Emergency Telephone Numbers
All Campuses 24/7
From within the University | From outside the University |
---|---|
Extension 22222 | 028 70123456 |
Help Desk
The on-line Help Desk, accessed via the Portal, is the gateway to the range of estates services which support staff in their daily business activities.
Help Desk can only be accessed while on campus or remotely via your own desktop using checkpoint or RDWeb.
Fire Equipment
Fire fighting and alarm equipment is there to save lives.
If you notice any portable fire fighting equipment (e.g. fire extinguisher) which is broken or missing, report it on the Helpdesk.
If you observe anyone interfering with fire fighting equipment or alarms please report this immediately to Estates Patrol or Campus Reception
Fire Safety Procedures
Fire safety procedures are available on the Health and Safety website
Car Parks
The university offers car-parking to students and staff.
The facilities, terms and conditions are available at https://www.ulster.ac.uk/carparks
Cleaning Request
The university cleaning service provides:-
- regular cleaning to all rooms, washrooms, offices and circulation areas.
- Emergency cleaning response
- Wash Room Services
To request cleaning services contact the Helpdesk
Cycle Storage
Covered cycle stands are available on all campuses.
Secure indoor cycle storage hubs with dedicated lockers are available at Belfast, Coleraine and Magee campuses.
Get more details of facilities and terms of use for cycle storage.
Lockers
Staff and Students should register their interest in the lockers by e-mailing the Estates Services Helpdesk at estatesservices@ulster.ac.uk – who will ensure that your ID Card is activated for locker use.
Once you have received an e-mail confirming this activation you are free to use the lockers that are on an auto-assign program, details for use below;
- Find any empty locker
- Store your belongings in locker
- Close door and swipe lock with your staff/ student card
- Turn knob to lock door
- Locker is now locked to your card
- No other card can open this locker only the one it was locked with and the University Campus Facilities Services Manager.
- The time limit on the locker is 36 hours
- If not opened in that time it will automatically lock-down and can then only be opened by security.
- Only1 locker at a time can be locked by any card.
Access Control
Security at Belfast, Coleraine and Magee campuses is enhanced by I.D. Card Access control. Card controlled barriers/doors are an effective method of preventing unauthorised access and the security strategy will move towards expansion of access control systems throughout the University. Access cards should be regarded for security purposes the same as a key. Cardholders must safeguard their card and report any loss immediately.
- Staff and students should carry their card with them at all times whilst on campus and, on occasion may be asked by Estates Patrol personnel to verify their identity
- Staff and students must not pass/share their cards to anyone else
- All access-controlled doors should be kept closed at all times – ensure the door closes behind you to prevent unauthorised access
- Lost or stolen cards must be reported immediately to People and Culture (P&C) Department (staff) or Academic Registry (students)
- Staff and students must return their cards to P&C or Academic Registry when they leave the University
Assigning and updating your card
Cards must be assigned before first use; this can be completed at all main campus receptions.
To maintain access, cards must be regularly updated via the encoder located at the main campus reception desk or at any external door reader or turnstile.
Faulty cards
If your card is lost or not working please report to main campus reception.
Bending or punching a hole in your card will likely damage the chip or copper wiring, we recommend using a card holder and lanyard with your card, these are available on request from Reception (for staff) or via the Students' Union (for students)
If your card is not working, please report to main campus reception.
To replace a lost, stolen or damaged card you may be asked to pay a charge to cover part of the costs of making a replacement.
General Access
General access (e.g. access to main campus buildings and common spaces such as, classrooms, meeting rooms, library etc.) is automatically added to all staff, student and associate I.D. cards.
Access Control Requests
Staff and students who require additional access privileges must ask that their Line Manager/Head of Department or Course Director to request via the Online Access Control Request Form.
For Access Control Requests for batches of students of more than 10 at any one time please contact the campus receptionist who will send you a proforma to complete to enable mass integration of names into the access control system.
Extensive Access
Extensive access to substantial parts of the University Estate is limited to certain key groups of staff. Examples of staff that have extensive access include:
- Facilities Services staff that are required to undertake cleaning and porterage duties
- Estates Patrol staff that have to respond to fire alarms and other emergencies
- Departmental IT Staff
- Estates Services staff
Faulty Doors/Access Control Equipment
Please report these to reception or estatesservices@ulster.ac.uk
Forgot your card
Reception staff can provide a visitor card.
