MRC CENTRE FOR
NEUROPSYCHIATRIC
GENETICS AND GENOMICS
&
INSTITUTE OF
PSYCHOLOGICAL MEDICINE
AND CLINICAL
NEUROSCIENCES
INDUCTION PACK
Institute of Psychological Medicine and Clinical Neurosciences
Induction Pack
Welcome to the Institute of Psychological Medicine and Clinical Neurosciences. You
are joining one of the University’s most successful research departments and one of
the largest departments of psychiatry in the UK.
This Induction pack is designed to provide you with the key information to help you
settle in and guidance on where you can get the answers to any queries you might
have.
Included in your induction pack:
 IPMCN Summary Information
 Personal Induction Checklist
 Annual Leave Form
 IPMCN Administrative Organisational Chart
IPMCN Summary Information
1.
Background – general information about the Institute can be found at
http://medicine.cf.ac.uk/psychological-medicine-neuroscience
2.
Who are we – The Institute employs over 150 scientists and research support staff,
50 research students, and 8 clinical academic trainees across seven major research themes.
Most members of the Institute also belong to the MRC Centre for Neuropsychiatric Genetics
and Genomics. Other important links include the National Centre for Mental Health, the
Neuroscience and Mental Health Research Institute, the Biomedical Research Centre, as
well as the School of Psychology, and other leading academic institutions across the world.
A complete list of Institute Staff can be found at
http://medicine.cf.ac.uk/contact/psychological-medicine-neuroscience/
Appendix 1 includes an organisation chart, a list of staff by research team and a complete
telephone list for the Institute.
E-mail addresses and phone numbers for all University staff can be found
www.cardiff.ac.uk/contactus
3.
Where are we – The Institute is based in the University’s new flagship research
facility, the Haydn Ellis Building, located on Maindy Road. The Institute supports the careers
of clinical and non-clinical scientists and the development of research students to deliver
world-leading research on the causes of mental illness.
4.
Health & Safety – all new starters are required to read and familiarise themselves
with the IPMCN Health and Safety Policy & Procedures. If you are a contract
employee, casual worker or PhD student, the Institute Health & Safety Officer, Dr.
Kiran Mantripragada, will be contacting you to arrange a formal building induction.
As a new member of staff, it is important that you familiarise yourself with the University’s
Health and Safety policies, which can be found at http://www.cardiff.ac.uk/osheu. Please
pay particular attention to any specific information relating to your work environment and role
(e.g. Section 4.6 – Staff who are responsible for research.)
If you have any concerns relating to H&S, please report them to Dr. Kiran Mantripragada at
MantripragadaKK@cf.ac.uk or ext. 88463.
5.
Policies & Procedures – there are a large number of policies and procedures you
need to be aware of. Procedures have been developed for most administrative areas and
are available on the shared drive at S:\Users\1 Admin\Administrative Procedures. The
Institute has also put in place procedures for peer review on all grant applications.
If you have any queries relating to the Institute’s policies and procedures, please direct them
to following contacts:
HR related – Michelle McDonald (psychmedhr@cf.ac.uk)
Finance related – Rosy Allcott (psychmedfinance@cf.ac.uk)
Research related – Miranda Turton (psychmedresearch@cf.ac.uk)
Teaching related – Sarah Gape (psychmedteaching@cf.ac.uk)
General office/administration – Vicky Hirst (psychmedadmin@cf.ac.uk)
6.
Seminars and Training – the Institute is committed to your personal professional
development.
The University offers a wide range of courses which can be found at
www.cardiff.ac.uk/humrs/training. If you are interested in attending any of these sessions,
you should discuss it with your line manager in the first instance before completing the
booking form and the pre-course questionnaire available at S:\Users\1
Admin\Forms\Training. These should be sent to the Institute Director for approval before
booking on to the course.
As well as supporting staff to attend University organised training, the MRC Centre has funds
to support early career researchers and further information is available at S:\Users\1
Admin\Administrative Procedures\Research Procedures\Early Research Support Grant
Scheme
The Institute also sponsors a seminar series on topics related to the research carried out by
the MRC Centre, featuring distinguished speakers from around the world. These take place
on the last Monday of each month between 12pm and 1pm.
In addition to the seminars there are also regular ‘lab talks’ which take place every Tuesday
between 1.00pm and 2.00pm.
7.
IT – you should have been given a username and password which provides access to
the University network and email. You will be able to log-on to any University networked PC
and should also be able to access your personal files and email both on and off-campus.
8.
Local Housekeeping – arrangements for mail, ‘office hours’, recycling, tea and
coffee etc. vary between sections and offices of the Institute. As part of your local induction,
these arrangements should be explained to you. However, if you have any queries, please
ask.
9.
Probation and Appraisal – every member of staff is expected to take part in either
probation or appraisal schemes. As a new starter you are likely to be on probation and you
should meet with your line manager during the first two weeks of employment to agree your
initial objectives.
Further information on performance management is available at
www.cardiff.ac.uk/humrs/training/perfreview
10.
