The Department of Mathematics
King’s College London
School of Natural and Mathematical Sciences
Welcome Pack for
New Academic Staff
containing
General Information and Procedures
Welcome to the Department of Mathematics at King’s College London. This
document aims to provide you with some necessary basic information and
procedures. More comprehensive information can be found in the Staff
Handbook which is currently being updated.
CONTENTS
Section 1: Departmental Support Contact Information ............................................................................. 4
Section 2: Staff ID, Library, email, phone and IT Related Issues ............................................................. 4
Staff ID Card ............................................................................................................................ 4
Staff Email Accounts................................................................................................................ 5
Webmail ................................................................................................................................... 5
MyKCL .................................................................................. Error! Bookmark not defined.
OneSpace .................................................................................................................................. 5
Telephones................................................................................................................................ 5
Voicemail ................................................................................................................................. 5
Intranet...................................................................................................................................... 6
Departmental Staff Telephone, Room and Email List ............................................................. 6
Section 3: Office Arrangements ................................................................................................................ 6
Allocation of office .................................................................................................................. 6
Name Plate ............................................................................................................................... 6
Computer .................................................................................................................................. 6
Section 4: Domestic Facilities ................................................................................................................... 7
Staff room ................................................................................................................................. 7
Campus Tour ............................................................................................................................ 7
Canteen ..................................................................................................................................... 7
Water Cooler ............................................................................................................................ 7
Section 5: Department of Mathematics Support Services ......................................................................... 7
Departmental Office ................................................................................................................. 7
Departmental Rooms ................................................................................................................ 7
Photocopying and Faxing ......................................................................................................... 7
Pigeon Holes............................................................................................................................. 8
Post ........................................................................................................................................... 8
Projector/Laptop ....................................................................................................................... 8
Recycling Paper ........................................................................................................................ 8
Kings College Room Bookings ................................................................................................ 8
Stationery.................................................................................................................................. 9
Training .................................................................................................................................... 9
Being a Personal Tutor ............................................................................................................. 9
Confidential Waste ................................................................................................................... 9
Section 6: Administrative Procedures ..................................................................................................... 10
Books ...................................................................................................................................... 10
Data Protection Act ................................................................................................................ 10
Expense claims ....................................................................................................................... 10
IT Support............................................................................................................................... 10
Leave/Absence ....................................................................................................................... 10
Problems with facilities/reporting faults ................................................................................ 10
Staff Travel Insurance ............................................................................................................ 11
2
Travel...................................................................................................................................... 11
Section 7: Useful information for staff new to London .......................................................................... 11
Accommodation ..................................................................................................................... 11
Exploring London................................................................................................................... 12
Getting around London .......................................................................................................... 12
Travel around London ............................................................................................................ 12
3
Section 1: Departmental Support Contact Information
Head of Departmental Administration: Rosie Smith
Ext: 1917, Room S5.10, Email: rosie.smith@kcl.ac.uk
Programme Manager: Saffron Hutt
Ext: 1509, Room S5.01, Email: saffron.hutt@kcl.ac.uk
Departmental Coordinator: Frances Benton
Ext: 2216, Room: S5.01, Email: frances.benton@kcl.ac.uk
Departmental Officer: Jo Perry
Ext: 2145, Room S5.01, Email: jo.perry@kcl.ac.uk
Mathematics Postgraduate Programme Administrator: Joanne Cooke
Ext: 2217, Room: S5.01, Email: joanne.cooke@kcl.ac.uk
Mathematics Undergraduate Programme Administrator: Stephanie Rice
Ext: 2828, Room S5.01, Email: stephanie.rice@kcl.ac.uk
Web & Research Administrator: Emily Balls
Ext: 1887, Room S5.01, Email emily.balls@kcl.ac.uk
……….