Visitor cards have limited access rights and last 24 hours.
You are allowed two visitor cards in the same academic year.
Any further visitor cards will cost £5. This will be donated to Mind your Mood.
Visitors
Reception staff should receive advance notification of visitors arriving on campus. Visitor Cards must be requested via the Visitor Access tab on the Estates Services Helpdesk.
Your visitor can then collect their Visitor Card from reception on arrival. All Visitor Cards must be returned to main reception on departure.
For Jordanstown please contact Estates Services estatesservices@ulster.ac.uk providing details of your visitor(s) name, date and time of visit. This information will be relayed to the reception personnel.
Location Weekdays Weekend Remarks Main Entrance 24 hour opening 24 hour opening Access Control 24/7 at weekends, opened by arrangement Octagon Entrance 7:00am to 10:00pm Closed Weekend by prior arrangement Sports Centre The only entrance into the Jordanstown Sports Village spaces from Semester 1 will be through the Sports Centre reception. The opening hours of the Jordanstown Sports Village are as follows: Location Weekdays Weekend Remarks Main Entrance (MD) 24 hour opening Main front door always open Monday to Thursday 8:00am to 5:00pm Friday 8:00am to 4:00pm Closed Staff can access building outside of these times by using access control MB* Monday to Thursday 8:00am to 5:00pm Friday 8:00am to 4:00pm Closed Staff can access building outside of these times by using access control MC* Monday to Thursday 8:00am to 5:00pm Friday 8:00am to 4:00pm Closed Staff can access building outside of these times by using access control Monday to Thursday 8:00am to 5:00pm Friday 8:00am to 4:00pm Closed Staff can access building outside of these times by using access control MD* Monday to Thursday 8:00am to 5:00pm Friday 8:00am to 4:00pm Closed Staff can access building outside of these times by using access control MF computer labs 8:00am to 5:00pm Access Control Access Control in operation 5:00pm to 8:00am MG computer labs 8:00am to 5:00pm Access Control Access Control in operation 5:00pm to 8:00am MK Access Control Access Control only MH Access Control Access Control only Foyle Arts (Back/Front) Access Control Closed/Access Control Access Control only MS Monday to Thursday 9:00am to 5:00pm Friday 9:00am to 4:00pm Access Control Access Control outside weekday hours and at weekends MU Monday to Thursday 8:00am to 5:00pm Friday 8:00am to 4:00pm Access Control Access Control outside weekday hours and at weekends
Location Access Weekdays Weekend
York Street Entrance
Public
7:00am to 7:00pm
N/A
Card
6:00am to 7:00am
7:00pm to 10:00pm
9:00am to 4:00pm
Academy Street Entrance
Public
7:00am to 7:00pm
N/A
Card
N/A
N/A
Location Access Weekdays Weekend
York Street Entrance
Public
7:00am to 10:00pm
8:00am to 6:00pm
Card
10:00pm to 7:00am
6:00pm to 8:00am
Frederick Street Entrance
Public
7:00am to 7:00pm
N/A
Card
7:00pm to 10:00pm
N/A
York Lane Entrance
Public
7:00am to 7:00pm
N/A
Card
7:00pm to 10:00pm
N/A
Location Access Weekdays Weekend
York Street Entrance
Public
7:00am to 7:00pm
N/A
Card
7:00pm to 10:00pm
N/A Location Monday to Friday Saturday Sunday
Jordanstown Sports Village
7:00am to 10:15pm
9:00am to 5:45pm
9:00am to 5:45pm
MA
Carrickmore
Sports Centre
Guidelines for Visitors
Reception staff should receive prior notification of visitors arriving on campus.
For Belfast Visitor Cards must be requested via the Visitor Access tab on the Helpdesk.
All visitor cards must be returned to main reception on departure.
For other campuses please e-mail Estates Services your visitors detail and they will pass on to the relevant campus receptions.
Facilities Services Safe Working Induction for Contractors
Keys
New keys / locks can be requested via the Helpdesk
On moving office or leaving the University, return your keys to your line manager or to Estates Patrol.
