Bristol Business School and Bristol Law School - · PDF fileWelcome to the Bristol Business...

Bristol Business School and Bristol Law School

11323_a_fbl_little_black_book_7 March.indd 1 3/7/17 12:07 PM

1. Introduction 2. Packing up Programme Key information ‘How to’ guide on packing What to pack Things to leave labelled and

on top of packed crates

What NOT to bring

3. What can you expect in your first couple of weeks? Tours of the building IT IT / AV

4. Facilities in the building New work address and phone number What is located on each floor? Key office locations Reception Offices Teaching spaces Café and vend Toilets and showers Lockers

Branding, key messages and displays Floor plans

5. Academic office protocols Staff availability Etiquette6. Health and Safety Health and safety

induction Fire safety – Emergency evacuation First aid Display Screen Equipment (DSE) assessment

7. Security Building opening hours and access Events Visitors Access control

Staff offices Meetings Print hubs CCTV

Emergency phones Panic alarms Security alarms

8. Student support services

9. Building operation Heating and ventilation Post occupancy

evaluation10. Transport Staff parking Visitor parking Cycling

11. Useful telephone numbers


Welcome to the Bristol Business School and Bristol Law School’s - “Little book of moving”.

This booklet has been developed to provide information about packing up and getting ready for the move and to give you an overview of the facilities and services in the building and how to use them.

This is a very exciting time for us! The building will provide us with an amazing environment where we can work collaboratively, teach in excellent facilities making use of some of the latest technology and socialise in a vibrant atmosphere.

If you have any queries about the move then, as always, Head of Faculty Strategic Developments, Marianne Reed who leads on this project, is available on x87625, or alternatively please feel free to contact me directly.

Donna Whitehead Pro-Vice Chancellor and Executive Dean of FBL

1 Introduction


Programme For the latest and up to date occupation programme please view the ‘Relocation’ page on the blog (www.fblnewbuild.wordpress.com).

All programme correspondence will be available via the blog and other faculty e-newsletters.

The programme will provide all the key dates related to occupation including when crates will be delivered, when they need to be packed up and when we move.

Please keep up to date with this programme. Key information • The storage that will be available to you in the new building is 4.5 linear meters of storage. • This equates to five crates. • Over the move period there will be hot desking facilities available to you which include: - 3S804 - open plan space with 12 PC’s accessible via your staff card - You can also make use of the facilities in the library

2 Packing up


‘How to’ guide on packing You will be provided with five packing crates each and labels colour coded according to your new floor and wing. Do NOT overload your crate. Think about the weight (can you lift it?). It shouldn’t weigh more than 20kg. Labelling: • Print your name and your new office number. • Stick a label to each end of the room crate. • Ensure the lid is properly closed to enable stacking. • Do NOT stack more than four crates high.

Packing Do NOT pack your PC, laptop, docking station, mouse, keyboard or telephone into the crate. These will be packed by the removal company prior to the move using specialist computer crates. Ensure each component is separated (unplugged) labelled clearly with your name and new location. Do NOT stick labels to the front of PC monitors.

Leave data cables and power leads in the wall sockets.

What to pack: • Files. • Pedestal contents. • Books.


Things to leave labelled and on top of packed crates • Desk lamp (if required). • Foot stool (if required). What NOT to bring; • Small electrical items. • Heaters. • Personal printers. • Kettles. • Toasters. • Extension leads. • Pin boards. • White boards.

Any queries relating to packing please contact:

Emma Sutterby, Facilities Faculty Co-ordinator Email: [email protected] Phone: 0117 32 83810

Jacqui Blake, Relocation Officer Email: [email protected] Phone: 0117 32 82656


Tours of the building Tours of the building will be arranged during the first few weeks of occupation. These tours will be mandatory for staff to attend as they will cover health and safety induction, fire safety - emergency evacuation and IT / AV familiarisation. Information on how to book onto these tours have been made available through the new build e-newsletter ‘Moving Forward’ and is also available on the blog. ‘Moving Forward’ can be found on the ‘Relocation’ page of the blog. IT Roaming IT staff will be present in the building during the first few weeks to help with any queries or to help with setting up equipment. The technology in the standard teaching rooms should already be familiar to you, however we are producing a number of available resources for when you move, detailed below:

• On-line help. • Roaming IT staff.