For all departmental IT support, please email maths-support@kcl.ac.uk
IT support is currently given by the members of the PSE IT team, principally
Windows/Mac support:
Denys Hyde
Ext: 2461/ Room: K4L.15
Email: maths-support@kcl.ac.uk
Dan Wade
Ext: 2817/ Room: S4.22
Email: maths-support@kcl.ac.uk
Section 2: Staff ID, Library, email, phone and IT Related
Issues
Staff ID Card
Security (1st Floor, front of Strand Building) issues ID cards on presentation of a letter of confirmation
sent to you by HR confirming your contract with the College. ID cards should be carried at all times
whilst on campus. You will need it to access the Departmental Office and the Staff Common Room, as
well as the College after hours, and to get into the library.
4
Library
The Maughan Library is located in Chancery Lane. To get there turn right when leaving the building
via Reception, walk along Fleet Street and turn left into Chancery Lane, after passing the Royal Courts
of Justice on your left. Maughan Library is along there on the right.
Staff Email Accounts
Staff on the King’s payroll are automatically given an email account. For those who are not, an
application form for an email account can be accessed via the web at
http://www.kcl.ac.uk/content/1/c4/31/23/RF2.pdf. Once signed and completed the form must be
delivered or posted to the Maughan Library so that the email account can be activated. They will then
contact you when the account has been opened. The KCL website provides details of opening times,
address, etc of the Library. Please note that you must get an ID card before collecting your account
details. Please do this as soon as possible as email is the official method of communication within the
Department.
Webmail
You can check your email from any location via the College’s Outlook Web Access (OWA):
https://kclmail.kcl.ac.uk/OWA. Use the same login ID and password as you use with an email client
such as Microsoft Outlook.
OneSpace Student Records
OneSpace Student Records provides online access to the College's student database. Students can use it
to manage their personal information; staff can use it for many things, e.g. to obtain class lists
(including email addresses), personal tutee lists, etc. OneSpace Student Records can be accessed from
the link in OneSpace (go to “study” then “manage records” or directly at https://mykcl.kcl.ac.uk/.
OneSpace
OneSpace is the College's intranet providing web pages with content intended for members of the
College. OneSpace can be accessed from the link on the main KCL website, or at
https://onespace.kcl.ac.uk, and if you are not sure about how to do or find something, there is a tab
labelled ‘how to’ which gives useful information. If you are having difficulties using it, please ask!
Please note that the content you are presented with in OneSpace can depend on your status, so students
will not necessarily see exactly the same information as staff.
Telephones
If you are unaware of your office phone number please ask in the Departmental office. Alternatively,
contact Telephone Services on1099, who will be able to identify your number. It is possible to set up
voicemail on your phone. Instructions for this and other useful information regarding telephones can be
found at http://www.kcl.ac.uk/it/index.aspx.
There is also an internal telephone directory http://www.kcl.ac.uk/depsta/phone/ where new staff can
input their details. Click on the Request changes/additions link on the left-hand side of the page.
Please do this as soon as you can to ensure that you are contactable from outside the College.
Please dial 9 to obtain an outside line.
Voicemail
To access your mailbox dial 2994 (0207 848 2994 if you are calling from outside the College).
To set up or remove a voicemail account, please refer to Telephone Service’s webpage
http://www.kcl.ac.uk/onespace/how/telephone/voicemail/.
5
Intranet
There is an intranet available to staff in the Department (the local web). It is for staff and students and
can be viewed only from within the Department. The URL is http://www.mth.kcl.ac.uk/internal/. It
contains information on:
 Computing and IT matter
 Departmental documents
 Information on research grants
 Papers and links for departmental committees
Username is ‘staff’. There is no password.
Departmental Staff Telephone, Room and Email List
This is updated and circulated on a regular basis. It is also available under Departmental Documents on
the Maths internal page. Any queries contact Frances Benton who maintains the list.
Section 3: Office Arrangements
Allocation of office
Jo Perry is responsible for allocating keys to each new member of staff. She will also issue keys to
room S4.27 where the printer and scanner is located, and the photocopier room S4.24.
Name Plate
Jo Perry will arrange a name plate for the new member of staff’s office door.
