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Finding your way around this page

This page contains a wide variety of information, policies, guidance and resources. There are three sections:

  • HR Policies and Information
  • General Useful Information and Resources
  • Forms and Templates (A-Z list of handy shortcuts to commonly used forms)

If you cannot find the information you are looking for, or if you have any suggestions for what else you would like to see here, please email

HR Policies and Information (A-Z)

All staff are entitled to annual leave. Please see HR's web pages for the central policy and related guidance, including how to calculate annual leave entitlement.

Staff using new Flexitime app

Please book annual leave using the Flexitime and Leave app

Staff not using the new Flexitime app

Below is an example of an annual leave request form that you may find useful for requesting and tracking annual leave.

A buddy is a member of staff, usually away from the immediate work area, who has agreed to be a point of contact for a new starter to provide informal guidance and encouragement during their first few months of employment. A buddy might typically take on the following tasks to help the new member of staff settle in:

  • Be available to answer immediate routine questions of a general nature
  • Show the new member of staff around the building, introducing them to other members of staff they may see within their working environment, but may not otherwise come into contact with within their role
  • Point out catering or other facilities that may be of interest, i.e. sports centre, library, etc.
  • Accompany them to lunch on an ad hoc basis

You can speak with your line manager if you wish to be a buddy or for help to identify a buddy. Alternatively, please email

The Department is committed to creating a fair, welcoming and inclusive environment where bullying and harassment are unacceptable and where members of its community treat each other with dignity and respect.

Policies and procedures are in place to protect you and to ensure that complaints are resolved. Please see the Dignity at Work and Study Policy. The purpose of this policy is to provide procedures and mechanisms to report and address incidents of harassment, bullying and hate incidents appropriately.

A new casual worker online system was introduced with effect from 1 September 2019 and there are a number of changes that were made. All casual workers undertaking casual work at the University (e.g. Student Ambassadors, Tutorials, Marking, and Demonstrating) are required to register online, set up an account and show their right to work documents prior to undertaking any work. Once a worker is booked to work, the new system provides a much improved process for submission of time sheets, making the whole process a lot less time consuming. 

It is not be possible for the DMT Hub to book hours for workers until they have completed the casual worker registration process. Please visit the registration website and select the ‘register as a worker’ option during login. You may find it helpful to refer to this guidance on the registration process.

Once registered, then a booking will need to be made for any hours to be worked before the work takes place. For students acting as Student Ambassadors, Tutorials, Marking or Demonstrating these bookings will be made by the Student and Academic Services (SAS) team. For any other casual workers please complete the Casual Workers Booking Form at least 2 working days prior to work taking place. Once the worker is registered and booked to work, they will receive an electronic time sheet which can be submitted online.

Please see HR's web pages for right to work guidance and information on hourly rates. For any queries please contact

Due to the nature of research grant activity/work, we have a large number of staff who are on fixed term contracts, or open contracts with fixed term funding.

For employees on fixed term contracts, please see the Fixed Term Contracts pages on the HR website for University policy, which must be strictly adhered to.  For employees on open contracts with fixed term funding, please see the process below (please note that an employee on an open contract with fixed term funding cannot opt out of the consultation process).   Biology DMT Hub will send reminders to line managers to remind them about this process.  

If a contract is to be extended, or the workorder changed, the line manager must complete a contract variation from (CVF).

In the event of redundancy, guidance on the consultation process can be found below:

Process Guide for employees on Fixed Term Contracts.docx

Process Guide for employees on an Open Contract with Fixed Term Funding.docx

All other paperwork relating to consultation is included below and will also be issued to the line manager when the initial reminder is sent from Biology DMT Hub:

For employees on Fixed Term Contracts (FTC):

Consultation Meeting Form (FTC)

Letter templates for consultation meetings (FTC)

Consultation Opt Out Form

For employees on Open Contracts with Fixed Term Funding (FTF):

Consultation Meeting Form (Open Contract with FTF)

Letter templates for consultation meetings (FTF).


Please feel free to contact if you have any queries about fixed term contracts/funding or the redundancy process.

The Department supports staff as far as possible with Flexible Working requests. Please see the flexible working web pages on HR's website for further information.

We also encourage staff to work flexibly where the service needs allows it (see Flexitime section), and our Biology Working from Home information is available below.

The DMT Hub has a number of different flexitime models depending on whether you are full-time, part-time, work term-time only and so on. Please email to request a flexisheet and we will help you set this up.

