│ College of Medical,
│ Veterinary & Life Sciences
Institute of Infection, Immunity & Inflammation
Staff, Postgraduates & Visiting Scientists in
Sir Graeme Davies Building
Welcome to the Institute of Infection, Immunity & Inflammation (III) College of Medical, Veterinary & Life Sciences.
III is housed in the Gilmorehill Campus and Garscube Estate. This introductory pack is for people who located in the
Sir Graeme Davies Building (SGDB).
In this booklet you will find various bits of information that should help you settle in. It is designed to ensure that
you are properly informed about safety in the laboratories and that you are correctly registered according to the
regulations applying to the hazards you may be exposed to.
Please complete the forms in this package immediately upon your arrival. You will only be registered for work in the
laboratory once the forms are completed. You will probably need help from your supervisor to fill in some parts.
If you are a visitor, you will require to apply for an associate status appointment in order to obtain IT access and a
temporary staff card. This applies to visitors here for a period of 8 weeks. The relevant application form can be
accessed from http://www.gla.ac.uk/colleges/mvls/honorarystatusinformation/.
If you are a student, you need to send your student number to Alison Wallace (Alison.Wallace@glasgow.ac.uk) so
that you could be given access to ‘pull print’ on copiers.
CONTENTS
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
Staff identity card
Salary
Hours of work/holidays
Out of hours working
Sickness absence notification procedure
Registration for use of computing services
Safety
Emergency Procedures
Access Charges
Stores
Purchasing
Mail
Fax
Parking permit
Social room
Staff Directory
Support services
Staff Development
Campus Map
Travelling Abroad
Expenses
1. Staff Identity Card
You will need a University staff card to gain access to University facilities, e.g. Library, Sport and Recreation facilities.
Once you get a staff number, you should visit the University Library, Service Desk, Level 2, Hillhead Street (see D11
on campus map http://www.gla.ac.uk/media/media_1887_en.pdf) to obtain a staff ID card any time Monday to
Friday 9am-7.30pm, Saturday and Sunday between 1.00pm and 4.30pm. They will take a photograph and provide
you with an ID card. You do not need to telephone for an appointment, but you will need your staff number before
you go and you must have a contract from Human Resources or you will not be issued a card. If you are a visitor,
Mrs Helen Arthur (Room B5-08) will issue you with a temporary staff badge. Staff identity cards should be worn at all
times for security in the University buildings.
2. Salary
Salaries are paid on the last working day of each month. Any enquiries relating to pay (email: financepayroll@glasgow.ac.uk) or pensions (email: ugps-pensions@glasgow.ac.uk) should be directed to the Pay &
Pensions Section (http://www.gla.ac.uk/services/finance/payandpensions/index.htm within the Finance Office.
3. Hours of work / Annual Leave
Your hours of work and annual leave entitlement are specified in the Staff Handbook
http://www.gla.ac.uk/services/humanresources/staff/handbook/. This handbook should be read in conjunction with
your contract of employment. All staff are required to request annual leave on Employee Self Service
https://hrportal.mis.gla.ac.uk/pls/coreportal_live/cp_por_public_main_page.display_login_page. Requests are
submitted electronically for approval by your line manager. Please ensure you provide reasonable notice and note
that your line manager will require to consider your request whilst considering the operational requirements, paying
particular attention to peak periods, or special activities or scheduled events. You will receive an email notification
advising whether your annual leave has been authorised or rejected.
4. Out of Hours working
Normal working hours are within 8.00am to 6.00pm, Monday - Friday. Anyone working outside these hours must
sign themselves in and out in the late working book located by the janitor's box at reception area.. Further
information on Working Alone policy is available on Institute website.
http://www.gla.ac.uk/researchinstitutes/iii/informationforstaffstudents/safetyhandbook/policy/policyday-todayactivities/workingalone/.
5. Sickness Absence Notification procedure
On your first day of absence, you should notify your immediate Supervisor/Line Manager as soon as possible, ideally
before 9.00am. If you think your sickness is work related you must inform your Supervisor/Line Manager of this on
your first day of absence.