Computer
You should have completed the Computing in the Mathematics Department form before arriving in the
Department and returned it to the support team (maths-support@kcl.ac.uk) so that they are aware of
your computing needs and can provide you with a suitable computer. Completion of this form will also
enable the support team to provide you with a departmental account which will be needed in order to set
up web pages for any modules you are teaching.
Once established in the department you may have more specific computer needs, and these
should be discussed with the support team before any purchase is made. Please do not buy any
hardware without prior consultation as you may find that it is not supported.
If you have any specialist software requirements, please liaise first with the support team. All the
standard mathematical software is available for installation on departmental machines, and there are
purchasing agreements in place which can greatly reduce the price of other software; again, please do
not buy software without consultation.
6
Section 4: Domestic Facilities
Staff room
The staff room is located on the 5th floor in room S5.21. You need to have your ID card activated to
allow you access – Security can do this (1st floor, at the front of the Strand Building). A communal
fridge, coffee maker, microwave and kettle are available for all staff members. Milk is bought by the
office staff on a regular basis.
Campus Tour
New members of staff must be shown around the campus. They should be made aware of the fire
procedures and fire exits. Please arrange a convenient time with Frances Benton.
Canteen
There is a canteen and restaurant on the Campus on the second floor of the King’s Building for staff
and students.
Water Cooler
A water cooler is located in room S5.01. There are also drinking water outlets on the 4th and 5th floors
by the stairwell.
Section 5: Department of Mathematics Support Services
Departmental Office
All staff need to have their ID card activated to allow them access to the Departmental Office, room
S5.01. There is a staff entrance to this room.
Departmental opening times are 10:00-12:30 and 14:30-16.30, Monday to Friday, except on
Wednesdays when the office is closed in the afternoon. These opening times apply to students. Staff
can access the departmental office at all times, though we ask that they respect the mid-day closure
period as administrative staff may be having lunch at their desk.
Departmental Rooms
The Department of Mathematics has a number of rooms available for meetings/seminars/tutorials.
They are S4.23, S4.29, S4.36 and S5.20. To book these rooms please contact Jo Perry in the
departmental office. Rooms S4.23, S4.29 and S5.21 have data projectors installed.
Photocopying and Faxing
The fax machine is in the departmental office. Press 9 to dial an outside number and place the
document face down. The photocopying machines are located in room S4.24. Please report any
problems with the machines, if they cannot be resolved by you, such as jammed paper, to Jo Perry in
the departmental office.
7
RAs and PhD students must be authorised by their supervisor before using the photocopier or sending
faxes.
Pigeon Holes
JoPerry organises individual pigeon holes for staff in the Staff Common Room, S5.21. The pigeon
holes for PhD students are located outside their offices on the 5th floor, opposite the departmental office.
Post
Post arrives once or twice a day and is distributed into the individual staff pigeon holes in the Staff
Common Room S5.21. To send out mail (either internal or external) place your post in a tray on
Stephanie Rice’s desk. All external mail should be marked with the number 22.
Projector/Laptop
As well as three of the departmental rooms having data projector facility installed (rooms S4.23, S4.29
and S.520), the Department has several laptops and one data projector, which staff can book via the
online booking system http://www.mth.kcl.ac.uk/cgi-bin/eqbooking/index.pl. After selecting the
equipment you wish to use and the date and time in which you wish to use it, submit your request form.
An email will be sent to you confirming your booking. Collect the equipment from the Departmental
Office, and be sure to return it afterwards, as other members of staff may have booked the equipment
after you.
If, however, the departmental equipment is unavailable, the same equipment can be booked through the
Audio Visual Department http://www.kcl.ac.uk/onespace/how/av/, but there is a charge of about £60
per half day, so be sure only to do this if absolutely necessary, and do inform the Departmental
Administrator of the booking, so that she can reconcile the cost when it appears on the departmental
account.
