Alongside ongoing work to finalise changes to professional service departments across the University, activity has been continuing to support the transition from Schools and Faculties to academic Divisions.

As Divisions took over responsibility for their budgets from 1 August, a number of key changes were needed to systems and processes to reflect the new model. Several other admin and wider updates have also taken place across teams, with this work continuing ahead of new structures being fully operational from 1 November.

What’s been done so far

A major step in transition has been the introduction of our new Divisional Leadership roles, with latest appointments available on the Organising for Success staff webpages.

Other changes to date include:

• Adjustments to key finance processes: including setting up Divisional cost centres; changing financial reporting structures to Divisions and Directors of Operations; updating authorisation processes for payments and invoices; and updating relevant access and permissions in Agresso
• Moving towards new governance and committee structures: including standing down Faculty Committees; putting arrangements for 2019/20 Boards of Examiners and Appeals are in place; facilitating Kent Union representation in new Divisions; and reviewing our Research Ethics governance structure
• Updating our key systems to support transition: including IS reconfiguring Staff Connect; identifying essential changes to SDS and associated downstream systems, which will take place on 14 September; assessment of the impact on Moodle to ensure this is carefully managed; and evaluation of the impact on our module evaluation system
• Updating key policies and procedures: Including handover of student conduct and complaints procedures from 1 September (with investigations carried out by the Student Conduct and Complaints Office and signed off by Divisions); and HR-led revisions underway to key policies affected by the changes, such as academic promotions
• Key communication changes: including updating student ID cards to remove references to Faculties; development of Divisional landing webpages; transferring or archiving all relevant content from the three Faculty and FSO websites

A number of teams will now take forward work in their own areas to support transition, including updating relevant policies, communication documents and new training requirements. This will be supported by the Project Management Office to ensure a coordinated approach across the University.

Find out more about Organising for Success

Kent’s Institute of Cultural and Creative Industries (ICCI) is now up and running.

The Institute’s role is to coordinate and advertise our teaching and research across Sciences, Social Sciences and Arts and Humanities disciplines, as it relates to cultural, creative and digital innovation. We’re working at the cross-over between creativity and the digital in particular, in areas like gaming, immersive tech, AI, health and welbeing (including social prescribing) and placemaking, but also more generally in finding creative solutions to cultural problems.

Your ICCI offers a place for business, academics and students to come together around these questions.

The key schools to date have been Computing, EDA, Business School, Journalism, the Centre for Music and Audio Technology, Architecture, English and Arts, but we have also been working with SSPSSR, CHSS, KentHealth and KMMS to generate new types of teaching and interdisciplinary research. We want to put people in touch with one another across these areas of the University and beyond to make sure that, as a university, we’re ready to take advantage of new opportunities.

So we would love to hear from you if you are interested in creative work – do please email us with a very brief description of your interests, join the mailing list on the ICCI website, or get in touch with any questions or suggestions: icci@kent.ac.uk

Restrictions on travel for University purposes are still in effect and have not been relaxed.

Whilst the Foreign and Commonwealth Office (FCO) may have relaxed restrictions on travel from 4 July 2020, the University still regards any and all international travel – even to countries that have relaxed travel restrictions by the FCO – as high risk and not to be booked where at all possible or avoidable. This is particularly relevant to undergraduate and PGT students. 

If staff or PGR students have external funding for essential travel, they should be able to travel as long as the FCO is not advising against travel, the trip is supported by a completed risk assessment and is insured through Kent’s Insurance Office. Staff should be aware that FCO guidance is liable to change at very short notice. 

There may be some internally funded travel needed to prepare some grant applications with other universities. This should be at the discretion of the Divisions. 

The process staff and PGR students should follow when booking essential travel is:

1. Review the University’s updated Travel Policy and complete the enclosed Travel Exceptions form confirming the essential nature of travel and that external funding is available
2. Complete the relevant online Overseas Travel Risk Assessment form
3. Register for the University’s travel insurance using the form here.

It is not recommended that you book travel using any personal funds as this is at your own risk and any expense claims may not be authorised if you travel contrary to University advice. 

This travel advice is being reviewed on a regular basis. For latest updates on travel and other FAQs on Covid-19, see our staff webpages.