Car Parking – staff parking at Cardiff University and the Hadyn Ellis Building are
extremely limited and staff are therefore advised to try to make alternative arrangements.
Where this is not practical, staff need to complete a Car Parking Survey/Application. Further
information is available in the ‘VPC Tariff Dispensation Permit Summary Guidelines’ at
www.cardiff.ac.uk/secty/parking/heathpark
11.
Further Information – there is a considerable amount of information available for
new staff on the Cardiff University website at http://cardiff.ac.uk/humrs/newstaff/index.html
If you have any queries, in the first instance speak to the person who provided your local
induction, if they are unable to help you, please contact the appropriate administrator or
contact the Institute/Centre Manager, Helen Richards (richardshc@cardiff.ac.uk) or Senior
Administrator, David Thomson (thomsond@cardiff.ac.uk).
12.
IPMCN Administrative Telephone Contacts
Helen Richards
David Thomson
Michelle McDonald
Miranda Turton
Vicky Hirst
Sarah Gape
Alan Harrington
Institute Manager
Senior Administrator
HR Administrator
Research Administrator
PA to Director & Deputy Director
Undergraduate Course Coordinator
Ordering, Travel/Purchase Requisitions
ext. 88484
ext. 88485
ext. 88319
ext. 88317
ext. 88320
ext. 88318
ext. 88316
Institute of Psychological Medicine and Clinical Neurosciences
Personal Induction Checklist
This checklist should be viewed as a template to guide you and the people
responsible for providing your induction. It is not an exhaustive list and will need to
be adapted to suit the job role, individual, location and circumstances.
Name
Job Title
Start Date
Person Responsible for Local Induction
Line Manager
Induction Checklist
Initial
Paperwork to be completed
Staff Details Form
Statement of Confidentiality
Driver Authorisation (if applicable)
Computer User Registration Form (if applicable)
Permission to Connect Form (if applicable)
Username and Password provided
Paperwork to be taken to Medic HR
Asylum & Immigration documentation
Qualification Certificates
Security Passes
University ID provided
Security pass provided
Date arranged for the following
Administrative Induction
University Induction
Building Induction (H&S)
Lab Induction (H&S)
Initial Probation Meeting
Date
Induction Checklist
Responsibility
Introduction to the role/department/School/University
Introduction to colleagues within the team
Explanation of the duties within the role
Explanation of the management structure of the team
Description of the team and how it fits into the Department
Introduction to the Department
Introduction to the School
Introduction to the University
Supervisor
Line Manager
Line Manager
Line Manager
Dept Induction
School Induction
Uni Induction
Practicalities
Tour of the building
Location of toilets/wash rooms
Location of rest areas and local refreshment arrangements
Location of work station, photocopier, fax machine, shredder
Use of telephone functions
Familiarisation with School software
Familiarisation with School work processes (e.g. filing systems)
Internal/external mail arrangements
Lunch times/lunch time cover arrangements
Location of refectory, shops and café etc facilities
Waste and recycling
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Supervisor
Conditions of Service
Payment date/Payment method
Starting/finishing times/hours of work
Local procedure for booking holidays
School Induction
Supervisor
Supervisor
Probation
Schedule attendance on University Induction
Information on appropriate probation/appraisal scheme
Introduction to mentor
Administrator
Dept Induction
Line Manager
Health & Safety and Security
Fire evacuation procedure
Location of fire exits/assembly points
Location of fire alarms/fire extinguishers
Introduction to Fire Warden Representative
First aid and accident reporting
Introduction to First Aid Representative
Location of first aid boxes
H&S Induction
H&S Induction
H&S Induction
H&S Induction
H&S Induction
Supervisor
Supervisor
Communication methods
Departmental meetings
Team meetings/Calendar of events
Supervisor
Supervisor
Other Areas of Professional Practice
Data protection
Ensure confidentiality agreement is signed (if appropriate)
Supervisor
Administrator
Initial
Cardiff University
Annual Leave Record Form
Name:___________________________________
Department:______________________________
Leave Entitlement:
(from 1 Oct
to 30 Sept
)
Pro-rata for staff working part-time (if applicable):
Pro-rata if first or last year of employment (completed
calendar months):
Plus up to 5 days carried forward from previous year:
Leave Dates
No of Days
Days Remaining
Total Leave (including closure days at Christmas):
Applied For
From
To
Authorised Signature
Date
Institute of Psychological Medicine & Clinical Neurosciences
Departmental Structure
Central Administration and Secretariat
Helen
Richards
Manager
David
Thomso
n
Sr.
Administ
rator
Educati
on
Sarah
Gape
Undergr
aduate
Course
Coordina
tor
Administ
ration
Jan
Chatting
Postgrad
uate
Course
Coordina
tor
Michelle
McDonal
d
HR
Administ
rator
(50%)
Miranda
Turton
Research
Administr
ator
Rosy
Allcott
Finance
(50%)
Alan
Harringto
n
Clerical
Assistant
(60%)
Vicky
Hirst
PA to
Director
& Deputy
Director