If audio visual services are required please check if the room allocated for your teaching has fixed audio
visual facilities. If it has then you need to activate these facilities by contacting the audio visual
department. Their contact details are:
Audio Visual Department
Room K1.20, Kings Building, Strand Campus
Email: avsu@kcl.ac.uk
Web: http://www.kcl.ac.uk/onespace/how/av/
We always make the request to central room bookings if you ask, but audio visual facilities need to be
booked separately.
Please note that the laptop and projector must be returned immediately after the booked session. If the
session is at the end of the day and the departmental office is closed, please lock securely in your office
and return by 9am the following morning. Research Assistants and postgraduate students may only
borrow the laptop when authorised by their supervisor.
Recycling Paper
Each member of staff has a white box into which should be placed paper for recycling. They are
responsible for emptying its contents on a regular basis in the larger receptacles found on each floor
near the lifts.
Kings College Room Bookings
Timetabling and room booking requests are submitted to the Central Timetabling Department round
about May. Prior to this deadline, Frances Benton will have been in contact with you regarding your
timetabling and room booking needs.
8
Stationery
Stationery is kept in a cupboard in the departmental office. Most items of stationery can be found here,
but if you cannot find the item you are looking for, please ask Jo Perry as she either has it stored
elsewhere or can order it for you quite quickly. Please help yourself to paper from the photocopier
room S4.24. However, if you notice that any item of stationery is getting low, please notify a member
of the departmental office.
Training
King's College London has a comprehensive staff development training programme, which all staff are
encouraged
to
take
advantage
of.
Details
can
be
found
at
http://www.kcl.ac.uk/about/structure/admin/pertra/internal/osd/. There is a wide range of courses,
including many directed at research. All new members of staff should consider attending the ‘Welcome
and Introduction to King’s’.
Being a Personal Tutor
The Department prides itself on the level of support we give to our students. Most academic staff
members are Personal Tutors to undergraduate students. This process is overseen by the Senior Tutor
who can give you guidance about your role and tell you where to find further information. Please
download the College’s Personal Tutor handbook and familiarise yourself with the content:
http://www.kcl.ac.uk/college/policyzone/assets/files/staff/Personal%20tutor%20handbook_2007-8.pdf
You can also visit the College website: http://www.kcl.ac.uk/about/structure/admin/facser/staff/tutor/
for further information.
Confidential Waste
There are receptacles for confidential waste in room S4.27 and in the departmental office. They are
emptied on a regular basis.
9
Section 6: Administrative Procedures
Books
The procedure for ordering books is as follows:
All books are ordered via Jo Perry, the Departmental Officer. Please tell her which account the cost
should be charged to. She requires the following information to identify the correct publication on the
order:
ISBN #, Title, Author(s), Publisher
If you wish the Library to order a particular book for your course, you can get in touch with the
Information Specialist for Natural and Mathematical Sciences (currently Caspian Dugdale) on 020 7848
1262; http://www.kcl.ac.uk/library/support/spec/specialists.aspx
Data Protection Act
Please be aware that the Data Protection Act (DPA) means that you cannot discuss any student,
their progress, their contact information, etc. with anyone, even their parents. It also means that
you cannot discuss the outcome of an application over the phone, release exam results, etc. If you have
any doubts, please ask the admin team. If, as a Personal Tutor, you become aware of information about
a student which you think should be shared in the best interest of the student, e.g. health problems,
please discuss with the Senior Tutor first.
Expense claims
There may be occasion when you need to claim money back that you have spent on College business,
e.g. attendance at a conference. You must complete an expense claim form, available from the
departmental office as well as at http://www.mth.kcl.ac.uk/internal/documents/. Please ensure you
attach copies of all receipts, indicate to which account the payment should be costed (and obtain the
account holder’s authorisation if applicable). Please then sign it as the claimant and pass to Frances.
IT Support
Any requests for IT support should be emailed to maths-support@kcl.ac.uk.
endeavour to answer your request as soon as possible.
