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February 2018

DIRECTORATE OF ACADEMIC AND STUDENT AFFAIRS

WELCOME GUIDE FOR NEW STAFF

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WWeellccoommee Welcome to your post in the Directorate of Academic and Student Affairs. Over the next few days you will go through an induction process within your unit which will involve learning about your unit, your particular duties and responsibilities and getting to know colleagues. A little later you will be invited to a University induction event which will welcome you to Queen’s and provide a broad overview of the University. This booklet is designed to complement your unit induction by providing you with broad information about:

The Directorate, its structure, divisions and key areas of responsibility.

The Directorate staff – who they are and what they do.

Signposting to key Directorate policies and other background information.

Useful contacts.

Personal checklist as you work your way through the first few weeks in post.

CCoonntteennttss 1. Introducing the Directorate of Academic and Student Affairs 2. Academic and Student Affairs Divisions

2.1 Academic Affairs 2.2 Educational and Skills Development 2.3 The Graduate School 2.4 Student Affairs 2.5 Student Services and Systems

3. Directorate policies, information and reference points 4. Settling into your post and managing your first few weeks 5. Health and Safety Information 6. Data Protection 7. Environmental Guidance 8. Useful Contacts

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11.. IInnttrroodduucciinngg tthhee DDiirreeccttoorraattee ooff AAccaaddeemmiicc aanndd SSttuuddeenntt AAffffaaiirrss The Directorate of Academic and Student Affairs covers the range of support services to students and academic staff from admission through to graduation and employment. The Directorate is also custodian of matters relating to academic regulation and quality assurance and enhancement of academic provision throughout the University. The Directorate provides a key interface with the undergraduate and postgraduate taught student population and with the 15 academic Schools. The Directorate is one of the largest in the University, with approximately 150 staff based on three sites - Student Guidance Centre (where the majority of staff are based), the Graduate School on the main site and Level 6 of the Administration Building (Director and Academic Affairs). There are many opportunities for staff interaction across the Directorate throughout the academic year through formal meetings, territorial team activities, staff development events and social events. One of the most recent developments has been the introduction of a quarterly briefing/coffee morning in the Student Guidance Centre drawing up to a third of the staff of the Directorate together within a social setting to receive a briefing on a topical issue. A quarterly email bulletin is also distributed to staff to keep them apprised of key developments taking place across the Directorate. The Director meets with every new member of staff at an early stage in their appointment to introduce them to the Directorate and to explain the role of both the Director and the Directorate within the management structure of the University. The Director and the Heads of the three Divisions of the Directorate constitute the Senior Leadership Team, meeting fortnightly to deal with both strategic and management issues. A Senior Management Team, consisting of the Heads of all of the Services, meets monthly to review operational issues arising from our activities.

Structure and Key Personnel

Directorate of Academic and Student Affairs

Director: Wilma Fee

Academic Affairs

- Appeals and Complaints

- Quality Assurance and Regulations

- Quality Enhancement, Partnerships and Governance

Educational and Skills Development

- Educational Development

- Global Opportunities Team

- Employer Engagement

- Student Development

- Learning Development

- Widening Participation Unit

Student Services and Systems

- Qsis Services - Qsis Development

- Student Registry Services

Maria Lee (Head)

Student Affairs

- Disability and Wellbeing Service

- Student Counselling

- International Student Support

The Graduate School

- Postgraduate Student Community

- Postgraduate Employability and Enterprise

- Postgraduate Training

- Postgraduate Studentships

Helen McNeely (Head)

Olivia Roberts (Head)

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Wilma Fee Director of Academic and Student Affairs Level 6 Administration Building email: dasa@qub.ac.uk tel: 5003

Maria Lee Head of Educational and Skills Development

Student Guidance Centre email: m.lee@qub.ac.uk

tel: 1448

Helen McNeely Head of Student Affairs/Head of Academic Affairs Level 6 Administration Building email: h.mcneely@qub.ac.uk tel: 3019

Olivia Roberts Head of Student Services and Systems

Student Guidance Centre email: o.roberts@qub.ac.uk

tel: 2916

Sharon Benson Secretary to the Director Level 6 Administration Building email: s.benson@qub.ac.uk tel: 5003

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22.. AAccaaddeemmiicc aanndd SSttuuddeenntt AAffffaaiirrss DDiivviissiioonnss

22..11 AAccaaddeemmiicc AAffffaaiirrss

Academic Affairs has advisory and developmental roles in relation to all aspects of academic policy, procedures and regulations for taught and research award-bearing provision. Our main areas of expertise are as follows:

Academic committees

Approval of programmes and modules

Quality assurance of programmes

Drafting and providing advice on academic policy

General regulations for all University programmes

Study regulations for taught programmes (including progress, examinations, appeals to Central Student Appeals Committee and academic offences)

Study regulations for research degree programmes (including periods of study, progress, assessment, and appeals to the Central Student Research Appeals Committee)

Principles for Professional Doctorates

Study regulations for Higher Doctorates

Student complaints

Fitness to practise

Conduct regulations

Scholarships and awards

Honorary titles

Collaborative provision Academic Affairs is based at: Level 6 Administration Building Queen’s University Belfast BT7 1NN Telephone: 028 9097 3002/5/6 Fax: 028 9097 5110 Email: academic-affairs@qub.ac.uk Website: http://www.qub.ac.uk/directorates/AcademicStudentAffairs/AcademicAffairs/

Head Academic Affairs

Helen McNeely

Quality Enhancement,

Partnerships and Governance

Team Lead

Karen Henderson

Quality Assurance and Regulations

Team Lead

Michelle Spence

Appeals and Complaints

Team Lead

Estelle Leckey

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Staff Contact Details and General Areas of Responsibility (may be subject to review)

Helen McNeely Head

h.mcneely@qub.ac.uk 3019

Karen Henderson Senior Administrative Officer Academic Council Education Committee Quality Enhancement Collaborative Activity

k.henderson@qub.ac.uk 3384

Eileen Devlin Senior Administrative Officer UK / ROI Collaborative Provision INTO Academic Sub-Group

e.devlin@qub.ac.uk 3003

Clare McVeigh Senior Administrative Officer International Collaborations

c.mcveigh@qub.ac.uk 3307

Catherine McCorry Senior Administrative Officer Courses and Regulations Group UG and PGT Study Regulations Quality Assurance Programme Management Programme Approval Programme Specifications Major /Minor Revisions to Programmes

c.t.mccorry@qub.ac.uk 5074

Angela Douglas Collaborative Provision Administrator Collaborative Provision Group Periodic Review and Enhancement Process for University Schools and Collaborative Partners

a.douglas@qub.ac.uk 3492

Estelle Leckey Senior Administrative Officer Fitness to Practise Regulations Student Conduct Regulations Student Complaints NIPSO

e.leckey@qub.ac.uk 5333

Brian Slevin Complaints and Appeals Administrator Faculty and Central Student Appeals Committee Academic Offences Committee of Discipline

b.slevin@qub.ac.uk 3156

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Michelle Spence Senior Administrative Officer Programme Review Research Degrees Quality Assurance Research Degrees Study Regulations External Examiners for Research Programmes

michelle.spence@qub.ac.uk 2580

David Coleman Quality Assurance Administrator Annual Programme Review External Examiners for Undergraduate and Postgraduate Taught Academic Year Project Implementation Group Deans’ Business Group

d.coleman@qub.ac.uk 3499

Jenny Brown Quality Assurance Administrator Website Management CMA Working Group Honorary Titles Group Visiting Research Titles Postgraduate Appeals Scholarships and Awards

jenny.brown@qub.ac.uk 1414

Tina Mawhinney Office Manager Secretary to Head of Academic Affairs Support for:

Academic Council

Collaborative Provision Group

INTO Acadmic Sub Group

Theology Working Group

Recognised Teachers

Collaborative Periodic Reivew

Scholarships and Awards Group

Website

Records Management

t.mawhinney@qub.ac.uk 5007

Tracey Graham Clerical Officer Support for:

Education Committee

Honorary Titles Group

Periodic Review and Enhancement Process

PGR Academic Review Group

Annual Programme Review Process

t.graham@qub.ac.uk 3322

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Sarah Rogan Clerical Officer Support for:

Faculty and Central Student Appeals Committee

Faculty and Central Student Research Appeals Committee

Academic Offences

Committee of Discipline

Board of Visitors and NI Public Service Ombudsman

Student Complaints

Freedom of Information and Data Protection Requests

Databases for Complaints, Appeals, Boards of Visitors, Committee of Discipline and Disciplinary/Academic Offences

Reception Duties

s.rogan@qub.ac.uk 3002

Phil Corrigan Clerical Officer Support for:

Courses and Regulations Group

Academic Board

Visiting Research Titles

CMA Working Group

External Examiners for Undergraduate, Postgraduate Taught and Postgraduate Research Programmes

Reception Duties

p.corrigan@qub.ac.uk 3005

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22..22 EEdduuccaattiioonnaall aanndd SSkkiillllss DDeevveellooppmmeenntt Introduction Educational and Skills Development brings together the core functions and responsibilities relating to student skills development and employability in an integrated structure, particularly within the context of educational development. The Division comprises five hubs with strong interdependencies and the leadership team for the Division is outlined below.

