Due to changes in regulations, it has become necessary for us to implement stricter control of our visitor and tempoary staff uniCARDs. All visitors and temporary staff will now be required to complete a questionnaire which will be forwarded to the Visa Compliance Team for approval. More details
Invitation letters for visiting academics now need to be signed by the Executive Dean (or the Deputy Dean in his absence). Letters from the Visa Compliance Coordinator will be sent to the Executive Deans office for signature before being forwarded the the LHS staff concerned. NB Embassies require original letters.
Once letters are sign, the Executive Deans Office informs the Visa Compliance Coordinator who contacts the visitors to advise them to go ahead and book their appointment for their visa application.
Requesting and approval of annual leave is in Core.
Anyone who is unsure how to request annual leave should talk to their manager, and any manager who has queries, for instance about carry forward balances, should speak to their HR Advisor. Any technical issues can be notified to email@example.com
Further info here.
The Blackboard log in is the same as your normal log in: https://vle.aston.ac.uk/
If you need business cards, please contact firstname.lastname@example.org with a budget code. 100 cards are appx £46. Clare has more details.
Internal hospitality information can be found here email@example.com Sonia Wittin 4645
Note: there are two University approved suppliers for these items:Specialist Computer Centre Ltd (SCC) - for PCs, monitors. notebooks and related products and Academia - for Apple products. A hardware guide for items available from SCC is available. The prices are current but should be treated as a guide rather than a confirmed actual price.
The new self-service platform is now live. This is the first line of support for staff.
Performance and priorities of Digital Services will be regularly available and communicated to you each month via the new Digital Services Dashboard which can be viewed here. To improve Aston’s business intelligence, the Dashboard will act as an analytics tool to visualise digital data across the University. As you can see, the Dashboard provides critical reporting and metrics information which are integral to the University’s digital performance. Going forward, the Dashboard will enable impactful decision making, using real-time metrics and performance indicators. In coming months, you will also find key metrics from the TEL and CSS support teams on the Dashboard. Further to the Dashboard, the new self-service platform is now live, but please be aware that this is the first iteration of the platform. Keep your eyes peeled for a digitally enhanced version in the coming months. The platform is a collection of self-service functions that are available to members of staff as a first line of support to request services and resolve issues, rather than emailing or visiting the helpdesk. You can find out more about DigitalAston and ask the project management team questions here.
Form found here http://www.aston.ac.uk/ict/staffguide/desktop-support/it-equipment/disposal/
For information about Communications, PR, Publications, Graphic Design, Event Management and Web Marketing, house style guide. Downloads of letter, email and powerpoint templates also available here. Image bank pictures can also be found on the University Communications web pages.
Admin support for E-Learning is Rachel Giles (3906) firstname.lastname@example.org
Technical Support is Derek Hartley (4176) email@example.com
LHS Ethics Committee and Applications. Dr Rebecca Knibb is the Chair, Kara Hanaphy is the LHS Ethics administrator. For general enquiries about ethics please contact Rebecca. Official emails about ethics applications, end of study reports and requests for amendments should be sent to firstname.lastname@example.org.
Staff expenses - this an online system. Please note that expenses should be sent to your Subject Lead in the first instance, or if not available then to the School Administrator.
Further information about staff expenses can be found under Payroll (HR).
Information about claims for non-staff can be found under Finance
Any queries about staff expenses waiting to be paid can be made direct to the Accounts Payable Team in finance (x3180 email@example.com).
To book an eye text in our Optometry department, please email firstname.lastname@example.org or telephone x3900.
Full fire alarm details and other Health and Safety information are on the web here.
Further information can be obtained from the School Technical Manager.
The LHS Go Green Champions are Steve Russell and Dan Kirby. For more information about Aston Go Green see here.
More info about environment & sustainability here.
Information is on the LHS Intranet site . Further information can be obtained from the School Technical Manager, Mike Robinson, email@example.com x3091.
Travel authorisation forms are uploaded and submitted via Aston Staff Portal for approval by your Executive Dean/Director in advance of your travel.