Absences lasting more than 7 calendar days require a medical certificate. Please refer to the sickness absence policy
for further information on your responsibilities in this regard.
http://www.gla.ac.uk/services/humanresources/staff/all/health/sicknessabsence/#d.en.262409
6. Registration for use of IT Services
You can register for your GUID ( https://milngavie.cent.gla.ac.uk/cgi/usr/cred ) Glasgow Unique Identifier)
credentials as soon as you get your staff number from HR.
This form will accept your registered personal email address and send your details there - if you don't have a
personal email address registered, please contact humanresources@gla.ac.uk for advice.
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After filling in the GUID form, you will get an email containing your username and a link to obtain a temporary
password. After following this link, you enter your GUID and staff number; you will then get a second email with a
temporary password and a link to Password Self Service. Login here and then choose your own password - this final
step activates your account.
Your basic GUID will allow you access to a number of services http://www.gla.ac.uk/services/it/guid/.
If you require access to shared drives, please contact Alison Wallace or Chris Bevan to request this for you.
Please log any IT queries via IT Self Service helpdesk https://hornbill.cent.gla.ac.uk/sw/selfservice/ OR email IT
helpdesk direct.
7. Safety
The Health and Safety of all colleagues in the Institute is very important. Relevant procedures are spelled out in the
Institute and SGDB Safety websites –
SGDB
http://www.gla.ac.uk/researchinstitutes/iii/informationforstaffstudents/safetyhandbook/
SEPS
http://www.gla.ac.uk/services/seps/index.html
http://www.gla.ac.uk/schools/lifesciences/informationforstaff/healthandsafefy/
The safety handbook http://www.gla.ac.uk/researchinstitutes/iii/informationforstaffstudents/safetyhandbook/
is available online, and contains important safety information for all staff in the building. Please familiarise yourself
with the contents of this.
Professor Tom Evans is responsible for Health and Safety in the Institute and Helen Arthur is Chief Technician and
Safety Co-ordinator (phone 7147).
There is a generic Health and Safety email address to report any non-emergency H&S issues.
Specified Animal Pathogen Order (SAPO)
Registration for work with Specified Animal Pathogens
The SGDB has a license to work with African Trypanosomes, which are Specified Animal Pathogens. If you plan to
culture African trypanosomes (Trypanosoma brucei, Trypanosoma vivax etc) you will need to register. You do not
need SAPO registration to work with other pathogens within the SGDB.
Regulatory control requires that no person shall have in his possession any “Specified Animal Pathogen” or any
“carrier” in which he knows such a pathogen is present, except under the authority of a licence issued by the
appropriate Minister (Scottish Executive Environment and Rural Affairs Department (SEERAD)). The purpose of this is
to prevent the introduction and spread of Specified Animal Pathogens which are not endemic in Great Britain and
which if introduced would cause serious disease and economic loss to the livestock industry. All work (including
holding/storage) with these organisms requires a licence.
If you wish to import African trypanosomes into the Institute (from the UK or abroad) you will need to obtain
permission from SEERAD. Details on all SAPO procedures can be obtained from Alex Mackay (Level 5).
Use of Genetically Modified Organisms and Pathogens
All work involving genetically modified organisms, recombinant DNA or the culture of pathogenic organisms must
have received prior approval from the Institute’s Genetic Modification Safety Committee. Before commencing any
such work, you must get confirmation from your supervisor that approval has been granted and read the project
description for the work. Your supervisor should provide you with a copy of the description and you should fill out
the enclosed registration form so your name can be added to it.
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8. Emergencies
At GILMOREHILL CAMPUS call extension 4444 and at GARSCUBE CAMPUS call extension 2222.
These numbers provide a direct line to Security at the gatehouse of the relevant site.
Have the following information ready:
1. Where are you (building, room)?
2. What has happened and is there additional danger (either from a person, or a fire, from contamination of some
kind, etc.)?
3. If someone is injured, what is their approximate age, what is the nature of the injury, how bad is it, and are they
conscious and breathing?
Most University phones will not let you dial 999 direct. If you do you will be put through to Security.
