Information for Staff

Information for Staff

Borrowing equipment

School equipment

The following are available for borrowing from the School office (Room 206, 1 University Gardens) - please contact Isabel or Annemarie:

  • A data projector and an ipad are available for borrowing for teaching/research purposes
  • Wine glasses
  • Cups, saucers, coffee percolator

College of Arts equipment

Equipment may also be borrowed via College of Arts IT Suppport's online equipment booking system.  A short guide on how to use this system is available on the FAQ page.

Contacting students

Contacting entire class

  • Email class using "class--" and then the course code followed by, e.g. To add on more classes, just add on more codes, e.g.
  • In My Campus use the Notify button at the bottom of the Class Roster page in Curriculum Management for any particular class you want to reach. You can use select all to tick the boxes beside all the names.
  • For quick contact for instance when a class has to be cancelled at short notice, use the texting service which will reach all the students in a class who have submitted their mobile numbers. You can use the class code.

Contacting individual students

  • Email an individual student uisng his/her registration number followed by the first letter of his/her surname, followed by, e.g.
  • In My Campus, in the Class Roster page in Curriculum Management, tick the box beside the name of the student you want to contact and click the Notify button at the bottom of the page.
  • In My Campus, open Records and Enrollment>Student Summary and search for a student by student registration number (or name using the dropdown), then click View Student Contact Details which takes you onto a page with their preferred phone number and email address (and, in further tabs, emergency contact details if necessary).


The School events calendar is run through Google Calendar. Thanks to the Google Calendar functionality, School events automatically appear on the Subjects' calendars and the College of Arts' calendar too.

If you have a School-related event to promote then please email the School Web Publisher including the following details:

  • Event title
  • Date, time and venue
  • Event details
  • Who to contact for more info
  • Subject Area (if none is specified it will be added as a School-wide event)

If you wish you are welcome to submit your event for inclusion on the main University events page via the 'Submit an event' link.

If you are a Seminar Programme Co-ordinator you are welcome to have access to the Google Calendar for your Subject Area so you can add and edit events yourself - please contact the School Web Publisher.


Expenses and claim forms

Purchase of stationery equipment:
You must not claim for goods and services which would be considered as operational, e.g. laptops, dvds, keyboards and stationery items. These must be ordered through the General Requisition Form.

Payroll requires at least 7 days notice for a business expense advance. Any advance approved will be paid directly into your nominated bank account.
Within two months of receiving the advance you must submit to Payroll an Advance Expenses claim, with appropriate receipts. Any unspent advance will be deducted from your next salary payment.
No further advances will be made while a previous advance remains outstanding.

Financial Procedures

1.Approver Matrix

The School operates a financial control matrix in order to monitor and control expenditure at source. A summary of the roles relating to Subject/Cost Centre is outlined below:

Agresso Role




Subject Requisitioner

Administration of any purchasing through cost centre/projects as outlined above

Approver/Budget holder

Head of Subject (devolved from Head of School)

To approve expenditure greater than £100 through cost centre/projects as outlined above

Purchasing Officer

Operational Administrator

To approve all expenditure through all Subject area cost centres

Levels of approval across cost centres is summarised as follows:

  • Under £100: Requsitioner > Purchasing Officer
  • Over £100: Requsitioner > Approver/Budget holder > Purchasing Officer
    (These levels are hard coded within Agresso and cannot be changed)

How to approve Agresso requisitions (video)

2. Budgetary Management

Budgetary monitoring and control is the responsibility of the Head of School Administration, in consultation with Heads of Subject. The HoSA holds monthly budget meetings with Heads of Subject throughout the financial year. This provides Heads of Subject with a monthly, high level outline of Subject budgetary performance and also provides the HoSA the opportunity to outline forecasting issues and examine budgetary variance.

Furniture recycling scheme

The University has launched a new furniture recycling scheme called WARPit, which allows members of staff to give surplus furniture items to other colleagues in the university. At the moment, the portal has over a hundred items from Govan furniture store up for grabs, all of which are in stellar condition. As of now, the transfer of items from Govan to University campus is free of charge.