Staff within the Division work across the hubs to deliver a number of key services including the Centre for Educational Development, the Learning Development Service, Careers, Employability and Skills (CES), Widening Participation and the Science Shop, all of which are based in the Student Guidance Centre. The Centre for Educational Development works with staff from across the University to support the enhancement and development of learning, teaching and assessment (including e-learning). It offers a range of activities, including:

Continuing Professional Development of staff and teaching assistants in learning and teaching, including the Guest Speaker series, e-learning consultancy, workshops, an annual conference and input into the design and development of MOOCs and other forms of blended or e-learning.

Curriculum development and design, including learning outcomes, learning activities, assessment and feedback as well as links with the HEA.

Quality enhancement of learning and teaching, including supporting the University’s Educational Enhancement Process, the Directors of Education Forum and administering the University Teaching Awards.

The development and support of the University’s Digital Capabilities plan as well as pedagogic support around the use of the University’s Virtual Learning Environment (VLE).

Head of Educational and Skills Development

Maria Lee

Centre for Educational

Development (CED)

Claire Dewhirst

Global Opportunities

Team

Donna Beckington

Employer Engagement

Trevor Johnston

Student Development

Roisin Copeland

Widening Participation

Unit and Learning

Development Service

Deirdre Lynskey

Careers, Employability and Skills (CES)

The Graduate School

Kara Bailie

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Careers, Employability and Skills (CES) provides a range of services to three main groups:

(1) Students of all levels and disciplines as they make the transition from study to employment.

(2) Employers wishing to recruit Queen’s students to part-time, vacation, placement

and graduate level jobs. (3) University Staff seeking to work in partnership to develop student skills and

employability. The Service works directly with academic schools and also provides a centralised service from the Student Guidance Centre. In addition to extensive one-to-one guidance, the Service also offers a wide range of programmes and events, details of which can be found at www.qub.ac.uk/careers. A key focus of these programmes is supporting students’ engagement with work related learning opportunities and international mobility. The Learning Development Service (LDS) offers academic support to all students. Support is provided through one-to-one sessions with students, workshops, help sheets and the LDS website. The most common academic issues are essay writing, referencing, time management and maths support. The Learning Development Service also works with Schools to deliver programmes of academic support that is tailor made to the needs of their students. If you are working with a student who you think would benefit from academic support you can refer them to LDS. UG peer mentoring schemes are co-ordinated by LDS and all peer mentors are trained by LDS staff. The Widening Participation Unit delivers programmes that aim to increase the number of ‘most able, least likely’ young people and adults applying and succeeding at Queen’s. Queen’s Academy is a flagship programme targeting young people in Schools across NI from year 9 to year 14. The Academy aims to help young people reach their academic potential though workshops and tailored tutoring support. WPU also have specific support for young people with experience of care and adults returning to education. There are a range of opportunities for students to gain experience working on our programmes which include guides, tutoring and volunteering.

The Science Shop, ‘a public engagement with research initiative’, supports community

organisations in developing research projects which are carried out by Queen's students as part of their degree programme. Student research conducted through the Science Shop makes a real impact on communities around Northern Ireland. Staff work with community organisations to develop research projects and then work with academic staff to offer those projects to students, seeking to make a match between the space within the curriculum and the research needs of organisations. The goal is to develop projects that add to the student’s learning (and employability) while providing a local organisation with a useful piece of research.

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Staff Contact Details and General Areas of Responsibility All staff are based in the Student Guidance Centre

Maria Lee Head of Educational and Skills Development

m.lee@qub.ac.uk 1448

Elaine Fleming Clerical Officer elaine.fleming@qub.ac.uk 3800

Educational Development

Claire Dewhirst Head of Centre for Educational Development

c.dewhirst@qub.ac.uk 1343

Liz McDowell Administrative Officer e.mcdowell@qub.ac.uk 5301

Aideen Gibson

Educational Developer aideen.gibson@qub.ac.uk 3983

Emma McAllister

Educational Developer e.mcallister@qub.ac.uk 1569

Liza Zamboglou

Senior Educational Developer l.zamboglou@qub.ac.uk 2886

Karen Fraser Educational Developer k.fraser@qub.ac.uk 1450

Andrew Gray

Learning Technologist ar.gray@qub.ac.uk 1300

Vilinda Ross Educational Developer v.ross@qub.ac.uk 1446

Sean McGrogan

Student Learning Technologist s.mcgrogan@qub.ac.uk

Michelle Mulholland

Student Learning Technologist m.mulholland@qub.ac.uk

Lina Furnell

Clerical Officer l.furnell@qub.ac.uk ced@qub.ac.uk 1447

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Careers, Employability and Skills

Roisin Copeland Student Development Manager

roisin.copeland@qub.ac.uk 1391

Eimear Gallagher Senior Careers Consultant Schools: Natural & Built Environment (Environmental Planning and Architecture), Nursing & Midwifery

e.gallagher@qub.ac.uk 1300

Diane Masson Careers Consultant P/T Schools of AEL (Arts) Medicine, Dentistry and Pharmacy

d.masson@qub.ac.uk 1565

Ann Doris Senior Careers and Industrial Placement Consultant School of Electronics, Electrical Engineering and Computer Science

a.doris@qub.ac.uk 5346

Venita Girvan Careers and Industrial Placement Consultant School of Electronics, Electrical Engineering and Computer Science

v.girvan@qub.ac.uk 3752

Claire Turbitt Work Placement Student

c.turbitt@qub.ac.uk 3912

Claire Ussher

Careers Consultant P/T School of HAPP Politics, International Studies and Philosophy), Law and Behavioural Sciences Psychology

c.ussher@qub.ac.uk 3510

Mark Gallagher Careers and Placement Consultant School of Biological Sciences

m.gallagher@qub.ac.uk 3957

Lisa Monaghan Clerical Officer School of Biological Sciences

l.monaghan@qub.ac.uk 3778

Patricia Durkin Careers Consultant Schools of Mathematics and Physics, Biomedical Sciences and Queen’s University Management School, (Finance, Actuarial Science & Accounting

p.durkin@qub.ac.uk 3607

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Greta O’Donnell

Careers Consultant Schools of Chemistry and Chemical Engineering, Mechanical and Aerospace Engineering, Sociology, Social Policy and Social Work and History and Anthropology

g.m.odonnell@qub.ac.uk 3810

Emma Lennox (on leave July 2017-April 2018)

Careers Consultant Schools of AEL (English) Built Environment Civil Engineering, and Institute of Theology

e.lennox@qub.ac.uk 3352

Karen McCann Development Office - WRL karen.mccann@qub.ac.uk 5163

Helen Russell Information Officer h.russell@qub.ac.uk 1570

Trevor Johnston Head of Employer Engagement t.johnston@qub.ac.uk 1164

Nick Bohill

Student Surveys Officer n.bohill@qub.ac.uk 3909

Heather Burton Graduate Destinations and Statistics Officer

h.burton@qub.ac.uk 1333

Duncan Berryman Graduate Destinations and Statistics Assistant

d.berryman@qub.ac.uk 5316

Tom Mervyn Employer Engagement Officer t.mervyn@qub.ac.uk 3840

Rachael Sands Employer Engagement Officer r.sands@qub.ac.uk 1344

Claudine Sutherland (Covering for Clare Sinanan)

Employer Engagement Officer c.sutherland@qub.ac.uk 5316

Clare Sinanan (On leave)