The reason for this is that if there is still danger, security can attend immediately, but also because security are then
aware of the need for emergency services, and can provide directions and assistance to ambulances and police when
they arrive (there have been instances in the past of ambulances getting lost trying to find buildings).
We understand that every circumstance is different and you may be presented with a situation where you need to
dial 999 immediately. If this is the case, please let Security know you have done so at the earliest opportunity
9. Access Charges
All research staff working in the SGDB are liable for an access charge. Details of these are in the Access Charge policy
issued to all new staff.
10. Stores
Stationery is available in B6/12, SGDB i.e. lab books, pens, etc.
MVLS College Stores is located at 6 Thurso Street. You can obtain a wide range of consumable items, including
chemicals, glassware, stationery and computer discs from the stores and the costs of all items will be charged to
your supervisor’s budget.
The Stores service offers an online ordering facility with a twice daily desktop delivery service. You will need to
register http://www.gla.ac.uk/colleges/mvls/campus/facilities/mvlsstores/ for this service.
Financial restrictions on research budgets mean that you should be careful in the use of consumables.
11. Purchasing
Purchase orders are placed by emailing a completed PO template to iii-orders@glasgow.ac.uk. Any queries about
orders should also be sent to this generic email address. Staff in Bacteriology should email the same form to the
College accounts office at mvls-order-requests@glasgow.ac.uk
12. Mail
Incoming mail
Daily 10.30am and 2.30pm - mail is delivered and sorted into the pigeonholes on each floor.
Outgoing mail
Outgoing mail should be placed in the pigeonhole marked “Outgoing Mail” or at the Janitor’s desk at reception area.
Pigeonholes
A pigeonhole is allocated to each academic and Research Fellow. Support Staff, Postdocs and Postgrads should use
the A-Z pigeonholes on the bottom rows.
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13. Fax
The Institute’s fax machine is situated in Room B6-12. The fax number is 0141 330 4297.
14. Parking permit
Application forms are available from the University Gatehouse. The current cost of a permit is £200 for staff and
£170 for students. Further details are available on http://www.gla.ac.uk/services/central/parking/.
15.
Social Room
The Common Room is located on Level 2, SGDB. This is used for morning, lunch time and afternoon breaks by staff
& students within III.
16. Staff Directory
The University-wide internal directory by staff surname is available on http://www.gla.ac.uk/stafflist/ at the Glasgow
University website.
17. Support Services
In addition to internal stores and IT support, there are a number of research facilities available to staff, details of the
Institute facilities are available on the http://www.gla.ac.uk/researchinstitutes/iii/facilities/.
18. Staff Development
Staff Development Service offers a number of courses that you and your supervisor may consider appropriate for
you to undertake. The Training Programme is detailed on the Staff Development section of the HR website
http://www.gla.ac.uk/services/humanresources/staffdevelopment/index.html.
19. Campus Map
The Gilmorehill campus map http://www.gla.ac.uk/media/media_1887_en.pdf shows the location of buildings at
the main campus in Gilmorehill. A separate campus map is available for Garscube campus
21. Travelling Abroad
Staff must contact Finance to organise travel insurance, there is a link to this on the website
http://www.gla.ac.uk/services/humanresources/internationalisation/overseas/
22. Expenses
Staff can now use Employee Self Service for claiming expenses:
https://hrportal.mis.gla.ac.uk/pls/coreportal_live/cp_por_public_main_page.display_login_page
All staff are encouraged to use online system to claim expenses unless you encounter problems in which case
Finance Office will accept paper forms in the usual manner. Claims must be made within two months of the
expense being incurred. In the event of late claims being submitted, the authorised signatory will be expected to
provide a written explanation in support of it. Late claims may be forwarded to the Director of Finance for a decision
as to whether the claim will be honoured.
Please consult Guidance notes
http://www.gla.ac.uk/services/finance/payandpensions/expensesprocedures/
before using the online system. Any questions or feedback regarding the content of Core system should be sent to
Jim Ross or phone 5922.
Please note that students will continue to use the paper based claim forms which can be found online
http://www.gla.ac.uk/services/finance/downloadaform/expensesclaimform/.
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