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On this page you will find all the information you need to get to know Oxford Brookes and the IT Directorate you are joining.
We've signed up to the Tech Talent Charter!
"Because we are committed to attracting, retaining and investing in the development of female colleagues. The charter’s focus on HR policies that support the recruitment of a diverse workforce, as well as the growing network of organisations signing up, make it an extremely appealing addition to our talent management strategy." Seamus Shaw, CIO
Before you join you will receive a contract of employment and a set of forms and documents you need to return before you start, or as soon as possible once you have started. These are:
As a major employer in Oxfordshire, Brookes is committed to minimising its impact on traffic in the local area. Because of this, and the limitations on the number of parking spaces available, we have a number of offers available to encourage staff to use alternative forms of transport:
These options include:
To find out more about parking arrangements and the different travel options available, visit our travel pages or email email@example.com for more details.
New to Oxfordshire
Oxfordshire is a wonderful county, offering a beautiful rural landscape as well as a vibrant city full of culture and history. With numerous market towns outside the city and many attractive villages, there are a vast variety of places to live. Visit the Oxfordshire County Council website to find out more about living in Oxfordshire.
New to Wiltshire
If your new role at Brookes is based in Swindon, you may want to look at moving to Wiltshire. Swindon is located in the North-East corner of Wiltshire which boarders Oxfordshire. To find out more about living in Wiltshire, visit the Wiltshire Council website.
You should take some time to familiarise yourself with some of the key policies at Oxford Brookes. These include:
You can find other
key policies here.
On joining Brookes you will be issued a Brookes ID card. The card also enables you to access the library services, borrow laptops, use Print Anywhere and access security controlled areas where required by your role. More information is available in this Q&A
To log onto your computer and Brookes network you will need a password. You will receive two emails (to your registered personal email address) the night before your contracted start date at Brookes. The first of these emails will contain your staff number (User ID), the second will contain a unique link for you to create a password. If you do not create a password within 48 hours you will have to request another password on the ‘Secure Forgotten Password Page’. After inserting your Staff Number a new unique link will be sent to your personal email address. Use this password both for logging onto a Brookes computer and your email account.
To collect your Staff ID card you should take a form of photographic identification (e.g. driving license or passport) and your employee number (P00xxxxx) to your nearest IT Service Desk Point. If you are based at the Bath site your IT support team will assist.
At Oxford Brookes we use Google Workspace. This consists of your email, calendar, Google Chat, Google Meet and Google office applications (e.g. Documents, Sheets, Slides). A two-hour ‘Introduction to Google’ workshop is available for new members of staff who are not familiar with Google and its applications. If you have a working knowledge of GMail but wish to build on this, there is an alternative workshop available for all members of staff. Further details about Google workshops can be found here
To access your Gmail account:
To select other Google applications, once logged into your Google email account, click on the 9 dots icon located in the top right hand corner of your screen (Google apps icon). This allows you to switch between Docs, Sheets, Slides, Calendar etc.
The telephone network at Oxford Brookes operates on an internal network. Your office phone or the phone you have access to use will have a unique four digit extension number. There is also a voicemail facility attached to each phone. To find out more about how to use the internal phone network, as well as how to set up a voicemail account, visit the phone directory.
Each member of staff has their own
which is linked to the HR system, CORE.
Your portal page will display your personal details as well as details about your position at Oxford Brookes. You will be able to access some of your personal information yourself and access your online payslips from this page. On your first day,
you will receive an email to your staff account asking you to update your bank details and emergency contact details on your portal page.
You will need your staff number and your password to access your
portal page. For further information on how to use and navigate around your portal page,
visit the Staff HR Portal Training site.
A buddy is a member of staff who has volunteered to offer support to a new joiner during their induction period. Your buddy will help you get to know Oxford Brookes and settle in. They will be able to answer informal questions about how things are
done at Brookes, where to find information about our policies and working practices, etc.
We aim to have a buddy scheme running in most areas of the University. If the scheme is active in your area, your line manager will identify a buddy for you who, depending on your role, may be someone from your own department, or if appropriate,
from a different area of the University. You do not have to accept the offer of a buddy if you do not wish to, but the additional informal support a buddy can offer can be useful when settling in to a new role.
During your first few weeks, you can expect to have regular one to one meetings with your line manager. The aim of these will be to give you an overview of your induction period, to discuss your role in more detail, and to discuss expectations and any concerns you may have.