Employer Engagement Officer c.sinanan@qub.ac.uk 3379

Stella So

Careers Adviser (International) s.so@qub.ac.uk 3352

Christine Boyd (on leave until January 2018)

Development Officer (Work Related Learning)

christine.boyd@qub.ac.uk 3379

Aileen Carson

Faculty Development Officer AHSS (Work Related Learning)

a.carson@qub.ac.uk 5253

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Cathy Wilson Faculty Development Officer AHSS (Work Related Learning) Co-located post

cathy.wilson@qub.ac.uk 5392

Stephanie Drain (On leave May 2017-March 2018)

My Future Co-ordinator

s.stitt@qub.ac.uk 3094

Jenny McAuley (on leave April 2017-April 2018)

Development Officer Operations Team

j.mcauley@qub.ac.uk 3064

Nicole Mulholland (March 2017-April 2018)

Development Officer Operations Team

n.mulholland@qub.ac.uk 3064

Nuala Griffin Employment Liaison Co-ordinator

n.griffin@qub.ac.uk 3615

Elaine McMahon

Events Co-ordinator e.mcmahon@qub.ac.uk 3950

Cara Shaw (Covering Stephanie Drain)

My Future Co-ordinator

cara.shaw@qub.ac.uk 3094

Clare James

Clerical Officer c.james@qub.ac.uk 5137

Joanne Walsh Jobshop Coordinator - Oncampus Jobs

oncampusjobs@qub.ac.uk 3953

Dale Smith Jobshop Assistant oncampusjobs@qub.ac.uk 3640

Julie Robinson Clerical Officer j.a.robinson@qub.ac.uk 3617

Donna Beckington Head of Global Opportunities d.beckington@qub.ac.uk 5093

Ruairi McGrillen Global Opportunities Development Officer

r.mcgrillen@qub.ac.uk 1440

Rachel Mulligan Global Opportunities Officer rachel.courtney@qub.ac.uk 1452

Conleth Burns Global Opportunities Officer conleth.burns@qub.ac.uk 3833

Amy Browne

Clerical Officer a.browne@qub.ac.uk 5255

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Science Shop

Eileen Martin Science Shop Manager e.martin@qub.ac.uk 3242

Emma McKenna Science Shop Co-ordinator e.mckenna@qub.ac.uk 3107

Lynsey Davis Clerical Officer l.davis@qub.ac.uk 3410

Widening Participation Unit

Paula Moran (On career break until July 2018)

Outreach and Learning Development Manager

p.moran@qub.ac.uk 3960

Patricia Hampson Outreach Officer p.hampson@qub.ac.uk 3949

Deirdre Lynskey Outreach Officer d.lynskey@qub.ac.uk 1567

Ted Jensen

Outreach Officer p.jensen@qub.ac.uk 5322

Caroline Malone-Drumm Clerical Officer c.malone-drumm@qub.ac.uk 5020

Grace McGarry

Graduate Intern g.mcgarry@qub.ac.uk 2979

Ruthanna Sheeran Graduate Intern

ruth.sheeran@qub.ac.uk 2962

Learning Development Service

Tim Crawford Learning Development Tutor tim.crawford@qub.ac.uk 5300

Angela McQuade Learning Development Tutor a.mcquade@qub.ac.uk 3964

Jeanie Parris Learning Development Tutor j.parris@qub.ac.uk 3579

Dr Ciaran O’Neill

Learning Development Tutor c.g.oneill@qub.ac.uk 3081

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Saoirse Hamill

Peer Mentoring Adviser s.hamill@qub.ac.uk 3755

PGR Students Learning Development Assistants

See website for details

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22..33 TThhee GGrraadduuaattee SScchhooooll The Graduate School offers a gateway to postgraduate experience at Queen’s, providing an intellectual and social hub that connects students across all disciplines. In addition to a programme of events and activities to challenge students beyond disciplinary borders, the Graduate School delivers a range of training, development and employability opportunities for postgraduate students. The Graduate School is also a hub for information, advice and guidance on a range of postgraduate issues. The Graduate School also provides dedicated postgraduate teaching, study and social facilities, and administers postgraduate studentships. The Graduate School aims to work collaboratively with staff from across Queen’s to deliver a distinctive postgraduate experience, and welcomes opportunities to be part of wider University events, or work together with other areas. Room bookings for the Graduate School must be for activities and events relating to postgraduate students. They can be made using the online timetabling system, via QOL. Bookings for the atrium space must be made through the Graduate School (graduateschool@qub.ac.uk).

The Graduate School Queen’s University Belfast BT7 1NN Telephone: 028 9097 2585 Email: graduateschool@qub.ac.uk Website: www.qub.ac.uk/sites/graduateschool Staff Contact Details and General Areas of Responsibility (may be subject to review) The Graduate School

Professor Margaret Topping

Dean of the Graduate School m.topping@qub.ac.uk 1238

Catherine Pollitt PA to the Dean c.pollitt@qub.ac.uk 1238

The Graduate School Dean: Professor Margaret Topping

Head (Admin): Kara Bailie

Postgraduate Student Community

Postgraduate Employability and Enterprise Postgraduate Training

Postgraduate Studentships

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Kara Bailie

Graduate School Manager kara.bailie@qub.ac.uk 2571

Kate McCorry PG Student Engagement and Events Officer

k.mccorry@qub.ac.uk 3137

Suzie Cousins Student Engagement Co-ordinator s.cousins@qub.ac.uk 1642

Rita Lee Training and Events Co-ordinator r.lee@qub.ac.uk 2538

Alison Cromie

Training and Events Co-ordinator a.cromie@qub.ac.uk 5049

Hugh Phillips

Information Assistant h.phillips@qub.ac.uk 2538

Donna Hyland

Postgraduate Training and Development Manager

d.hyland@qub.ac.uk 5239

Nuala McCabe PG Programmes Manager n.mccabe@qub.ac.uk 2591

Lesley O’Hanlon PG Training and Development Officer

l.ohanlon@qub.ac.uk 3939

Joanne Graham

PG Postgraduate Employability and Enterprise Manager

j.graham@qub.ac.uk 2520

Claire Harris PG Enterprise and Community Officer

Claire.harris@qub.ac.uk 3568

Lilian Simones Careers Consultant (Researcher Development)

l.simones@qub.ac.uk 3713

Joan Connolly

Careers and Employability Officer j.connolly@qub.ac.uk 3118

Mark Kelly Senior PG Awards Officer m.w.kelly@qub.ac.uk 2583

Irene Cavan PG Awards Officer i.cavan@qub.ac.uk 2556

Min Guo PG Awards m.guo@qub.ac.uk 2515

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Student Affairs brings together a range of support services for students. The departments are located in the Student Guidance Centre and include:

Disability Service

Counselling Support

Student Guidance Centre

Resilience and Wellbeing Service

International Student Support Office The Student Guidance Centre (SGC) is a student-focussed co-location of services provided by Student Affairs, Student Services and Systems and Education and Skills Development, as well as Student Finance (part of the Finance Directorate). The Centre has an Information Desk with Information Assistants who act as the first point of contact for students wishing to access the services in the building, who are part of the Student Registry team. Student Affairs provides facilities management support to users in the building. All services within Student Affairs exist to provide a holistic approach to pre-entry and on course support. The Disability and Wellbeing team co-ordinates the delivery of Welcome and Induction across the campus, and leads a team of Student Guides who organise a range of information, interactions and events that take place in September each year when new students enrol on their programme of study, as well as transition support for different groups of students throughout the academic year. The Disability and Wellbeing service is part of a wider Student Welfare Team, which also leads on University-wide issues such as mental health, supporting students at risk and overall student welfare provision. Disability Officers co-ordinates support for students with disabilities through pre-entry assistance, needs assessment, implementation of support and liaison with Schools. Wellbeing Advisers support involves interactions with individual students and groups to assess their current state of wellbeing, develop and implement a plan for enhancing their resilience and wellbeing skills, and accessing other forms of

Head of Student Affairs

Helen McNeely

Student Disability and Wellbeing

Team Lead

Joanne Barnes

Disability and Wellbeing Service Counselling (incl. Inspire contract)

Student Intervention Protocol Student Guidance Centre

Student Transition Support Student Gateway Website

International Student Support

Team Lead

Ashleigh Garcia

Student Immigration Advice International Student Support Federal Loans Administration