3 What can you expect in your first couple of weeks?


IT / AV • Familiarisation with IT / AV equipment as part of mandatory tour. • TEL (Technology Enhanced Learning) training e.g. TEAL, online quizzes etc. • 1:1 training for IT equipment available to be booked. • The Learning and Development Centre also offer many courses which may be of interest and can be found on their webpages. Some of the areas covered include: - IT. - Wellbeing. - Personal development.


New work address and phone number Faculty of Business and Law Bristol Business School University of the West of England (UWE Bristol) Frenchay Campus Coldharbour Lane Bristol BS16 1QY All phone numbers will stay the same. Each user has their own individual number and can therefore access their phone by logging into any staff PC and using the attached phone. You can also log onto any Polycom phone using your individual log in details.

4 Facilities in the building


Level Rooms numbers What is located on this floor?

Level 1 (Basement) 1X100 - 1X115 • 300 seat lecture theatre (2X112). • Team Entrepreneurship. • Accessible Toilet.

Level 2 (Ground) 2X100 - 2X266 • Café. • Faculty student administration team (2X264). • Harvard lecture theatre (2X242). • Meeting rooms. • Offices. • Pro bono clinic (2X247). • Reception. • Staff post room (2X231). • Staff room (2X231a). • Student Advice Service (2X265). • Teaching rooms. • Team Entrepreneurship. • UWE Bristol Careers and Enterprise. • Toilets and showers.

What is located on each floor?



Level 3 3X100 - 3X237 • Meeting rooms. • Office spaces. • Social learning spaces. • Teaching rooms. • Trading room (3X229). • Toilets.

Level 4 4X100 - 4X255 • Academic Success Centre (4X224). • IT Services. • Law Courts 1-4. • Law resource room (4X227). • Meeting rooms. • Office. • Student Advice Service (4X201 and 4X246). • Teaching rooms. • Toilets.

Level 5 5X100 - 5X251 • Meeting rooms. • Offices. • PC Lab (5X227). • Repro/paper store (5X230). • Teaching rooms. • Toilets.




Level 6 6X100 - 6X270 • Bristol Business Engagement Centre. • Faculty Executive. • Harvard Lecture Theatre (6X269). • Meeting rooms. • Offices. • PC lab (6X233). • Quiet working zone. • Stationery cupboard (6X234). • Teaching rooms. • Toilets.

Level 7 7X100 - 7X233 • External organisations. • Meeting rooms. • Offices. • Teaching rooms. • Vice-Chancellor’s Office. • Toilets.



Key office locations • Donna Whitehead Pro Vice-Chancellor and Executive Dean

6X262

• Dr Fiona Jordan Associate Dean: External Engagement 6X263

• Ray McDowell Associate Dean: Planning and Resources 6X264

• Professor Nicholas O’Regan Associate Dean: Research and Innovation 6X267

• Dr Fiona Tolmie Associate Dean: Learning, Teaching and the Student Experience 6X265

• Katherine Davies Faculty Business Manager 6X266

• Steve Dinning Head of Department: Law 4X228

• Dr Nadine Fry Head of Department: Accounting, Economics and Finance 3X205

• Patricia Voaden Head of Department: Business and Management 5X243


Reception There will be a building reception located on Level 2 (within the main atrium). This will be staffed by Facilities staff and will be a general building reception. Reception can be contacted on X84567. Offices Offices have been configured to include the same furniture for each member of staff. All staff will have a desk, pedestal, storage cupboard with four shelves and a one-shelf bookcase. In addition a four person office will include visitor chairs and a one and two person office will include a meeting table with meeting chairs.

Power is provided through floor boxes so fixed PCs, screens, docking stations and telephones will be powered directly from the floor. All staff will have a power module fixed at desk level with two power sockets to enable the charging of devices, desk lamps etc. Due to the power supply being through floor boxes the location of furniture is fixed. Teaching spaces There are teaching spaces located across all levels of the building. All general purpose teaching spaces are configured in a collaborative manner with power running directly to the table tops for students to power devices. We have seven full TEAL teaching rooms, four on level 3 and three on level 5. Teaching tables are static due to the accessibility of power.


Café and vend The café will be open from 08.00 - 18.00 Monday to Thursday and 08.00 - 16.00 on Friday.

