Services for Staff


Emergency Telephone Numbers

All Campuses  24/7

From within the UniversityFrom outside the University
Extension 22222028 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.

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 Physical Resources 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

Campus security at Belfast, Coleraine and Magee campuses is enhanced by I.D. Card Access control

  1. Staff & students must carry their card with them at all times whilst on campus
  2. Staff & students must not pass/share their cards to anyone else
  3. Lost or stolen cards must be reported immediately to People and Culture (P&C) Department (staff) or Academic Registry (students)
  4. Staff and students must return their cards to P&C or Academic Registry when they leave the University.

Updating your card

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.

Opening Hours

Information regarding access levels, including campus specific restrictions.

  • Belfast Campus

    Location

    Weekdays

    Weekend

    Remarks

    York Street

    7.00am to 10.00pm

    7.00am to 7.00pm

    Access Control 24/7 via York Street doors on presentation of valid I.D.

    Academy Street

    7.00am to 10.00pm

    7.00am to 7.00pm

    On occasion, this door will remain open to facilitate late service in Academy Restaurant & University events

  • Coleraine Campus

    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

    Mon & Wed 7.15 – 10pm

    9.00am to 5.00pm

    Access control always required

    Tower Building

    Tues, Thurs & Fri 9.00am to 10.00pm

    Closed

    Weekend by prior arrangement

    Block X

    7:00am to 6.00pm

    Access Control only

     

    Block W

    Access Control only

      

    All other Buildings

    7:00am to 6.00pm

    7.00am to10.00pm

    Closed

  • Jordanstown Campus

    Location

    Weekdays

    Weekend

    Remarks

    Main Entrance

    24 hour opening

    24 hour opening

    Weekends by prior arrangement

    Block 5 Entrance

    24 hour opening

    24 hour opening

    Weekends by prior arrangement

    Block 11

    7.00am to 10.00pm

    Sports and Rec Closed

    Weekends by prior arrangement

    Block 1

    7.00am to 6.00pm*

    Closed

    Weekends by prior arrangement

    Block 18

    7.00am to 10.00pm**

    Closed

     

    Block 16

    7.00am to 10.00pm***

    Closed

     

    Block 17

    7.00am to 6.00pm

      

    * Later by prior arrangement.

    **Weekdays out of term time closes 8.00pm.

    ***Weekdays out of term time closes 6.00pm

  • Magee Campus

    Location

    Weekdays

    Weekend

    Remarks

    Main Entrance (MD)

    24 hour opening

    24 hour opening

    Main front door always open

    MA

    8.00am to 5.00pm Mon – Thur 4pm Fri

    Closed

    Staff can access building outside of these times by using access control

    MB*

    8.00am to 5.00pm Mon – Thur 4pm Fri

    Closed

    Staff can access building outside of these times by using access control

    MC*

    8.00am to 5.00pm Mon – Thur 4pm Fri

    Closed

    Staff can access building outside of these times by using access control

    Carrickmore

    8.00am to 5.00pm Mon – Thur 4pm Fri

    Closed

    Staff can access building outside of these times by using access control

    ME*

    8.00am to 5.00pm Mon – Thur 4pm Fri

    Closed

    Staff can access building outside of these times by using access control

    Aberfoyle

    8.00am to 5.00pm Mon – Thur 4pm Fri

    Closed

    Staff can access building outside of these times by using access control

    MD*

    8.00am to 5.00pm Mon – Thur 4pm Fri

    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

    Access Control only

    MH

    Access Control

    Access Control

    Access Control only

    Foyle Arts back

    Access Control

    Closed

    Access Control only

    Foyle Arts front

    Access Control

    Access Control

    Access Control only

    Sports Pavilion DSV

    Closed

     

    By arrangement with Sports and Recreation

    MS

    8.30am – 7.30pm Mon-Thurs

     

    Access Control outside weekday hours & at weekends

    MU

    8.30am – 5.00pm Friday

    7.00 am – 9.00pm Mon - Fri

     

    Access Control outside weekday hours & at weekends

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.

Examples are new building works, painting, carpeting, notice boards, additional electrical and network points etc.

Minor Improvement requests should be entered via the Helpdesk


Mail

The Mail service is provided Monday to Friday.  Mail will be collected, delivered and dispatched to all internal and external recipients once per day.

  • 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.

  • 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.


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 :

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.
CampusNameExte-mail
Coleraine & MageeGeraldine Doherty24565g.doherty@ulster.ac.uk
JordanstownDave Bagshaw66436d.bagshaw@ulster.ac.uk
BelfastAndy Drake67367a.drake@ulster.ac.uk

Before disposing of items of equipment you should ensure that Finance Department procedures for disposal of assets have been followed.

View the University Waste Management Strategy


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 via Helpdesk