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support. We also have a Wellbeing resource area on the first floor of the Student Guidance Centre where students and staff can peruse many printed self-help materials. During term time Wellbeing Advisors are on hand for Drop-In Sessions from Monday to Thursday between 12:30 pm – 1:30 pm. Counselling support for students is delivered in partnership with Carecall Wellbeing. Carecall also operates the reception and makes appointments for students to see counsellors, and is based at 80 University Street. There is 24 hour telephone counselling support available to all Queen’s students, free from mobile or landline on 0808 800 0016. Carecall can also call or skype students studying or working overseas (if still a registered student). The Department works closely with other services outside of the Directorate such as Accommodation, the International Office, the Students’ Union, University Health Centre and the Chaplaincies to promote an integrated approach to Student Support. The International Student Support Team is the only office in the University authorised to give immigration advice to students. International Student Support also works in collaboration with other services to provide orientation events for new students as well as support throughout the student lifecycle. Staff Contact Details and General Areas of Responsibility (may be subject to review) International Student Support Office General Contact details (please give these details to students): Email: iss@qub.ac.uk Tel: 028 9097 3899 Web: www.qub.ac.uk/isso

Ashleigh Garcia Head of International Student Support

a.garcia@qub.ac.uk 5178

Kathryn Young (maternity cover for Niamh Quigley)

International Student Immigration Adviser

kathryn.young@qub.ac.uk 5265

Elaine Graham International Student Immigration Adviser

elaine.graham@qub.ac.uk 3892

Sinead Murtagh International Student Immigration Adviser

s.murtagh@qub.ac.uk 3198

Vacant

International Student Support Officer (Federal Loans)

3839

Helen McBrinn

International Student Immigration Adviser

h.mcbrinn@qub.ac.uk 3892

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Carole Cooper

International Student Support Co-ordinator

carole.cooper@qub.ac.uk 3899

Judith Pollock International Student Support Co-ordinator

judith.pollock@qub.ac.uk 3899

Tricia O’Reilly Clerical Officer tricia.oreilly@qub.ac.uk 3820

Student Disability and Wellbeing

Student Welfare General Queries

(including students and members of public)

studentwellbeing@qub.ac.uk 2893 www.qub.ac.uk/sgc/wellbeing/raw/

Joanne Barnes

Head of Disability and Wellbeing

Student Health and Wellbeing, including Inspire and UHC relationships

j.barnes@qub.ac.uk 5224

Tina McCrossan Student Wellbeing Manager

Management of Disability Officers, Counselling and Wellbeing team

Vulnerable/at risk students including under18s, Student Intervention Protocol

Fitness to Study

Support to individual and groups of students experiencing emotional / personal difficulty

Workshops and skills development (e.g. resilience, stress management, depression)

Advice and Consultancy to members of staff on pastoral issues

t.mccrossan@qub.ac.uk 2806

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Julie-Ann Hamilton

Student Wellbeing Adviser

Support to individual and groups of students experiencing emotional / personal difficulty

Workshops and skills development (e.g. resilience, stress management, depression)

Advice and Consultancy to members of staff on pastoral issues

Transition support for students including co-ordinating University Welcome and Induction

Information/websites/resources for students

j.a.hamilton@qub.ac.uk 2888

Clare McFadden (Monday, Tuesday morning, Wednesday, Thursday)

Student Counsellor

c.mcfadden@qub.ac.uk 2808

Lorraine Mawhinney Student Counsellor

l.mawhinney@qub.ac.uk 2889

Paula McAuley Clerical Officer

General SGC and Student Welfare queries

Project support for Welcome and Induction

p.mcauley@qub.ac.uk 2893

Inspire (Students) Counselling appointments and 24 hour helpline Based at Lombard House

qubstudents@inspirestudents.com 0808 800 0016 (24 hour, Freephone)

General Office Disability Services General Enquiries

disability.office@qub.ac.uk 5251

Vacant Disability Information and Support Officer

5250

Vacant Clerical Officer 5251

Martin Kerr Disability Officer

martin.kerr@qub.ac.uk 3506

Grainne McGoldrick Disability Officer

g.mcgoldrick@qub.ac.uk 3645

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Karen Harvieu Disability Officer

k.harvieu@qub.ac.uk 5023

Janet Boyd (0.5fte)

Disability Officer janet.boyd@qub.ac.uk 5196

Orla Cregan Disability Officer o.cregan@qub.ac.uk 3793

Hazel Clarke Needs Assessment Centre Manager

h.clarke@qub.ac.uk 5268

Denise Henderson (on leave)

Senior Needs Assessor and Assistive Technology Officer

d.henderson@qub.ac.uk 5249

Caitrina McCorry Needs Assessor caitrina.mccorry@qub.ac.uk 5234

Sarah Crawford Clerical Officer Needs Assessment Centre

nac@qub.ac.uk

Kirsti Alexander Disability Support Manager

Register of Support Providers

Non-medical helper provision

k.alexander@qub.ac.uk 5267

Will Plunkett

Student Support Officer (Disability) w.plunkett@qub.ac.uk 5275

Ann-Marie Allen Clerical Officer Register of Support Providers

a.allen@qub.ac.uk 5382

Vacant Clerical Officer Register of Support Providers

3610

Maria Camerena-Polache

Clerical Officer Register of Support Providers

m.camerena@qub.ac.uk 3610

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25

22..55 SSttuuddeenntt SSeerrvviicceess aanndd SSyysstteemmss Located in the Student Guidance Centre, the services include:

Student Registry Services o Enrolment and Registration o Examinations o Graduations o Transcripts o Parchments o Thesis Management o Core Student Record o Academic Advisement o Key Information Sets (KIS) o Data Quality o Student Guidance Centre Information Desk

Qsis Support Team o First point of contact for all student systems o Incident Management o First and Second level Qsis support to Schools o First and Second level support for the three main business areas:

Admissions Student Registry Services Student Finance

o Training, Testing, Documentation o Annual Roll over (shared responsibility) o Change Management (shared responsibility)

Qsis Systems Team o Incident Management o Problem Management and liaison with Information Services o Operational Reporting o Delivery of centralised processes/system tasks o Qsis Security o Annual Term Roll over (shared responsibility) o Tuition Fee Roll over o Programme/Plan setup and maintenance o Student Communications o Change Management (shared responsibility) o Continuous business process improvement o In support of the three main business areas:

Admissions Student Registry Services Student Finance

Qsis Governance o Management of Qsis Data Governance

o Management of Qsis Security

o Management and Co-ordination of ongoing Testing.

o Development of Release Management Strategy and eventually operation of

this.

o Liaison with Queen’s Auditors – both internal and external.

o Management and co-ordination of ISO2000 Audits.

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Qsis Development Team o Delivery of Qsis Development Programme projects for the main functional

areas: Admissions Student Registry Services Student Financials Financial Aid Reporting, 3 C’s and Campus Community Marketing

o Programme Governance o Strategic Development and Business Change o Support to Support and System Teams

Student Services and Systems is based at: First Floor, Student Guidance Centre Queen’s University Belfast BT7 1NN Telephone: 028 9097 2727 Fax: 028 9097 2828 Email: sgc@qub.ac.uk Website: www.qub.ac.uk/sgc

Head of Student Services and Systems

Liv Roberts

Qsis Services

Service Delivery Manager

Stephen Browne

Admissions, Finance and Student Registry

Services

Systems Development

Programme Manager

Paul Morgan

Implementation of Qsis development

programme to meet strategic business

needs

Student Registry

Services

Lead

James Campbell

Examinations Registry Records Management

Data Services

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Staff Contact Details and General Areas of Responsibility (may be subject to review) Student Services and Systems All Student Services and Systems staff are based in the Student Guidance Centre