To help keep our community safe as we start returning to campus, a new Covid-19 Code of Conduct for Staff and Students has been agreed.

The Code of Conduct, which is aligned to government guidelines so subject to change, highlights the need to adapt to new ways of studying and working as the lockdown eases and we return to campus.

The Code outlines changes to our environment, adaptations to ensure our sites are Covid-secure, and what we all need to do to make sure we keep each other safe. There are detailed sections on:

• How Covid-19 is transmitted and what to do if you have symptoms on campus
• A duty of care to protect all members of community
• Travelling to and from campus
• Hygiene and cleanliness
• Social distancing measures
• Face coverings
• Vulnerable groups
• Mental ill health

All staff and students are expected to follow the Covid-19 Code of Conduct guidelines while on campus, as well as standards within our existing Charter/Code of Conduct.

• Student Charter
• Staff Code of Conduct

We will shortly be launching a campaign to support our staff, students and visitors with the new behaviours expected on campus. This will help us all to understand how we can keep our University community safe and support each other as we return to work.

For latest University updates and FAQs on Covid-19, see our staff webpages.

Vicky Annis, Head of Physiotherapy at Kent Sport Physiotherapy Clinic, was part of a four-person relay team swimming across the English Channel on Friday 7 August .

The team – named ‘A Doctor, Teacher, Princess and Frog Go Swimming’ – began their challenge at 1.30am, leaving from Samphire Hoe beach and 11.32 hours later (to be ratified) arrived close to Le Gris Nez in France .

Vicky Annis swimming the Channel

Vicky describes how she has prepared for a trek of a lifetime during lockdown:  ‘Most of my swimming preparation has been completed at Tankerton and Kingsdown with support from friends and family swimming with me and kayaking. It has been a welcome distraction from the difficulties in the world and every time you get to the shore, there are slightly different conditions which has made it so much fun; whether it is a calm day or windy with the waves and tide to contend with.’

She adds: ‘The English Channel is such a remarkable waterway with so many historical events and tales. Living in Kent, and having always been a swimmer, this challenge was one not to miss!’

During the Covid-19 pandemic, the Kent Sport Physiotherapy Clinic has been raising funds for the NHS Charities by offering free initial online consultations. Vicky chose charity for her relay channel swim and you can still show your support by donating via this JustGiving link.

A new online learning resource is now available for both new and returning students.

Available in Moodle, the Online Learning at Kent: A Guide to Successful Study Online module has been created by the University’s E-Learning team to help students get the very best out of online learning. The module has been designed as the student-focused companion to the staff module Digitally Enhanced Education – A Guide to Teaching Online which has been very well received.

Many of our students will be unfamiliar with online learning and may be anxious about how their modules will be delivered in the coming academic year. All current students will be familiar with Moodle and KentPlayer, but may wish to know what the online experience will be like and how these, and other, tools will be used to support online delivery.

The Online Learning at Kent module is designed to help with this transition and to enable all students to familiarise themselves with both the technologies that they will use as part of their studies and the types of online and interactive activities they are likely experience. More importantly, it will enable students to be able to do the right things to gain the most benefit from online learning.

The module is not solely focused on technology; there is an emphasis on digital accessibility and how students can engage with resources to suit their needs and use the available content their own way. The module highlights how to stay safe and work smart online, and features contributions from various parts of the University, including Student Support and Wellbeing, Information Services, Kent Union and the Library.

The transition to online is challenging for both staff and students and so it is hoped that, regardless of discipline or stage, this module will support all of our students so that they can be successful in their studies and make the most of this unique experience.

All students will see the Online Learning at Kent module in their modules list on Moodle 2020.

In the latest episode of the Nostalgia podcast series, Dr Chris Deacy, Head of the Department of Religious Studies, interviews Gaye Morris. Chris and Gaye collaborated about 15 years ago on a book called Theology and Film, and talk about their rationale in writing it and the relationship between the Christian and the secular world.

Gaye also shares some fascinating anecdotes, including a story about meeting The Terminator series’ Linda Hamilton on a plane and getting three autographs from Lauren Bacall at a European film festival.

Gaye also talks about the time she thought Santa was talking to her as a child, watching Elvis movies at the military base in Germany where her father was posted, being a “Beatlemaniac” and meeting ‘The Zombies’ in a hotel swimming pool.

