INTRODUCTION PACK FOR NEW MEMBERS
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UCL DEPARTMENT OF PRIMARY CARE & POPULATION HEALTH PRIMARY CARE AND POPULATION HEALTH INTRODUCTION PACK FOR NEW MEMBERS OF STAFF AND STUDENTS Royal Free Campus Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 2 CONTENTS WELCOME TO THE DEPARTMENT ................................................................................................. 3 Departmental Staff and Useful Contacts ............................................................................................ 3 Welcome to your UCL Induction ......................................................................................................... 4 ADMINISTRATION AT A GLANCE .................................................................................................... 5 After Hours and Weekend Working .................................................................................................... 5 Annual Leave Forms ........................................................................................................................... 5 Bicycles ............................................................................................................................................... 6 Canteen .............................................................................................................................................. 6 Car Parking ......................................................................................................................................... 6 Catering .............................................................................................................................................. 6 Chapel................................................................................................................................................. 6 Computers .......................................................................................................................................... 6 Data Protection ................................................................................................................................... 6 Department/College Closures............................................................................................................. 6 Development and Training .................................................................................................................. 7 Email ................................................................................................................................................... 7 Expense Claims .................................................................................................................................. 7 What can’t I claim for? ........................................................................................................................ 7 Employee Benefits .............................................................................................................................. 8 Fax ...................................................................................................................................................... 9 First Aid/Accident Reporting ............................................................................................................... 9 Harassment......................................................................................................................................... 9 Health and Safety ............................................................................................................................... 9 ID Cards ............................................................................................................................................ 10 Keys .................................................................................................................................................. 10 Medical Library.................................................................................................................................. 10 Meeting Rooms ................................................................................................................................. 10 Notice Boards ................................................................................................................................... 10 Photo Boards .................................................................................................................................... 11 Photocopiers ..................................................................................................................................... 11 Post ................................................................................................................................................... 11 Printing .............................................................................................................................................. 11 Recreation Centre ............................................................................................................................. 11 Research Profile……………………………………………………………………………………………. 11 Security ............................................................................................................................................. 11 Seminar Rooms ................................................................................................................................ 12 Shops ................................................................................................................................................ 12 Sickness............................................................................................................................................ 12 Smoking Policy ................................................................................................................................. 12 Stationery .......................................................................................................................................... 12 Tea And Coffee Supplies .................................................................................................................. 12 Telephone ......................................................................................................................................... 12 Water ................................................................................................................................................ 13 Working From Home ......................................................................................................................... 13 Lone Working .................................................................................................................................... 13 Works ................................................................................................................................................ 14 Useful Webpages ............................................................................................................................. 14 Faculty of Population Health Sciences .............................................................................................. 15 Guidelines for E-mail Signatures ...................................................................................................... 16 UCL Royal Free Map ........................................................................................................................ 18 PRIMARY CARE & POPULATION HEALTH STAFF INDUCTION PROGRAMME (2013) ............. 19 Teaching induction ............................................................................................................................ 22 UCL Computing Regulations ............................................................................................................ 26 Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 3 WELCOME TO THE DEPARTMENT Welcome to the Research Department of Primary Care and Population Health, which is part of the Institute of Epidemiology & Health Care. The Institute is part of the School of Life and Medical Sciences and the Faculty of Population Health Sciences. The Institute is also made up from the Research Department of Infection & Population Health, the Department of Epidemiology and Public Health, Department of Applied Health Research (DAHR), MRC CTU and MRC-LHA. The Institute is one of the largest of its kind in Europe and is led by Professor Andrew Steptoe. This pack is designed to encourage new members of staff to ‘feel at home’ right from the start and contains useful information relating to the Royal Free Hospital. DEPARTMENTAL STAFF AND USEFUL CONTACTS Head of Institute: Professor Andrew Steptoe a.steptoe@ucl.ac.uk Head of Primary Care & Population Health: Professor Elizabeth Murray elizabeth.murray@ucl.ac.uk Institutional Finance Lead and Primary Care Manager: Mrs Marcella MacCann m.maccann@ucl.ac.uk HR and Finance Administrator of Primary Care and Population Health: Mrs Corinne Ward c.ward@ucl.ac.uk Research Finance and PhD Administrator of Primary Care and Population Health: Mrs Nadia Jackson nadia.jackson@ucl.ac.uk Institutional Human Resources Lead: Ms Terri Goody t.goody@ucl.ac.uk Institute Manager and Research Lead: Mr Richard Marsh r.marsh@ucl.ac.uk Marcella MacCann is responsible for the day to day running of the department and is also responsible for personnel issues and financial queries. Please make an appointment for an induction interview with Marcella. You should have received a form from the finance department requesting your bank details. If not, one is available online at http://www.ucl.ac.uk/hr/docs/bank_details.php. Any enquiries regarding salaries should be addressed initially to Marcella. Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 4 WELCOME TO YOUR UCL INDUCTION Congratulations on your new job and welcome to UCL UCL was founded in London in 1826 to provide an education to students of any race, class or colour and is one of the oldest higher education institutions in the UK. We are committed to excellence in all our endeavours and to making a real difference in the academic and business worlds and also for our local community. We are delighted that you have decided to join us and wish you every success throughout your career with UCL. The following pages aim to provide you with information about UCL and which you may find useful as you prepare to join the university and during your first few months working in your new role. Please go to: http://www.ucl.ac.uk/hr/osd/induction/ The following pages aim to provide you with information about UCL and which you may find useful as you prepare to join the university and during your first few months working in your new role. The ‘Joining UCL’ box contains information about joining UCL, such as how to complete our Staff Registration Form, how to access our Staff Accommodation Service and also assistance for staff joining from abroad. The ‘Working at UCL’ box provides you with a wide range of information, including our terms and conditions of employment, accessing our computer facilities, our libraries and museums, our employee benefits and our approach to equality and diversity. The ‘Learning at UCL’ box outlines some of the ways that you can continue your professional development whilst working at UCL, including details of our induction activities, links to our Professional Development Programme and to external bodies supporting researchers and technicians development, such as Vitae and HEaTED. A series of ‘Quick Links’ are also provided, to help you easily access key UCL documents and other practical information. This includes two checklists, one for new staff and one for their line managers and which outline what you both need to cover and when you should do so. Please contact Central Admin Team in order to book your induction to the department. Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 5 ADMINISTRATION AT A GLANCE Annual Leave approval Annual Leave recording Audio visual equipment Catering sundries i.e. coffee, tea, paper cups & plates Computer consumables Computer ordering Computer problems First Aid Health and Safety Keys cabinet Monitoring sick leave Notice boards Ordering stationery Personnel matters and enquiries Photo board Photocopiers maintenance and stocks Post Research enquiries Room bookings (Primary Care) Security Seminar catering Telephone queries Water cooler Works (maintenance) - Line Manager/Marcella MacCann - Corinne Ward - IT Helpdesk - Central Admin Team - Workgroup administrators/ Central Admin Team - Central Admin Team - IT Helpdesk - Kate Walters - Marcella MacCann - Corinne Ward/ Central Admin Team - Corinne Ward - Workgroup administrators/ Central Admin Team - Central Admin Team /workgroup administrators - Marcella MacCann/ Corinne Ward - Central Admin Team - Central Admin Team - UCL mail service - Nadia Jackson - Central Admin Team - Marcella MacCann - Central Admin Team - Central Admin Team - Central Admin Team - Reported via Estates online link AFTER HOURS AND WEEKEND WORKING Out-of-hours is defined as working after 6pm and at weekends. Security MUST be informed that you are present on entering the building AND informed when you are leaving. You are advised not to work totally alone, as the building is not patrolled by security at all times. Access Please make yourself aware of the door code for the fire exit on L3 floor so that you can actually gain access to the department, and ensure you bring your entry card. Removal of Equipment If you have been authorised to remove equipment from the Department (whether for use or at another site of work) you must obtain a written letter of authorisation from Marcella. Useful telephone numbers Security Managers Bleep: 1274 Security Office ext: 33335 Security Bleep: 1110 or 1100 Security Emergency ext: 5555 ANNUAL LEAVE FORMS Holiday forms are available on the department’s intranet. All holiday should be agreed with your Line Manager, the form should then be signed by your Line Manager and given to Corinne Ward. Members of staff whose religious beliefs require them to be absent on particular days of the year outside the normal statutory holidays must take such days either as unpaid leave, as part of their annual entitlement or make the time up by agreement with the Head of Department. See www.ucl.ac.uk/hr/docs/leave_domest_personal_reasons.php Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 6 BICYCLES A lockable bicycle storage area is now in place at the Medical School entrance south car park. There are no facilities to store bikes within the department. CANTEEN The hospital canteen is situated on the lower ground floor. CAR PARKING There are limited parking permits available from Grant Lintott on extension 36851. Costs vary but are usually £80 per month for cars and £10 for motorcycles. CATERING Catering is available from OCS who will deliver both hot and cold food as well as hot and cold drinks. Catering order forms and hospitality brochures are available on the public drive. Giacobazzi’s will also provide sandwiches on an invoice basis, email info@giacobazzis.com CHAPEL There is a chaplaincy centre, with a chapel, Muslim prayer room and Jewish Shabbat room situated on the lower ground floor. COMPUTERS All members of staff will be allocated a networked computer. When reporting IT requests or incidents, please email them to: PCPH staff email pcph-itsupport@ucl.ac.uk Or login to the Service Desk portal (with your UCL username and password) at: https://otrs.slms.ucl.ac.uk/otrs/customer.pl and select “New Request” and in the “To” field select pcphitsupport@ucl.ac.uk This will register your request in the Service Desk system, generate a ticket and email it to you. From here your request will be allocated to an engineer to be resolved/completed. Alternatively you can phone the Helpdesk: Telephone: 020 7794 0500 ext. 34230 DATA PROTECTION University College London is required by law to comply with the Data Protection Act, 1998. It is the commitment of the College to ensure that every current employee and registered student complies with this Act to ensure the confidentiality of any personal data held by the College, in whatever medium. This Act came into force on 1 March 2000. UCL's Data Protection Policy can be viewed here: http://www.ucl.ac.uk/library/records-office/ Marcella MacCann is the departmental data protection officer. DEPARTMENT/COLLEGE CLOSURES The College closes on bank holidays, for one week at Easter, and for up to 10 days at Christmas. This DOES NOT affect your annual leave entitlement – they are in addition. This year’s closure dates can be viewed here: http://www.ucl.ac.uk/staff/term-dates/ Introduction Pack Last Updated October 2015 7 Department of Primary Care and Population Health DEVELOPMENT AND TRAINING All staff will be appraised annually. The UCL staff review and development policy can be obtained from the HR website: http://www.ucl.ac.uk/hr/docs/staff_review_development.php UCL offers an extensive list of courses to all UCL staff (most are free but some attract a small charge). A full list of what is available can be obtained from the OSD and the IT training web pages. All staff must attend 3 courses per year. Failure to attend a booked course will result in a fine of £50 which will be charged to your work group. EMAIL Please read the Departmental Guidance Notes for good email practice. (attached) EXPENSE CLAIMS All travel, subsistence and other personal expense claims for staff are processed using UCL’s online financial system. All claims for reimbursement of expenses incurred by an individual in the course of College related business must be supported by official receipts, (UCL will not accept photocopies), or some other valid form of supporting documentation, providing details of the purpose of the expenditure, duly signed by an Authorised Signatory. Training on the system can be provided on request. All travel, subsistence and other personal expense claims for PhD students are processed using an Excel claim form which must be completed electronically. As for staff, original receipts (or some other valid form of supporting documentation) must be attached to the claim. Once completed, the form needs to be placed in the Finance In tray in the open plan area for approval. Once signed it will be moved to the Finance Out tray where it can be collected and posted down to Accounts Payable. Personal expense claims must be presented for reimbursement WITHIN THREE MONTHS of the expenditure being incurred; failure to submit within this time frame can result in the claim being rejected. Full details of UCL financial regulations can be found at: http://www.ucl.ac.uk/finance/expensespol/index.html Please note that claims can take up to three weeks to be processed. WHAT CAN’T I CLAIM FOR? Equipment: All equipment should be purchased directly by UCL via a Purchase Order (PO) and paid directly by UCL on invoice by Accounts Payable. Categories of equipment include, although are not limited to, IT hardware & software, laboratory equipment & consumables. UCL have negotiated contracts with various suppliers for equipment, see Procurement website for a list of contracts and suppliers. Stationery: All stationery must be purchased via UCL’s approved supplier, via a Purchase Order (PO) and paid directly by UCL on invoice by Accounts Payable. Broadband/Internet Provision: You cannot claim for your home internet connection. If, in exceptional circumstances, it has been agreed with your manager that this cost will be covered by UCL, it should be purchased directly by UCL via a Purchase Order (PO) and paid by invoice via Accounts Payable. Mobile Phone Contracts/Hardware: You can only claim for the cost of business calls, not your monthly contract charge. If it is decided by your manager that you require a mobile phone for work purposes, it should be obtained from central Telecommunications in the Estate & Facilities Division. UCL have negotiated contracts with Vodafone and T-Mobile for mobile communications. Introduction Pack Last Updated October 2015 8 Department of Primary Care and Population Health Insurance: All insurance should be obtained from the Insurance section of UCL Finance. Gifts: Any gifts for staff should be purchased using personal funds, not from departmental budgets or grants/contracts. A department may arrange for a collection for an employee who is leaving UCL (or moving to a new department). UCL will not pay for gifts such as champagne, cakes, flowers and fruit for personal events such as birthdays, anniversaries, new baby. Personal Expenditure: personal incidental costs while away on UCL business cannot be claimed. These include, although not exclusively, newspapers, bar drinks, mini bar, hotel video and health and fitness facilities. EMPLOYEE BENEFITS UCL is a dynamic, global university based in one of the most exciting capital cities in the world. Not only does working at UCL offer the opportunity to work with some of the greatest intellects in the world, it also offers competitive terms, conditions and benefits to its staff. In the 2013 UCL staff survey, 83% of staff would recommend UCL as a good place to work and 86% are proud to work for UCL. As part of the UCL community you can access free lunch hour lectures, exhibitions and museums and collections . On campus UCL has the Bloomsbury theatre hosting a range of performances and a series of bars, cafes and other facilities which UCL staff can use. In addition to 41 days annual leave (inclusive of public holidays and closure days) and generous pension schemes, UCL provides a number of other staff benefits outlined below: Benefits Survey- your views needed The Staff Engagement Survey indicated that your awareness of benefits had dropped. We want to raise your understanding of the benefits offered at UCL and also gain a better understanding of your needs. To do this, we would like to encourage you to complete a short survey available here, which is being coordinated by Mark Rice, Reward Manager in the HR Division (m.rice@ucl.ac.uk). The survey is planned to close on the 12th December and your views would be greatly appreciated. More information can be found at http://www.ucl.ac.uk/hr/benefits/employee_benefits.php Staff discounts include: Wider Wallet – Enjoy access to an attractive package of discounts and corporate benefits available to UCL staff at https://uclbenefits.widerwallet.com NUS Extra – The NUS Extra Card is available to UCL staff as well as students and can provide fantastic savings across a multitude of online and street stores. See here for more information. Costco – As an employee in education you are eligible to join Costco. Costco operates a chain of cash & carry membership warehouses that sell high-quality, nationally branded and selected private-label merchandise at low prices to businesses purchasing for commercial use or resale, and also to individuals who are members of selected employment groups. Introduction Pack Last Updated October 2015 9 Department of Primary Care and Population Health To join you simply need a payslip and a home utility bill or bank statement and then join in store. The cost is £25 +VAT and this includes a free spouse card. You can then purchase additional memberships through that card at a cost of £12 +VAT. For more information please visit www.costco.co.uk Software Savings – UCL employees can purchase major software packages, including Microsoft Office at heavily discounted rates. Please see here for the range of what is available and further information FAX The fax machine for Primary Care & Population Health is situated in the open plan area, outside room 43A. The number for this machine is 020 7472 6871. FIRST AID/ACCIDENT REPORTING Kate Walters is the appointed First Aider for Primary Care & Population Health. There is a first aid kit in the photocopying room and also in the open plan area. If a requirement of the post, all new staff should register with the Occupational Health Centre (http://www.ucl.ac.uk/hr/occ_health/) upon starting work. Only advice regarding injuries is now provided by the Occupational Health Centre, 4th floor of the Health Centre, 3, Gower Place (32802 or 37747). No treatment, however minor can be given. Treatment for injuries should be either from the Departmental first aider or the NHS Health Centre, Grafton Way (Bloomsbury campus), the Casualty Department (Royal Free campus). For other injuries go to your local Casualty Department. The Occupational Health Centre provides a service for work related health screening and vaccinations such as allergy testing, Hepatitis B, flu vaccinations. Hours are from Monday to Friday 9:30am – 5:30pm. Information on managing stress is also available from the Occupational Health Centre: http://www.ucl.ac.uk/hr/docs/stress.php. Information on disability in employment is also available: http://www.ucl.ac.uk/hr/equalities/disability/disability_guidance_for_managers.pdf. All accidents, however minor, and including those that do not lead to injury, should be reported to the DSO for the appropriate campus and an accident form filled in. This can be obtained and filled in from the website: http://www.ucl.ac.uk/estates/safetynet/guidance/accidents/index.htm A copy should also be passed to the DSO. HARASSMENT Members of staff wishing to seek advice or discuss concerns about harassment may approach Marcella MacCann. Full details of the UCL Harassment policy can be found at http://www.ucl.ac.uk/hr/docs/harassment_bullying.php HEALTH AND SAFETY Marcella MacCann is the Health and Safety representative for Primary Care & Population Health. She attends three meetings a year and reports any breach of regulations to the Head of the Department. Marcella is also the representative for Infection & Population Health although a deputy is still to be confirmed. All fire doors are to be kept shut. In the case of continual ringing of the fire bell the health and safety representative goes to the alarm board and assesses the need to evacuate the building. Fire exits are clearly sign posted in both departments and will be pointed out upon induction. Should you need to evacuate, our assembly point is on the patio outside the staff canteen. An intermittent ringing fire bell alerts you to a problem in your neighbouring zone – it does not require evacuation of your zone. Please ensure that you read the Departmental Safety Policy attached at appendix 1 at the back of this Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 10 pack carefully and arrange to meet Marcella or Corinne for fire training. ID CARDS All staff must carry an ID card. ID cards are only available from UCL Security Systems. http://www.ucl.ac.uk/efd/security/systems/identity-cards/ Access to the department is via your UCL ID card. KEYS You will be issued with a key to your office in Primary Care & Population