Olivia Roberts Head

o.roberts@qub.ac.uk 2916

Alex Lemon Clerical Officer a.lemon@qub.ac.uk 3965

Student Registry Services

James Campbell Head of Student Registry Services j.campbell@qub.ac.uk 1550

Ju Yoon Registry Supervisor j.yoon@qub.ac.uk 3772

Jonny Davison Course Information Supervisor jonny.davison@qub.ac.uk 1559

Vacant

Records Management Supervisor 3085

JoAnne Skehin Data Quality Supervisor j.skehin@qub.ac.uk 1566

Oonagh Bell Examinations Supervisor o.bell@qub.ac.uk 2087

Ann Andrews Clerical Officer Student Information Desk

ann.andrews@qub.ac.uk 2766

Steven Cuddy Clerical Officer Course Information

steven.cuddy@qub.ac.uk 5238

Rian Quinn Student Placement Examiner Expenses

extexamexpenses@qub.ac.uk 3779

John Damerham Clerical Officer Student Information Desk

j.damerham@qub.ac.uk 3780

Ronan Hart Clerical Officer SLC, Fees, Withdrawals

r.hart@qub.ac.uk 2768

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Aidan McLaughlin Clerical Officer Transcripts, Re-issue of Parchments

a.mclaughlin@qub.ac.uk 3965

Michelle McCaul Clerical Officer Course Information

michelle.mccaul@qub.ac.uk 3056

Dominique Lindsay Clerical Officer Course Information

d.lindsay@qub.ac.uk 5235

Sophie Armstrong Clerical Officer Course Information

s.armstrong@qub.ac.uk

Lorna Maher Clerical Officer Student Helpline

l.maher@qub.ac.uk 3596

Richard McFarland Clerical Officer Data Quality

r.mcfarland@qub.ac.uk 3805

Mary Johnston Clerical Officer Examinations, Invigilation

exams@qub.ac.uk 3927

Ellen McKeown Clerical Officer Transcripts, Re-Issue of Parchments

ellen.mckeown@qub.ac.uk 3987

Victoria Whiteside Clerical Officer Thesis and PGR Students

v.whiteside@qub.ac.uk 2667

Irene Smith Clerical Officer Examinations, Green Room, Invigilation

i.smith@qub.ac.uk 3751

Kyung Won Yoon Clerical Officer Data Quality

k.yon@qub.ac.uk 3661

Qsis Services

Stephen Browne Service Delivery Manager stephen.browne@qub.ac.uk 5068

Qsis Support Team

Cathy McKeown Business Support Lead c.mckeown@qub.ac.uk 1561

Joanne Maguire Business Support Analyst j.maguiire@qub.ac.uk 1564

29

Brenda Marsden Business Support Analyst b.marsden@qub.ac.uk 3789

Patrice Doyle Business Support Officer p.doyle@qub.ac.uk 1563

Catherine Bishop Business Support Analyst c.bishop@qub.ac.uk 3966

David Thompson Business Support Officer d.thompson@qub.ac.uk 5235

Qsis Systems Team

Tony McCrory Systems Team Lead t.mccrory@qub.ac.uk 1560

Conor Ward Business Support Analyst c.ward@qub.ac.uk 1562

Michael Brennan Business Support Officer m.brennan@qub.ac.uk 1564

Richard Mercer Business Support Analyst r.mercer@qub.ac.uk 3741

Amanda Connolly Business Support Officer amanda.connolly@qub.ac.uk 5399

Ronan McNamee Business Support Officer ronan.mcnamee@qub.ac.uk 3793

David Kirk Business Support Officer d.kirk@qub.ac.uk 3805

Qsis Governance

Eimear Nelis Qsis Security Lead e.nelis@qub.ac.uk 3841

Laura O’Toole Governance Analysis l.otoole@qub.ac.uk 3891

Ross Henry Governance Analysis ross.henry@qub.ac.uk

Mark McCaffrey Placement Student mark.mccaffrey@qub.ac.uk 1581

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Steven Donnell Placement Student s.donnell@qub.ac.uk

Qsis Development Team

Paul Morgan Programme Manager p.morgan@qub.ac.uk 5223

Andrew Morrell Functional Development Lead a.morrell@qub.ac.uk 2547

Pauline Haughey Functional Development Lead p.haughey@qub.ac.uk 1562

Paula O’Neill Functional Development Lead p.oneill@qub.ac.uk 5064

Denise Kelly Functional Development Lead denise.kelly@qub.ac.uk 1416

Paula Leadon Functional Development Lead p.leadon@qub.ac.uk 1554

Martina Nugent Business Analyst m.nugent@qub.ac.uk 3674

Clare Anderson Programme Support Officer c.anderson@qub.ac.uk 3821

Bebhinn Arthurs Qsis Student Advocate b.arthurs@qub.ac.uk

Ciara Loughran Infrastructure / DLS Project Manager

c.loughran@qub.ac.uk 5060

Helen Carmichael DLS Business Analyst h.carmichael@qub.ac.uk 1552

Maeve McCooey DLS Project Support Officer m.mccooey@qub.ac.uk 3780

Emma Lynch Year Placement Student e.lynch@qub.ac.uk

Aaron McGoldrick Year Placement Student a.mcgoldrick@qub.ac.uk

Mia McElroy

DLS Team Lead a.mcelroy@qub.ac.uk 3836

31

33.. DDiirreeccttoorraattee PPoolliicciieess,, IInnffoorrmmaattiioonn aanndd RReeffeerreennccee PPooiinnttss

Directorate of Academic and Student Affairs Policies and Procedures Manual

This web based document, accessible through Queen’s Online, sets out the key policies and procedures which relate to the services provided by the Directorate. Specifically you may refer to the sections entitled:

Education Strategy and Relevant Policies University Protocols Serious and Major Incidents http://www.qub.ac.uk/directorates/AcademicStudentAffairs/Publications/DASAPoliciesandProceduresManual/

32

33

44.. SSeettttlliinngg iinnttoo aanndd mmaannaaggiinngg yyoouurr ffiirrsstt ffeeww wweeeekkss iinn ppoosstt In addition to the induction support provided within your unit and the wider Directorate, you may find it helpful to access the Welcome and Orientation: Online Induction for New Staff at www.qub.ac.uk/directorates/StaffTrainingandDevelopmentUnit. This provides the following information:

- An Introduction to the University - Welcome events - Key Information - Checklists

The checklists are reproduced below to help you start with the basic information you need to make sure you feel confident in your job. Use these lists as a guide to ensure you have or receive the relevant important information to assist you in your new job. Prior to employment 1. Main Terms and Conditions of employment/contract details

2. Starting salary and payment arrangements

3. Post title and place of work

4. Start date and hours of work (where applicable)

5. Annual leave entitlement and holidays

6. Sickness procedure and entitlement

7. Overtime where applicable

8. Notice periods

9. Probation procedures where applicable

10. Pension details/superannuation

11. Relocation procedures where applicable

12. Job Description

13. Where to report on the first day

You will need to provide the following relevant documentation or bring them on the first day:

Evidence of qualifications

NI number

Bank details

Birth Certificate, Marriage Certificate (where applicable)

Passport (where applicable)

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First days of employment (University-wide) 1. Staff Handbook (online).

2. All personnel policies and procedures (online).

3. University Health and Safety Policy and Procedures (online).

4. Equal Opportunities policies and procedures (online) includes all family-friendly policies.

5. Staff Training and Development policy and guidelines and annual programme of events and courses (online/hard copy).

6. Staff Identity Card (smart card).

7. Car Parking (arrangements and permit if required).

8. Confirm Salary and pension arrangements complete as applicable.

9. Queen’s email account set up and online access.

10. Computing facilities – rules of use.

First days of employment (Immediate Workplace information and job related) 1. Your welcome to your department.

2. Meeting your manager and Head of your Department/Unit.

3. Outline of the induction arrangements local to your department/ unit.

4. Accident reporting procedure.

5. Meeting your colleagues.

6. Immediate workplace and resources.

7. Immediate duties, priorities, expectations and goals.

8. Wider goals and objectives of your department/unit, standards.

9. Workplace arrangements: working times, phones, breaks, appearance, car parking, security, personal safety, photocopying etc.

10. Workplace specific Health and Safety arrangements: Accidents, Fire, First Aid, Emergency, responsible people, hazards, risks, personal protective equipment etc.

12. No smoking policy.

13. Hardware/Software ICT resources.

14. Departmental and other manuals and procedures of importance.

15. Staff reporting arrangements.

16. Student related information.

17. Access to library, periodicals, information systems.

18. Meetings you are required to attend.

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19. Job shadowing or handover if applicable.