WARPit will help limit the amount of waste the University sends to landfill and reduce both our disposal costs and our carbon footprint. Re-using furniture and office supplies saves money spent on purchasing new equipment and helps to free-up the space occupied by unused equipment.

Please see this link to get more information about how to use portal, what are the environmental benefits and how much money can be saved by using the system instead of purchasing new furniture. 

WARPit also has a Facebook page, which will be updated with images of new items and all following news.

Grants in the Humanities

International Partnership Development Fund

College funding

The main and largest sources of external funding are obviously the major research bodies for humanities researchers: the AHRC, British Academy, Leverhulme Trust, and ESRC. These awards are highly competitive, yet as recent successes in the School have shown, perfectly within the reach of our own academic and research staff.

Most schemes assume that the research and the outcome will be the result of collaborative work. Although a tendency has been to give large awards to staff with substantial records of completed research and publications, the funding bodies have developed schemes directed towards younger staff, including the AHRC Innovations Awards, and the British Academy and ESRC pilot project schemes.

Once the funding scheme is identified, please contact the College Research Office who can guide you through the application process, including working out costings and reading your drafts. Guidance on the application process is available on the College of Arts webpages.  Please note that applications for more than £75K should undergo the College peer review process.





  • Employee timesheet instructions
  • Inputting your own timesheet details
  • Payroll deadlines - please note that the deadline dates for online are for those timesheets that have been approved – they go through a two stage approval system:
      Please always choose these two approvers unless otherwise instructed and remember that we are not always immediately available to authorise – so do get your timesheet in as early as possible.  You should all have your bank details logged in to the system. 

Health and Safety

Policy information and guidance available on Safety & Environmental Protection Service


Dial extension 4444, or (0141) 330 4444 if calling externally, and you will be put in touch with the Security Office. Emergency assistance may be obtained at any time of the day or night.

Tell the Security Office which emergency service you want (Police, Fire or Ambulance) and give the following information:

  • the location from which you are telephoning;
  • the type of emergency and the type of assistance required; and
  • the place where the assistance is required.

Fire safety

If you find a fire:

  1. Raise the alarm, set off a fire alarm or shout "FIRE!".
  2. If it is safe for you to do so, phone the Fire Brigade (see Emergency above): say where the fire is and give your name and phone number.

If you hear the fire alarm (a continuously sounding siren, or shouts of "FIRE!"):

  1. Get out of the building immediately by the most direct safe route, close doors behind you (but do NOT lock them), and stay out of the building.
  2. Go the main entrance opposite the Boyd Orr building. Do not obstruct any building entrances and do not stand on the road as this may cause an obstruction.
  3. Wait for further instructions.  You will be told when it safe to go back in.

The School is equipped with a fully automated fire detection and warning system. The Area Fire Officers regularly test this once a week. Full maintenance checks on this system are carried out by contractors on a periodic basis.

The fire detection system is very sensitive and can be easily triggered by steam, dust, tobacco smoke, etc. When triggered, the system automatically puts out a call to the Fire Service. It is important, therefore, that staff take adequate precautions to avoid accidental activation of the alarm.

In the event of the system being triggered, whether because of a genuine emergency or by accident, everyone must leave the building immediately and must not re-enter until the "all-clear" has been given by the senior attending officer from the Fire Brigade.

Fire drills are held twice a year and are arranged by the Fire Officer. All persons must leave the building when the alarm sounds, even if it is a drill or false alarm. Failure to do so is a disciplinary offence and is also illegal.

First aiders

First Aiders in the School are:  

  • Michael Given, ext 6553, Gregory Building
  • Gert Petersen, Gregory Building
  • Kenny Brophy, ext 4339, Gregory Building
  • Jeremy Huggett, ext 4916, Gregory Building
  • Claudia Glatz, Gregory Building
  • Chris Dalglish, ext 4194, Gregory Building
  • Coleen Batey, ext 4422, Gregory Building
  • Nyree Finlay, ext 6873, Gregory Building
  • Tessa Poller, ext 2991, Gregory Building
  • Iain Banks, ext 2420, Gregory Building
  • Christelle Le Riguer, ext 3538 (Mon to Thurs), Room 204, 1 University Gardens
  • Kirsti-Ann Mullen, ext 4576 (Mon/Tues/Wed), Room 205, 1 University Gardens
  • Jenny Hutcheson, ext 3648, Room 301, 1 University Gardens

If you think the situation is beyond first aid, either call an ambulance via 4444 or transport the casualty directly to hospital.