There will be a varied menu available which includes:

• A breakfast offering. • Hot sandwiches. • Hot salads. • Flat bread pizza. • Burgers and dogs. • Pie and mash. • Jacket potatoes. • Daily specials. The coffee will be Bristol Twenty Coffee, roasted in Avonmouth by a small coffee company called Roy Ireland. For out-of-hours we have three vending machines: hot beverages, cold beverages and cold snacks.


Toilets and showers There are toilet facilities on every level which include female, male and accessible toilets (excluding Level 1 where there is just an accessible toilet). In addition, on Level 2 there are:

• Female and male toilets and shower/changing facilities. • Gender neutral toilets. • Accessible toilet with shower and baby changing facilities. Lockers Lockers (providing hanging capability) are available on most levels but are provided in every staff area. Lockers will have a keypad combination lock.

Branding, key messages and displays The building will feature some key brand messages (enterprise, international, research with impact, employability and business partnerships), student artwork, display screens and noticeboards in staff and student areas.

There will also be displays which can be changed every quarter which highlight research projects and researcher profiles, profiles of alumni, student success stories and business engagement case studies. If you have a great story to feature in one of these profiles please contact Katherine Davies: [email protected]


Floor PlansLevel 1


Floor PlansLevel 2


Floor PlansLevel 3


Floor PlansLevel 4


Floor PlansLevel 5


Floor PlansLevel 6


Floor PlansLevel 7


Staff availability Students, staff and visitors will be able to access your individual profile on the digital screens located within the building. It is therefore imperative that your information is correct and up-to-date. Your profile will provide information about you including: • Room number. • Work telephone number. • Email address.

To access your profile you must go to the main UWE Bristol webpage then: • Click the ‘staff’ link (at the top of the screen). • Click the ‘View/update my staff profile’ link (to the right hand side of the screen). Office hours are to be added to email signatures and publicised for all staff teaching on a module on the relevant module Blackboard site. Please ensure you have updated your profile by the time we move.

5 Academic office protocols


Etiquette • Hot desk policy – all hot desks will have a clear desk policy. At the end of each day the desk must be cleared of all items and kept tidy. • Nothing must be put on the walls for example banging nails into the wall. Please note: there will be a picture hook in each office for the hanging of clocks etc. • Do not cover the glass panels in the doors or windows. • There will be a ‘no poster’ policy in the new building except for any instructional information we may need to display. • No bicycles in the building. • No portable heaters.


Health and safety induction In the first few weeks of occupation there will be mandatory building tours arranged for all staff. These tours will include a health and safety induction. All staff will be required to sign a declaration of attendance. Further information on how to book onto these tours will be made available nearer the time. Fire safety - Emergency evacuation Fire-safety / emergency evacuation will be covered as part of the mandatory building tours. There are two fire assembly points; visitor’s car park entrance; and outside the Students’ Union visitor’s car park via the North entrance (see floor plans for details).

6 Health and safety


Bristol Business School is different from most other buildings as its lifts are fire protected, therefore safe to use for evacuating people with a disability that would prevent them following standard escape routes. The use of the lifts to evacuate disabled people will be co-ordinated by the Operations and Security Team. The UWE Bristol Fire Safety Co-ordinator will arrange a fire drill and fire alarm familiarisation tests. First aid A number of staff are being trained as first aiders, their names and contact numbers will appear on first aider notices. All staff must know: • Where First Aid boxes are located on each floor (see floor plans of tea station locations). • Where First Aider lists are displayed (main corridors, stairs and lifts, near emergency phones). • How to summon help (phone 9999 or 0117 32 89999). • There will be 19 red emergency phones located in stairwells or adjacent lobbies on each floor. Display Screen Equipment (DSE) assessment All staff must complete this as they are coming to a new working environment. Please read the Safe and Comfortable Computer Use guide and then, after adjusting your workstation, complete a DSE Assessment of your workstation and send it to your Line Manager who must retain a copy, and action any issues reported. The guide and self-assessment form are available through the health and safety webpages.