20. Required training and development.

21. Particular requirements or considerations e.g. disability, access.

22. Financial procedures.

23. Language barriers/jargon.

First weeks of employment 1. Complete mandatory training courses through Queen’s Online:

(i) Annual Fire Safety

(ii) Anti-Fraud Awareness

(iii) Data Protection

(iv) DiversityNow

(v) Freedom of Information

(vi) Health and Safety Essentials

(vii) Health and Safety for Computer Users

(viii) Register of Interests

(ix) Unconscious Bias

First months of employment 1. Clarify any outstanding immediate workplace and job related

queries.

2. Attendance at formal welcome and induction events.

3. Any particular needs issues addressed.

4. Arrange any training and development required.

5. Prepare for formal appraisal meetings to set objectives and discuss personal development.

6. Meetings/contacts with other staff and colleagues outside your work area as required.

7. Communications – internal, mail, electronic, Queen’s Now, weekly Round-up.

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37

55.. HHeeaalltthh aanndd SSaaffeettyy IInnffoorrmmaattiioonn

This section contains important health and safety information for all staff within the DASA. Please take time to read it and make yourself familiar with its contents. If you have any questions on the information given, please ask your Line Manager, Evacuation Controller or either of the Directorate H&S Coordinators (Helen McNeely 3019).

1. Emergency Actions:

In the event of an emergency seek assistance and raise the alarm as soon as possible. The Internal Emergency Telephone Number is 2222.

Action on discovering a fire:

Sound the alarm by activating the nearest fire alarm manual call point (red ‘break glass’). The alarm may also activate automatically where heat and smoke detectors are installed.

Contact the Security Control Room via the Emergency number, Ext: 2222 to inform them of the fire and to obtain assistance.

Attempt to put out the fire using a portable fire extinguisher but only if you have been trained, it does not place you or others in any danger and you feel confident enough to do so. (See Fire Extinguishers.)

Make your way out of the building and report to your Assembly Point which will be highlighted to you at your individual induction.

In the event that First Aid is required:

Call for help and contact your nearest First Aider. A list of available First Aiders and their contact numbers is on display throughout your building.

2. Evacuation Procedure

The fire alarm is a loud siren with a tone that rises and falls. In some areas there are also red flashing strobe lights to assist those with hearing impairments.

On hearing the fire alarm – immediately leave the building by the nearest available safe exit.

Your nearest available means of escape will be highlighted to you at your induction.

Do not return to the building until you are told to do so.

Please make yourself familiar with the Fire Action and Evacuation Notices which are

displayed in your workplace.

3. Fire Extinguishers

The use of fire extinguishers will be covered by a formal training programme. You should not use a fire extinguisher unless you have been fully trained and you feel confident to do so.

You should only tackle a fire if the appliances provided are suitable and it does not place you or others in any danger. Note newer fire extinguishers are all coloured RED.

Carbon Dioxide (CO2) Extinguishers are suitable for use on electrical fires. Do not

use them on burning wood, paper or textile fires. Avoid holding the horn during discharge as you may receive a cold burn. Older CO2 extinguishers are coloured black.

Water Extinguishers are suitable for fires involving burning wood, paper or textiles.

Do not use water on electrical fires due to the risk of electrocution.

Fire Blankets are available in kitchen areas.

Please make yourself familiar with the location of all fire extinguishers and fire alarm call points (break glasses) within your work area.

4. Lifts

If you become stuck in the lift, activate the emergency call button or use the emergency intercom and wait to be rescued. Under no circumstances should you attempt to climb out of the lift.

5. Fire Precautions

Fire Doors and Escape Routes

Fire Doors protect escape routes from smoke and fire and should not be compromised or kept propped open at any time.

Escape routes must be kept clear from any obstruction or storage. Floors and walkways should not be used for general storage.

Fire Risks

Never obstruct the ventilation of electrical equipment particularly by storing items on top of computer monitors.

All items of electrical equipment should be switched off when not in use especially at night and weekends.

Switch off all lights and close all doors and windows when leaving the office in the evening.

Avoid storing combustible materials near sources of heat.

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6. Smoking Policy

Please note the University has a No Smoking Policy in all of its workplaces.

7. Working with Computers

Your computer and work station should be organised to enable you to work safely and comfortably, please consult the guidance that is available online at www.qub.ac.uk/so. Some staff may have visual impairments or experience visual difficulties when viewing display screens. Eye sight testing is available for all staff using computer equipment via the University Safety Service.

8. Office Equipment

Do not attempt to repair or modify any electrical equipment. Please report these problems (and other maintenance related matters) to your Building Liaison Officer.

Be aware of the dangers associated with the operation and maintenance of certain office equipment e.g. photocopiers, printers, lektrievers or guillotines which may cause electric shock or physical injury.

Personal electrical appliances e.g. heaters, kettles may not be brought into the building unless approved and they have been tested for electrical safety. Toasters etc. must only be used in a designated kitchen.

9. Out of hours working (after 6pm)

Out of hours working (after 6pm) must be authorised by your Head of Service and a risk assessment carried out. This must be documented where significant risks exist. Security must be notified of your out of hours working, where appropriate (ext: 5099) and can provide assistance in an emergency if required.

Note: Magnetically locking doors can be released by pressing the green button

located beside the door. In an emergency and in the event of failure of the release mechanism, activation of the green break glass will release the door.

10. Lifting and Carrying

Caution should be taken when lifting and carrying objects such as reams or boxes of paper and you should ensure that anything lifted is within your own capability. Heavy objects e.g. water bottles must not be lifted unless you have been specifically trained and are capable of doing so.

Anyone with any previous back problems or who may be pregnant should not lift or carry any heavy items under any circumstances. Heavy items should not be stored at high level storage. Take care not to create a lifting hazard for others by over filling waste bags and bins.

11. Accident and Reporting

All accidents including near misses must be reported to your immediate line manager and entered in the Accident Book the location of which will be highlighted to you at your induction.

12. Welfare Information

Drinking water is available from drinking water dispensers, the location of which will be highlighted to you at your induction.

Male and Female toilets locations will be highlighted to you at your induction.

13. Useful Contacts and information

Emergency Number Extn 2222 University Security Extn 5099

The DASA Health and Safety Manual, which documents Directorate-wide Health and

Safety procedures, along with building specific information (International and Postgraduate Centre and Student Guidance Centre), is available on-line at:

www.qub.ac.uk/directorates/AcademicStudentAffairs/Publications/DASAHealthandSafetyManual/

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66.. DDaattaa PPrrootteeccttiioonn

QUEEN’S UNIVERSITY BELFAST

DATA PROTECTION POLICY

Introduction Queen’s University Belfast is committed to protecting the rights and privacy of individuals in accordance with the Data Protection Act 1998 (“the Act”). This document is the University’s policy in response to the requirements of the Act. Purpose and Scope In carrying out its responsibilities, the University will be required to process certain information about individuals such as staff, students, graduates and other users, defined as “data subjects” in the Act. This information, or “data” as it is often referred to, must be processed according to the Data Protection Principles contained within the Act. Queen’s University staff and students, or others who process or use any personal information on behalf of the University (i.e. “data users”), have a personal responsibility to ensure that they adhere to the University’s Data Protection Policy and the Act. Any breach of this Policy, or the Act, by a member of staff or student, can be considered as a disciplinary matter. It may also be a criminal matter for which the University, and the individual concerned, could be held criminally liable. Data Protection Principles Queen’s University data users must comply with the eight Data Protection Principles. These define how data can be legally processed. “Processing” includes obtaining, recording, holding or storing information and using it in any way. Personal data must: 1. Be processed fairly and lawfully and only when certain conditions are met. 2. Only be obtained and processed for specified and lawful purposes. 3. Be adequate, relevant and not excessive. 4. Be accurate and, where necessary, up to date. 5. Be kept for no longer than necessary. 6. Be processed in accordance with data subjects’ rights. 7. Be protected by appropriate security measures. 8. Not be transferred outside the European Economic Area, to countries without

adequate protection unless the consent of the data subject has been obtained.