Accident reporting

All work-related accidents involving injury or damage to property MUST be reported to the Safety and Environmental Service. This system should also be used to report significant "near-miss" incidents. If possible, serious incidents should be reported by telephone in the first instance: 0141 330 5532 - further details

Workspace and ergonomics

The School recognises that the majority of staff use computing equipment extensively. It is therefore important to provide a working environment, facilities and information that permits such activities to be carried on with minimal risk to the health and safety of individuals. The most common type of complaint associated with computer use includes pain in the arms, hands, neck and shoulders (known as work related upper limb disorders - WRULDS) as well as back pain.

The University encourages a self-assessment approach to adjusting your workspace to suit your needs. The following guides will help you with this.

Consult your line manager should you require help or any further assistance.

Human Resources

Recognition & Reward: the deadline for the receipt of applications to Human Resources is Friday 28 November 2014.  However, the School deadline for applications will be Thursday 20 November 2014 to allow the Head of School time to complete.  Please return applications to Pauline by 5pm on Thursday 20 November 2014.

HR System Quick Guide

HR/Payroll processes are now managed via a new system which aims to:

  • To support the delivery of HR strategic objectives
  • Introduce manager self service and enhance employee self service
  • Develop electronic workflow of processes and reduce reliance on paper based processes
  • Streamline HR/ Payroll business processes and policies
  • Allow greater access to appropriate information locally
  • Improved scope and quality of management reporting
  • Allow single input of data at source reducing duplication and errors
  • Support best practice in HR and Pay and Pensions
  • Improve overall services

New or replacement posts

New and replacement posts will continue to be administered centrally, following the normal process of approval by Head of School.

The recruitment of new or replacement posts on both internal and externally funded projects will be administered by Operations Administrator, Pauline McLachlan ( All enquiries regarding the administration of new and replacement posts should be directed to Pauline who can assist with the pre-approval administrative process and provide guidance regarding HR procedures.

Changes of Contract for Existing Employees

Budget-holders should contact Head of School Administration; Michael Murray ( for any changes to existing members of staff (i.e. changes to funding sources, FTE workloads on projects etc).

Any queries on the above in relation to policy or budgetary implications should be directed to the Head of School Administration.

Other Recruitment

The employment of graduate teaching assistants is administered centrally, with an assumption that Heads of Subject are actively attempting to widen their pool of graduate teaching assistants in order to increase vocational opportunities.

The appointment of Honorary and Affiliate staff will continue to be administered centrally, following the normal process of approval by Head of School.

Should you wish to propose the appointment of an Honorary or Affiliate member of staff, please complete the following above.

Absence/annual leave recording

Sickness Absence – Staff should follow the following process in relation to sickness absence:

    1. Ensure that your line manager (normally Head of Subject) is notified within 1 hour of your normal start time and to inform them of the likely duration of the absence.
    2. Teaching Support Administrators should also be informed to ensure that any necessary adjustments are made to teaching commitments.
    3. Teaching Support Administrators will continue to forward a monthly sickness absence return to the Operations Administrator to ensure this data is reported onto the HR system.
    4. Line managers should complete a return to work interview as part of the process above.

Annual Leave – Staff should follow the following process in relation to annual leave:

Annual Leave – requests for leave or time away from the University e.g. annual leave, jury duty attendance, conference attendance, etc is devolved by Head of School to Subject Heads for management at Subject level.

  1. All requests for annual leave will be submitted through the new HR system, using your GUID and password.
  2. Members of staff should request annual leave through the self service function within the system.
  3. Self-service requests for annual leave will then be authorised by the relevant Line Manager.