She reveals why she left the Southern Baptists for Roman Catholicism and is now an ordained Unitarian Universalist, and also talks about working in Yorkshire, the relationship between nostalgia and gas-lighting, and why serendipity is her keyword.

The University was very sorry to hear of the death of Dr Ian Stone on Friday 10 July 2020.

Dr Stone was appointed Administrative Assistant in the Academic Division of the Registry in May 1978. He was then appointed Assistant Registrar in 1982 and by 1985 was Senior Assistant Registrar and Faculty Administrator for the Natural Sciences Faculty. In 1990 Dr Stone moved to the new Research Grants and Contracts Office, as Head, and worked there until he took early retirement in the mid-1990s.

Dr Stone then moved to the Isle of Man and, a scholar of polar studies, became Emeritus Associate of the Scott Polar Research Institute at the University of Cambridge, being editor of the journal Polar Record for over ten years and publishing more than 60 articles.

Many University colleagues have expressed their sadness at Dr Stone’s death and have looked back with happy memories at a greatly esteemed and entertaining colleague, a very supportive manager and someone who was always ready for a competitive game of squash.

Dr Jeremy Ovenden, former Director of Planning and Student Information, writes: ‘Ian was one of those real characters that you are privileged to come across in your working life. Always entertaining, he delighted his colleagues with his little eccentricities and headed up a happy and motivated office. Yet beneath that exterior was an intelligent, knowledgeable and caring individual and I was grateful for his guidance on many occasions. He will be missed.’

Dr Stone will be remembered with immense fondness. The University expresses its condolences to his family.

Kent Hospitality and Estates Cleaning teams are merging under one management structure within Kent Hospitality from 1 August 2020.

This one larger team will be providing cleaning services across the entirety of the Canterbury campus moving forward.

Gary Sayles, Executive Manager: Housekeeping, Kent Hospitality is pleased to make the announcement, stating: ‘Leveraging Estates Cleaning extensive knowledge and experience with Hospitality’s award-winning Housekeeping team will ensure a consistent delivery of cleaning standards across the Canterbury campus.

‘Having a continuity in frequencies and style of service across all teaching and office spaces will provide a footprint for a consistent customer-centric service. Kent Hospitality’s aim is to provide an exceptional customer service experience to our students, staff and visitors with an underlying philosophy of delivering with Pride, Passion and Professionalism.’

Kevin Stuckey, Director of Commercial Services added: ‘By combining the cleaning resources of the two departments we expect to, over time, achieve economies of scale and flexibilities in staff deployment.’

Any queries or requirements relating to cleaning on the Canterbury campus can be directed to Hospitality Enquiries.

The cleaning arrangements at the Medway campus, which are carried out by an outside contractor, will continue to be managed by Estates.

Most of us are becoming more familiar with virtual meetings on platforms such as M365 Teams. While it’s great to be able to continue to connect with colleagues in this way, lengthy remote meetings can be intense and some people find them more tiring than in-person discussions.

Our COPE Framework is designed to help you work remotely and includes some useful hints and tips on virtual meetings, including:

• Apply the same good practices as for face-to-face meetings – eg good agenda management and ensuring everyone can contribute.
• Try to minimise the number of meetings where participants ‘round the table’ simply report and update on what they’ve done since the group last met.
• To support staff wellbeing, it is strongly recommended to take a short break in any meeting lasting 60 minutes or more. We also recommend that no virtual meetings take place between 12.30 and 13.30 to ensure we all have time to eat!
• Agree whether you have cameras on or off as part of the ‘ground rules’ for the meeting. It’s preferable to switch your camera on when you’re speaking or asking a question.
• Recording a meeting could be helpful for those who could not attend, but only do this with the agreement of all participants.
• When chairing a remote meeting, allow for longer pauses and silence after asking a question or inviting contributions. This gives people time to think as well as switch their microphone/camera back on.
• Bear in mind two key principles for all meetings – remote or otherwise: BE RESPECTFUL of others’ time and contribution and BE PRESENT, focusing on the meeting rather than eg checking emails and completing other work.

You can find out more about adapting to our new ways of working in the updated COPE Framework.