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The Act defines both personal data and sensitive personal data (please refer to the Definitions section on Page 6). Data users must ensure that the necessary conditions are satisfied for the processing of personal data. In addition, they must adhere to the extra, more stringent conditions in place for the processing of sensitive personal data. Sensitive personal data should normally only be processed if the data subjects have given their explicit (written) consent to this processing, and must be protected with a higher level of security. It is recommended that sensitive records are kept separately in a locked drawer or filing cabinet, or in a password-protected computer file. Security The security of personal information in the possession of the University is of paramount importance and is, therefore, addressed in various policies and procedures throughout the institution. In addition to the principles and procedures contained within this policy, staff and students are also advised to read and adhere to the University’s Information Security Policy, available at: http://www.qub.ac.uk/directorates/InformationServices/Services/Security/ Responsibilities – General Principles All personal data held on behalf of the University, whether electronically or on paper, must be kept securely, no matter whether it is kept by an individual, Faculty, School or Professional Services Directorate. Personal data must not be disclosed to any unauthorised third party by any means, accidentally or otherwise. Where staff are unsure as to whether they can legitimately share/disclose personal data with other individuals, either within or outside the University, they must seek advice from their line manager. Further guidance is also available from the Information Compliance Unit, on request. All staff should note that unauthorised disclosure may be a disciplinary matter. It may also be a criminal matter for which the University and the individual concerned could be held criminally liable. Faculty/School/Directorate Responsibilities Senior Management within Faculties, Schools and Directorates have responsibility for ensuring that:

All staff are aware of their responsibilities under the Data Protection Policy and the Act and of the risks/consequences of failure to comply with the related requirements.

All staff complete the mandatory on-line training programme.

That mechanisms are put in place to protect data (and particularly sensitive data) during day-to-day operations. This will include, but not exclusively, guidance supporting the password protection of documents; photocopies; mail; secure filing etc.

All personal data being processed within the Faculty/School/Directorate complies with the Data Protection Policy (including any subsequent amendments or additions) and with the Act.

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That all forms and correspondence used by the Faculty/School/Directorate, to request personal data, clearly state the purposes for which the information is to be used, the period of time it is to be retained, and to whom it is likely to be disclosed.

All personal data held within the Faculty/School/Directorate is kept securely and is disposed of in a safe and secure manner when no longer needed.

All Data Protection breaches are notified to the Information Compliance Unit, with remedial action taken to mitigate the risk of reoccurrence.

An annual audit of the personal data within the Faculty/School/Directorate is carried out and recorded.

Where a new or different purpose for processing data is introduced, the Information Compliance Unit is advised accordingly.

All contractors, agents and other non-permanent University staff used by the Faculty/School/Directorate are aware of, and comply with, the Data Protection Policy and the Act.

Staff Responsibilities All staff must take personal responsibility for ensuring that:

They are aware of their responsibilities under the Data Protection Policy and the Act and the risks/consequences of failure to comply with the related requirements. Where they are uncertain of their responsibilities, they must raise this with their line manager.

They complete the mandatory on-line training programme.

Personal data relating to any living individual (staff, students, contractors, members of the public etc.) which they hold or process is kept securely.

Personal data relating to any living individual is not disclosed, either orally or in writing, accidentally or otherwise, to any unauthorised third part.

All Data Protection breaches are notified to their line manager, with remedial actions implemented to mitigate the risk of reoccurrence.

When supervising students who are processing personal data, that they are aware of the Data Protection Principles and the University’s Data Protection Policy.

Personal data which they provide in connection with their employment is accurate and up-to-date, and that they inform the University of any errors, corrections or changes, for example, change of address, marital status, etc.

Student Responsibilities All students must take personal responsibility for ensuring that:

When using University’s facilities to process personal data (for example, in course work or research), they seek advice from their Supervisor/Advisor of Studies on their responsibilities under the Act.

Personal data which they provide in connection with their studies is accurate and up-to-date, and that they inform the University of any errors, corrections or changes, for example, change of address, marital status, etc.

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Information Compliance Unit Responsibilities The Information Compliance Unit must ensure that:

The University’s Data Protection Policy is regularly reviewed and updated in line with best practice.

Staff have access to training on their responsibilities under the Data Protection Policy and the Act, both on-line and through more traditional training methods.

Responses to requests for information under the Act, and related compliance matters, are dealt with in a timely manner and in line with the requirements of the Act.

Advice and guidance on any area of the Policy or the Act is provided to staff and students, on request.

Notification Every year, the University, as a Data Controller and Data Processor, is required to provide the Information Commissioner’s Office (ICO) with a comprehensive report, detailing the following: (i) The personal data that it will process. (ii) The categories of data subject to which personal data relates. (iii) The purposes for which the personal data will be processed. (iv) Those people to whom the University may wish to disclose the data. (v) Any countries or territories outside the European Economic Area to which the

University may wish to transfer personal data. (vi) A general description of security measures taken to protect personal data. When processing for a new, or different, purpose is introduced, the individuals affected by that change will be informed and the University’s official notification to the ICO updated accordingly. Upon request, the University is also required to provide staff, students and other relevant data subjects with details on the personal data held by the University about them, and the reasons for which it is held/processed. Such requests are handled by the University’s Information Compliance Unit, located in the Registrar’s Office, Lanyon South. Disposal Policy for Personal Data The Act places an obligation on the University to exercise care in the disposal of personal data, including protecting its security and confidentiality during storage, transportation, handling, and destruction. All staff have a responsibility to consider safety and security when disposing of personal data in the course of their work. Consideration should also be given to the nature of the personal data involved, how sensitive it is, and the format in which it is held. Retention Policy for Personal Data Records The Act places an obligation on the University not to hold personal data for longer than is necessary. The ICO (www.ico.gov.uk) provides general guidance on the retention of personal data.

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Contractors, Short-Term and Voluntary Staff The University is responsible for the use made of personal data by anyone working on its behalf, whether as an agent, in a voluntary capacity, or as a consultant or contractor undertaking work for the University. Additional guidance in this area is available from the Information Compliance Unit on request. Transfer of Data Outside the University When the University shares personal data with another organisation, liability for adherence to the Act, in relation to this data, rests with the University. Should that organisation breach the Act, the University would be held responsible for that breach. If a Faculty/School/Directorate must share personal data with other organisations in order to conduct business, a data sharing agreement may be required. Information and guidance on drafting Data Sharing Agreements is available from the Information Compliance Unit on request. Transfer of Data Overseas The Eighth Data Protection Principle prohibits the transfer of personal data to any country outside the European Economic Area (EEA) (EU Member States, Iceland, Liechtenstein and Norway) unless that country ensures an adequate level of protection for data subjects. In all instances where personal data is being sent outside the EEA, the consent of the data subject should be obtained before their personal information is sent. This includes requests for personal data including from overseas colleges, financial sponsors and foreign governments. Information and guidance on the transfer of data overseas is available from the Information Compliance Unit, on request. Use of CCTV The University’s use of CCTV is governed by a Code of Practice, issued by the ICO: https://ico.org.uk/media/for-organisations/documents/1542/cctv-code-of-practice.pdf For reasons of crime prevention and security, a network of surveillance cameras, including body worn cameras, are in operation throughout campus. The presence of these cameras may not be obvious. This policy determines that personal data obtained during monitoring will be processed as follows:

Any monitoring will be carried out by a limited number of specified staff;

The recordings will be accessed only by authorised personnel;

Personal data obtained during monitoring will be destroyed as soon as possible after any investigation is complete;

Staff involved in monitoring will maintain confidentiality in respect of personal data.

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Related Policies This policy should be read in conjunction with:

Freedom of Information Policy;

Information Security Policy;

Computer Resources – Regulations for Acceptable Use;

Information Handling Policy;

Password Policy;

Data Security Guidance;

Surveillance Camera Policy;

Records Management Strategy. Making a Request Staff, students, users of the University’s facilities, and members of the public have the right to access personal data that is being kept about them insofar as it falls within the scope of the Act. Requests should be made in writing via email to info.compliance@qub.ac.uk or via post to: Information Compliance Unit Registrar’s Office Queen’s University Belfast BT7 1NN The University reserves the right to charge an administrative fee of £10 on each occasion that access is requested and will seek to ensure that the information is provided within 40 calendar days. There is no right to an internal review of a decision taken regarding release of personal information under the Data Protection Act 1998. If the requester is not satisfied with the response received from the University they do, however, have the right to appeal directly to the ICO. Further Information Further information on this policy is available from the Registrar’s Office on request. Full contact details are provided above.

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Definitions Data Information which is being used or held in a computerised system, or a

‘relevant filing system’ i.e. a manual filing system that is structured in such a way that data contained within it is readily accessible. Data can be written information, photographs, fingerprints or voice recordings.