IT Issues

  • Accessing your drives at home: use the Remote Desktop Service
  • Arts IT support - FAQs - jobs should be submitted online or by calling extension 2200/6342 if you are unable to submit a supportworks request.
  • Borrowing computer equipment
  • Changes to IT equipment: please email if any IT equipment is allocated to a different member of staff or a different office, or if it is disposed of - the Asset register with then be updated.
  • Communal drive: please check the J:\Communal drive on your PC for useful documents, including minutes, Policies and Procedures, telephone lists, templates, etc.
  • IT Helpdesk: Contact IT Support if you have PC problems or a query. You will need your GUID to log on.
  • IT Training: Choose a taught or online course in useful applications like word processing, presentations, Endnote, BI-Query and teaching aids.
  • Moodle: for minutes, useful forms, etc.
  • Owncloud: research file sharing  - Owncloud provides secure on-campus storage for staff research data which can be securely shared with researcher collaborators at other institutions via UK access federated sign-in
  • Sharing files or
  • Staff email: Access your email via the web
  • WiFi: Eduroam is secure, world-wide roaming access service developed for the international research and education community. You can access it via laptop, mobile or tablet device. This also enables you to visit another participating institution and gain access to the Internet without having to register for another username and password.
  • Instant Visitor Wi-Fi accounts: University staff can now create a Wi-Fi account for their Glasgow campus visitor through the MyGlasgow Portal (see bottom link under 'Services' - image on right hand side). This provides visitors with flexibility of a Wi-Fi account starting now or at a future date. ‌Further info

Lost staff card

If you have lost or mislaid your staff card, you can get a new one via Human Resources.


School of Humanities: mentoring programme

What is it?

Mentoring Programme

The aim of the School of Humanities mentoring programme is to ensure that all R&T staff in the School can benefit from effective and supportive mentoring.


The mentoring programme is designed to create a relationship between mentee and mentor in which the mentee can explore her or his career goals and professional effectiveness and work with the mentor to identify development opportunities, address barriers and improve performance.


If you are employed on an R&T contract in the School of Humanities, do not already have a mentor and would like one: please apply as a mentee.
If you are employed on an R&T contract in the School of Humanities at grade 9 or 10 and would be willing to act as a mentor: please apply as a mentor.


If you want to participate, as a mentor, mentee, or as both, please let us know by returning the application form‌ to Trish Maclaren by Thursday 24 November 2016 (deadlines was extended).

Mentor training will take place on December 8th (12-2pm, Adam Smith 706) and mentors and mentees will be matched during December.

Mentee orientation will take place on January 6th (12-1pm, 2 UG 208) and mentoring will get underway early in semester 2.


Moodle guides are available here

Open Access

The Royal Historical Society's Information Sheet on Open Access for the next REF is available from their website.

Printable PDF

Organising Events

Other Useful Information

Postgraduate funding

Postgraduate Programme and Course Approval Process

If you wish to make a minor change to a UG or PGT course, this can now be approved at School level. Minor changes include changes in assessment, adjustments to the balance between lectures and seminars or minor tweaks to ILOs. (Major changes to aims and ILOs producing a substantially different course should be treated as a new course.)

If you wish to amend a course for next session, please contact your subject L&T or PGT convenor to complete a revised course specification and a course change report. Your convenor will arrange consultations on your course spec with your subject, external examiners and students. Documentation should be uploaded to PIP by the end of week 9 (Friday 11 March). The School Board of Studies will meet in week 10.

New course specs are invited for UG and PGT College Boards in May. It is now too late to create a new course for next session, but you can submit new courses for 2017-18. Please contact your subject L&T or PGT convenor to complete a course specification and the necessary consultations. Papers are due for School review on the same timetable as course changes (end of week 9). (Newly appointed staff who want to create a course for next year but have missed the January Boards should contact their subject convenor for fast track options.)

School procedures 2016-17 for courses/programmes

When completing course specs, please see the new guidelines available for undergraduate courses and here for Postgraduate courses:

Useful links:

Printer problems

Any issues with the printers or copiers should be reported directly to Arts IT Support on ext 2200 or via the online support form.

For printer guides, see

Pull printing has now been installing on SSD Remote, allowing you to print to any MFD/printer on campus from within an application on SSD Remote.

Programme Conveners (Undergraduate and PGT)

Programme Administrators: see above


Celtic & Gaelic



Information Studies


Room booking - local rooms

If you need to book a local room, please contact the appropriate undergraduate programme administrator (please email either Kirsti-Ann Mullen, Eileen Ritchie or Ruth Burke for History rooms).