Health. Spare keys for all offices are kept in the key cabinet situated in the photocopying room 57. MEDICAL LIBRARY The library is situated on the ground floor. Information regarding the library can be found here http://www.ucl.ac.uk/library/rfhlib.shtml. If an item is unavailable in the Royal Free library, they can usually obtain the item on loan from another library at a cost of £3. MEETING ROOMS The Department of Primary Care & Population Health has one meeting room situated adjacent to room 30. The room can be booked will accommodate 8-10 people and can be booked by contacting Fiona Giles f.giles@ucl.ac.uk The Department of Infection & Population Health on the 1st Floor has one meeting room which will accommodate 8-10 people. Any queries regarding this room should be addressed to Pat Withington on ext. 33954. The Department of Primary care and Population Health has two seminar rooms which are available through a booking system using Outlook Calendars. Please make certain that all room booking requests are sent to Central Adm Team and include details of the meeting organiser, title of the meeting and date and times and whether you require a telephone. Please also include delivery times of any catering you may have ordered. The person booking the room is responsible for tidying the room after the meeting. A weekly timetable of events is placed on a board outside each room. If you wish to book a room within the UCL main campus please visit the website below: https://cmis.adcom.ucl.ac.uk:4443/roomBookings/roomBookingsHomePage.html?invoker=EFD If you wish to book a room within the RF campus please visit the website below: http://freenet.medsch.ucl.ac.uk/roombooking.htm and follow the instruction outlined. NOTICE BOARDS General Department Notice Board This is located outside the kitchen area. Research, Funding and Grant Department Notice Board This is located to the right next to the photo board by the kitchen. It includes Grants from the MRC, University of London, The Wellcome Trust etc. Non-Academic Training Notice Boards These are located either side of the telephone at the entrance to the Primary Care Department. Academic Training Notice Board This is located between the Non-Academic Training Boards. It includes various conferences around the world and in the UK applicable to this department. Primary Care Departmental Photo Boards Located opposite the kitchen. Introduction Pack Last Updated October 2015 11 Department of Primary Care and Population Health PHOTO BOARDS The photo boards are located on the walls opposite the kitchen. Upon commencement with the department you will be allocated a space on the photo board for a photograph together with your job title. Sessions are arranged with Medical Illustrations for photographs to be taken, please contact the Central Admin Team. Alternatively, they run drop in sessions on Wednesday afternoons 2-4, and Friday mornings 10-12 where staff do not need to make an appointment. PHOTOCOPIERS There are at present two photocopiers within the department of Primary Care & Population Health, both are situated in the photocopier room 57. The Canon machine will correlate back to back, increase and reduce copy size. It requires toner and staples. Supplies of at least three toners are maintained on site. All breakdowns should be reported to Central Admin Team. POST The post is delivered each morning and lunchtime from the Post Room. Mail is distributed to the pigeonholes in the photocopying room 57. These are arranged alphabetically. Personal mail should be taken down yourself. There is a post box on the ground floor next to the pharmacy. Personal packages cannot be sent via the UCL system. PRINTING Slides and Illustrations can be obtained through Medical Illustrations, based on the 1st Floor (ext 33600), or through SLS Print (Tel: 0208 983 3894) Please note that an electronic inter-departmental transfer form (IDT) is required for all types of printing/slides RECREATION CENTRE As a member of the Royal Free Hospital School of Medicine staff you can join the recreation centre at a cost of £45.00 per year, payable by cash, cheque or a monthly deduction from your salary. This entitles you to discounted use of the pool and various exercise classes. Full details are available from the Recreation Club reception on ext. 34077. RESEARCH PROFILE All members of Academic and Research staff will have an Iris profile which they will need to populate with details of research/publications. The profile will link to the Research Publications System (RPS) but you will also have to maintain this record and approve/decline suggested publications as necessary. Your Iris profile will then be linked to your name on the People page of the PCPH website. SECURITY Please take extra care with your personal belongings. There is an increase in thefts in the hospital. Lock your drawers and/or your room at night. The security department can be reached on ext. 33335 or in an emergency dial ext. 36666. You are personally responsible for ensuring your own office is secured when you leave the building. Close and lock all windows Switch off lights in your office and in the corridors if you are the last to leave Lock office door Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 12 SEMINAR ROOMS Both seminar rooms are available through a booking system using Outlook Calendars. Please make certain that all room booking requests are sent to Central Admin Team and include details of the meeting organiser, title of the meeting and date and times and whether you require a telephone. Please also include delivery times of any catering you may have ordered. The person booking the room is responsible for tidying the room after the meeting. A weekly timetable of events is placed on a board outside each room. Each seminar room contains: 1 Projection screen connected to a computer In the cupboard (in SR2): 1 Overhead projector 2 video cameras SHOPS The Royal Free has a branch of WHSmith and M&S simply food on the ground floor as well as a Lloyds pharmacy. There are also branches of Costa Coffee on the ground floor and lower ground floor and outside the main hospital entrance. There is a Lloyds cash machine on the ground floor next to the pharmacy. SICKNESS Ring your line manager within 30 minutes of your expected start time on the first day of your illness. If they are unavailable please contact Corinne. You should telephone in each day that you are sick unless otherwise agreed. On your return please complete a Sick Absence Record Form, regardless of length and whether certified or not, and give it to Corinne Ward. SMOKING POLICY The Royal Free NHS Trust operates a smoke-free policy both within the building and the hospital grounds. STATIONERY The admin team or workgroup administrators are responsible for ordering all stationery for Primary Care & Population Health. General supplies are kept in the cupboard outside the front of the department. The code to access the cupboard is C1650Y. Please plan well in advance for mail outs. Large supplies are not stocked, they need to be ordered separately. Please log your stationery use so that supplies can be replenished as required. If you use the last item please let the Central Admin Team know. TEA AND COFFEE SUPPLIES The departments provide tea, coffee and long life milk free to all members of staff. Supplies are maintained in the kitchen. You are responsible for washing your own and visitors (where applicable) mugs. We also have a microwave. Toasters are not permitted. Please keep the kitchen area clean and tidy. If you have food in the fridge, remember use by dates and respect other peoples’ property. TELEPHONE Staff contact details are available either on the department’s webpages or the main UCL online directory. Hospital telephone lists are available from Switchboard Room. To get an outside line, dial 9. All telephone calls are logged and Marcella receives print outs of their use. If you wish to make personal calls this has to be done on your mobile, away from your working area so as not to disturb those around you, or the pay phones in the hospital (remember payphones within Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 13 the hospital are very expensive to use). All personal phone calls should be made or taken during your breaks or lunch hour unless the calls are urgent. Using departmental phones for personal calls is monitored by the Trust and they will expect payment for any calls. For the operator – Dial 0 To report an extension out of order dial 33131 Instructions to Bleep Obtain bleep number from internal phone book or switchboard operator Lift handset and listen for the normal dialling tone Dial 71 Dial bleep number required, followed by the telephone extension you want the bleep holder to ring Listen for interrupted tone. This indicates acceptance of the call. Replace the handset immediately. The bleep holder will receive a call and will telephone you. WATER The department provides a water cooler in the kitchen. WORKING FROM HOME The Faculty and Institutes therein, uphold the Institutional work-life balance policy (http://www.ucl.ac.uk/hr/docs/work_life_balance.php) and maintains a watching eye on working practice policy in the light of technological changes. The need for direct personal contact and collaborative group interaction with respect to support functions, however, determine the current policy, that working from home will only be occasional and agreed on the basis of exceptional circumstances, not part of a normal working pattern. LONE WORKING Staff should not be working routinely after 7pm, there will be exceptions to this, UCL requires that Managers assess and control the risks associated with lone work. Risks: unable to summon help as a result of injury, ill health or an emergency. unable to carry out a task safely while alone. Definitions: Work: paid employment (on a fixed or permanent contract), studying, carrying out research, volunteering to conduct UCL business Safety role holder: first aider, fire marshal Supervisor: a person who has a duty to manage any aspect of the work activities of the department, whether it’s carried out by an employee or student e.g. line manager, principle investigator, research group leader etc. Lone working: working without close or direct supervision or remote from colleagues i.e. colleagues may be in the next room or on other floors in the same building. Lone workers can be peripatetic (routinely walks between work locations) or in fixed locations. Lone working can occur at any time i.e. either during normal working hours or out of hours. Normal working hours: defined by Heads of Department as times when safety role holders are at optimum levels. This definition must take account of the time of year: term-time; Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 14 non-term time; extended working hours e.g. events, exhibitions and exam time; UCL closures e.g. Christmas, Easter and Bank Holiday. Out-of-hours: times when safety role holder levels are below optimum levels e.g. evenings, early mornings, weekends and public holidays. N.B. Work conducted out-of-hours will not always be while alone. WORKS Any faults in the department should be reported to Central Admin Team in the first instance. USEFUL WEBPAGES Department of Primary Care & Population Health Homepage http://www.ucl.ac.uk/pcph Department of Primary Care & Population Health Intranet http://www.ucl.ac.uk/pcph/staff-pages Human Resources – UCL http://www.ucl.ac.uk/hr/ My Finance http://www.ucl.ac.uk/myfinance My View http://www.ucl.ac.uk/myview Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 15 Department Structure FACULTY OF POPULATION HEALTH SCIENCES http://www.ucl.ac.uk/populationhealth‐sciences Institute of Epidemiology & Health Care http://www.ucl.ac.uk/iehc Department of Primary Care & Population Health http://www.ucl.ac.uk/pcph Mental Health British Regional Heart Study HPRU Introduction Pack Centre for Aging Population E-Health Methodology Education PRIMENT/ RDS Last Updated October 2015 THIN Central Administration ISL Department of Primary Care and Population Health 16 GUIDELINES FOR E-MAIL SIGNATURES Department of Primary Care and Population Health Guidelines for work related e-mail signatures Most of our work correspondence is by e-mail rather than by letter headed paper, fax or possibly even telephone. An E-mail signature is a valuable and often forgotten communication tool. Most e-mail packages have the facility to automatically record one or several electronic signatures. Example: Mrs Marcella MacCann UCL Department of Primary Care and Population Health, Institute of Epidemiology & Health Care Visiting address: Royal Free Campus Rowland Hill Street, London NW3 2PF Postal address: UCL, Royal Free Campus, Rowland Hill Street, London NW3 2PF T: +44 (0)20 7830 2340 F: +44 (0)20 7472 6871 W: www.ucl.ac.uk/pcph 1. Use your full name and title e.g. Mrs Marcella MacCann. If you publish, use the name that you would as the author of a publication. Keep this consistent even if individual journals may amend it to adhere to their own specific style. 2. If you wish also to use only a first name or nickname, put this at the end of your message before the formal signature. It is recommended that you don’t omit the formal signature on a work related email. 