Planning for our return to working on campus

The Government recently announced changes to its “work at home if you can” guidance with effect from 1 August,  but for the majority of University staff this will mean no immediate change in where you are working.

Our Covid-19 Programme Board, led by Professor Christina Hughes, is continuing its detailed planning for our safe, phased return to campus.

Key principles of these plans are:

• We will put the safety of our people first
• We will only proceed once risk assessments have been agreed and necessary changes to workplaces have been made
• We will be open and inclusive, ensuring everyone is given confidence that they will be returning to a supportive environment

Staff who are eligible to return will contacted directly. You should not return to working from campus until you have been advised to do so by your line manager. Our initial priority will be those who need to undertake critical or essential work and those unable to work at home due to exceptional circumstances.

If you need to access the campus, for example to collect essential equipment, you can find out how to do this on the Estates website.

Working from home

Most staff will continue to work remotely for as long as it is practical, safe and realistic to do so. Our COPE Framework is designed to support you with this, including tips on identifying ways of working remotely that best suit you. You will find the COPE framework, together with guidance on how to set up a work station, help using Kent IT services remotely and support with mental health on our updated Covid-19 staff webpages.

Wherever you are based, the University has committed that no member of staff is subjected to detrimental treatment in relation to their employment as a result of the impact of Covid-19. You can find out more in our Covid policy statement for staff.

Staff webchats

Latest information on the Covid-19 Programme Board’s plans is being shared via a series of staff webchats. Two webchats took place last week – the first on Opening Our Campus outlined the different workstreams to ensure our campuses are safe and ready to welcome back staff and students, while the other on Student Experience gave an overview of plans for student experience this autumn, in line with Covid-19 guidance and regulations.

You can listen to recordings of both webchats here:

• Opening Our Campus: https://bit.ly/32DQuui
• Student Experience: https://bit.ly/3ho3HM8

A webchat on Student Recruitment and Clearing takes place on Wednesday (22 July) from 10.00-11.30. To sign-up, click on this Microsoft Forms link.

Find out more

Further information on plans for our return to campus, as well as working from home, health and wellbeing, annual leave and pay, is available on our regularly updated Covid-19 staff webpages.

You can also find out latest information for students on our Covid-19 student webpages, which include detailed FAQs.

Additions to Kent’s ‘family friendly’ policies have been announced by the Athena SWAN team.

The policies, which have been approved by our Executive Group and Joint Staff Negotiating and Consultation Committee (JSNCC) now include:

• additional leave and pay for parents of premature babies
• special leave for fertility treatment now available from day one of employment
• colleagues leaving the University within three months of their maternity leave ending will not be asked to pay back any contractual maternity pay.

The new policies are based on ideas and feedback gathered at focus groups, forums and Athena SWAN events. The full ‘wish list’ was quite long so our Athena SWAN team took a pragmatic approach and focused on enhancements that would deliver the most impact for those affected within a manageable cost to the University.

Further details are available in the Family Friendly Policies proposal reviewed by JSNCC. 

About Athena SWAN

The University has joined and is committed to the principles of the Athena SWAN charter, which recognises and celebrates good practices in higher education and research institutions towards the advancement of gender equality.

The charter, which was launched in June 2005, was first implemented to advance representation of women in science, technology, engineering, medicine and mathematics (STEMM). The charter was expanded in 2015 to also include arts, humanities, social science, business and law (AHSSBL) disciplines as well as professional and support roles, and for trans staff and students.

All our academic schools at Kent have engaged with the Athena SWAN Charter and between them hold nine Athena SWAN Bronze awards and one Silver award. The University also holds a Bronze award at institutional level.

To find out more, see our Athena SWAN webpages.

Skype for Business will stop working at Kent from Monday 27 July when it will be decommissioned. Microsoft Teams replaces Skype for Business as our virtual meetings and chat tool.

Installing Teams and disabling Skype for Business (S4B)

• If you’re not already using Teams, we recommend you install Teams before 27 July so that you’re already familiar with it
• Switching off S4B: on Staff Managed Desktops, it will be disabled automatically on 27 July. Advice for disabling it on other devices

External contacts

If you use Skype for Business with outside contacts, please do the following by 27 July:

• Move their contact details into Outlook: this will make them available within Teams and Outlook
• Install Teams so that any external messages sent to you via Skype for Business can be routed to you in Teams.
• Make sure you’ve set up alternative contact methods (such as Teams) before the switch off

If you have any issues working with external contacts in Teams after Monday 27 July, please tell us. Email helpdesk@kent.ac.uk and include the email address of the person you’re trying to connect with.