School Strategic Plan

Social Media in the School of Humanities

Scribes/Readers used in exams

The School will be reimbursed from Disability Services for the payment of scribes/readers in exams. 

Payment should be processed in the normal way (at Grade 6 £14.54 per hour without prep) to the GTA involved.  Please complete and return the SDS costs template for reclaim‌ spreadsheet following the exam diet so that the a School claim can be returned to Disability Services to ensure costs are reclaimed. 

Further guidance

Procedure of organising scribes in exams.

1.Option: use GTAs already registered as Atypical Workers with your School. Process the scribes on your payroll at normal GTA rate of £14.40 per hour. At the end of the exam session email the TOTAL costs incurred, names of students, your budget centre to: to be reimbursed via journal transfer.

2. Option: Disability Service now outsources support work provision to Randstad including scribes.   Please contact Dave Patterson (Tel: +44 (0) 161 247 8800 or  0845 130 4655) and provide with contact details of the disabled student, the exam venue, time and hours, and he will organise for you and invoice the Disability Service directly for this work.

Please note:

  • the Disability Service pays for scribes/readers in exams.
  • the scribe/reader should not be the person who has been note taking for the student as stipulated by calendar regulations.

Invigilation costs are always born by the School.

Teaching - Miscellaneous

Teaching Tips Online: GUSTTO

GUSTTO is a brand new way for Glasgow staff to share and discuss teaching tips using the intuitive GUSTTO software, on desktop or mobile devices.

Funded by the Learning and Teaching Development Fund, the GUSTTO project aims to do three things:

  • to allow staff to share the innovative activities they use in their day-to-day teaching
  • to build a university community of staff interested in disseminating and discussing ways to improve teaching
  • to create an institutional repository of best practise teaching activities

Using ideas from social media, GUSTTO has been built by students from the School of Computing Science and is designed to be very user-friendly: new teaching tips can be easily uploaded in a few minutes using the simple built-in template.

The GUSTTO system is available online for all members of staff, and accessible by GUID. College workshops will be held before the end of the first semester to introduce staff to the system, and to discuss and collect new teaching tips.

If you would like to be involved in one of these workshops, or have any other questions about the GUSTTO project, please contact the project lead, Helen Purchase.

Sign on to GUSTTO now:

Telephone system

The phone’s basic features guide is designed to get you started.

For more information about the phone’s functions, including setting up voicemail, conference calls and setting up your own personal directory, click the links below to download the guides.

In case of problems, you should contact the IT helpdesk by logging the issue at the self service

Video conferencing

3 possible rooms for video-conferencing:

  • 4 Lilybank Gardens, Room 208: booking via Lindsay Wilson ext 3408 (contact Robyn Bannerman for out of hours)
  • 6 Uni Gdns,room 204: booking via Sue MacAllan ext 3804
  • Room 317, James Watt North (IT Services): booking via John Young in IT Services - ext 4853 


In the School of Humanities, there are 2 types of forms for completion by visitors:

  • Visiting postgraduate researcher (VPGR)
  • Honorary, Visiting and Affiliate (HVA)

Visiting postgraduate researchers

This procedure applies to postgraduates who wish to be registered as visiting PGRs: they will receive formal supervision and be given access to University facilities (Library, email etc).  Pro rata fees are charged. 
Procedure is as follows:

      1. Student completes application form and gets home institution to sign it
      2. Student emails the completed form to Christelle, who works out the fees and passes the form to the Head of School for signing
      3. Form then goes to College for approval. College emails the applicant.

Visiting staff

A visiting researcher (with no supervision required) can be registered as an affiliate researcher.  This status allows the person to obtain a staff ID, staff card, with library access and an email account.  Bench fees of £1,000 per session may be charged (normally only where a visitor has the funding available).  The School continues to welcome visitors who are unable to meet the bench fee, but cannot guarantee allocated desk space nor a PC throughout their visit.

Honorary/Visiting status should be applied to traditional honorary/visiting roles as defined by Colleges. Please Note: Honorary or Visiting Professors/Readers are subject to the University procedure as detailed on the Human Resources website and will be created on University records as part of that process.