Personal Data Information that identifies and relates to a living individual, and includes any expression of opinion or intention about the individual.

Sensitive Personal Data

Personal data consisting of information as to race/ethnic origin; political opinion; religious or similar beliefs; trade union membership; physical or mental health or condition; sexual life; and criminal record.

Processing Anything which can be done with personal data i.e. obtaining, recording, holding, organising, adapting, altering, retrieving, consulting, disclosing, aligning, combining, blocking, erasing, destroying etc.

Data Subject An individual who is the subject of personal data. This will include: staff, current and prospective students, graduates, suppliers of goods and services, business associates, conference delegates, survey respondents etc.

Data Controller Refers to Queen’s University Belfast. This includes university staff who collect and process data on behalf of the University, and students who are collecting and processing personal data or as part of their studies.

Data Processor Any person (other than an employee of the University) who processes personal data on behalf of the University e.g. printing agency.

Data Users Refers to both Data Controller and Data Processors.

October 2016

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77.. EENNVVIIRROONNMMEENNTTAALL GGUUIIDDAANNCCEE

ENVIRONMENTAL INDUCTION FOR THE DIRECTORATE OF ACADEMIC AND STUDENT AFFAIRS Queen’s is committed to improving its environmental performance and fundamentally changing the way it works so that it becomes an environmentally sustainable low carbon organisation. The Directorate has implemented a number of actions to ensure we do what we can to reduce our environmental impact and is also contributing through the Green Impact Scheme to specifically address environmental issues 1. ENERGY

Staff should ensure that the following steps are taken to reduce energy use on a day-to-day basis:

Enabling the power down features on their PC or requesting this from Information Services. (Screen savers do not save energy)

Switching off their PC monitor when they are not using it.

Switching off office equipment at the plug, where possible, before they leave the University at the end of the day.

Switching off lights when a room is left empty for longer than 15 minutes, or when there is sufficient natural lighting.

Closing windows when the heating or air-conditioning is on.

Wearing additional clothing, closing windows, and speaking to their Building Liaison Officer regarding the temperature in their room to avoid using personal electric heaters.

Closing blinds before leaving, where applicable, before leaving at night.

Staff should be aware that heating should be set to a maximum of 19/21oC and cooling should be set to a minimum of 24oC.

2. WASTE

The University is committed to reducing waste. The University’s waste policy encourages all staff to apply the ‘Waste Hierarchy’ as far as possible:

Reduce

Reuse

Recycle

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The following waste streams can be recycled within the University: Cardboard, paper (including confidential), batteries, books, cans, plastics and glass, confidential waste, electrical and electronic equipment, IT equipment, newspaper, paper, furniture, scrap metal, refrigeration equipment, toner and printer cartridges, and wood. Full details are available from the University’s web pages: www.qub.ac.uk/carbon. Recycling arrangements for the Directorate are as follows:

PLASTIC AND ALUMINIUM CAN RECYCLING BINS will continue to be available within each Directorate functional area.

CARDBOARD should be flattened and placed beside the recycling bins.

All PAPER should be disposed of in the designated paper recycling bins located throughout the office.

The GENERAL WASTE BIN located in the kitchen should be used for all other wastes.

3. TRAVEL

The University has a Travel Plan, and promotes a range of options as alternatives to single occupancy car journeys, cycle to work scheme, travel loans for public transport and a car share scheme. Access information, as well as practical and/or financial support on the University’s sustainable travel initiatives and incentives, can be found at: www.qub.ac.uk/sustainabletravel.

4. ENVIRONMENTAL PURCHASING

The University is an accredited Fair Trade university. The University has implemented a Green Purchasing policy and has developed guidance for buyer guides. The following factors should be considered when purchasing in the University an ethical purchase. • Is the product made partly or wholly from recycled material?

• Can the product be recycled once it has been finished with?

• Is the product energy efficient? ie. electrical appliances that have an A or B

energy rating.

• Does the product include excess packaging?

• Is the product sourced from local suppliers?

• Is the product really needed?

• Would it be possible to reuse within the university e.g. furniture, rather than buying new?

Further information on the University Green Purchasing guide is available on http://www.qub.ac.uk/sites/CarbonManagementatQueens/SustainabilityatQueens/EnvironmentalPurchasing/

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Academic Support Directorates

Wendy Galbraith Director of Finance Secretary: Isobel Davidson

i.a.davidson@qub.ac.uk 3018

Seamus Doyle Director of Information Services Secretary: Julie Caulfield

j.caulfield@qub.ac.uk 6346

Damien Toner Director of Estates Secretary: Sarah McCaughan

s.mccaughan@qub.ac.uk 3047

Isabel Jennings Director of Marketing, Recruitment, Communications and Internationalisation Secretary: Bethan Hughes

b.hughes@qub.ac.uk 1187

Caroline Young Director of Student Plus Secretary: Sharon Haughey

s.haughey@qub.ac.uk 1460

Brian Parkes Director of Human Resources Secretary: Edel Hagan

e.hagan@qub.ac.uk 3038

Scott Rutherford Director of Research and Enterprise Secretary: Jacqueline Cullen

j.cullen@qub.ac.uk 2565

Norma Sinte Director of Development and Alumni Relations Secretary: Dianne Conway

d.conway@qub.ac.uk 5187

Pro-Vice-Chancellors

Professor David Jones Pro-Vice-Chancellor

Education and Students Secretary: Pauline Allen

p.allen@qub.ac.uk 5220

Post Vacant Pro-Vice-Chancellor

Research and Postgraduates Secretary: Judith Hamilton

j.hamilton@qub.ac.uk 5221

Professor Richard English Pro-Vice-Chancellor

Internationalisation and Engagement Secretary: Cathy Hopkins

c.hopkins@qub.ac.uk 3131

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Faculty Pro-Vice-Chancellors and Deans Arts, Humanities and Social Sciences

Professor Adrienne Scullion Faculty Pro-Vice-Chancellor

Secretary: Maria Carrick/ Edel Skelton

pvcahss@qub.ac.uk 5006

Professor Paul Connolly Dean of Research

Secretary: June Clawson paul.connolly@qub.ac.uk 5929

Professor David Phinnemore Dean of Education

Secretary: Valerie Brown d.phinnemore@qub.ac.uk 1235

Vacant Dean of Internationalisation

Secretary: Valerie Brown s.wheeler@qub.ac.uk 1235

Professor Michael Alcorn Dean of Graduate Studies

Secretary: Valerie Brown m.alcorn@qub.ac.uk 1235

Engineering and Physical Sciences

Professor Mark Price Faculty Pro-Vice-Chancellor

Secretary: Elaine Buller

pvceps@qub.ac.uk 5443

Professor Susan Taylor Dean of Research

Secretary: Hannah Brogan s.e.taylor@qub.ac.uk 4655

Professor Ian Williams Dean of Education

Secretary: Hannah Brogan i.williams@qub.ac.uk 4655

Professor Stan Scott Dean of Internationalisation

Secretary: Philippa Harris ns.scott@qub.ac.uk 4655

Professor Cathy Craig Dean of Postgraduates

Secretary: Philippa Harris cathy.craig@qub.ac.uk 4655

Medicine, Health and Life Sciences

Professor Chris Elliott Faculty Pro-Vice-Chancellor

Secretary: Julie Boucher

pvc-mhls@qub.ac.uk 5882

Professor Aaron Maule Dean of Research

Secretary: Stacy Gilmore a.maule@qub.ac.uk 2816

Professor Mark Lawler Dean of Education (incl. PG)

Secretary: Jenni Byers mark.lawler@qub.ac.uk 5883

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Professor Colin McCoy Dean of Internationalisation

Secretary: Jenni Byers c.mccoy@qub.ac.uk 5883

Professor Alan Stitt Dean of Impact/Innovation

Secretary: Stacy Gilmore a.stitt@qub.ac.uk 2816

Students’ Union

Stephen McCrystall President

su.president@qub.ac.uk

Lucy Gault Vice-President Education

su.vpeducation@qub.ac.uk

Jessica Elder Vice-President Welfare

su.vpwelfare@qub.ac.uk

Rachel Powell Vice-President Equality and Diversity

su.vpequality@qub.ac.uk

Faisal Kadiri Vice-President Student Activities

su.vpactivities@qub.ac.uk

Updated: February 2018