Flexitime Guidance

The Department supports flexitime where the service allows for this. Please read the below guidance carefully and ensure you resolve any queries with your line manager in the first instance.

Biology Flexitime guidance.pdf

New Flexitime and Leave App - LIVE 1st October 2021

Guidance notes for users and Line Managers can be found here:

Flexi time and annual leave step by step - MANAGERS

Flexi time and annual leave step by step - USERS

Further guidance can be found on the designated WIKI site:

Flexitime and Leave App WIKI Page

Which flexisheet you require depends on your working pattern. The table below should help you decide which template to choose. The flexisheet templates and associated user notes are listed below in alphabetical order.

Who should use it?

A - Full and part time staff who usually work approximately the same hours per day, over a 5 day week

Model A

Model_A 20_21.xlsx

User_Notes_for_Model_A 20_21.docx

B - Staff who either do not work every day or who work different hours each day and need too record annual leave in hours, rather than days

Model B

Model_B 20_21.xlsx

User_Notes_for_Model_B 20_21.docx

C - Part time staff who work term time only and who receive proportional payment for annual leave each month

Model C

Model_C 20_21.xlsx

User_Notes_for_Model_C 20_21.docx

D - Part time members of staff who work term time only

Model D

Model_D 20_21.xlsx

User_Notes_for_Model_D 20_21.docx

D - For use by full or part time staff who are required to work on bank/public holidays

Model E

Model_E 20_21.xlsx

User_Notes_for_Model_E 20_21.docx

Please see the University's web pages for support, welfare and health information and HR's web pages on health and wellbeing. You may also find it useful to know that all staff have access to the Health Assured's Employee Assistance Programme (EAP), which offers independent, free and completely confidential telephone support, online resources and, where appropriate, face-to-face counselling.

These pages are a hugely useful tool and include lots of information and resources for all staff in the following areas:

  • Confidential Care (employee assistance scheme)
  • Mental Health First Contact Network
  • Occupational Health
  • Stress Management
  • Well@York


The DMT Hub, SAS and the Research Office have a values poster which you may find useful to discuss/share within your work area. This is more than a piece of paper on a wall; all of our teams signed up to this commitment and we find it a useful tool.

The University has a Mental Health First Aid contact network and there are a number of local Biology representatives. However, it is recognised that sometimes individuals may wish to speak with someone away from the department.

Please see below for Biology's stress procedure and guidance:


A welcome pack and induction checklist is sent to all new members of the Department. It contains a wide range of useful information and helpful links to get new staff members set up for work and familiar with key processes and procedures.  We ask that the induction checklist at the end of the welcome pack is completed and returned to DMT Hub within 4 weeks of the start date.

A link to the online health & safety induction' is also emailed to all new members of staff. This mandatory training includes key safety issues that need to be covered as part of the induction training. Further information can be found on the Induction Safety Training web page.

All new staff will have an initial probation period as part of their contract of employment (please ask us or check your terms and conditions to confirm the period). Your manager will have the documentation required for this process and should book regular catch ups with you. Please see the Probation web page on the HR website for further information.

It is your responsibility to check your notice period before handing in your notice, in writing to your line manager (cc Please see Terms and Conditions web pages on the Hr website for further information.

If you are leaving your post or the University, your manager must complete a notification form to let the DMT Hub and HR know.; you will then get a letter from HR to confirm your Biology leaving date.

If you are leaving the Department, but have another job in the University, just email so we can ensure your local file is returned to HR in a timely manner, and so we can support your manager regarding backfilling your post or other alternatives.

Making the Difference is our local/Departmental recognition scheme, and Rewarding Excellence is the annual central scheme. Please read more about each scheme below.

The Making the Difference scheme is intended to reward those who have demonstrated outstanding achievement or excellence in the short-term, which has been of such a high standard that it has made a difference to students, customers, colleagues, the Department or the University as a whole. The exceptional contribution may have been made within the normal role of the individual or team but at a level demonstrably greater in the short-term than would normally be expected or it may have been made through taking on short-term responsibilities or tasks outside the individual’s or teams normal role. 

If you know an individual or team who deserve to be nominated for an award, please complete the below nomination form and return it to by 5.00 pm on Monday 12 April 2021.  


Every Autumn (normally October/November) the University runs a scheme called Rewarding Excellence. Details on how to nominate someone or make a self-nomination will be included here when the scheme is open.

You are encouraged to discuss Rewarding Excellence during Performance Review (see Performance and Development Review section).