3. Should you use ‘Institute of Epidemiology & Health Care’ or your ‘Department of Primary Care and Population Health’ or the name of your research group in your address. Signage around UCL does not use ‘Institute of Epidemiology & Health care’ or details of individual research groups. If a visitor was to ask for Mrs Marcella MacCann, Institute of Epidemiology & Health Care reception staff on campus may have difficulty giving directions. Give your department but only use other group names if you consider it essential. 4. Telephone numbers. If you have an assistant you may wish to use the assistant’s telephone number. Otherwise use the divert or answer phone facilities on the phone if you don’t want to take calls. 5. Fax numbers. Some countries and some business transactions still use fax as an essential means of communication. The main fax number for the Department of Primary Care and Population Health is shown above. 6. Web Addresses: Always take the reader to the most appropriate web site or web page. Use the web address most appropriate to your work e.g. W; www.ucl.ac.uk/pcph or www.ucl.ac.uk/epidemiology. 7. E-mail signatures are a great way of keeping a relevant audience informed about forthcoming event, publication or new course. Its use is not too intrusive and it’s free! 8. We use Outlook e-mail system. Go to http://outlook.com/live.ucl.ac.uk and log on with your ID and your UCL password. Your Live ID is your UCL user ID followed by @live.ucl.ac.uk e.g. if your UCL user ID were rmjdabc, your Live ID would be rmjdabc@live.ucl.ac.uk. Introduction Pack Last Updated October 2015 17 Introduction Pack Department of Primary Care and Population Health Last Updated October 2015 18 Department of Primary Care and Population Health UCL ROYAL FREE MAP Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 19 PRIMARY CARE & POPULATION HEALTH STAFF INDUCTION PROGRAMME (2015) Name of new staff member: Start Date: Name of Supervisor: HoD Meeting: A) First Day: Induction meeting with Mrs Marcella MacCann covering: 1) Department Structure, Committees & Seminars a) Departmental Website: http://www.ucl.ac.uk/pcph/ b) Seminars: http://www.ucl.ac.uk/pcph/seminar-events c) Staff Directory 2) Personnel Issues a) b) c) d) e) f) g) h) i) Contract of employment Job Description MyView: http://www.ucl.ac.uk/hr/myview_secure_live/myview_log_in.php Sickness Reporting Diversity Training: http://ucl.marshallacmtraining.co.uk Provost Welcome: http://www.ucl.ac.uk/hr/osd/timetable/programme/sdpw/index.php Staff Term Dates: http://www.ucl.ac.uk/staff/term-dates/ Photographs University and College Union: http://www.ucu.org.uk/join 3) Buildings/Security a) b) c) d) e) Keys and ID Card Building Opening Times and Weekend Access Personal Security Door Entry Code Maintenance Requests (report to your Group Administrator) 4) Health and Safety a) Health & Safety Policy b) Departmental Safety Staff c) Mandatory UCL Safety Induction: http://www.ucl.ac.uk/estates/safetynet/training/induction.pdf d) Local Safety Induction and Fire Training – [return to Central Adm Team] 5) Information Technology a) Computer Regulations: http://www.ucl.ac.uk/cert/swg/public/regulations_ISC_20809.html b) Workstation Assessment – [return to Marcella Maccann & Central Adm Team] c) E-mail Signatures d) Reporting an IT Issue: Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 20 6) Mobile and Desk Phone Usage a) Mobile phone policy: http://www.ucl.ac.uk/hr/docs/mobile_phones.php b) Desk Phone Usage 7) Career Development / Training a) b) c) d) Organisational Staff Development: http://www.ucl.ac.uk/hr/osd/ Information Systems Division: http://www.ucl.ac.uk/isd Teaching Opportunities – [return to Joe Rosenthal & Marcella MacCann] UCL Centre for the Advancement of Learning and Teaching (CALT): www.ucl.ac.uk/calt/ 8) Other Useful Information a) IRIS: Research Publication Service: http://www.ucl.ac.uk/iris-project/ b) UCL Experts online (searchable database of UCL staff and their expertise: https://www.ucl.ac.uk/experts/) c) Local Facilities and Map d) Staff Benefits: http://www.ucl.ac.uk/hr/benefits/employee_benefits.php e) Virtual College Tour: http://www.ucl.ac.uk/prosp-students/access/virtual-tour/ f) Green UCL website: http://www.ucl.ac.uk/greenucl g) Research Ethics at UCL B) Meeting with Group Lead covering: 1) 2) 3) 4) 5) Job description and expectations Identifying any training needs Probationary period Staff Review Scheme Local facilities C) On completion of full induction, please sign, take a copy and return this form to Central Admin Team. Signature: Introduction Pack Date: Last Updated October 2015 21 Introduction Pack Department of Primary Care and Population Health Last Updated October 2015 Department of Primary Care and Population Health 22 TEACHING INDUCTION TEACHING INDUCTION FOR NEW ACADEMIC STAFF All new members of staff who have an appropriate academic background are expected to discuss their potential teaching contribution with their supervisor within their first week in post. New members of staff should be provided during the course of their induction with: A summary of departmental teaching; A summary of administrative/facilitating roles within the department; A copy of the UCL research or academic staff promotions procedures; Details of the Certificate in Learning and Teaching in Higher Education (details currently to be found at http://www.ucl.ac.uk/calt/certs/clthe.html). Details of alternative teaching support courses (http://www.ucl.ac.uk/hr/sdtu/programme/teaching.php). Staff whose main role relates to education should receive clear guidance from supervisors as to their teaching responsibilities. Subject to the regulations of the funding bodies appropriately qualified members of research staff are expected to contribute to teaching and/or other departmental activities. At the present time this is estimated to amount to a maximum of thirty contact teaching hours per annum. This clause is written in to the contracts of all academic and research staff joining the department. All new members of academic staff should complete the attached form providing details of teaching experience and interests. Within their first month of appointment they should contact the Chair of the Departmental Teaching Committee (Dr Joe Rosenthal) in order to discuss teaching opportunities further and facilitate contact with appropriate undergraduate or postgraduate course leads within the Department, Institute or Faculty. This meeting will provide an opportunity to discuss academic knowledge and expertise that might contribute to the department’s teaching responsibilities including: Level of teaching experience; Level of training already received; and Level of interest in teaching as a method of furthering their career Also to outline: All areas of the Department’s Teaching The types of teaching involved (groups, lectures etc); The courses that are available to provide training; and Support mechanisms employed by the Department Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 23 TEACHING QUESTIONNAIRE FOR NEW ACADEMIC STAFF Name of Staff Member: Email address: Post title: Duration of appointment: Full or part time academic appointment (please quantify): Past Teaching Experience (subject, level [UG/PG], type of teaching [small group, lecture, individual supervision) Existing Teaching Skills: courses attended Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 24 Areas of teaching interest (please tick one or more) Clinical Teaching in General Practice If yes please indicate areas of interest: Core General Practice General Medicine Elderly Medicine Women’s Health Child Health Mental Health Dermatology Other (please specify) ……………………………………………………………………………… ……………………………………………………………………………… Seminar teaching on: Primary care topics Epidemiology Public Health Medical Sociology Health Psychology Research Methods Critical Appraisal Biostatistics Ethics and Law Medical Humanities Medical Anthropology Health Economics Heath Promotion Global Health Chronic Disease Occupational Medicine Communication Skills Individual research supervision BSc MSc MD/PhD Student support and mentoring Introduction Pack Last Updated October 2015 25 Department of Primary Care and Population Health Do you have any training needs in relation to teaching? Any other comments: Signed: ………………………………… Date……………………………………… Introduction Pack Last Updated October 2015 26 Department of Primary Care and Population Health UCL COMPUTING REGULATIONS Endorsed by the Chair of the Information Strategy Committee 1 December 2009 1 Introduction 1.1 Purpose UCL depends heavily on its Communications and Information Technology (C&IT) services for its research, teaching and administrative activities. These services are funded on condition they are used for legitimate, authorized purposes, and UCL may be required from time to time to demonstrate to external auditing bodies that it has mechanisms in place to manage, regulate and control them. The main purpose of these regulations is to define what constitutes acceptable use; to encourage the responsible use of facilities; to maximize the availability of resources (equipment, infrastructure and staff) for legitimate purposes; and to minimize the risk of misuse from inside or outside UCL. These regulations incorporate the acceptable use policy of our service provider, UKERNA (the United Kingdom Education & Research Networking Association), which manages network connections between Universities and Colleges and the Internet. The full text of their policy can be found at: http://www.ja.net/services/publications/policy/aup.html There are also various national and European Community laws and directives that govern the use of C&IT, and others that make explicit reference to C&IT. These are mentioned in more detail later. UCL has a duty to bring these to the attention of its staff and students. If you are not sure whether something you are planning to do might contravene these regulations, check first with your line manager (in the case of staff) or tutor (in the case of students), or seek help from the IS Help Desk before proceeding. 1.2 Scope These regulations cover the use of all C&IT services and facilities provided by UCL or by third parties on behalf of UCL. For the purposes of clarification, these include, but are not limited to: a. all computers irrespective of ownership when connected to the UCL communications network; b. services run by Information Services Division (ISD) Information Systems (IS) which may be used by any member of UCL. All users of these services must be registered with IS; c. services run by the Management Systems which may be used by authorized, registered members of UCL; d. services run by the Library and Administrative Divisions of UCL; e. services run by the Royal Free and University College Medical School ; f. facilities and systems operated by departments for academic research, teaching and administration. Arrangements for use of these facilities are made through the department concerned and are normally restricted to its own staff and students; g. content hosted on UCL's C&IT facilities which is accessible via the internet by members of the public; Introduction Pack Last Updated October 2015 27 Department of Primary Care and Population Health h. facilities and systems operated by the UCL Union; i. services operated by third parties on behalf of UCL. Software obtained under an educational licence agreement may also be subject to the terms of these regulations (see, for example, section 3.1 below). They do not, however, apply to other organisations whose traffic UCL relays by formal arrangement (such as the UKERNA ‘ sponsored' sites), unless the terms of an arrangement stipulate otherwise. In the case of sponsored sites, regulations will be established by agreement. 