Tier 4 interviews unaffected

Skype (Skype.com) will still work for Tier 4 interviews.
Why this is happening
To address some technical issues related to running both Skype for Business and Teams side by side.

Help and support
If you have any questions about Teams or any of the Microsoft 365 tools:

• Join a drop in session (via Teams): Wednesdays 10.00-11.00: weekly drop in
• Use our Microsoft 365 guides and Microsoft 365 FAQs

Contact us via online chat, call 01227 82 4888 or email helpdesk@kent.ac.uk

Professor George Saridakis from the Kent Business School is leading three special issues related to the Covid-19 pandemic in prestigious academic journals.

Researchers are encouraged to submit papers with strong theoretical and/or empirical focus for consideration for publication in Information Technology & People, International Journal of Entrepreneurial Behavior & Research and Sustainability.

The titles of the special issue calls are:

• Work from Home (WFH), Employee Productivity and Wellbeing: Lessons from COVID-19 and Future Implications
• The effect of COVID-19 on the performance of Ethnic-minority firms in the UK and worldwide
• Sustainable Management of Agri-Food under COVID-19

Professor Saridakis said: ‘It is a great pleasure to contribute to the Covid-19 research by co-editing three special issues with distinguished colleagues on these timely themes at some of the leading academic journals in this field.

‘The special issues aim to answer some important questions in each of the above Covid-19 related themes. With answers, we can shape policies that are more effective and, can improve personal and societal wellbeing.’

For more information on the Special Issues, prospective authors can contact Professor George Saridakis directly.

The Templeman Library on Canterbury campus is opening on Wednesday 15 July for a limited service, in line with government guidance.

The safety and wellbeing of staff and students remains the highest priority and only restricted numbers are allowed into the Library at this time. Our aim is to ensure that those people most in need are able to access the Library, including postgraduates and those studying for August exams/assessments.

Staff should only be returning to campus after being told it is safe to return to their working area and following agreement/arrangement with their line manager. If you need a resource, please consider looking for an e-resource in the first instance using LibrarySearch Digital.

Within the Library, new safety measures include enhanced cleaning, hand sanitisation stations at entrances, social distancing measures and a 72-hour quarantine for returned books.

You can find out more about what’s changed and services available on the latest Library and IT News blog.

The Drill Hall Library on Medway campus has also re-opened, from 11.00-15.00, Monday to Friday. Go to the Drill Hall website for further information about services available.

Other campus facilities

For staff already working on the Canterbury campus and others preparing to return, the Rutherford Dining Hall will be open throughout the summer from 12.00-18.00, Monday to Sunday.

All staff have been given access to Rutherford College via their KentOne card (staff ID card). The Wok bar is open daily and other special menu items include all-day brunch, chicken katsu, roast dinner, fresh salad and vegetable options. Currently, only card/contactless payment is accepted and it is a takeaway service.

The main Kent Union Plaza Co-op store remains open, but with reduced hours:

• Monday to Friday: 08.00–19.00
• Saturday: 09.00–18.00
• Sunday: 12.00–18.00

The Park Wood Co-Op is closed until further notice.

Find out more

For latest updates on plans for our return to campus, see the staff coronavirus webpages.

Why and when did you first become interested in philanthropy/fundraising?

My interest began as a small child, appearing in amateur shows/ performances, washing cars and running races to raise funds for those less fortunate than ourselves. My brother and I were always taught to play our part and make the world a better place.

Throughout my previous career in the NHS, working for a global advertising agency and then academia, I have spent many hours seeking funding for different projects so finding myself working as a fundraiser in a professional and voluntary capacity was no surprise.

How have you developed that interest at Kent?

I joined the Development Office in 2009 and led the Kent Law Campaign, which built the £5 million Wigoder Law Building, a new home for the Kent Law Clinic and the Law School’s Mooting Programme using the impressive Kennedy Wong Moot Court.