Anyone wishing to make a nomination through this scheme is asked to notify the Head of Department via at least 10 working days before the scheme closes with a summary case of the nomination. The Head of Department is asked by HR whether they support nominations, so this gives the HoD an opportunity to review each nomination case as early as possible.

Please visit the Parental Leave and Other Types of Leave web pages on the HR website for further information. Please don't hesitate to contact for any queries.

The University's Performance Development Review (PDR) period runs annually, from June to September. The following information details the Departmental process and some central resources/information you may find useful.

  • Normally your reviewer will be your line manager, unless there are extenuating circumstances (see guidance for reviewees below).
  • You and your reviewer will receive an email during late May/early June with guidance/instruction and relevant documentation on your annual performance review. You have joint responsibility for arranging the meeting in a timely manner (please see central information for best practice guidance on how you should expect your PDR to be conducted).

  • After your review, you should return the final draft of your PDR to
  • The HoD will review all PDR forms. Where there is difference in assessment of performance between the reviewer and reviewee, the HoD will make a comment. This will be shared with both you and your reviewer.
  • Please see the HR website for the required PDR forms.
  • Further information can be found on the PDR pages of the HR website.

The University values and relies on the professional integrity of relationships between staff members and in the staff/student relationship. In order that University activities are conducted and are perceived to be conducted in a professional and appropriate manner it is necessary to distinguish between, and take account of, personal relationships which overlap with professional ones. The University recognises that there may be occasions when students or staff members are related to or become close to another member of staff. They may be faced with situations where personal interest may conflict with their duties and may be uncertain about how to deal with them. The Personal Relationships Policy seeks to identify appropriate behaviour in such situations.

When you have a role to advertise, Biology DMT Hub can give you timely advice/support; please email

The Job Library is where you should look to see if a generic role fits with the role you're looking to advertise. Please see the Recruitment pages on the HR website for further information, including the forms that will need to be completed during the recruitment process.

During the recruitment process you will be assigned a Biology DMT Hub team member as well as a central HR contact and either of these contacts will help you with the progression of your vacancy, or in the event you have queries.

Sickness is sickness, and we all get ill. Please see the Sickness Absence page on the HR website for further information on the relevant policies and procedures.

You should expect to have a return to work discussion with your line manager/supervisor upon return as per 4.3 of the managing ill-health and sickness absence policy.

Step 1: You should telephone your manager/supervisor within 1 hour of your normal work start time to let them know if you are sick. You are expected to telephone your line manager/supervisor in person. Only in exceptional circumstances would texting or getting someone to telephone on your behalf be acceptable.

Step 2: You should also contact the DMT Hub who are responsible for recording all sickness absence (this can be via telephone 01904 328503 OR via email ). If your absence is long term your should submit your GP fit note via the DMT Hub.

Important information: When reporting your sickness, you should give the following information to your line manager and the DMT Hub:

  • The date you became ill/unfit for work
  • The nature of your illness (please note: in the event you do not wish to disclose the nature of your absence to the DMT Hub, please make your manager aware of this. In the event your absence needs further support please be aware the Administration Manager may be involved to support you and your line manager).
  • How long you expect to be off work (if known).

Follow up: After reporting your sickness, you only need to contact the DMT Hub to confirm when you are back at work so we can ensure this is properly recorded. However, you should maintain regular contact with your manager/supervisor in order that they can support you as appropriate and also to assist them with workload planning.

Short term absence is classed as any absence of 7 calendar days or less. Absences of 4 to 7 days will require you to complete a Statutory Sick Pay (SSP) form.

Even if you're only sick for a day, you should expect to have a return to work discussion with your line manager/supervisor upon return.

Long term absence is classed as any absence of 8 calendar days or more.

If your absence is long term your should submit your GP fit note via the DMT Hub.

Depending on the nature of your absence, you should expect to be able to provide updates to your line manager/supervisor. You will be provided with support and made aware of relevant support mechanisms (see 'forms and support resources' section).

You should expect to have a return to work discussion with your line manager/supervisor upon return.

If you are off for 4 days or more you should complete a Statutory Sick Pay (SSP) form and send it to

For any sickness episode, you will be asked to complete a return to work discussion with your line manager. Once completed, please return a copy of the below form to and keep a copy for your records:


Those on Summer Studentships, must be registered as a Visiting Associate (VA). Please complete the form in the 'Visiting Associate' section below and send it to

We ask for a minimum of 10 working days notice to allow us to process the paperwork.

It is not be possible for the DMT Hub to book hours for studentships until they have completed the casual worker registration process. Please visit the registration website and select the ‘register as a worker’ option during login. You may find it helpful to refer to this guidance on the registration process.

