Frequently Asked Questions

  1. How do I get a University login and access to email and other IT systems?
  2. How do I get security access to my workplace?
  3. How do I change my details on the Contact Directory?
  4. When is pay day?
  5. What should I do if I have questions about my pay cheque or pension contributions?
  6. What should I do if I'm unwell and can't come in to work?
  7. What sick pay am I entitled to?
  8. What holiday am I entitled to?
  9. I am part time staff. How do I find out my pro rata holiday entitlement?
  10. I've just been married/received my PhD. How do I change my name/title?
  11. I'm expecting/adopting a child. Where can I find out about maternity/paternity leave?
  12. Does the University offer childcare?
  13. Are there health/sports facilities for staff?
  14. Are there parking facilities at the University?

1. How do I get a University login and access to e-mail and other IT systems?

All new staff and students are automatically registered for a University login and Google account (for email and on-line calendar) when they join the University. To obtain details of passwords, email addresses, etc., users should either contact the IT Service Desk or use the self service web page to set their own passwords.


2. How do I get security access to my workplace?

The University uses a personal smart card for building access access control. Please see the relevant web pages on the Security Services web site and on the Card Services site to obtain or replace a card.


3. My information is wrong on the Contact Directory. How do I change it?

Contact Directory information is derived from personal and employment data in MyERP.  For further details on how to make and request changes to MyERP, see the guide to updating your details in MyERP.


4. When is pay day?

Salary is paid monthly by credit transfer into your nominated bank/building society account.  This is normally on the 26th day of the month (or the last working day beforehand if 26th falls on a weekend or bank holiday). Pay day is usually earlier in December.


5. What should I do if I have questions about my pay cheque or pension contributions?

Questions about your salary, national insurance or income tax should be directed to the Payroll Office. Questions about pension contributions, schemes and entitlement should be directed to the Pensions Office.


6. What should I do if I’m unwell and can’t come in to work?

You or someone acting on your behalf must notify the relevant person in your department by telephone as soon as possible (normally by 10:00am) on your first day of absence. You will need to give the reason for your absence and the date you expect to return to work and/or agree when you will next be in contact with your department with further information. When you return to work, you will need to complete a self-certification form in MyERP. If your absence lasts for eight consecutive days or more (including weekends), however, you will need to submit a doctor’s certificate covering the total period of your absence. Throughout your absence, you must keep your manager informed about your progress and your likely date of return. For full details, please see section 7 of the University Terms and Conditions of Employment and Section A (Sickness Reporting Procedure) of the Health and Absence Policy.


7. What sick pay am I entitled to?

Entitlement to sick pay depends on length of service with the University. For full details, please see section 7 of the University Terms and Conditions of Employment.


8. What holiday am I entitled to?

For full details of holiday entitlement, please refer to Section 4 of the particular terms and conditions of employment for Staff on Grades A to I and/or to Section 3 for Staff on Grades J and Above.


9. I am part time staff. How do I find out my pro rata holiday entitlement?

Full details of how the pro rata holiday entitlement for part time staff is calculated are given in section 4.4 of the particular terms and conditions of employment for Staff on Grades A to I and to section 3.4 for Staff on Grades J and Above.

There will also be someone in your department responsible for monitoring your holiday entitlement who will be able to confirm your calculation.


10. How do I change my name/title?

You will need to bring any relevant documentation to your HR Faculty Team, where a copy will be taken as evidence of the change. The copy will be kept on your file and the original will be returned to you. Your electronic records will then be updated.


11. I am expecting/adopting a child. Where can I find out about maternity/paternity leave?

There is a range of information available for new and expectant parents on the University's Work and Family web pages including information and advice regarding pregnancy at work, maternity, paternity, adoption and shared parental leave and a range of initiatives designed to support new and expectant parents. For full details on how to apply for maternity leavepaternity leave, shared parental leave or adoption leave, please refer to the relevant policy.


12. Does the University offer childcare?

The University Day Nursery is a not-for-profit workplace nursery overseen by a trustee group of parent staff and students. It gives priority to student parents but also offers places to staff where available.  Woodland House Nursery is a private nursery affiliated to the University and giving priority to University staff. For further details see the University's nursery information webpage.


13. Are there health/sports facilities for staff?

Oh yes! Sports, Exercise and Health offer a wide range of facilities and activities available to staff, students and the community.


14. Are there parking facilities at the University?

Demand for car parking at the University is high and parking spaces are limited. If you are able to, please consider travelling by alternative means of transport. Parking permits are allocated based on strict eligibility criteria so please check to see whether you are eligible to apply.

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