Affiliate status is for:
a. Staff from other institutions who are members of shared Schools/RI's/Services.
b. Consultants/Agency Workers or Sub-contractors/Volunteers.

Instant Visitor Wi-Fi accounts for short-term visitors:
University staff can now create a Wi-Fi account for their Glasgow campus visitor through the MyGlasgow Portal. This provides visitors with flexibility of a Wi-Fi account starting now or at a future date. Accounts are up to 7 days duration, so cover most types of visits.
Remember to check with your visitor first if they use eduroam before creating them a visitor account. Many academic colleagues from other Universities can use their home University account to access eduroam when visiting UofG.

Incoming Erasmus+ Traineeships 

Students who want to come to GU on a work placement are usually registered as affiliate. 

Visual identity

Templates for stationery, presentations, signage, posters and certificates are available on the Corporate Communications web pages, together with the University's brand toolkit at

The School marque is available at

  • use BMP or PNG files for any Word documents or Powerpoint presentations;
  • EPS files are mainly used by professional designers and cannot be viewed in Microsoft Office packages.

Using the files for stationery


  • PhD students complete a 'Notification of Intention to Submit' form and lodge it roughly two months before the submission of the thesis;
  • College sends Nomination of a Committee of Examiners for a Research Degree to Subject PGR convener (PGR Convener may delegate the role of viva convener to another member of staff);
  • Once student has submitted their thesis:
    • The Subject’s PGR convener (or Viva Convener if different) consults with external examiner to arrange the date for viva - viva should take place within 3 months of the thesis submission. The viva convener usually contacts the student to let him/her know of the date/time/room.
      Please let Christelle know of the viva date/time and room required: she will arrange room booking (see below for catering).
    • College writes formally to the external, internal examiner and viva convener – College includes an expenses claim form for the external, and Christelle can help book the external’s accommodation/travel (as well as the room for the actual viva).

All relevant forms and further guidance are on the CoA Moodle

Hospitality for viva:

  • Meal with external: School pays for the external examiner’s dinner.  Subjects may cover the internal examiner’s and the chair’s (check with Head of Subject).
  • Tea/coffee during viva: Hospitality charge a min of £35 per order, so it’s hardly worthwhile – best thing is getting coffee in-house as there are cups/cafetiere available in 1 UG for borrowing… The alternative is, if you order lunch from Hospitality, to ask for the tea/coffee to be delivered mid-morning and lunch at say 12ish.

Who to contact

A-Z School directory

The School of Humanities provides administrative support across all of its key areas in learning and teaching, research, and operations.  

Remit of Administrative Roles

A summary of the SoH MPA structure, is outlined below:

Head of School Administration: Jenny Hutcheson

  • Responsibility for the, overall organisation, planning, management and governance of all administrative services across the School; responsibility for:
    • Financial management, planning and governance re all School budgets
    • Financial resourcing of strategic areas
    • Organisation and planning of learning and teaching support
    • Organisation and planning of research Support
    • Organisation and planning of operational support
    • Development of MPA Staff

Teaching and Student Support Administrator: Leigh-Ann Dragsnes

  • To support the Head of School Administration in the provision of an efficient and effective teaching support service across the School, specifically through the support of undergraduate and taught postgraduate activity.
  • The TSSA leads the teaching support team within the School, and also acts as clerk to the School Learning and Teaching Committee.

Operations Administrator: Pauline McLachlan

  • To support the Head of School and Head of School Administration in the provision of administrative support in the key support functions of finance, human resources and operations. PA to Head of School

Graduate Studies Administrator and Web Publisher: Christelle Le Riguer

(Tues and Wed 09.00 – 17.00, Thur 09.00 – 12.00)

  • Responsible for the provision of key administrative support in relation to the School postgraduate research student community.
  • The GSA leads administrative processes which support postgraduate research programmes across the School's Subjects, including the supervisory review cycle, external and internal funding processes and the interpretation and application of policy updates in relation to our postgraduate research community.
  • The GSA also acts as clerk to the School Graduate Studies Committee.

School Administrators

  • To support School-wide operational and research procedures, responsible for the co-ordination of estates maintenance and general purchasing.

School Teaching Administrators

Please contact the School web publisher if any information is incorrect or if you would like anything added.