Once registered, then a booking will need to be made for any hours to be worked before the work takes place. Please complete the Casual Workers Booking Form at least 2 working days prior to work taking place. Once the worker is registered and booked to work, they will receive an electronic time sheet which can be submitted online.

Please see HR's web pages for right to work guidance and information on hourly rates. For any queries please contact

Visitors to the Department who requires IT and KABA card access, including those on Summer Studentships, must be registered as a Visiting Associate (VA). Please complete the form below and send it to 

We ask for a minimum of 20 working days notice to allow us to process the paperwork.

We receive a lot of requests from students hoping to undertake some work experience with us; please see here for current work experience requests.

If you have any questions about a particular student, please email

For work experience visitors to the Department, please complete the paperwork below. We ask for 10 working days notice of all work experience visitors to allow us to process the paperwork. The Hub will then issue a letter to the work experience individual and cc to the host/supervisor. Please see the University's Certificate of Employers’ Liability, as you may be asked to provide this.

General information and resources (A-Z)

As a department we strive to provide a working environment which allows all staff and students to contribute fully, to flourish and to excel. We aim to ensure that there is a supportive culture at all levels and across all staff groups. The department provides different laboratory and office furniture to adapt the workplace to be suitable for all.

Past examples: height adjustable desk, lab chairs with backrests, adjustable height and armrests, ergonomic mouse, laptop posture rest, footrests, speak recognition software.

Please contact the Biology Operations Team with your request.

An interim policy on business travel has been approved by UEB. See the full details of the business travel interim policy  (7/12/21).

Any business travel must be booked through either NYS Corporate or Selective Travel Management. To register for NYS and Selective, please send an email to PhD students, postgraduates and technical staff please ask your line manager to request permission on your behalf. Flights, rail travel and accommodation must be booked in accordance with the University’s travel policy.

All staff and students going on a business trip are required to register for the University's Travel Insurance.  See full details and a link to the Travel Log form.

Please see the University website for the latest COVID-19 information and guidance on business travel.

To arrange car hire for business purposes, you will need to:

  1. Register as an 'Authorised Driver' (see the University's business travel webpage for further information on how to do this).
  2. Once you are registered as an Authorised Driver, you will need to register for the 'B2B' booking tool, which is the system used to book a hire car through Enterprise. To do this, you will need to email to request registration. You may also find it useful to refer to this Online Car Booking Guide for information on how to use the B2B booking tool.

Please see the University's website for travel and parking information.

Visit the department's Staff Search page to find contact details and other information for all Biology Staff and Postgraduates. If you spot any errors or omissions, please contact

Please see our COVID-19 Useful Information and Resources page for the latest information to help support and guide you during the pandemic.

  • Cycle storage is available at various locations round the Department.

  • Access to the bike sheds between H block and Q block can be arranged by Biology Reception.

  • Bikes should not be attached to any railings near the main entrance to the Department as may block access for delivery trolleys and those with disabilities.

  • The University has installed bike pumps adjacent to bicycle sheds across campus.

  • There is a departmental bike pump in F006 - ask in infrastructure office to borrow it
  • There is a departmental repair kit / lock at reception
  • There have been occasions when cyclists inadvertently lock bikes together; if you find your bike has been locked to another, contact Biology Reception as soon as possible.

  • Showers and hairdryers are also available in the Department for staff use:

    • Unisex showers are available at 

      • B/K/060*

      • B/K/160*

      • B/K/259

      • B/T/027*

    • A male shower is available at

      • B/D/102

*also has hairdryers

For more University information on cycling see the University transport pages.

As part of the revised University Policy on declaring interests, managing conflicts of interest, and gifts and hospitality which was circulated to all staff on 15 October 2020 the department is required to keep a Gifts and Hospitality Register.  

Where gifts/hospitality are given or received over the value of £40 per person (including the cumulative value of repeated low-level instances over a short period of time), you must (a) inform your line manager, and (b) record the transaction in the Biology Gifts and Hospitality register by completing the Declaration of Gifts and Hospitality Form 2021/22.

All gifts/hospitality which are declined as counter to University policy must also be recorded, regardless of value.

Please see the University's GDPR web page for further information.

The Department is committed to supporting with the learning and development of staff. The University can help you identify courses that will be useful in your current role and you can work with your line manager to discuss developing for future roles as they become available, either internally or externally to the University.

The award winning Learning and Development Team has a wide range of training and courses on offer to all staff. Visit the Staff Development pages on the HR website and and the Learning Management System (LMS) for further information.

