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      Working in IT Services

  • Welcome to our new colleagues!

    On this page you will find all the information you need to get to know Brookes and the IT Directorate you are joining.

  • Your contract of employment

    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:

    • a signed copy of your contract
    • copies of your academic qualification certificates, as applicable for your role
    • emergency contact details form
    • credit transfer form (for payroll)
    • a completed and signed medical questionnaire
    • a signed systems IT access request form
    • your P45 (if you do not have a P45, please complete the HMRC new starter checklist form
    • a photocopy of your National Insurance card or a letter from HMRC confirming your National Insurance number

    Travel arrangements and parking

    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:

    • Public transport: particularly the Brookes Bus which provides various services between the Brookes campuses and the city centre. The BrookesKey also provides a number of staff discounts on bus and coach travel.
    • Up to £5000 staff interest free loan for all public transport annual passes with a number of discounts available when purchased through the University.
    • Cycling: we offer a regular bike maintenance service, as well as a cycle to work scheme to assist with the cost of purchasing a bike.
    • Oxfordshire lift-share service: which allows you to coordinate with others who are interested in sharing the journey to work.

    To find out more about parking arrangements and the different travel options available, visit our travel pages or email transport@brookes.ac.uk for more details.

    Relocation package

    New members of staff moving to work at Brookes may be eligible for a relocation package. Reimbursements can be made of up to £5,000 (inclusive of VAT) for expenses necessarily incurred in relocating. To qualify, you must relocate within 50 kilometres of your primary location of work as specified in your contract of employment and have either a permanent contract, or a fixed-term contract of over two years’ duration. 

     

     

    Contract and paperwork

    If you have not yet returned these documents to the HR department, you can send them via the internal post. The HR Department is based at the Wheatley campus, Block A, room A1.12. Alternatively, you could email scanned copies of the documents to your link  HR team.

    Induction checklist

    When you arrive, your manager will give you a copy of the  induction checklist. This will signpost key processes and policies you need to be aware of including information on Health and Safety.

    Take some time on your first day and over your first week to work through the induction checklist. You should make sure you have completed this by the end of your probation period.

    Computers and phones

    Computer access

    To log onto your computer and the Brookes network, you will need a password. To get your password, you should take a form of photographic identification (e.g – driving license or passport) and your employee number (P00xxxxx) to your nearest library or IT helpdesk and request a password to be created. If you are based at the Swindon campus or Bath site, your on-site IT Support team will assist you with this.

    Once you have logged on, you can change your password via your  Personal Information Page(PIP). Use this password both for logging onto a Brookes computer and your email account.

    Email account and calendar

    The email server used by Oxford Brookes is Google, which also hosts the calendar management system. A two-hour ‘Introduction to Google’ workshop is available for new members of staff who are not familiar with Google and its different applications. If you have a working knowledge of GoogleMail 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

    Phone

    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.

    Staff HR portal

    Each member of staff has their own  portal page 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.

    Key policies

    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 in the  HR Employment Handbook

     

     

     

    Mandatory training

    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. These cover:

    • Welcome to Brookes
    • Health and Safety
    • Display Screen Equipment
    • Equality, Diversity and Inclusion
    • Manual handling (where applicable)
    • Information Security Awareness training 

    Your contract of employment should include the dates of the sessions you have been booked on to. If you are unable to make a particular date, please email ocsld@brookes.ac.uk to arrange an alternative date.

    If for some reason it was not possible to book you onto any sessions before you arrived, please speak to your line manager and they will arrange for you to be booked onto the next available session.

    One-to-ones

    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 Personal 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.

     

    About the directorate

    The IT team is made up of of five departments - Information Systems, Technology, Business Partnerships, Customer Services and Projects (PMO).

    The organisational structure can be viewed here.

    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 HR website.

    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.

    WI-FI

    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.

    GOOGLE

    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.

    LAPTOPS

    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. 

    REMOTE ACCESS TO SYSTEMS

    All staff are able to have the Brookes VPN installed on their work and own mobile devices - allowing remote and secure access to Brookes 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.

    Campus maps

    Information and directions to the different campuses can be found by visiting /about-brookes/visit-us/

    Food and drink

    There are different cafes and restaurants to choose from on all campuses. Please visit /catering/

    Sports Centre

    Brookes has two sports centres - in Headington and at Harcourt Hill. They run all sorts of clubs and events for Brookes staff to get involved in.

    Visit their website for more information.

    Most organisations develop acronym's for commonly used names - but at Brookes we particularly embrace the acronym.

    This acronym buster will help to navigate this in your first few weeks.

  • A good induction comprises these elements:

    • Thorough preparation before the new staff member joins
    • A personal welcome on Day One
    • A clear introduction to Brookes, its strategy and Guiding Principles
    • A personal induction checklist
    • A buddy (or mentor)
    • An opportunity to clarify the role and initial expectations
    • Attendance at appropriate mandatory training courses
    • Introduction to key contacts and clarification of their roles

    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.

    • Ensure that the new starter has the appropriate IT equipment, software, telephone equipment and furniture to be able to start work from Day One. This needs to be ordered well in advance through the OBIS Service Now Desk and EFM.
    • Ensure the new starter has access to the appropriate IT systems and directories to be able to do their job. Once HR has sent you the employee number for your new member of staff, you can request the required access via Service Now.
    • Arrange for a bus pass for new starter, if required.
    • Prepare induction programme/timetable including Induction Checklist.
    • If this is a change of role for an existing colleague - please use this checklist 
    • Check that the new starter has been booked onto mandatory training courses (the dates should normally be notified with the contract of employment).
    • Decide whether the new starter should attend any other training events and book these through OCSLD. A list of all the courses can be found here.
    • Add key events/meetings/training courses to your new starter’s Google Calendar.
    • Identify and brief a buddy to support the new starter.
    • Ensure departmental mailing, contact lists and organisational structure charts are updated.
    • Make sure the rest of the team know that the new starter is joining.
    • Book time out in your diary on the first day for a welcome meeting.
    • Check that you have received the staff ID card for your new starter from HR.

    What is a buddy?

    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 University.

    What is the role of a buddy?

    The key task is to help facilitate a smooth induction by:

    • Making contact with the new starter, ideally in their first week
    • Taking the new starter for lunch or coffee in their first week
    • Ensuring that the new starter feels supported and knows where to find the necessary information for their role
    • Offering informal advice about Brookes, its policies and working practices, etc.
    • Being in regular contact with the new starter
    • Listening to new starter’s concerns - if they have any.

    What is beyond the scope of the buddy's role?

    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.

    Qualities of a good buddy

    • A good listener
    • Knowledgeable about Brookes, its policies, systems and processes
    • Knowledgeable about the new starter's role
    • Friendly and welcoming
    • Understands boundaries between an informal buddy role and a line manager’s role
    • Positive about Brookes
    • Reflects the Guiding Principles
    • Non-judgemental
    • Empathetic to the concerns of new starters
    • Patient
    • Practical
    • Helpful

    Setting up buddying relationships

    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.