2 Authorized Use In these regulations "authorized use" is defined as: a. for students, use properly associated with the UCL programme of study or course for which a student is registered; and reasonable personal use; b. for employees, use in the course of or properly and directly associated with their employment; and reasonable personal use; c. for honorary staff, use properly associated with their appointment; and reasonable personal use; d. for trades union business and UCLU societies, use properly associated with union or society activities; e. for users who are neither staff nor students, use restricted to those purposes specified in the case made for registration. Reasonable personal use is defined as incidental and occasional use which does not: a. disrupt or distract the individual from the efficient conduct of UCL business (i.e. due to volume, frequency, time expended or time of day used); b. involve accessing, downloading, storing or sending offensive or inappropriate material or information, or is such as to amount to a criminal or civil offence examples of which are listed in Regulation 3(d); c. restrict the use of those systems by other legitimate users; d. risk bringing UCL into disrepute or placing the College in a position of liability; e. add significantly to running costs and f. breach the Regulations set out in paragraph 3 Any use that falls outside of these definitions is prohibited and may lead to UCL disciplinary procedures being invoked, with penalties that could include suspension from the use of all UCL computing facilities for extended periods. Serious cases may lead to disciplinary action, up to and including dismissal without notice and may expose you to court proceedings attracting both criminal and civil liability. You will be held responsible for any claims brought against UCL and any legal action to which UCL is, or might be, exposed as a result of your unauthorized use. 3 Regulations 3.1 C&IT users must : Introduction Pack Last Updated October 2015 28 Department of Primary Care and Population Health a. respect the copyright of all materials and software that are made available by UCL service providers and third parties for authorized use; Users must not make, run or use unlicensed copies of software or data. They should only download data or datasets where they are explicitly permitted to do so. They must abide by the User Acknowledgement of Third Party Rights (see http://www.eduserv.org.uk/lns/agreements/user-obligations), the terms of the JISC Model Licences (see http://www.jisc-collections.ac.uk/Help-and-information/How-Model-Licenceswork/Guide-to-Model-Licence/), Copyright Law (Copyright, Designs and Patents Act 1988 ) and by any specific conditions of use imposed by the owners or suppliers of software or data. In particular users should be aware that, unless otherwise stated, software and datasets provided by UCL should only be used for UCL educational purposes. b. familiarize themselves with and comply with the requirements of the Data Protection Act and UCL policy, most especially the obligation to notify UCL's Data Protection Officer of any relevant data holdings; Data Protection laws protect individuals against the unauthorized use or disclosure of their data. UCL is registered with the UK Data Protection authorities. The processing, misuse or disclosure of an individual's data outside UCL's registration may amount to a criminal offence. Further information is set out in the appropriate Staff or Student Handbook, or can be obtained from UCL's Data Protection Officer (extension 37783; or on the web at http://www.ucl.ac.uk/finance/legal_services/dp_foi.php) . c. comply with the Computer Misuse Act of August 1990 which makes activities such as hacking or the deliberate introduction of viruses a criminal offence; Hacking is defined here as the unauthorized use of a computer system (locally or through a network), or the use of resources that have not been allocated, with intent to access, modify or damage another's files or system files, or to deny service to legitimate users, or to obtain or alter financial or administrative records, or to facilitate the commission of a crime. d. have the written approval of their Head of Department where activities which might be subject to legislation are carried out in pursuit of legitimate, approved academic research (for example, work involving the use of images which may be considered obscene or indecent, or research into computer intrusion techniques) e. take all reasonable precautions to prevent the introduction of any virus, worm, Trojan Horse or other harmful program to any computer, file or software; f. comply with local arrangements for booking public clusters and machines in public clusters. 3.2 C&IT users must not : a. use material or programs in a way which is unlawful, defamatory or invasive of another's privacy; b. use the C&IT services and facilities in such a way as to risk or to cause loss, damage or destruction of data or breaches of confidentiality of data; c. use the C&IT services and facilities in a way which infringes any patent, trademark, trade secret, copyright, moral right, confidential information or other proprietary right of any third party d. jeopardize the provision of services (for example by inappropriate use of bulk e-mail, or by recreational use that deprives other users of resources); e. publish, create, store, download, distribute or transmit material that is offensive, obscene, indecent or unlawful. Such materials will always include, but at UCL's discretion may not be limited to, items deemed to be offensive, obscene, indecent or unlawful under The Obscene Publications Act 1959, The Sex Introduction Pack Last Updated October 2015 29 Department of Primary Care and Population Health Discrimination Act 1975, The Race Relations Act 1976, Disability Discrimination Act 1995, Part-Time Workers (Prevention of Less Favourable Treatment) Regulations 2000, Fixed-Term Employees (Prevention of Less Favourable Treatment) Regulations 2002, Employment Equality (Sexual Orientation) Regulations 2003, Employment Equality (Religion or Belief) Regulations 2003, Harassment Act1997, Employment Equality (Age) Regulations 2006, The Protection of Children Act 1978, The Public Order Act 1986, the Criminal Justice and Public Order Act 1994 and the Terrorism Act 2006. f. use IT facilities in a way that brings or could bring UCL into disrepute. This includes associating UCL with external facilities such as Web sites that could bring UCL into disrepute by association, for example by embedding UCL email addresses in such sites, or by providing hyperlinks from UCL web sites to such sites; g. disclose passwords to others, or use accounts or passwords belonging to others, or otherwise to circumvent registration procedures; The term “password” is here taken to refer to any authentication credential issued by UCL, and includes both hardware tokens and cryptographic keys. Users will be held personally liable and may be subject to disciplinary proceedings for any misuse of their account resulting from the disclosure of passwords to others. h. access or attempt to access computers or computing services at UCL or elsewhere for which permission has not been granted, or facilitate such unauthorized access by others; i. attempt to circumvent any firewall or software designed to protect systems against harm; j. interfere or attempt to interfere with or destroy systems or software set up on public facilities (this includes loading or attempting to load unauthorized software on to any UCL C&IT facilities); k. interfere with, disconnect, damage or remove without authority any equipment made available for use in conjunction with any UCL C&IT facilities; l. set up equipment to provide services that they are not competent to administer, especially if such services result in security vulnerability or exposure to misuse; m. use mobile phones, smoke, eat or drink in public cluster rooms; n. interrupt teaching sessions when a cluster room has been booked for this purpose. UCL does not tolerate discrimination or harassment in any form whatsoever. This principle extends to any information distributed via any UCL C & IT system or via the Internet. You may not store on or transmit from any system any material which discriminates or encourages discrimination or harassment on racial or ethnic grounds or on grounds of gender, sexual orientation, marital status, age, ethnic origin, colour, nationality, race, religion, belief or disability. [Please also bear in mind the UCL policy on discrimination and harassment.] Breaches of this policy will lead to disciplinary action. In the event that you receive or become aware of obscene, indecent, offensive, inflammatory, discriminatory or socially offensive material, you should notify the relevant person set out in paragraph 5.2. Failure to comply with these regulations may lead to disciplinary action, up to and including dismissal from UCL without notice and may expose you to court proceedings attracting both criminal and civil liability. You will be held responsible for any claims brought against UCL and any legal action to which UCL is, or might be, exposed as a result of your unauthorized use. 4 Conditions of Use Introduction Pack Last Updated October 2015 30 Department of Primary Care and Population Health Use of UCL C&IT facilities is subject to the following conditions. Additional conditions may apply to locally managed systems; it is the responsibility of those managing such systems to make their users aware of any local regulations. 4.1 The facilities (including software) are provided entirely at the risk of the user. UCL will not be liable for loss (including any loss of software, data or other computer functionality or any economic, consequential or indirect loss), damage (including damage to hardware, software or data) or inconvenience arising directly or indirectly from the use of the facilities, except where statutory health or safety matters are involved. 4.2 Whilst UCL's information security policy requires providers of computing facilities to employ appropriate security measures to prevent unauthorized access to, alteration, disclosure, destruction or accidental loss of personal and other data, UCL cannot and does not give any warranties or undertakings to the user about security, confidentiality or integrity of data, personal or other. The same applies to any other electronic material submitted to or processed on facilities provided or managed by UCL or otherwise deposited at or left on its premises. 4.3 UCL accepts no liability for any loss (including any loss of software, data or other computer functionality or any economic, consequential or indirect loss), or damage (including damage to hardware, software or data or the invalidation of any warranty agreement) to equipment not owned by UCL as a consequence of any work carried out on such equipment by members of staff (or students acting in the capacity of members of staff), whether authorized or not. 4.4 UCL accepts no liability for any loss (including any loss of software, data or other computer functionality or any economic, consequential or indirect loss), or damage (including damage to hardware, software or data or invalidation of any warranty agreement) to equipment not owned by UCL as a consequence of direct or indirect connection, whether authorized or not, to UCL networks. The user shall indemnify UCL for any loss or damage, whether direct or indirect, malicious or inadvertent, suffered or incurred as a consequence of the interconnection of any hardware or software not owned by or under the control of UCL with any IT system, hardware, software or data owned or controlled by UCL. 4.5 UCL reserves the right to inspect, monitor, copy and/or remove user data in order to investigate operational problems or for the detection and investigation of suspected misuse. This includes the authorized interception and monitoring of communications as provided for by The Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000, made under the Regulation of Investigatory Powers Act 2000. Any monitoring of systems or networks may be carried out only in accordance with the UCL Policy on Monitoring Computer and Network Use. For the avoidance of doubt, this does not preclude third parties who operate services on behalf of UCL from carrying out lawful monitoring and disclosure on their systems and networks. Related information can be found at http://www.ucl.ac.uk/privacy. It is important to be aware that communications on or through UCL's computer systems may be monitored or recorded to secure effective system operation and for other lawful practices. For example, monitoring of user accounts might occur if UCL has reason to believe that its computer facilities were being misused to send unsolicited commercial e-mail. 4.6 UCL reserves the right to check for insecure and vulnerable systems and to block access to systems and/or services (ports) which place at risk the integrity of its network or services, or which may pose a threat to third parties. 4.7 UCL reserves the right to disconnect poorly managed equipment from the departmental LAN, or in extreme cases disconnect the departmental LAN from the UCL network until the offending machine is disconnected or shown to be configured correctly. Introduction Pack Last Updated October 2015 31 Department of Primary Care and Population Health 4.8 Any form of electronic communication may be construed in law as a publication and UCL publishing guidelines will apply. Users must be aware of the implications with respect to Intellectual Property Rights of publishing information in any electronic form. For further information consult the UCL Guidelines on Publishing at http://www.ucl.ac.uk/UCL-Info/Docs/Guide.html 5 Procedures for dealing with misuse or suspected security violations 5.1 In the event of suspected misuse of C&IT facilities UCL reserves the right to suspend user accounts and to inspect, monitor, copy or remove users' files if necessary. UCL may also disconnect network services, including those to rooms in Halls of Residence and prevent access to the facilities without notice while investigations proceed. 5.2 Cases of misuse or abuse should be reported to, and will be taken up in the first instance by the appropriate authority shown below. Misuse by: Report in the first instance to: Students using centrally managed IS facilities ISD Information Systems Director Staff using centrally managed Management Systems facilities Director of Management Systems Students using locally managed departmental facilities Head of Department or local computer manager Staff Head of Department, Dean or Vice-Provost as appropriate Anyone not included in the categories above ISD Information Systems Director 5.3 The Head of Department and UCL authorities, including the Dean of Students where appropriate, may be informed and will deal with the incident under the appropriate disciplinary procedures for students and staff. In some cases legal action may be taken and the Police informed. UCL reserves the right to disclose data or information about an individual's use of UCL's computing facilities to any appropriate or authorized third party (including the police) to assist in any further investigation. 