The authorisation form has been revised to remove contact and emergency contact details as these should be maintained against your employee record in Aston Staff Portal, you will be prompted to review these details when making a request for international travel.
Upon submitting your request the International Office and Alumni Office will be automatically notified.The new online process will allow for easier tracking of where staff are out of the country on University business and allow for EEA and non-EEA nationals to maintain an electronic record of all trips outside of the UK.
The revised authorisation form and guidance on how to submit your request for approval by your Executive Dean/Director is available from the international travel webpage at http://www.aston.ac.uk/staff/hr/policies/international-travel/Aston Staff Portal can be accessed from http://www.aston.ac.uk/staff/hr/aston-staff-portal/
If you experience any issues using Aston Staff Portal to submit your request please contact the HR Systems Team by e-mail to firstname.lastname@example.org.
My Aston Portal (MAP), a secure web portal that allows you to view and update your personal details, view teaching timetables and more. Log into MAP using your Aston computer username and password. New members of staff should email ISA first: MAP
Downloadable open day presentations here
Downloadable Powerpoint presentations with Athena Swan logo here
For information, Recognition Awards have been devolved to Schools and Departments who will make arrangements to enable local recognition to be given throughout the year. The current categories of recognition award include:
Managers should submit their nominations (including the reasons why they are nominating them) in writing to the Secretary of SMT (Senior Management Team) email@example.com at least one week ahead of the meeting. SMT meeting dates are listed on the intranet and blackboard.
If you need to book a room, laptop or projector, please contact the Reception & Support Team within the LHS School Office on LHS_School_Support@aston.ac.uk
Sickness Absence Recording. All sickness absence is recorded in the Core HR System http://www.aston.ac.uk/staff/hr/aston-staff-portal/ . Managers can view the staff in their teams via portal and log sickness as staff report it to them. For managers there is a range of learning materials such as Vidcasts and a quick user guide. These guidance materials can be accessed here.
There is no longer a need for staff to submit self-certification forms for sickness absence of 7 days or less.
The introduction of the new sickness absence recording system does not change the existing procedure that staff should report sickness on the first day of absence to their line manager. For absence of 8 days or more, doctor’s notes should be submitted to HR. Managers should have contact with the employee on their return to work and update the system as appropriate (e.g. inserting end date for absence, the reason for absence along with any return to work notes).
Accurate absence records rely on HR being advised of accurate work patterns for part time staff and prompt entry of absence to the HR system by managers. If work patterns change or line management changes, this should be notified to your HR Administrator as soon as possible.
In the event of their manager’s absence, staff should report their sickness to either Clare Webster (PA to the Executive Dean), Sam Brown (Executive Assistant) or Trevor Knight (Head of Administration & Quality Assurance).
If you are uncertain as to what you should do when you are absent through illness, please do not hesitate to contact the School HR rep (Sarah Carey/Debbie Walker).
Contacts: HR Advisor –Sarah Carey (Mon-Wed) and Debbie Walker (Wed-Fri).
Information can be found here on the New Employees Area on the University intranet.
Training courses, resources, qualifications and other opportunities for staff are listed on the Staff & Graduate Development web pages.
The LHS Purchasing Office can help firstname.lastname@example.org. x5038
For assistance with problems please email email@example.com or contact the Switchboard (dial 0). Please note that phones do not automatically have set up for international calls.
These are on the website under calendar term dates.
Key Travel (Topaz Team) is the supplier for Travel Management Services. You only need a relevant job code for train tickets not a Purchase Order number. A Trainline ticket printer is installed in the main reception area to make collection of tickets simpler.
If you need any further information, please contact the Purchasing/Business office on Extn. 5038 or email: firstname.lastname@example.org
Overseas expenses can only be signed off by the Deputy or Executive Deans.
Details about travel insurance and claims can be found here.
Parking is available in Car Park 5 re-opens (situated off Holt Street) to all visitors to the University. This is a pay and display car park and will cost £5 per day. This parking is available on a first come first served basis, and is open 6am to 10pm daily.
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