The Department has a small training budget available to staff. Training funding requests can be made using the form below. Please return the form or direct any queries to The process is detailed at the top of the form but you must have the support of your line manager/supervisor for the request to be considered.

We encourage collaborative working with the Marketing Team and want to ensure activity is open and transparent to all our staff. For information, please access our Marketing/Biology Google drive with updates.

For all marketing queries please email in the first instance and the DMT Hub will assist and can even submit and follow up on queries on behalf of our staff.

Please note that any urgent outgoing post should be taken to Stores, as the University's central Mail Room collects from Stores 2-3 times a day.

You can also put outgoing post in the relevant tray in the Biology Atrium Mail Room, but please note that this is only picked up by the Stores team once a day and sometimes not every day if Stores are short-staffed.

Biology Staff Quick Links document

Most rooms in the Department can be booked through the FM Helpdesk.

However, there are some spaces in the Department that are booked by other means:

RoomFacilitiesHow to book
  • Capacity 6 boardroom style layout
  • Conferencing facilities available.
  • No opening windows.



  • Capacity 8, boardroom style layout
  • Portable data projectors available for collection from the DMT Hub (to be returned after use)
  • Access is via a KABA lock. If you can't get into K/2 please make sure you have presented your card at one of the card updating points at one of the entrances to the department
  • There are 4 opening windows in each room
Book via spreadsheet
Biology Atrium
  • Primarily standing space, but informal seating and tables available, suitable for larger gatherings.

For any event in the Department with any of the following, you will need to complete the Events Approval Form

  • Use of the Atrium
  • Poster boards
  • External visitors

It is important to ensure events are planned and run in an inclusive way and you may find it helpful to refer to the departmental event inclusivity guidance, which provides a starting point of issues that should be considered when planning an event.

  • During normal working hours, the main entrances (in K block) are unlocked, and also access from A block and Concourse (B block).

  • All doors directly off the Atrium to blocks K, L, M are locked at all times. DO NOT LEAVE DOORS PROPPED OPEN as this triggers an alarm in Security

  • Staff are able to gain access at all other times using their KABA card.

  • It is staff responsibility to ensure that all windows are closed when going home.

  • As cleaners may be students, computers should be turned off when leaving offices.

  • Personal effects should be locked away at all times.

  • Access to the Department is only via the KABA ID card system. Staff must ensure that tail-gaters do not enter and compromise our security and are therefore required to carry their KABA cards as proof of identity. If in doubt refer them to Biology Reception.

Slack online demo demonstration

Staff Guide to Slack 

How to use Slack (Wiki page)

Slack: a Practical Guide

Slack has a number of ‘channels’ which function as forums that get people together to talk about particular areas of interest. Some great channels to sign up to include:




#recycle-chat (only for items that are free, not sold and only items from home, not University property)

This site hosts up-to-date detailed information and resources designed for staff wishing to understand more or get involved in change.

In response to feedback received in the staff survey, and through discussions at the various committees, we now have a Biology Suggestions Box to provide an avenue for staff to make positive suggestions on to how to improve life in the Department. A pigeon hole can be found in the post room, K023 (to the right of the A-Z pigeon holes and just above the finance pigeon hole). However, please note that during the COVID-19 pandemic, it is best to use our virtual suggestion box (an anonymous Google Form).

Angela Lipscomb, Admin Manager will review the suggestions monthly, pass the suggestions on to the relevant committee and report back on outcomes wherever possible.

Telephones in the Department in shared or lab areas are VoIP phones (Voice over IP technologies), otherwise individual phones have been migrated to Zoom phones.

  • Requests to amend the details of existing telephone extensions (e.g.TAC or workorder), or provide additional lines, should be forwarded to the local telephony contact, James Fox- Deputy Operations Manager.
  • Faults should be directed to the Logistics Team in the first instance.
  • If you relocate within Biology, take your phone to the new location and plug into the existing phone line.

Please see the Unified Communications web page for further information.

Conference Phone

  • A Polycom Soundstation IP5000 conference phone is available for use in the Department.
  • This can be used wherever there is existing telephone access.
  • Email booking requests and charge code to Biology Reception

The Department now has two visualisers and one pen tablet available to assist with recording lectures.

Booking sheet:

Visualisers and Pen Tablet  

Search: Biology COVID-19 Secure Booking Folder


From the DMT Hub / K/1 Admin area; they are stored on top of the filing cabinets.

COVID secure use and instructions how to use the equipment are with the visualisers and pen tablet.

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