November 17 /1

CONTENTS

WELCOME TO UCD ............................................................................................................................... 2

GETTING STARTED - USEFUL LINKS ................................................................................................. 3

ORIENTATION ‘TO DO’ CHECKLIST .................................................................................................... 4

PAYROLL ................................................................................................................................................ 5

EMPLOYEE SELF SERVICE.................................................................................................................. 8

BENEFITS FOR FACULTY AND STAFF ............................................................................................ 10

Pension & Conditions ........................................................................................................................ 10

Personal & Professional Development ............................................................................................. 11

Staff Supports ................................................................................................................................... 11

UCD SERVICES & FACILITIES............................................................................................................ 13

APPENDIX 1: LOCAL INDUCTION CHECKLIST ................................................................................. 20

APPENDIX 2: NEW TO IRELAND? SOME USEFUL LINKS ............................................................... 22

APPENDIX 3: USEFUL TELEPHONE NUMBERS ............................................................................... 23

November 17 /2

WELCOME TO UCD

Welcome to UCD and congratulations on your new role. I am delighted you have chosen to work with

UCD. With over 150 years of proud tradition UCD is the finest university in Ireland, playing a central

role in Ireland’s advancement as a dynamic and highly successful independent European state.

As a new member of staff we would like to do everything possible to assist you in your new role with

UCD and to ensure that your time with us is mutually rewarding. You are probably keen to get off to a

flying start and the aim of this welcome pack is to assist you in this.

Learning about the University, its people, systems and procedures is likely to be an incremental

process across the coming months and most will occur informally on the job. In addition, the

University offers a number of supports to assist you during this period:

1. Before you commence, UCD HR will provide a range of information which will enable you to

establish yourself quickly in the University.

2. On commencement, your School or Unit will provide the most important component of the

process, the local induction, to introduce you to your new colleagues, environment and

associated work practices. Your line manager will outline aspects of the probationary period

and the supports available.

3. UCD HR will facilitate you with a formal information session (UCD Orientation Programme)

where more general information on the University will be provided.

4. All of the above will be supported by more detailed information on the UCD HR website’s

orientation page.

You are encouraged to fully engage with these supports as a vital part of your familiarisation process.

If you find that there are aspects of working with UCD that have not been covered in these

programmes and would be a useful addition to our orientation site, please email us your comments to

staffdevelopment@ucd.ie

Professor Andrew J. Deeks President, UCD

November 17 /3

GETTING STARTED - USEFUL LINKS

President’s Office

UCD Strategy 2015-2020

UCD A-Z

About UCD

UCD HR

UCD HR New Staff & Faculty Orientation Information

UCD HR Orientation Programme

UCD HR Policies

UCD Payroll

UCD Community

UCD IT Services

UCD Equality & Diversity

UCD Learning & Development

UCD Research Skills & Career Development

UCD Research & Innovation

UCD Teaching & Learning

UCD Faculty & Staff Learning & Development Online Booking

UCD SIRC (Safety, Insurance, Operational Risk & Compliance) Office

UCD Library

UCD Campus Map

Revenue Commissioners Guide – Starting Work & Tax

PPS Number: How to Apply

November 17 /4

ORIENTATION ‘TO DO’ CHECKLIST

➢ I have returned my fully signed contract as outlined in my offer letter.

➢ I have returned my Employee Set Up Form which accompanied my offer letter and contract

➢ I have received, to my personal email address a message from UCD IT Services with my UCD Personnel number and IT Account (Connect Account) activation instructions. The username/password you receive on activation will be your master log on for UCD services such as UCD Connect, calendar, email.

➢ I need to ensure UCD Payroll have been forwarded my Employee Set Up Form and tax details. Email payroll@ucd.ie with any queries.

➢ I have met with my manager (or designated colleague) to complete my Local Induction Checklist (Appendix I).

➢ I have returned my Local Induction Checklist (Appendix 1) to my local Administrator or designated person. In most schools this is the school manager, this can be clarified with your line manager.