The IT Team will
Leave/Absence
For attendance at conferences and seminars at other institutions, staff are requested to notify the Head
of Department by email, copying in the Departmental Co-ordinator, with the following information:



Dates of proposed leave
Purpose of proposed leave
Arrangements made for covering duties during absence (if applicable)
Problems with facilities/reporting faults
Please report any problems with facilities such as the kitchen, toilets, rooms, lights, etc., to Jo Perry
who will get in touch with the Estates Department about repairs.
10
Staff Travel Insurance
Staff no longer need to complete and return an application form to Finance in order to obtain travel
insurance when travelling abroad on College business, but will be automatically covered under the
College’s standard travel insurance policy.
However, staff holding honorary College contracts will still need to complete and return an insurance
application form to Herman Codner in the Finance Department at least 7 days before departure. The
form and further information can be obtained from the Finance Department web site
http://www.kcl.ac.uk/about/structure/admin/finance/staff/insurance/travel.html or from the Maths
internal page http://www.mth.kcl.ac.uk/internal/documents/.
The form needs to be signed by the Head of Department, before forwarding to Herman Codner in the
Finance Department, Room 8.20, James Clerk Maxwell Building, 57 Waterloo Road, London SE1
8WA.
Travel
Key Travel are the approved College suppliers for travel arrangements, though you may prefer to
purchase a ticket on the internet where it might be cheaper and then claim the money back by
completing an expenses claim form (see Expense Claims).
To use Key Travel, you need to contact them on 0845 122 0106 or email gold@keytravel.com. You
then discuss your required travel arrangements, the details of which together with a reference number
are emailed to the Departmental Officer who will produce a purchase order. You will then receive an eticket via email.
Section 7: Useful information for staff new to London
If you have not lived in London before, you may find the following information useful:
Accommodation
London is huge, and it can be difficult to know where to start in finding accommodation. The best
thing to do is to ask people! The student accommodation office sited in B1 of the Macadam Building
may be able to offer advice too, and their website is worth a visit
http://www.kcl.ac.uk/campuslife/accom/index.aspx.
Useful websites for renting/buying in London
This website lists properties to rent and buy: http://www.rightmove.co.uk/
This website lists properties to rent and buy: http://www.findaproperty.com/
University of London accommodation guidance
University of London list of registered letting agents: http://housing.london.ac.uk/cms/links-
toregistered-letting-agents.html
University of London Area Guide with information about postcodes and areas:
http://www.housing.london.ac.uk/cms/area-guide.html
11
Please note that this map is
aimed at students and may not take into account the extra cost of Council Tax that is applicable to most
non students: http://housing.london.ac.uk/cms/area-guide/postcode-map.html
Useful links for short term visitors
taff and students. If you will be visiting for a few
months
only, there may be accommodation options available for short term periods:
http://www.kcl.ac.uk/study/pg/accom/kings/visitingstaffandstudents.aspx
e through the University of London for periods of
five nights to one year. Please note that the private rental market may provide better value:
http://housing.london.ac.uk/cms/property-management-unit/accommodation-forvisitingacademics.html
housing information from the University of London (hostels, hotels, serviced apartments
and private halls of residence): http://housing.london.ac.uk/cms/short-term-housing.html
brackets, for short term
periods: http://www.kcl.ac.uk/study/pg/accom/kings/visitingstaffandstudents.aspx
Exploring London
A useful website is www.visitlondon.com
Getting around London
The nearest underground station to KCL’s Strand Campus is Temple, but many other stations are also
within walking distance.
about bus/train/underground routes near the Strand
Campus: http://www.kcl.ac.uk/campuslife/campuses/directions/strand.aspx
http://www.tfl.gov.uk/gettingaround/
ould give you an idea of connections/routes from different areas of London to
KCL:http://www.tfl.gov.uk/assets/downloads/standard-tube-map.pdf
Travel around London
http://www.londontransport.co.uk/tfl/ gives lots of information about travel in London, whether by tube,
bus or taxi. It has route maps and a journey planner. There are also lists of registered taxi companies,
which should be used rather than flagging down a taxi on the street (unless it’s a black cab).
12