Lost/ Found Property
Found property should be handed in to main campus reception.
Maintenance
Maintenance requests should be reported via the Helpdesk.
Maintenance covers the repair of building, electrical, plumbing and grounds issues e.g. toilets, windows, lighting, water leaks, heating problems, inoperable doors, torn carpet, potholes etc.
Minor Improvements
Minor Improvement is the general designation given to minor construction works and refurbishment, alterations, fixtures and fittings which are funded by Faculties/Departments and delivered by Estates Services.
Examples are new building works, painting, carpeting, notice boards, additional electrical and network points etc.
Minor Improvement requests should be entered via the Helpdesk
Work (other than Minor Improvements) affecting Building Fabric
Contact Estate Services prior to commencing any work.
This work can:
- disturb hazardous materials (e.g. containing asbestos)
- damage services (e.g. gas pipes or electric cables)
- impact fire protection (e.g. allowing fire to spread rapidly and hinder escape)
Examples of work affecting Building Fabric include:
- Minor alterations to internal layouts to rooms
- Putting up bookcases, notice boards, displaying information or work etc.
- Installation of communications cabling, equipment/machinery
- Plumbing and electrical work which may involve contractors, university staff or students as part of course related or research activities
The Mail service is provided Monday to Friday. Mail will be collected and delivered to designated drop off points within Faculties and Departments. Outgoing mail will be collected at the same time as drop off. Any urgent outgoing mail can be left at the main campus receptions.
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External Mail
A mail advice note must accompany all external mail. It must be correctly filled in, signed and dated.
The university encourages the use of electronic correspondence where possible in line with its sustainability policy.
Outgoing mail will be sent by second class post unless otherwise requested.
In order to minimise costs staff should keep letter weight to a minimum and e.g. fold A4 documents into C5 size envelopes, providing the envelope does not exceed 5mm thickness.
Detailed advice on services and pricing can be found at Royal Mail or Parcel Force
* Please note that the maximum weight per parcel is 30KG.
A mail advice note must be filled in and attached with each letter, bundle of mail or parcel(s).
Letters must be grouped together according to categories listed on the Mail Advice Note.
Contents of parcels to E.U. or Rest of the World must be noted on the Mail Advice Note to facilitate the necessary customs paperwork.
Recharging Costs for External Mail
The cost of postage is recharged monthly to each Department/Faculty using the assigned Client Code which is entered on the Mail Advice Note.
For additional accounts or amendments contact estatesservices@ulster.ac.uk stating the account holder name and cost centre code to be recharged.
Bulk Mail
Mailroom staff must be notified in advance of any bulk mailings by emailing estatesservices@ulster.ac.uk
Recorded Deliveries
Mail for delivery within the UK must be separated from mail for the rest of the world.
Personal Mail
The mail service is for University business only. Personal items of mail will not be dispatched or delivered.
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Internal Mail
Internal Mail is delivered across the university at no direct charge to the faculty/ department.
Inter-campus mail is collected and delivered, Monday to Friday, at the four main campuses during term time. During December, June, July and August this service operates Monday, Wednesday and Friday.
Internal mail must be banded separately from external mail, a Mail Advice Note is not required.
Deliveries
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Deliveries to the Belfast campus
To support deliveries, small delivery vehicles should avail of set down bays to the rear of BC and adjacent to BA – Visitor access cards for desk top delivery drivers will be available from BC and BA receptions.
Courier deliveries that come to the mail rooms, can be delivered to the mail room in BC (accessed via York Lane).
The mail room will advise addressees when couriered items can be collected from the Mail room.
Large deliveries to blocks BA and BB should report to the BA reception and arrangements will be made to access Block BA service yard.
Block BD has its own delivery point via BD service yard this will be managed locally by the Academy operation in conjunction with Estate Customer Services.
The main delivery point for block BC is accessible from Fredrick St. Northbound. The maximum vehicle height is 3.65m and two 7.5T trucks may offload at any one time.
The block BC Service Yard will operate from 7am to 6pm Monday to Thursday and 7am to 4pm on Fridays – specific arrangements can be made for deliveries outside this period, but the main booking system will operate within these parameters.