Building opening hours and access During core hours, i.e. 07:00 to 18:00, Monday to Friday, the main entrance doors will be open and anyone can access the building. On Level 2 in the main atrium area there will be a staffed reception point where any users of the building can seek assistance. Between 18:00 and 23:00, Monday to Friday staff and students will be able to access the building, however they will need to use their UWE Bristol card to do so. The access control system will be on, providing a level of security whilst allowing staff and students to use the facility. Between 23:00 and 07:00 the building will be locked down and no-one (except cleaning and security staff) will be able to access it. Operations and security staff will be regularly patrolling the building. Outside of core hours the regularity increases. If you are in your area working alone after 21:00 please inform operations and security (x86404).

On weekends the building will be accessible via swipe access.

7 Security


EventsFor events the access control system can be amended allowing access as required, this includes events that will be outside of the normal building opening times.

Visitors Visitors to the building will be able to access the building during core hours and seek assistance if required from reception.

Outside of core hours visitors will be able to use an intercom system to contact the Faculty Executive on Level 6 or the VC Office on Level 7. This intercom will enable the Executive Offices to provide the visitor access through the main doors and they can be directed to the lifts.

Anyone else expecting a visitor outside of core hours will be expected to respond to a call from that visitor and go to the main entrance to greet them.

Access control Other than external doors there will be a number of internal areas which have access control and are restricted by use of the access control system. Each of these doors can be programmed individually so they can be on free access for part of the day or controlled 24/7. They can have different time patterns set for staff access and student access. The system is flexible and will be set-up to meet the needs of the Faculty and to control other areas such as plant rooms.


Staff OfficesThese will be controlled by key and this will be the responsibility of the occupier. Security Services will be present in the building during the first week to manage the distribution of office keys. When staff arrive in the new building they will be expected to return their current office key and they will be provided with a new office key when showing their staff ID card.

Meetings

The five collaborative meeting spaces on level 2 will be available for both staff and students to book through Web Room Bookings. Four of these spaces are fully TEAL enabled, one is a standard meeting room.

There are small glass meeting rooms on levels 3 - 7 (two per floor - 10 in total) located near to staff offices, which will not be bookable but will be available for staff to use at any time.

There are five further meeting spaces on level 6, one of which is controlled by Bristol Business Engagement Centre (BBEC), three controlled through Faculty Executive and one bookable directly via Web Room Bookings. The Faculty Executive rooms can be booked by staff by contacting [email protected]. Information on how to use Web Room Bookings will be provided as soon as we move.

In addition, there are informal meeting spaces on every level in more open/social spaces available for staff and students to use. Some of these spaces are in busy open areas, some in quiet zones and others nestled in staff office areas. The furniture has been carefully selected to ensure there are a variety of spaces across the building to cater for different requirements.


Print hubs

There are both staff and student print hubs located on each level. It will be on a “Secure Release” system (as currently used) allowing you to print to a central print queue. You then visit the nearest available printer, scan your UWE Bristol ID card and select the documents to print.

CCTV CCTV is installed in the following areas and is linked to the UWE Bristol 24/7 Control Room: • All main entrances. • Around the building perimeter providing general coverage. • Café including external patio area. • In the main atrium area on the ground floor, including reception area. • In the social learning spaces. • In some specific rooms where identified by the Faculty such as Team Entrepreneurship. Emergency phones There will be 19 red emergency phones located in stairwells or adjacent lobbies on each floor. These phones will work in the event of both a power or network failure.

Panic alarms Panic alarms will be installed on Reception and in the Student Advice Rooms – these are connected to the UWE Bristol 24/7 control room.

Security alarms All external doors, entrances, fire exits or other doors (such as plant room doors) will be alarm monitored. These alarms will be connected to the UWE Bristol 24/7 control room so that if there is a breach in security an alarm will be activated and responded to.


The main student support services will continue to be available from Information Points in nearby Q block, D block and B block.

The reception on the ground floor of Bristol Business School will provide a signposting and basic query service for visitors and students. This will be staffed by relevant professional services staff on both a permanent and ‘pop-up’ basis to meet planned demands.

Faculty student support advisers will have offices on Level 2 and Level 4 where they will deal with student and staff queries.

Up to five members of the Faculty Student Administration Team will be based on Level 2, although the majority will continue to be located in B block. The intention is to create a SAT ‘hub’ in the building for academics’ queries.