Within your first two weeks, you will also have an initial Performance and Development Review (PDR) with your line manager to identify some initial work objectives. This is also an opportunity to explore your skills in more detail and identify any development and training needs.
Oxford Brookes offers a comprehensive induction programme. There are several mandatory training courses you will be required to complete as part of your induction and before your probation period can be complete.
Many of these courses can be accessed via Staff Learning (https://staff-learning.brookes.ac.uk/). The login details are your 'P' number (without the @brookes.ac.uk) and your password that you use to log onto your emails.
On joining Oxford Brookes you will be given access to Moodle which is the University's Virtual Learning Environment (VLE for short). You will be able to access and log into Moodle via a quick link from the main Brookes Staff page.
A good induction comprises these elements:
A good induction is paced so that the new starter is not overwhelmed. New starters want to know that their colleagues are looking forward to working with them and that there has been adequate preparation for their start.
The line manager is responsible for ensuring that this happens. Even if the induction is delegated to another colleague, it is the line manager's responsibility to ensure that it takes place and the person responsible for induction is thoroughly
briefed on what they are expected to do.
There are several key activities which the line manager should initiate to ensure a smooth induction.
A buddy is a member of staff who has volunteered to offer informal, friendly support to a new starter during their first few months at the University or in a new role. Often the buddy will be the first point of contact for the new starter to ask
questions or raise informal queries about their work, how things are done at Brookes, where to find information, etc. They can also help the new member of staff widen their circle of contacts.
Buddies should be staff who have been at Brookes long enough to be able to provide reliable information. They should be at least the same grade as the new starter. They may be a member of the same Directorate or Faculty, or from another part of
The key task is to help facilitate a smooth induction by:
A buddy is not the supervisor of the new staff member, so they should not give advice about contractual employment issues, the individual’s performance, substantive work issues, or PDR. These issues should be referred to the line manager.
A buddy is there to listen and provide informal support but not to offer in-depth coaching or guidance on specific work issues, which are more properly addressed by the line manager, HR, or other specialist sources.
It is the line manager’s responsibility to find a buddy for the new starter. This should be done a few weeks before the new starter joins Brookes. This is a voluntary relationship: a buddy can choose whether they wish to take on this role and a
new starter can decide whether or not to have a buddy. The new starter however should be offered the opportunity.
For most roles, it is appropriate to choose a buddy from the same Faculty or Directorate but for senior roles, it may be more appropriate to choose a buddy from another Faculty or Directorate.
The IT team is made up of of five departments - Information Services, Information Security Management, Business Services, Customer Services and the Programme Management Office (IT projects).
Meet the team
The organisational structure can be viewed
here (internal view).
Systems that you will routinely be using include:
Google Apps, Moodle (vle), CORE HR, E5 Finance system, eduroam (Wi-Fi), eCSIS & PIP (student record system)
IT training is available to all staff -
find out more on the website.
The University is committed to developing work practices and human resource policies that offer flexible working patterns. You can read more about the Flexible Working Policy on the
IT systems and mobile devices have a large part to play with enabling flexible working like working from home, hot desking or working mobily around the University.
If you are on site you will need to register for the free Wi-Fi - eduroam, once you have your staff number and password. This will allow you to use either a Brookes or personal device to work online.
Instructions for connecting to eduroam. eduroam can be used at many other Universities around the world as well as some NHS sites and other public service departments.
We are a Google University that uses their applications for email, document storage, websites, instant and video chat, all hosted externally in a cloud and accessible from anywhere that has an internet connection. If you are new are to Google - it
is worth taking a look at these
simple support pages
that describe the main apps we use.
We encourage all staff and students to add an extra layer of security to their Google account by doing the2-step verification. It is very simple and easy to set up and use. You do need to have your mobile phone with you.
As part of the IT strategy for 'mobile first' we recommend that all new staff are provided with a laptop as their normal work PC. This allows for mobile working patterns rather than being fixed to a static workstation.
All staff are able to have the
installed on their work and own mobile devices - allowing remote and secure access toBrookes applications like the HR, Finance and Student Record systems, as well as Faculty and Directorate shared drives. The VPN will need to be installed by putting
a request into the
IT Service Desk.
Most organisations develop acronym's for commonly used names - but at Brookes we particularly embrace the acronym.
More in the University's
writing style guide.