5.4 If websites containing material that may be illegal are discovered, particularly material relating to children or the exploitation of children, UCL encourages its staff and students to make a report to the authorities named above or to the Internet Watch Foundation (IWF) hotline ( http://www.iwf.org.uk ) . The normal course of events is that the IWF will request that the Internet Service Providers (ISPs) in the UK will block that site. If this does not happen the IWF will inform the Police who may investigate the matter further. 5.5 Actual or suspected security violations should be reported immediately to the UCL Computer Security Team (e-mail cert@ucl.ac.uk or telephone 020 7679 7338 / extension 37338 within UCL). No attempt should be made to investigate security vulnerabilities unless or until appropriate authority has been obtained. 6 Further Information 6.1 Status of this document This document has been approved by UCL's Information Strategy Committee. The enrolment form signed by students explicitly binds them to abide by UCL Regulations, of which this document forms a part. UCL staff are also obliged to abide by these regulations as a condition of employment. Users of C&IT services who are neither staff nor students are required to complete a registration form which binds them to abide by these regulations. Introduction Pack Last Updated October 2015 32 Department of Primary Care and Population Health In all cases the act of registering as a user of the Information Systems facilities or making use of any of the C&IT facilities implies acceptance of conditions of use and compliance with regulations, relevant Acts of Parliament and European Community law and directives. From time to time UCL may issue good practice guidelines and reserves the right to withdraw network services to systems or services that are not operated in accordance with those guidelines. 6.2 UCL policy on connecting equipment to the College network Additional regulations covering the connecting of equipment to the College network are given in the following document: http://www.ucl.ac.uk/cert/swg/policy/Connection.html 6.3 Location of this document This document is subject to regular review by the UCL Information Strategy Committee. For the most recent version please see http://www.ucl.ac.uk/cert/swg/policy/Regulations.html Comments or questions about these regulations should be addressed to the ISD Service Desk in the first instance. Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 33 Institute of Epidemiology & Health Care Health & Safety Document It is the legal duty of ALL staff, students and visitors to co-operate with the policy for safety set out in this document and all other Institute systems and procedures designed to promote and ensure their health and safety. (Health and Safety at Work Act 1974, Sections 7 and 8). This document covers all aspects of Health and Safety Procedures in the Department1. Its aim is to ensure that precautions are taken to avoid causing injuries to yourself or to other people. You must read this document carefully and ensure you comply with all the instructions listed out below. There is a separate training and risk assessment document for laboratory work. UCL’s Safety Office have their own website: http://www.ucl.ac.uk/estates/safetynet/ All documentation referred to in the text is available either from Emily Poole (41680) or via the UCL Safety Intranet - you will need your computer ID and password to access some of the forms. 1 The term “department” is used generically to apply to all UCL management entities whose Head annually reviews and signs a departmental statement of safety policy. Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 34 POLICY COMMITMENT General Policy 1 The policy of the Institute is to promote, through active management of its hazards and activities, the safety, health and welfare of all its staff, students, visitors, contractors and members of the public on the Institute's premises and to protect them elsewhere from any adverse effect on their health and safety arising from the activities of the Institute. 2 The Institute seeks continual improvement of its occupational health and safety systems through processes of measurement and review in order to achieve or maintain best practice standards. The duties of staff, students and visitors 1 It is a legal duty of ALL staff, students and visitors1 to co-operate with the policy for safety set out in this document and all other Institutional systems and procedures designed to promote and ensure their health and safety. 2 Members of the Institute shall not interfere with or misuse anything provided to ensure their safety. Commitment and leadership by the Institutional Director and Senior Institutional Management 1 The Institute recognises the importance of establishing clear lines of management accountability for controlling the risks of its work activities and these are set out in the Organising for Safety section. 2 The Institute recognises that commitment and involvement by Senior Managers plays a significant part in promoting health and safety in the Institute. 3 The Institute will allocate sufficient resources in terms of people, funds and facilities to plan, implement, monitor and review its safety systems. 4 The Institute will ensure that staff and students are kept informed of matters which may affect their health and safety including the dissemination of this Policy statement. 5 Senior Institutional Management will take the lead in consulting with staff, safety representatives and students on matters of health and safety and will seek their involvement in the development and improvement of safety in the Institute. 6 The Institute will ensure that health and safety considerations are integrated into the planning of Institutional work activities. 7 The Institute will consider its overall health and safety policy in parallel with other corporate policy that is designed to promote the well-being of staff and students such as policies on equal opportunity, harassment and bullying, disability, age and racial discrimination. The duty to establish, maintain and develop systems for the management of health and safety 1 The Institute is committed to planning and setting objectives for the management of 1 Health and Safety at Work etc Act 1974 Sections 7 and 8. Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 35 safety commensurate with the nature and level of the risk created by its work activities and fully implementing those measures deemed necessary by the Institute as indicated in the Index of Arrangements for Safe Working section. 2 The Institute undertakes to monitor the operation of its systems and procedures for safety management and review them in the light of experience and in accordance with UCL corporate direction. 3 The Institute is committed to ensuring that risk assessments are carried out as required by the Management of Health and Safety at Work Regulations 1999 and other regulations applicable to its work activities. These assessments will be made by the staff responsible for supervision of the work, set out in writing and signed by the person with responsibility for supervision of the relevant work. No work is permitted to start unless it is covered by a suitable and sufficient assessment of the risks involved in the work, without which the Institute cannot be considered to have taken reasonably practicable steps to manage the risks of its work activities to staff, students, visitors and others who may be affected by its work2. 4 The Institute is committed to ensuring that all work activities are carried out by persons competent to perform those activities3. To this end, the Institute will ensure that all members of the Institute receive such training and instruction as required for them to be able to discharge their tasks and duties in a competent manner. 5 The Institute arranges for work activities to be supervised by competent people. 6 The Institute recognises that a person can only be fully competent to discharge a duty if they accept that duty, understand the nature of that duty and are allocated sufficient time to discharge that duty. 7 To give effect to this Policy, the organisation and procedures as described or crossreferenced to in this document have been approved and authorised by the Institutional Director who is responsible to the Provost and President and Council for setting and maintaining the standards of safety in the Institute. 8 The Institute recognises its responsibilities with respect to fire safety and is committed to ensuring that its systems and procedures comply with UCL policies. 2 See also Section 3.3 of the UCL-Approved Code of Practice: "The Management of Health and Safety in Departments". 3 i.e. people who have the skills, knowledge and experience required to discharge safely a particular duty, who know the limits of their competence and seek advice when reaching those limits. Introduction Pack Last Updated October 2015 36 Department of Primary Care and Population Health ORGANISING FOR SAFETY Managers within the Institute have responsibility for ensuring the management of health and safety. Safety Officers have responsibility for monitoring the implementation of the Health and Safety policy and reporting their findings to the Institutional Director. The following have Health and Safety responsibilities in the Institute: UCL INSTITUTE OF EPIDEMIOLOGY AND HEALTH CARE Institute Director Professor Andrew Steptoe Sections and Units of the Institute For the purposes of Health and Safety the Institute is divided into a number of sections, as detailed below: BLOOMSBURY CAMPUS Research Department of Epidemiology & Public Health Head of Department Departmental Safety Officer Senior Fire Evacuation Marshal Fire Evacuation Marshall(s) Appointed First Aider(s) Display Screen Assessor Professor Richard Watt Terri Goody Emily Poole (subject to training) Contact e.poole@ucl.ac.uk for full list Terri Goody/ Madiha Sajid. Sergei Chebankov/ Emily Poole/ Jinata Subba Limbu / Wing-Chau Tung / Nishma Patel, Merle Owens and Michelle Morton Research Department of Applied Health Research Head of Department Departmental Safety Officer Senior Fire Evacuation Marshal Fire Evacuation Marshall(s) Appointed First Aider(s) Display Screen Assessor Professor Rosalind Raine Terri Goody Emily Poole (subject to training) Contact e.poole@ucl.ac.uk for full list Terri Goody Sergei Chebankov / Michelle Morton Research Department of Infection & Population Health Head of Department Departmental Safety Officer Senior Fire Evacuation Marshal Fire Evacuation Marshall(s) Appointed First Aider(s) Display Screen Assessor Introduction Pack Dr Richard Gilson Lydia Clinton Pam Clarke Richard Marsh/Lydia Clinton/ Charlotte Alexander Alison Howarth Makeda Gerressu (subject to training) Andreas Opitz/ Lydia Clinton Pam Clarke Last Updated October 2015 Department of Primary Care and Population Health 37 MRC Unit for Lifelong Health and Ageing Head of Department Departmental Safety Officer Senior Fire Evacuation Marshal Fire Evacuation Marshall(s) Rebecca Professor Diana Kuh Phil Curran Jane Johnson Jane Johnson, Rachel Cooper, Hardy, Imran Shah, Marcus Richards, Phil Curran Andy Wong, Marcus Richards Phil Curran, Jane Johnson Appointed First Aider(s) Display Screen Assessor ROYAL FREE CAMPUS Research Department of Primary Care & Population Health Head of Department Departmental Safety Officer Senior Fire Evacuation Marshal Fire Evacuation Marshall(s) Professor Elizabeth Murray Marcella MacCann Marcella MacCann Corinne Ward Nadia Jackson Orla O’Donnell Fiona Giles Dr Kate Walters Corinne Ward Appointed First Aider(s) Display Screen Assessor Research Department of Infection & Population Health Head of Department Departmental Safety Officer Senior Fire Evacuation Marshal Fire Evacuation Marshall(s) Dr Richard Gilson Marcella MacCann Marcella Maccann (interim) Leah Shepherd, David Kamera, Sophie Jose Janey Sewell (subject to training) Theresa Hill Appointed First Aider(s) Display Screen Assessor Institutional DEOLO: Hitakshi Tailor 020 7679 1617 hitakshi.tailor@ucl.ac.uk UCL Area Safety Adviser (ASA) The following Safety Services representative is the primary Area Safety Adviser assigned to the Department: Ms Rhona Brown Introduction Pack 020 7679 8850 rhona.brown@ucl.ac.uk Last Updated October 2015 Department of Primary Care and Population Health 38 EMERGENCY PROCEDURES For all emergencies and any out-of-hours problems phone 222 at Bloomsbury, extension 6666 at the Royal Free. Security information can be found on the following website: http://www.ucl.ac.uk/estates/security/ SECURITY a) Bloomsbury Campus The main doors to individual buildings in which the Institute is housed are open and manned Monday to Friday as follows: 1-19 Torrington Place 7.00am to 7.00pm Outside these hours access can be gained by use of entry cards via front door: contact your local administrative lead for further details. To contact security dial 222. b) Royal Free Campus Access to the Royal Free campus is via an entry card – contact Ext. 34342 d) Mortimer Market Centre The main door to the building is open Monday to Friday, from 7.30 am – 8.30 pm (Mon-Thurs) and 7.30 am – 7.30 pm (Fri) for the Mortimer Market Centre. Outside these hours access for senior staff can be gained by use of an entry card via front door – contact Jack Pooler: 0203 214 5783, email: Jack.Pooler@nhs.net. To contact Mortimer Market security dial 020 3317 5151 and UCL security dial 020 7679 7111. e) 33 Bedford Place The doors are opened from 7.30 am – 7.00 pm (Mon-Thurs) and 8.30 am – 7.00 pm (Fri). Access is via an entry fob. FIRST AID Local Departmental First Aider(s) are listed on Page 4. a) Bloomsbury campus For minor injuries a walk-in service is provided by the NHS Gower Place Practice (Tel 37200). For major injuries the Casualty Department at UCH should be attended. b) Royal Free campus At the Royal Free campus the Casualty Department should be attended. FIRE Information on fire safety can be found on the following website: http://www.ucl.ac.uk/estates/maintenance/fire/ On discovering a fire, sound the fire alarm. You should make yourself familiar with the location of fire alarm points for your building. Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 39 In addition at the Bloomsbury campus you should phone 222 to request fire engines and give location information. At the Royal Free campus you should follow the requirements of the Royal Free Hospital Fire Policy (available on request from the DSO). At the Whittington campus you should follow the requirements of the Whittington Hospital Fire Policy. The fire alarm is a loud continuous ringing. When it sounds:1) Close all windows and doors. 2) Stop all machinery, switch off electrical supplies to equipment, turn off gas cylinders, and leave the room. The last person out should close the door. 3) Leave the premises by the nearest escape exit or staircase free from smoke. 4) DO NOT use the lifts. 5) On leaving the building, assemble in the area assigned for your building. Do not obstruct the roadway or exits. The duty of the fire evacuation marshals (FEM) is to ensure that as far as possible, taking due regard for their own safety, that all personnel leave the building as quickly and safely as possible. Everyone should make themselves familiar with the fire exits. Although fire extinguishers are available it is recommended that staff do not fight fires and the first priority is to evacuate the building. Assembly areas: 1-19 Torrington Place Intersection of Huntley Street and Torrington Place Mortimer Market Car Park Royal Free campus Areas outside Canteen on Lower Ground Floor 33 Bedford Place Opposite the building outside Thanet Hotel There should a Fire Evacuation Marshall (FEM) allocated for each floor; please make yourself aware of whom your FEM’s are (see Pages 5 and 6 of this document). ACTION IN THE EVENT OF A MAJOR INCIDENT General information on Emergency Planning at UCL can be found on the UCL website at the following link: http://www.ucl.ac.uk/emergency-planning/ The UCL Major Incident Plan can be found here: http://www.ucl.ac.uk/staff/resources/#m (under M as a word document). You should be supplied with a copy of the Institute of Epidemiology and Health Care Major Incident Plan which you should make yourself familiar with. The Major Incident Plan will also be available on the Institute web pages (http://www.ucl.ac.uk/iehc). Introduction Pack Last Updated October 2015 40 Department of Primary Care and Population Health PERSONAL AND GENERAL SAFETY REGULATIONS Accident Reporting (and Occupational Health) If a requirement of the post, all new staff should register with the Occupational Health Centre (http://www.ucl.ac.uk/hr/occ_health/) upon starting work. Only advice regarding injuries is now provided by the Occupational Health Centre, 4th floor of the Health Centre, 3, Gower Place (32802 or 37747). No treatment, however minor can be given. Treatment for injuries should be either from the Departmental first aider or the NHS Health Centre, Grafton Way (Bloomsbury campus), the Casualty Department (Royal Free campus). For other injuries go to your local Casualty Department. The Occupational Health Centre provides a service for work related health screening and vaccinations such as allergy testing, Hepatitis B, flu vaccinations. Hours are from Monday to Friday 9.30a.m. until 5.30p.m. Information on managing stress is also available from the Occupational Health Centre: http://www.ucl.ac.uk/hr/docs/stress.php Information on disability in employment is also http://www.ucl.ac.uk/hr/equalities/disability/disability_guidance_for_managers.pdf available: All accidents, however minor, and including those that do not lead to injury, should be reported to the DSO for the appropriate campus and an accident form filled in. This can be obtained and filled in from the website: http://www.ucl.ac.uk/estates/safetynet/guidance/accidents/index.htm A copy should also be passed to the DSO. Building Maintenance i) Fabric and services Any building problems should be reported to the appropriate person: Bloomsbury campus: For emergency maintenance please ring extension 30000 (external number 0207 679 0000). For all other maintenance requests the Maintenance Service Request Form (https://www.ucl.ac.uk/efd/maintenance/service-requests/) should be used. The email address for the Customer Services Centre is: efdservices@ucl.ac.uk. For more information see the Estates and Facilities website:- http://www.ucl.ac.uk/estates/maintenance/ Royal Free Campus: During working hours contact 33254 For emergencies outside working hours contact the shift engineer on bleep 71 1111. General: Repairs and maintenance are normally carried out by the company who manufactured the item or a specialist. All faults should be reported to the appropriate office supervisor and it is the responsibility of the person using the equipment to organise the repair and to remove the equipment from service until it is repaired. Please note that if any work person who is not employed by UCL is carrying out any repair or maintenance then DSO should be contacted so that a ‘Permit to Work’ can be issued. Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 41 Mortimer Market Centre: For emergency maintenance please call Balfour Beattie on 020 3317 3484. For all other maintenance requests contact the caretaker at Mortimer Market Centre on 07849 932290 33 Bedford Place: Ring 020 7679 0000 as above ii) Asbestos: Any member of staff who discovers or suspects the presence of asbestos during the course of their work must report the discovery to their DSO immediately. For more information please see the Estates and Facilities website where the UCL Policy For The Management Of Asbestos can be found at the following link: http://www.ucl.ac.uk/estates/safetynet/policy/asbestos.pdf iii) Gas: Anyone smelling gas should dial the emergency number and report the location as follows: Bloomsbury Campus Royal Free Campus Mortimer Market 33 Bedford Place 222 bleep 71 1111 020 3317 5151 0800 111 999 Cleaning Cleaners remove domestic rubbish and clean the floors. concerns to your local DSO. Please report any cleaning related Contractors and Maintenance Work Before any work is carried out within the Institute, the area should be passed as safe to work in by the person in charge of the laboratory and a safe to work permit issued to the persons carrying out the work. Safe to work permits can be obtained from the relevant DSO. Disabilities All staff must be aware of and adhere to the UCL Disability in Employment Policy. Display Screen Equipment Regulations state everyone who uses a computer is required to assess all workstations and to produce a list of users. Display equipment training sessions on how to assess workstations are available from the Safety Training Unit. REMEMBER DISPLAY SCREEN EQUIPMENT INCLUDES ANY COMPUTER CONTROLLED APPARATUS AS Display Screen WELL AS COMPUTERS ON DESKS See Pages 5 and 6 for your campus Display Screen Assessor. Introduction Pack Last Updated October 2015 42 Department of Primary Care and Population Health Any users (those who fulfil the criteria below) are entitled to eye tests at the College's expense if they are experiencing eye problems due to the workstation. These have to be arranged through Occupational Health. For more information on VDU Safety please see the College’s safety website: http://www.ucl.ac.uk/efd/safety_services_www/guidance/dse/acop.pdf Electrical Equipment All reasonable precautions should be taken when using any form of electrical equipment. If you notice exposed wires or the equipment does not work, report it immediately to your SM or DSO. Do not under any circumstances tamper or try to fix the piece of equipment yourself. All electrical equipment purchases are made through Procurement. Please note that this also includes things like heaters and fans. Field Work Any line manager with staff undertaking field work must have safeguards put in place to minimise risks. All staff should be contactable at all times, if possible by mobile phone. Full addresses, contact names and phone numbers of people visited should be kept with the administrator in the group, see also “Violence”, below. For student field work, please refer to the Safety office information. Health & Safety At Work Posters HSE Posters are displayed in each work area. Induction Arrangements and Integrating Incoming Groups All new people entering the Institute must read a copy of the Safety Policy and any other applicable safety information before any work is conducted from the appropriate Departmental Safety Officer. All new staff must attend a half day Safety Induction briefing run by the Safety Training Unit. Their supervisor must also ensure that they receive any necessary health screening, are informed of the hazards of their work, trained in safe procedures and are advised of any safety courses they should attend. New groups entering the Institute must follow the Institutional Safety Policy and should discuss with the appropriate DSO any changes required to the policy required (for example new types of work etc.). Inspections and Audits Visual inspections of all equipment should be carried out before use and any faults rectified. Inspections of laboratories and offices should be carried out on a regular basis with a minimum of 3 times a year for labs and twice a year for offices. Forms for this can be obtained from http://www.ucl.ac.uk/estates/safetynet/guidance/monitoring/index.htm Lone Working and Out of Hours: No-one should work in the department alone A) Undergraduates and Postgraduates on taught courses may only do laboratory based work outof-hours under direct supervision, computing and desk work can be done only if a designated person is present in the vicinity. B) Postgraduate research students and technicians may only work out-of-hours with the permission of their line manager and the Institutional Director and then only if a "designated person" is present for both desk and bench work. Any laboratory based work should be of a low risk nature as defined Introduction Pack Last Updated October 2015 43 Department of Primary Care and Population Health by a risk assessment with a "designated person" present nearby. If high risk bench work has to be done out-of-hours then this must be supervised by a "designated person". C) Academic staff although they are allowed access at all times, the nature of the work should be assessed and only low risk work carried out after hours and they should not work in the Institute entirely alone. A "designated person" is defined as a permanent member of the academic staff or some other member of the Institute named by the Institutional Director. The person is responsible for taking charge in the event of an emergency, contacting the communications centre and ensuring the emergency services are contacted if needed. Manual Handling Movement of items must be carried out appropriately with regard to the risk of the handling the items. For example anything moved on a trolley must be correctly balanced and the weight distribution must be even. Biological samples must be moved in tightly sealed containers. If biological samples are to be sent to another laboratory then a reputable courier must be used and they must be informed of the hazard and have agreed to transport the material. Those who manual handle items as part of their job will need to attend a Manual Handling course. Information on manual handling and courses can be found on the Safety Training Unit website: http://www.ucl.ac.uk/estates/safetynet/guidance/manual_handling/index.htm Microwave Emitters After use, the microwave should be wiped clean with a damp cloth. Do not use any form of dish or container that has a metallic strip (including gold paint) on it. Office Work Offices must only be used for the work you have been employed to do in them. If you feel that your working environment needs attention in anyway (e.g. poor heating or lighting) then please report to your DSO or SM immediately. Pregnant Workers A pregnant worker is defined as either pregnant, has given birth within the previous six months, (including still births after 24 weeks), or is breast feeding. When a woman informs the College in writing that she is a pregnant worker as defined above, the College will arrange for a risk assessment of her work activities and where any risk to the mother or unborn child is identified, control that risk. Notification should be made in writing to the Head of Research Department with a copy to the relevant Site Manager by the pregnant worker. This should be done as soon as possible to enable the risk assessment to be carried out. Anyone who is pregnant or thinking of becoming pregnant should read the College Safety policy for pregnant workers which is available on the internet: http://www.ucl.ac.uk/estates/safetynet/guidance/pregnant_workers/index.htm Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 44 Purchasing Arrangements