8 Student support services


There will be a UWE Bristol Careers and Enterprise zone on the ground floor from which students will be able to engage with a series of activities focussing on career management skills, enterprise skills and employability including:

• Career coaching for career planning, opportunity awareness, high quality application skills. • Business start-up support. • Employer, enterprise, volunteering, study abroad and Go Global events. • UWE Bristol Futures Award. • Opportunity promotion including jobs, internships, placements, career mentoring, international opportunities, volunteering and further study. • Signposting to online self-help, career research and planning resources in the Infohub Careers Toolkit.

The activities will be promoted online through Infohub.

FBL staff will be able to meet with professional staff from the Employability and Enterprise Team and network with external opportunity providers including employers, volunteering organisations and entrepreneurs.


For the first eight weeks the contractor will be permanently in the building. If any member of staff has an issue with the fabric of the building e.g. jammed door lock, problem with the window etc. then the process will be to contact reception on Level 2 on x84567 or contact the Facilities Helpdesk on x222. The building has a complete building management system to manage and control heating, ventilation and to some extent lighting. Note The main contractor, ISG and their sub-contractors are likely to be on site to carry out rectification of minor defects. This work cannot be detailed at this stage but could involve contractors in any areas within and around the building. This work will be planned to minimise disruption, particularly to teaching. Should any of this work, or the operatives cause any issue, this can be reported to reception or via x222.

9 Building operation


Heating and ventilation Temperature Control – During the occupancy period each room will be conditioned to a reduced level using radiators and ventilation. In this time, if the ceiling mounted PIR (presence detection) detects movement, the space set-point is raised to 21°C. With a rise in temperature (above set-point) the air flow will be increased to provide cooling - maximum air-flow is reached 3°C above. However, if the carbon dioxide level rises this will also increase the air-flow. If no movement is detected for 10 minutes then the system reverts to the reduced level and switches off at the end of the occupancy period.


Window control – Where windows are provided in place of the ventilation described above, they will open in the same manner to provide cooling or CO2 control. An override button is provided to allow the occupant to open or close the automatic windows but they will also be held closed if there is a low outside temperature (less than 16°C), rain or high wind speed.

The override button has three options; closed, press open once for 50% and again for 100% open. • Teaching rooms When CO2 and/or temperature reaches a specific level the windows will automatically open. Many areas will have a local override. Some rooms have programmable lighting and/or

movement/daylight sensors.

• Staff offices Offices with external windows have handles for local control and the radiators will generally have local adjustable controls. Mechanically ventilated offices (e.g. internal rooms) will have centrally controlled heating which can be centrally adjusted. To do this contact the Facilities helpdesk on x222. Automatic lighting controls have been provided to office areas by movement detection.


Post Occupancy Evaluation The contractor and design team will be carrying out a three-year post occupancy evaluation (POE) on the building based on the HEFCE requirements. The intention of the evaluation is to ensure the building is operating as intended and to meet the needs of the occupants.

As part of the evaluation an occupant survey will be carried out asking for your feedback on your comfort in the building including the internal comfort conditions, response time to requests for maintenance etc.

We welcome your feedback at any time, so if you have feedback outside of the survey period, please contact the Helpdesk on x222 and this will be recorded and included as part of the wider 3-year evaluation.


10 Transport

Staff parking Staff car parking will stay as it currently is. There is no change to this. Visitor parking • The main visitor car park to the north of the new building will become the main UWE Bristol visitor car park. • The barrier will be controlled and spaces can be pre-booked or validated on the day. • There will also be some blue badge holder parking in this car park. • There will be electric car charging points for visitors. • There will be a ticket validation machine located at reception. • Further details will be published on the car parking webpages. Cycling There are shower and changing facilities on level 2 and lockers available on each level. Additional cycling facilities have been provided adjacent to Q block.


11 Useful telephone numbers

For general queries relating to relocation please contact: Emma Sutterby or Jacqui Blake Email: [email protected] Phone: 0117 32 83810 Email: [email protected] Phone: 0117 32 82656

For specific new build queries please contact: Marianne Reed Email: [email protected] Phone: 0117 32 87625


Facilities Helpdesk x222 (or external 0117 32 81222)

IT and Telephone (ITS) Support x123 (or external 0117 32 83612)

FBL Reception x84567

Security x86404

Emergency Number 9999 (or external 0117 32 89999)


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