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IT Services

Staff Resources

Annual Leave

The University offers all staff 30 days annual leave (pro rata for members of staff who work less than five days out of seven).  In addition, there are eight public statutory holiday days and college closure days for the Christmas holiday period.  

Visit the HR website for further information

Booking Annual Leave 

Annual leave must be authorised by your Line Manager. Annual leave requests should be made in a timely manner.

Please book your annual leave on MyHR

Carrying Over Annual Leave

The amount of days carried over will not exceed five days and these requests will need to be approved by your Line Manager. 

This option becomes available on MyHR at the end of each financial year in July.

Queen Mary recognises the personal and domestic commitments that many of our people balance in conjunction with their roles. This policy outlines how the University
will provide additional support to employees at extraordinary times, both for their own welfare and for the welfare and wellbeing of others.

The University is committed to supporting employees to balance the demands placed upon them by their work and by their home and personal responsibilities.

Queen Mary offers a range of family friendly services and policies to support our staff with childcare responsibilities. Our services range from an on-site nursery at our Mile End camps and a dedicated staff network for Parents and Carers to generous maternity, paternity, adoption and shared parental leave policies.

The policy sets out the process for the following types of special leave:

  • Time off for Family and Dependants (Carers Leave)
  • Compassionate Leave
  • Parental Bereavement Leave
  • Emergencies at Home
  • Public Duties e.g. Jury Service
  • Military Reservists and Cadet Force Members
  • Time Off for Medical Appointments
  • Severe Weather and Disruption to Travel
  • Unpaid Leave

Employees need to complete the Special Leave Application Form, which managers then to need to sign off. 

Visit HR website for further information on Special Leave

You must follow the ITS Reporting Sickness Procedure [PDF 51KB] from the first day of your absence.

You will need to contact your line manager as soon as possible if the absence is not due to sickness and you need Special Leave, such as for a death in the family or for an urgent domestic need.

Any Queen Mary employee can apply to work flexibly by requesting a change to their contract. There is no automatic right to work flexibly but we do have a duty as an employer to deal with any requests in a 'reasonable' manner.  

You may apply to change your contract once in any twelve-month period.

You will need to complete a Request for Flexible Working Form, which is found on HR's site for Flexible Working

As part of Queen Mary's commitment to ensuring fair and appropriate working conditions, we have implemented the ITS overtime policy. This policy outlines guidelines and procedures related to overtime work. To familiarise yourself with our ITS overtime policy, please the link below to access the detailed document. We value your dedication and adherence to our policies, contributing to a positive and productive work culture.

ITS Overtime Policy [PDF 210KB]

 

Season Ticket Loan

Queen Mary offers an interest free loan to staff wishing to apply for an annual season ticket which is repaid over the year in twelve equal monthly installments.

Completed forms should be signed by your Head of Service before being returned to the ITS HR Administrator. Please consult with ITS Business Management for further information.  

Season Ticket Loan Application Form [PDF 154KB]

Cycle to Work Scheme

As part of the Government's Green Transport Plan Initiative and in line with Queen Mary’s well-being policy, the cycle to work scheme aims to encourage staff to cycle to work by offering significant savings on the cost of bikes and accessories. It is a salary sacrifice scheme that allows you to pay for the bike in monthly instalments whilst saving through tax and NI exemptions.

More information is available on HR's Cycle to Work Scheme page.

On-Site Parking

There is currently parking for cars and motorbikes on the Mile End and Charterhouse Square campuses. Please see Security's web page on the College Parking Policy for further information.

Learning and Development (L&D) booking Process. 

The ITS Learning and Development (L&D) model marks a significant step towards empowering ITS staff with the knowledge and skills necessary to excel in today's ever-evolving technology landscape. In a world where technology advancements occur at a breakneck pace, staying at the forefront of all development is essential for both individual growth and the overall success of our department. With this in mind, we are thrilled to announce the implementation of a new streamlined model  that allows our ITS staff to access valuable learning opportunities. One integral aspect of this program is the introduction of a user-friendly training request form, designed to facilitate the process for requesting and booking training. This booking form will serve as the gateway to a world of educational possibilities, enabling our dedicated staff to choose, reserve, and attend the training sessions that align with their professional goals and departmental needs. For further details on QMULs Organisational Development please click here.