➢ I have emailed staffdevelopment@ucd.ie to sign up for the UCD Orientation Programme. (I have informed my Head of School / Line Manager I am attending this programme).

➢ I have familiarised myself with my terms & conditions of employment and any relevant HR Policies

➢ I have contacted UCard Bureau to get my staff card, ext 8196, email ucard@ucd.ie

➢ I am a Post Doctorate Fellow Level I or II. I have contacted Research Skills & Career Development to make myself known and to get further information.

November 17 /5

PAYROLL

1. New Employees – First Employment in Ireland

• You must apply for a PPS Number (Personal Public Service Number) from the Dept. of Social Protection

• Until such time as a PPS Number is provided, tax will be calculated at the emergency rate of tax, however, any owed monies will be refunded to you.

• Upon receipt of your PPS Number – notify Payroll immediately and apply to the Revenue Commissioners for a Certificate of Tax Credits & Standard Rate Cut-Off Point. Applications must be made on line. For details see Revenue Tax Credits & Emergency Tax.

• Note UCD’s Employer Registered Number is 0079124M

What is a PPS number?

• A PPS number is a unique reference number for all dealings with the Public Service including social welfare, tax and health services. Go to the web site of the Department of Social Protection for information on where to apply for your PPS number:

• You must obtain your PPS number before applying for your Certificate of Tax Credits & Standard Rate Cut-off Point.

• See PPS Number: How to Apply for useful information

What is a Certificate of Tax Credits? • Your Tax Credit Certificate (TCC) lists your tax credits and reliefs for the current financial year

• (01 January – 31 December).

• See Revenue Commissioners Starting Work & Tax for useful information

2. New Employees and Re-joiners – Previous Employment within Ireland

• You must supply your PPS Number (Personal Public Service Number).

• You should also forward an original P45 to UCD Payroll.

• If you do not have a P45, you should contact the Revenue Commissioners and request that a

Certificate of Tax Credits & Standard Rate Cut-Off Point be issued to UCD on your behalf.

• You will be required to supply Revenue with your PPS Number and UCD’s Employer Registered

Number, which is 0079124M.

• If you are unable to provide a P45, you will be taxed at the Emergency Rate until such time as a new certificate is issued.

November 17 /6

3. How to get a PPS Number Proof of identity is a vitally important aspect of the registration procedure and must be established before a PPS Number is allocated. Documents presented may be held for authentication. The following are the prescribed documents to accompany a PPS Number application:

Irish National UK Citizens (my

include citizens of

Northern Ireland)

EU Nationals and Other

EEA Citizens (Includes

EU Nationals and citizens

of Iceland, Liechtenstein,

Norway plus Switzerland.

Non EEA National

1. Birth Certificate 1. Current Valid Passport or Birth Certificate

1. Passport or National Identity Card

1. Passport or Certificate of Registration with Department of Justice, Equality & Law Reform (Immigration Card)

and and and and

2. Valid

Photographic

Identification e.g.

Current valid

Driving Licence or

passport

2. Valid photographic identification e.g. Driving Licence

2. Evidence of address in Ireland

2. Evidence of address in Ireland

and

3. Evidence of

address in Ireland

The following are acceptable as proof of ID:

• Household utility bill

• Official letter/document

• Financial statement

• Property lease or tenancy agreement

• Verified employer’s letter The following are not acceptable as proof of ID:

• Baptismal Certificate

• Employment Identity cards or personal letters

• Photo-copies of certificates/documents

• Expired documents All documents must show the applicant’s name and address. Following successful registration, customers will be advised of their new number within 3-5 working days. This notification will be sent automatically to the address given on the application form. This letter is acceptable proof of your PPS number for transactions with specified bodies for public services e.g., Health, Education, Revenue, Employment, Driving License.