As an extrovert and a passionate change-maker, I have always been serious about solving challenges and inequalities. I hope that I am still doing this today by raising funds for the Kent and Medway Medical School, which is a project I care about passionately.

What does your new role as Head of Major Campaigns involve?

I currently lead Kent’s work, through a cross-institutional fundraising campaign with Canterbury Christ Church University, to engage alumni and supporters with the new Kent and Medway Medical School. The key to this has been establishing and working with a Campaign Board of influential individuals in the county, who are invaluable in supporting our fundraising campaign.

My new role means that I will play a leading part in shaping the University’s future major campaign activity. This includes an ambitious campaign ‘A World of Opportunity’, to grow an integrated fundraising programme and increase volunteering hours to help deliver Kent’s long-term strategy.

What are your future career aspirations?

I want to see Kent become a high performing fundraising university, with a regional and global community of ambassadors, volunteers and donors supporting us to deliver our biggest long-term ambitions. The first part of this will be the successful completion of the £30 million campaign for the Kent and Medway Medical School, which will see the School open and the region benefit from better healthcare provision.

Philanthropy changes lives for both those that give and those that receive. Just knowing that I may have played a small part in facilitating that connection fills my heart.

How has Covid-19 affected your immediate/short-term planning?

During Covid-19, the Kent and Medway Medical School ‘case for support’ for more doctors in the region has never been more important. We are continuing to see huge generosity, and are able to demonstrate the positive impact philanthropic support can make. We are very clear about the contribution the medical school will make to society, not only now but post Covid-19. For Kent and Medway, the Medical School is a game-changer.

Since lockdown, like many others, the fundraising team are working remotely, yet very successfully. Great fundraising is based on relationships encompassing engagement, connectivity and stewardship. From a practical point of view, we have found positive ways of connecting with our donors via video calls, emails and telephone. We have moved all our activities online and are continuing to develop creative ways of bringing people together. We are, however, mindful and sensitive to the fact that the economic situation is tough and will be for quite some time.

Outside work, and out of lockdown, what do you enjoy doing?

I am generally an outdoors person and enjoy sailing and a game of golf or tennis. I also enjoy the theatre, gardening, singing, playing the piano, and spending time with family and friends.

I am Chair of Porchlight, Kent’s largest charity for homeless and vulnerable people, which supports all those who have nowhere to go and no one to turn to. It is a huge privilege to be involved with this charity, which raises £1 million of its £12 million annual budget through charitable giving. We have had a lot to grapple with through Covid-19 and we’re emerging stronger.

What’s the best piece of advice you’ve ever been given?

“Don’t ever stop learning and growing as a person.”

The University is to launch a series of Staff Webchats to share plans for our return to campus and the new academic year.

Each webchat will feature a panel of senior staff who will share information via a short briefing and then answer questions from colleagues. The webchats include:

• Opening our Campus – Tuesday 14 July, 11.00-12.30 – chaired by Christina Hughes, Chair of the Covid-19 Programme Board. You can sign-up via Microsoft 355 Forms
• Student Experience – Wednesday 15 July, 11.00-12.30 – covering Autumn 2020 arrivals, induction and the wider student experience. Sign-up via Microsoft Forms
• Student Recruitment and Clearing – Wednesday 22 July 10.00-11.30. Sign-up on Microsoft Forms

By using the sign-up form, you can submit questions in advance, which the panel can review and aim to answer in their briefings. Time permitting, there will also be an opportunity for a live Q&A at the end of each webchat.

Space at the webchats is limited so we would recommend nominating one or two colleagues from each team to attend the webchat live. Each webchat will be recorded and the recording made available to all staff.

Find out more

Further information on plans for our return to campus is available on our updated Covid-19 webpages for staff.

The University has underlined its commitment to supporting the career development of our researchers.

Professor Karen Cox, our Vice-Chancellor and President, has written a letter of commitment to the Researcher Development Concordat

The letter of 24 June 2020 reads:

‘As part of our current reorganization, the University has agreed that our Graduate School will become the Graduate and Researcher College (GRC) from the start of academic year 2020. The new GRC will have an expanded remit to support postgraduate students and now also staff across the whole academic career span, including but not exclusively our Early Career Research Staff. The GRC brings together expertise from five support services across the University to provide holistic researcher support across all career stages. It will be central to planning and progressing our commitment to developing our research staff, working across the University with colleagues, Divisions and departments to ensure that the tenets of the Concordat are fulfilled.

