programmes for next academic year. Sandy is currently putting
together the programme of activities for the next academic year. In addition to discussion with
the PVC’s to ensure the university’ strategic development needs are addressed, feedback and
suggestions from the research active staff community would be of great value.
Edward Smith (Life Sciences) – Would like to see a Time management Leadership sessions.
Helen Willcock (Chemistry) – Would like to see a proof reading and editing course.
Ann Mairi Cullen (CEDAR) – Would like to see a ‘peer reviewer’ session.
Sandy Sparks (LDC) Please pass on any further suggestions from your departments by the end of
June for consideration.
Vitae update from Lisa Lavender
Lisa Lavender (Vitae)
Lisa updated the group on a number of activities being run by Vitae of interest to research staff.
‘Vitae Open Space’. This event on 19 June 2014 will explore new challenges for researcher
development in the evolving landscape of doctoral education. More details can be found at:
https://www.vitae.ac.uk/events/vitae-open-space-new-challenges-for-researcher-developmentin-the-evolving-landscape-of-doctoral-education
‘Future Directions in Academic Writing’ – the 15th Writing Development in HE Conference is
being hosted at Coventry University on 9-11 July 2014, responding to concerns about academic
writing standards in HE. Event website: http://www.coventry.ac.uk/events/WDHE2014/
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Midlands Research Staff Association Career Development & Networking Day, 17th July, 2014 at
University of Nottingham. For those interested in developing their research network beyond
Warwick in the local region. For information and booking visit:
https://www.vitae.ac.uk/events/midlands-rsa-career-development-networking-event
6. Feedback from Research Committee – Peter Walley:
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Research centre established #CREW approved – connecting research on employment and
work
Update from FOOD GRP: If reps involved in or aware of GRP activity in their department
then the FOOD GRP is a good model to follow. Excellent inter-department collaboration.
Paper from PVC (science, Eng, Med) and senior assistant registrar, detailing impact strategy
for Uni:
a) That the purpose of the paper was to generate discussion by the Academic Resourcing
Committee about appropriate University investment in resources for supporting and
capturing impact.
b) That further consideration was needed regarding how public engagement activities
related to support for impact.
c) That the role of the Impact Officers would need to be clearly defined, in terms of how they
would work with departments and that there was a clear need to engage academic
colleagues with the impact agenda, specifically with the Research Councils’ requirements for
impact.
d) That the Research Committee welcomed the initiation of the discussion around support
and resources for impact, acknowledging that resources were yet to be agreed and
implemented and that an updated paper would be considered at a later meeting of the
Research Committee, following the Academic Resourcing Committee’s discussion and
decision on appropriate resources for supporting impact.
Impact to be considered as part of work model – recognition.
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Some departments have already started to capture this.
A paper from the Head of Enterprise and Innovation Programmes providing an update on
the HEIF5 Warwick Impact Fund (RC.22/13-14)
REPORTED: (By the Head of Enterprise and Innovation Programmes)
a) That the paper provided a description of activities that the Fund had supported to
date, but that future reports would focus on the outcomes and impact resulting
from these activities.
b) That the Warwick Impact Fund would remain open for applications until all of the
remaining funding had been allocated and that it was anticipated that HEIF6
funding, if confirmed later this year, would be available from 2015/16.
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c) That although the highest proportion of the awards had been awarded to the
Faculty of Science, this broadly reflected the applications received and it was noted
that other internal sources of funding might also be appropriate for activities related
to impact.
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That the Faculty of Science had also been successful in leveraging industrial income from its
collaborative partners.
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An oral update from the Research Systems Project Manager on the implementation of a new
research information management system ‘Ideate’.
REPORTED: (By the Research Systems Project Manager)
a) That the re-launch of the Warwick eRA Portal was to take place at the end of
May 2014, with the current University research administration system InfoEd to
be replaced by a new system Ideate and that further communication across the
University would take place with briefings for Department Administrators
scheduled for May and drop-in sessions for researchers scheduled for June.
b) That Principal Investigators, Department Administrators and Heads of
Department would be required to sign off online at both FP14a research
application and FP14b research award stages and that the new system was
much easier to use and the data more accessible.
c) That on-going development would include the functionality to record research
outputs, with a link to the University Publications Database, and to capture
research impact and an ethics module which would allow for the online approval
of University ethics applications.
d) That the new system would be able to report on academic activity, particularly
fte costed on research projects and that it was configurable such that the system
could be updated to capture other data as required.
That it would be useful if the new system allowed for the capture and sign off by all researchers on a
research project as to their percentage contribution to that project, which could help with more
effective workload modelling.
Establishment and Dis-establishment of University Research Centres
CONSIDERED:
a)
A proposal for the establishment of the Centre for Operational Policing
Research (COPR) (RC.23/13-14)
That the creation of a Centre would add considerable value to this emerging area of interest in
which the researchers involved had already established a considerable track record and that links
had already been made with Police Forces across the country.
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That Chief Constables were already very engaged with the Centre and that the proposal highlighted
the interdisciplinary nature of the research which had the potential to produce high quality
publications.
b)
A proposal for the establishment of the Warwick Data Science Institute (WSDI)
(RC.24/13-14)
That the proposed Institute would provide critical mass for data science and the analysis of big data
and although principally based in the Mathematical Sciences, it would reach out to and collaborate
with other areas of the University.
That the proposed Institute aligned closely with GRP activities and was in an area with significant
potential for research funding from numerous sources including the Turing Institute recently
announced by Government.
That the Faculty of Social Sciences also had considerable expertise in the area of Big Data, and
welcomed the opportunity to work with the Centre.
7. Dates for future Meetings
The next Research Staff Forum will be held on 8th October 2014.
Next meeting of the Research Committee is 8th June 2014, our representative from the RSF will
attend.
C/F Recurring forum questions for your consideration:
‘What do we want from the university?’
It would be helpful if any questions for the PVC could be submitted to Sandy Sparks in advance.
Chair for the next meeting –Melina Dritsaki
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