Delivery Booking System
Access to block BC Service Yard will only be by use of the delivery booking system which allow suppliers making deliveries to BC to book a reservation at one of the two delivery bays available. The reservation period must cover delivery to the end point user – not just delivery into the service yard, as the service yard member of staff is not authorised to sign for deliveries or resourced to move deliveries beyond the service yard.
The booking system requires mandatory information from the supplier, before the booking is accepted.
Once a booking is accepted an automatic email is generated to the University contact detailed within the booking to advise of the booking details.- Delivery date and time (selected from available slots)
- Company name
- Delivery drivers contact number
- Registration of the vehicle delivering
- University contact for the delivery
Estate Customer Services can support deliveries, if porterage resource is required, please book via Estates Services Helpdesk.
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Deliveries to the Coleraine and Magee campuses
Deliveries at these campuses can be arranged directly to the area receiving, as no central delivery point exists on either of these campuses.
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Intercampus Delivery Service
The intercampus delivery service is for the removal of mail, library books, small size, value and volume items daily during semester and 3 days per week outside of this.
Deliveries of furniture and large or valuable items should be arranged by the faculty using an arranged courier or supplier.
Room/ Space Bookings
Central Room and Circulation Space Bookings are migrating to Resource Booker from 04/09/2023.
From 4th September please access the UBook web page for access to Resource Booker and guidance on how to book resources
Portering
University portering service is available to provide
- Assistance with office and equipment moves within campus
- Collection and delivery of items
- Waste collection and disposal
- Room set-ups
Estates Patrol
Estates Patrol Staff are available on campus 24 hours a day, 365 days a year.
This service covers the security and car parking on each campus to ensure a safe, and secure, environment is maintained within which all students; staff and visitors can work and learn.
Estates Patrol are responsible for;
- First Aid to visitors
- Car Park Management
- CCTV Monitoring
- Security Escorts – these can be requested via email to estatesservices@ulster.ac.uk
- Emergency Response
- Fire tests and drills
- Identity checks
- Key management
- Lift Release
- Incident reporting
- Reception duties (out of normal University operating hours)
- Open and lockup of buildings
- Operation and Response to SafeZone
- Campus and building patrolling
24/7 Campus Contacts
To contact Estates Patrol, please ring the number at your campus :
Campus | From inside the University | From outside the University |
---|---|---|
Coleraine | 24480 | 028 701 24480 |
Jordanstown | 66971 | 028 903 66971 |
Magee | 75262 | 028 716 75262 |
Belfast | 67251 | 028 953 67251 |
All Campuses 24/7 - Extension 22222 (from within the University)
Teaching Timetable
To view the timetables and book a teaching room go to https://www.ulster.ac.uk/timetabling
Waste
General Waste
Estates Services is responsible for the collection and makes arrangements for general waste disposal. The current arrangements achieve a 100% diversion from landfill, with all Ulster General Waste being recycled or re-used.
WarpIT
Warp-It is a system that enables staff to source or redistribute furniture and supplies across the university
Use Warpit to dispose of or claim furniture or supplies using WarpIt
Disposal of items and Recycled waste requests
- General waste items including confidential waste
- Waste is disposed of by recycling – request via Helpdesk
- Controlled Waste
- Certain items of waste are classed as controlled waste and special arrangements must be made for its disposal – contact staff below.
Campus | Name | Ext | |
---|---|---|---|
Coleraine & Magee | Geraldine Doherty | 24565 | g.doherty@ulster.ac.uk |
Jordanstown | Dave Bagshaw | 66436 | d.bagshaw@ulster.ac.uk |
Belfast | Mark Stanely | 67057 | m.stanley@ulster.ac.uk |
Before disposing of items of equipment you should ensure that Finance Department procedures for disposal of assets have been followed.
Communal Office Bins
The communal bin strategy replaces individual office bins with a communal bin either within shared office spaces or circulation spaces.
Questions or queries should be directed to estatesservices@ulster.ac.uk
Grounds Request
Requests for maintenance of grounds matters e.g. creeping ivy at windows, leaves or fallen trees on paths etc. should be reported via Helpdesk