‘The University of Kent fully supports the Principles of this revised Concordat and we intend to uphold our obligations and responsibilities as a signatory.’

Professor Paul Allain, Dean of the Graduate and Researcher College, stated: “I am very pleased to have this confirmation of Kent’s commitment to all our researchers. At this difficult time, we need not only more support but also to support each other all the more.”

Read the full letter here. Find out more about the Concordat here.

The University is very sad to report the death of Gary Blundell who has worked at Kent for more than 30 years – most recently as an operator and service desk analyst in Information Services.

John Sotillo, Director of Information Services writes: ‘Gary joined us in July 1989 and has given almost 31 years of dedicated service to the department and University. Many colleagues across the University have benefited from his thoughtful and measured support and this was recognised on a number of occasions through the departmental award scheme and at a University long service award event in 2014.

‘Gary’s most impressive achievement has been the wonderful feedback from customers. Those he helped really appreciated his patience, care and sense of humour. He was always willing to ‘have a quick look’ no matter what the issue, and as a result always highly appreciated by those he helped. He was an asset to the University and will be sadly missed.’

Funeral arrangements

Gary’s funeral will take place at Barham Crematorium, on Monday 13 July at 14.40. You can view the ceremony via webcast on the day, and for up to seven days afterwards. The login/order ID is 38968 and the password is hxpewadp. Further information is available in these webcast instructions from Wesley Media.

Gary Blundell (centre front, in navy shirt) at his 25th long service celebration

I wanted to give you an update on how we will be approaching Confirmation and Clearing this year in light of Covid-19. We will need to do things a bit differently to mitigate working in a virtual environment and a Clearing that is going to be extremely competitive. For Kent to succeed in this year’s Clearing, we’re going to need a lot of help and support from everyone particularly around Clearing offer making teams and also staffing the Hotline.

For Confirmation, there is little change. However, we will be removing paper from the process and taking an Admissions-based approach with the aim of processing all students before A level awards day (13 August 2020). We will be working on a points-based tariff, whilst maintaining any grades that are mandatory. As in previous years, we will contact Schools about any student who falls outside the pre-agreed tariff.

Early Clearing will be managed by Central Admissions – based on previous year’s applications, this will be manageable and enables us to focus on the changes to systems and processes that are required for the main Clearing activity.

All hands-on deck

This year, we need to take an ‘all hands on-deck’ approach to Clearing. We are going to be delivering this virtually and that’s going to require us to make some adaptations. It’s also going to be extremely fast-paced and we need to process and offer quickly and efficiently.

We will be forming ten offer making teams which, in the main, will be based on the six new divisions with Schools staff and support from Central Admissions staff.

We need everyone to be able to make offers across a discrete range of courses – offer making training will be provided. In the main, this will see Schools making offers to their ‘own’ students. However, if they are not making offers to their ‘own’ students, they might need to support colleagues and make offers to courses within the wider portfolio. We only have a limited number of people and phones and can’t afford to have anyone waiting for specific applications rather than making offers – we need to respond as quickly as possible avoiding any bottle necks.

This year, UCAS has introduced ClearingPlus. We are still working though the detail of that, but it will require outbound calls to be made if/when we receive matches (applications).

We need your help

And we need more help. This year, we are unable to employ past and current students to be part of the Hotline Teams. We are currently around 30 people short of what we need to make this a success. Thursday 13 and Friday 14 August will be our busiest days and we’ll be taking calls and answering queries from 7.30am till 8.00pm. We’ll also be taking calls on Saturday 15 and Sunday 16 August and over the following two weeks.

If you’re able to help, particularly on the 13^th and 14^th, and you’re not already on a Clearing rota please get in touch with Laetitia Gullett: L.D.Gullett@kent.ac.uk. Full training will be given and, for anyone who hasn’t done it before, it is a really rewarding experience. You will have full support and supervisors are on hand to help at all times.

Thank you for all your help and support with Clearing. You might like to see the Clearing pages, which includes a link to this year’s campaign video. From 6 July, there will also be a link to the Clearing application form.

Simone Davies | Interim Director of Marketing