Services for Staff

Emergency Telephone Numbers

All Campuses  24/7

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.

• Go to Help Desk

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.

1. 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
2. Staff and students must not pass/share their cards to anyone else
3. All access-controlled doors should be kept closed at all times – ensure the door closes behind you to prevent unauthorised access
4. Lost or stolen cards must be reported immediately to People and Culture (P&C) Department (staff) or Academic Registry (students)
5. 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.

• Access card Terms and Conditions

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.

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.

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

Room/ Space Bookings

Central Room and Circulation Space Bookings

• Booking is via Helpdesk

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

Portering requests should be made via Helpdesk

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 :

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.

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

Vermin and pests

Report vermin and pests via Helpdesk