Access ITS Learning and Development (L&D) Booking Form Here

1. Pre-Requisites for any L&D request to be considered and approved:

L&D Requests (All costs include vat)

  • The L&D Request form is to be used by all staff seeking budgetary approval for any request above £500. To be used for all training and conference bookings and all related spend such as travel and accommodation.
  • The form is to be completed once Head of Service/AD approval to proceed has been received in writing (requestors will be asked to upload this approval as part of the form submission).
  • Any request up to £1k requires Head of Service written approval.
  • Any request above £1k requires AD written approval (via the Head of Service)
  • Any request above £2k will be reviewed by ITLT once the form has been submitted.
  • Once approved, the requestor will be provided with an approval reference and advised to raise the request for booking/payment in Ivanti, for the attention of the Business Management Team.

Mandatory Training

Completion of mandatory training will be required to pass probation, apply for a staff bonus or additional increment, progress through the academic promotion scheme, professorial pay review, and for the Professional Services Grade 8 pay review process.

Please use the link below which will take you to the main QUML Mandatory Training page. Including a table below identifying the types of training you are expected to complete, how it’s delivered, and how often you need to repeat or follow up with further training in a specific area.

Further Information : QMUL Mandatory Training

ITS Training Matrix

What is a training matrix and why do we use one ? 

A training matrix is a tool used to track employee skills and training, typically in a visual format like a spreadsheet. It lists roles against required skills or certifications, recording training status or proficiency levels. Managers use it to identify skill gaps, ensure compliance with regulations, support workforce planning, and enhance team performance. It also helps streamline training management and aligns employee development with organisational goals.

Please use this link to access the ITS Training Matrix

Wellbeing is the experience of good mental, emotional and physical health. Find out how to promote and enhance your wellbeing and that of your colleagues.

Please click here for the QMUL Wellbeing Page

Human Resources

I am a new starter and I am unable to access my CPD account?

HR will need to add you to their system, Resource Link, this may take a few days following your start date.

How can staff request a letter for their landlord to prove they work for us?

Please forward these request to the HR Professional Services - pshradmin@qmul.ac.uk 

General

How do I claim expenses?

Link to the expense policy can be found here: QMUL Expense Policy

How do I get my free eye-test?

All QMUL staff, who qualify as DSE Users are entitled to a DSE eye care voucher. The voucher allows you to redeem a free eye and eyesight test as well as a £49 contribution to single vision (middle distance / computer use) lenses. Please note, bifocals/varifocals are not covered under the policy.

QMUL staff who need to drive as part of their role can claim a driver’s eye care voucher which entitles them to prescription glasses for driving. After submitting a request for the voucher, we will request confirmation of the part of your job description that covers driving.

Further information is found at http://www.hsd.qmul.ac.uk/a-z/dse_eye-care/ 

How can I nominate someone for the Going the Extra Mile (GEM) Award?

Information on the GEM Award is found here: https://connected.qmul.ac.uk/services/gem/ 

You can also nominate someone for the the annual Staff Bonus Scheme

How do I set WiFi?

ITS have instructions for setting up eduroam here: https://www.its.qmul.ac.uk/support/self-help/networks/wifi/#Manuallyconnectingtoeduroam 

I have forgotten my password to sign in

Follow the link below to the Microsoft SSPR Portal, where you will be able to reset your password or unlock your account, using the security email or phone which you registered.

Self Service Password Reset Portal: https://aka.ms/sspr 

If you have not yet registered a security email or phone, please contact the ITS Service Desk

For further information, please see Self Service Password Reset (SSPR)

How can I get a discount on IT equipment for personal use?

Students and Staff are offered discounts on Windows and Apple devices from our primary suppliers. Further details can be found here

How can I view Dept W room calendars to see availability?

You can add these to Outlook using this How to view Dept W room calendars in Outlook [DOC 135KB] guide

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