Update the annual calendar - This will enable us to plan more effectively for the next academic year and to understand the spread of work across the year and team members. Please update every THURSDAY.

Here is the university guidance on annual leave. To book annual leave you now request this through MyView. 

If you are unwell and cannot come to work - Follow this guidance

All professional support colleagues within the Department should have a Google flexi sheet which is shared with their line manager. You are responsible for completing this sheet on a daily basis.

You may carry a small deficit (up to 10 hours) on a monthly basis; you can carry a surplus forward across the year to use when things are quieter but it is not intended that anyone banks up weeks of time - please flag up to your manager if this is happening. The University policy allows for 12 days per year of flexi-time to be taken as whole days off, but please bear in mind that this would need to be considered within operational constraints. Having said that, these days won't be divided into a maximum of 3 per quarter as the University suggest, because some quarters are busier than others.

Core hours (when you should ensure you are present at work) are 10:00 - 16:00. It will usually be fine to come in later or leave earlier than these times, or to work from home for part of the day, but this should always be agreed in advance with your line manager.

If you are working for more than 6 hours in a day, you should make sure you take a lunch break and record this on your flexi sheet.

The office should be covered by at least one member of staff between 9am and 4pm unless special arrangements have been agreed.

If you don't currently have a flexi sheet or it's not working properly, please speak with your line manager.

Of course, there will be plenty of times where you will be present at work but not in the office. Where this is for a sustained period (e.g. meetings, courses etc) please record these on your Google Calendar. There's no need to do this for lunch breaks unless you have to be out at a specific time and want to avoid people booking things in to that timeslot.

• Setting up a VLE submission point
• Sending Assessments to be marked
• 2020/21 Assessments Spreadsheet
• Non/late submission process
• How to process a late submission
• Non/Late submissions for 20/21
• GTA Marking Process
• GTA Marking Forms Folder
• GTA Marking Spreadsheet

• Exceptional Circumstances Process
• E&G Exceptional Circumstances Claims Folder
• Claim tracker
• Email responses

• How do students set up a student support plan
• Disability contacts
• Where to store student support plans
• SSP's All Years Folder
• Individual Arrangement and SSP details 20/21
• Sharing student support plans with staff
• Staff SSP's Folder Links
• New SSP email template

• Managing the environment@york.ac.uk email account
• Managing the environment-assessments@york.ac.uk email account

• General information
• Parking permits
• Access cards
• Post
• Booking a Coach
• Alarm

• Training ideas spreadsheet

• Managing the environment-ugstudents@york.ac.uk email account
• Managing the environment-pgtstudents@york.ac.uk email account

• What is a tier 4 enagagement point?
• How to record engagement points on e:vision
• What to do if a student is not responding.
• Tier 4 admin spreadsheet

• How to allocate pastoral supervisors for new students
• How to add supervisors on evision
• Setting up formstack for dissertation supervision
• What to do if students do not complete the dissertation supervision form?
• UG Dissertation Supervision 
• Pastoral supervision escalation process
• UG Pastoral supervision spreadsheet
• PGT Pastoral supervision spreadsheet
• Staff referral spreadsheet

• How to add/remove modules
• Optional modules
• Setting up formstack for dissertation supervisor request form
• Credit counts
• Elective department guidance
• Elective spreadsheet 20/21
• Modules when on a year in industry
• Qualtrics - Creating module feedback

• Adding marks onto mark sheets
• Adding/Releasing marks onto e:vision
• Adding a reassessment mark onto e:vision
• Withholding marks on e:vision
• Uploading feedback
• Exam Papers - Process on requesting papers
• Formatting exam papers
• Exam dates
• Dissertation formatting

• Exam Boards - Who to invite, Purpose and Reports needed
• What do we need to do?
• How to create board reports
• How to create sign off sheets
• External examiner guidance
• Setting up externals with email addresses
• Setting up externals with VLE access
• Module Boxes
• DocuSign admin information
• DocuSign - How to guide

• Servicing and minutes

• How to send emails to students (student enquiry screen)
• Forms for approval folders
• Transfer form process
• How to process forms

• Training ideas spreadsheet

• Managing the environment-pgrstudents@york.ac.uk email account

• How to book a coach
• Contact details of coach provider

• Answering emails - Responses

Staff on sabbatical

1. 19/20 research leave staff members
   
2. Admin Action required:

• If a staff member goes on RL - their UG/MA supervisees need covering but they keep their PhD students

• Check that there is nothing on the timetable for the staff member.

• Training ideas spreadsheet

Timeline of responsibilities 

• Responsibilities
• Enrolling users
• Enrolling a cohort of students
• Deleting and restoring files
• How to create a new module site
• Module rollover (2020 guidance)
• PDLT team webpage

• Responsibilities
• Key dates through the year

• Responsibilities
• Tier 4 monitoring information

• What is a programme extension?
• Programme extension - Full process

• University 'LOA' web pages for staff
• University 'LOA' webpages for students
• Leave of absence - Department process
• How to complete a 'LOA' form
• Students returning from a leave of absence checklist
• Short term absence: Pastoral supervisors can permit periods of absence for up to 3 days. If a student requests a period of absence for longer than 3 days then the Chair of the Board of Studies needs to approve this.

• University 'Change your programme' web pages for students
• University 'Transfer Programme' pages for Taught students

• Withdrawal process
• Guidance for Trained Leaver Contacts (TLCs)
• Paperless withdrawal process
• University 'Withdrawal' web pages for staff
• University 'Leave the University' for students

• Students of concern
• Students of concern spreadsheet
• Student esculation process - Pastoral supervision
• Support to study information
• Staff referral form
• Staff referral spreadsheet
• Student Wellbeing Officer information

• Appeal documents

• How to set up the Module Choice System

• Training ideas spreadsheet

• MAVs/Diets
• Timetabling
• Module catalogue

• Training ideas spreadsheet