For Safety Equipment First aid boxes are available and any use of items from these should be notified to the First Aider, so that stocks can be replenished. For other safety equipment ask the DSO or local purchasing officer. Record Keeping All UCL staff must be aware of, and comply with, the UCL Data Protection (DP) and Freedom of Information (FOI) policies: http://www.ucl.ac.uk/library/about/records-office Research Supervisors Responsibility for the Health and Safety arrangement of each group lies with the supervisor, then the Head of Research Department. It is the supervisor’s responsibility to ensure that all staff in their group are trained for the work they are expected to do and are aware of the risks and hazards. Staff and students must be adequately supervised according to the level of expertise, which does not necessarily equate with their qualifications. A risk assessment must be carried out for all work. The specialist safety officers play an advisory role only. Review of Safety Management Arrangements Review of safety management arrangements will take place annually in additional to termly Institutional Safety Committee meetings. Risk Assessment. All Institutional work and activities must be assessed to ensure that health and safety risks to staff and others have been identified and control measures implemented to reduce those risks to an acceptable level. Information about the health and safety risks involved in Institutional work & activities and the control measures in place must be brought to the attention of all people exposed to the risks. It is the responsibility of the person in charge of the work (e.g. manager/supervisor/project leader) to ensure that the risk assessment is carried out (either by themselves or a nominated person). The risk assessment must contain the project/work title, with enough information to unambiguously identify the work. The risk assessment must end with a declaration that the risks identified will be controlled by the specified safety control measures and the work will be carried out in accordance with Institutional codes of practice. The risk assessment must be signed and dated by the person in charge of the work or the supervisor. All risk assessments carried out in or for the Institute must be copied to the Departmental Safety Officer (DSO) for the appropriate Campus. It is the responsibility of the DSO to: to circulate risk assessment forms and information to departmental managers and supervisors keep a record of all Institutional risk assessments returned to them monitor compliance with the Policy on risk assessment and advise the Institutional Director accordingly to advise and assist, where possible, members of the Institute with the risk assessment procedure Introduction Pack Last Updated October 2015 45 Department of Primary Care and Population Health Risk Assessment forms can be found on the following website: http://www.ucl.ac.uk/estates/safetynet/guidance/risk_assessment/index.htm Safety Committee If required an Institutional Safety Committee will be formed comprising of all safety officers or deputies in the Institute and the supervisors of each research group. Safety issues will also be raised at Institutional staff meetings. Safety Policy Display A copy of the safety policy is on display in all research departments. The policy should be reviewed on an annual basis. Safety Training Group supervisors are responsible for ensuring that their staff and students are trained in the techniques and to operate the equipment required for their job. This training may be carried out as hands-on experience by a competent person or attendance at a training course. A variety of safety courses are available in the college including office safety, laser safety, handling radioisotopes, manual handling. See DSO for details or visit the Safety Services website at: http://www.ucl.ac.uk/estates/safetynet/training/ Slips, Trips and Falls Slips, trips and falls can be caused by problems such as the obstruction of aisles and walkways, poor storage arrangements, insufficient space, trailing leads and cables, uneven or slippery floors, torn carpeting and poor lighting. Workspaces should be maintained free of obstructions with all items stored correctly in adequate space and any cables or leads tidied away. Any problems with torn carpets or broken lights should be reported as faults and repaired (see above). Smoking is not allowed in UCL buildings. Special Risk Areas The following rooms can only be used by authorised people and subject to the local rules for that area: Spill Procedures Spills, especially on non-carpeted areas, should be cleaned up immediately. If spills occur anywhere in the Department please let the appropriate person know immediately. If you slip, trip or fall due to spills, please report this immediately to your First Aider or DSO. Storage in fridges and freezers All items must be named, dated, marked with any hazard symbol. No food or drink is to be stored in laboratory fridges or freezers and any found will be discarded immediately. Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 46 Students All students (undergraduate and postgraduate) must follow the department safety guidelines. Laboratory based work involving undergraduates must be supervised at all times. A technician must not be left in charge of a practical class unless the subject being taught is one in which the person is professionally qualified. Outside normal undergraduate and taught graduate student working hours (normal working hours for undergraduates and taught graduate students are considered to be 9am to 5pm), work must be arranged with the supervisor, and must be supervised by a member of the academic staff. Supervision of undergraduate and taught graduate student projects must be clearly defined and must not be left to a group in general. Information can also be obtained from: http://www.ucl.ac.uk/current-students/ Violence Do not allow anyone in the building who is not carrying a UCL identification label. Do not challenge anyone you suspect may be an intruder but telephone: Bloomsbury Campus Mortimer Market Royal Free Campus 33 Bedford Place 222 2222 6666 020 7679 2108 The possibility of potentially dangerous situations exists where interviewers are working away from the department – see Lone Working. It is strongly recommended that site interviews are conducted during daylight hours whenever possible. Late night working should be avoided. If late evening interviews have to be conducted, the interviewer should advise his/her supervisor of their movements and confirm whenever possible when the job is finished. In this rare occurrence, the interviewer may wish to make alternative arrangements to using public transport with the grant holder’s approval. Risk assessment should be undertaken for such offsite work. Visitors and Members of the Public All visitors to the department must have a contact name and must be met on arrival by that person. Any visitors to the laboratories must be accompanied at all times and must be issued with protective clothing when appropriate. Working in other departments Anyone working in another college department or in an associated hospital must comply with the host organisation safety regulations. NHS staff working in this Institute must comply with our safety regulations and any research carried out under the auspices of the Institute must conform to our Institutional safety code as well as to that of any other department in which work is being carried out. Introduction Pack Last Updated October 2015 Department of Primary Care and Population Health 47 UCL SAFETY AND ENVIRONMENTAL SERVICES 1) Safety Services Safety information can be viewed on the UCL website including details of courses and forms for risk assessment: http://www.ucl.ac.uk/estates/safetynet/ Contact Details: Safety Services: 38-50 Bidborough Street telephone ext. 57246 Training: Kuen Yip Porter telephone ext. 58617 UCL Safety Advisor Rhona Brown rhona.brown@ucl.ac.uk 2) Safety Training Information on training courses and making bookings can be obtained from the Safety Training Unit website: http://www.ucl.ac.uk/estates/safetynet/training/ Contact Details: ext. 58617 Manager: Kuen Yip Porter k.yip-porter@ucl.ac.uk Administrative Assistant: Julie Bloxham j.bloxham@ucl.ac.uk ext 58592 3) Waste Management – Environmental and Waste Services Environmental Services: 38-50 Bidborough Street Manager: Tony Overbury t.overbury@ucl.ac.uk Hazardous waste disposal service Roman Vargas r.vargas@ucl.ac.uk Introduction Pack Last Updated October 2015 48 Department of Primary Care and Population Health INDEX OF ARRANGEMENTS FOR SAFE WORKING 2014-2015 Institute of Epidemiology and Health Care 1) Mandatory arrangements The Department must have written procedures for items marked in bold which are mandatory. 2) Arrangements necessary to ensure safe working in the Institute In the column headed ‘Potential for harm’ you should consider the potential for harm that the activity or hazard creates for people BEFORE any specific risk control measures have been applied. To do this, you should ask: “What harm might result to staff members or students from the hazard/activity who have not received specific information, instruction or training related to the process concerned?” This judgement establishes the level of intrinsic risk and assists the setting of priorities for action including the review of existing arrangements. Y/N Document Reference Date last reviewed Potential for harm H/M/L mandatory Page 6 Oct 15 Medium Allergens Y Lab Safety Oct 15 Medium Building maintenance Y Page 8 Oct 15 Low Carcinogens Y Lab Safety Oct 15 High Chemicals Y Lab Safety Oct 15 High Cleaning Y Page 9 Oct 15 Low Compressed gases Y Lab Safety Oct 15 Medium Contractors and Maintenance Work Y Page 9 Oct 15 Medium Dangerous goods transportation Y Lab Safety Oct 15 Medium Disabilities Y Page 9 Oct 15 Low Display screen equipment mandatory Page 9 Oct 15 Low Electrical Equipment mandatory Page 10 Oct 15 Medium Emergencies mandatory Page 6 Oct 15 Y Page 10 Oct 15 High Medium Fire mandatory Page 6 Oct 15 Medium First aid mandatory Page 6 Oct 15 Gas Cylinders Y Lab Safety Oct 15 Medium High Genetically modified organisms Y Lab Safety Oct 15 Medium Health & Safety at Work Posters Induction arrangements and integrating incoming groups Inspections (and Audits) Y Page 10 Oct 15 Low Page 10 Oct 15 mandatory Page 10 Oct 15 Medium Y Lab Safety Oct 15 Medium mandatory Page 10 Oct 15 High TOPIC Accidents, incidents (and Occ Health) Fieldwork Laboratory work Lone working Introduction Pack Y Last Updated October 2015 Medium 49 Department of Primary Care and Population Health Manual handling Y Page 11 Oct 15 Medium Microwave emitters Y Oct 15 Medium Office work Y Page 11 Page 11 Oct 15 Medium Protective Clothing Y Lab Safety Oct 15 Medium Pregnant workers Y Page 11 Oct 15 High Purchasing arrangements for safety equipment Y Page 11 Oct 15 Low Radioactivity Y Lab Safety Oct 15 High Record keeping Y Page 11 Oct 15 Low Research Supervisors Y Page 11 Oct 15 Medium Review of safety management arrangements mandatory Page 12 Oct 15 Low Risk assessment mandatory Page 12 Oct 15 Medium Safety Committee Y Page 12 Oct 15 Low Safety Training Y Page 12 Oct 15 Medium Safety Policy display Y Page 12 Oct 15 Medium Slips, trips and falls Y Page 12 Oct 15 Medium Smoking Y Page 12 Oct 15 Special Risk Areas Y Page 12 Oct 15 Low Medium Spill procedures (lab) Y Lab Safety Oct 15 Medium Spill procedures (office) Y Page 12 Oct 15 Low Storage (fridges and freezers) Y Page 12 Oct 15 Low Smoking Y Page 13 Oct 15 Low Students Y Page 13 Oct 15 Low Tissue Culture Y Lab Safety Oct 15 Medium Unattended or overnight processes Y Lab Safety Oct 15 Violence Y Page 13 Oct 15 Low Medium Visitors and members of the public Y Page 14 Oct 15 Low mandatory Page 14 Oct 15 Y Page 14 Oct 15 Medium Medium Document Reference Date last reviewed Potential for harm H/M/L Major Incident Plan Oct 15 Waste management Working in Other Departments 3) Include any additional arrangements for safe working not in Table 2 TOPIC Major Incidents Introduction Pack Y Last Updated October 2015 Medium Department of Primary Care and Population Health 50 ANNUAL STATEMENT OF COMMITMENT TO UCL’s SAFETY POLICY Institute of Epidemiology and Health Care This document sets out my commitment to ensure that the activities of the Department of which I have been appointed as Head, will be carried out in a safe manner in accordance with the corporate statement of safety policy of University College London and the requirements placed upon me by the UCL Approved Code of Practice entitled ‘The Management of Health and Safety in Departments’. The Department has written Arrangements for Safe Working that have been drawn up to correspond with the work hazards and activities under my control. An overview, in the form of an index of the Department’s arrangements, including a summary of priorities for action in the present year, has been drawn up. I acknowledge that the Department is a department of UCL and that I am responsible to the Provost and President for the implementation of UCL’s corporate health and safety arrangements wherever they apply to the department. Head of Department: Signature Date: 1st Dec 2015 1 The term “department” is used generically to apply to all UCL management entities whose Head annually reviews and signs a departmental statement of safety policy. Introduction Pack Last Updated October 2015