November 17 /7

4. How to get a Certificate of Tax Credits

When you have acquired your PPS number you can now apply for your Certificate of Tax Credits. If your employer does not receive from you either (i) Certificate of Tax Credits from the tax office or (ii) Form P45 (parts 2 and 3) he/she is obliged to deduct tax on the emergency basis when paying your wages. Under the emergency basis, a temporary tax credit is given to you for the first month of employment but tax deductions are increased progressively from the second month on. If commencing your first employment in the State then you must register online for a Tax Credit Certificate. See Inspector of Taxes Dublin General District 2 Section 658 85-93 Lower Mount Street Dublin 2 If you have worked in Ireland before but do not have a P45 / Tax Cert for the current year then please contact 1890 3334 25 (lo-call, recommended) You will need to provide:

• UCD’s Employer Registered Number 0079124 M

• UCD’s Unit Number 658

• Your PPS Number Revenue will issue two copies of the certificate. One copy will be issued to your home address and the other will go straight to the Payroll Office in the University. Once UCD has received your certificate the details will be applied for the next payroll run. It is very important that you obtain your certificate as quickly as possible to avoid emergency tax deductions. 5. Your Payslip UCD provides you with access to view and print your payslip online via the Employee Self Service facility on UCD Connect. See Online Payslip in the Employee Self Service section of this Booklet.

November 17 /8

EMPLOYEE SELF SERVICE

Employee Self Service (ESS) is a web-based service, which provides you with access to your personal details online. See Employee Self Service on the HR website for further information. 1. Log in to ESS:

• Step 1: Log in to UCD Connect using your username and password

• Step 2: Select Employee Self Service

• Step 2: Enter your UCD Connect username and password again. Click Sign In. If you experience difficulties please see the Trouble Shooting Guide on Employee Self Service Step 3: Once you have logged in, select the option you require.

2. ESS Options:

➢ Online Payslip

ESS provides you with access to your payslip online. This allows you to view/print your payslip online via a standard web browser.

Important: In order to allow access to your Online Payslip, the following information is required:

• Your PPS number

• Your bank account details

Therefore please ensure your Employee Set Up Form is completed in full and returned prior to commencement.

Please note, monthly payday is the last banking day of each month, other than in December of each year, where payments are made prior to the University closing for Christmas holidays.

To view payslip: Step 1: Click My Payroll Self Service Step 2: Click View My Payslip

➢ Online Pension Self Service

This option provides details of your expected benefits, scheme booklet and pensions calculator. Please see Pensions Self Service User Guide. The Online Pension Self Service is currently unavailable to members of the Single Public Service Pension Scheme, this may apply to staff members who joined UCD after 01 January 2013. A Scheme Booklet for this scheme is available on the Pensions page of the UCD HR website.

➢ Job Applications (eRecruitment)

Click My e-Recruitment Self Service

➢ Interview Board Packs (eRecruitment) Step 1: Click My e-Recruitment Self Service

November 17 /9

Step 2: Click My Competitions

➢ Annual Leave & Flexi Time Tracking (CoreTime) Click on My Time Self Service NOTE:

• If you have any queries or should you become locked out of ESS please contact hris@ucd.ie

• Security is critical. It is imperative that you keep your username and password confidential and secure and do not disclose this to anyone. As a security measure, ESS will automatically log you out of the system after 5 minutes of inactivity.

November 17 /10

BENEFITS FOR FACULTY AND STAFF

An outline of some of the many benefits currently provided by UCD, see Benefits for Faculty & Staff for more information.

PENSION & CONDITIONS

1. Pension Scheme Details regarding the pension scheme and your benefits are available on the Pensions page of the UCD HR website and also on your online pension record through ESS. As a new employee, you may also be interested in transferring in pension benefits from a previous employer. Full details are available by going to Transferring Pension Benefits in the Pensions section of the UCD HR website. New Starter Pension seminars are run regularly by the UCD Pensions Office which provides an overview of the Pension Schemes and how they work. Details of the seminars are contained on the HR Learning & Development website or email staffdevelopment@ucd.ie with your enquiry. 2. Income Protection Plan The University has an Income Protection Plan which has been in operation for twenty years. The object of the Plan is to provide income in the event of permanent disability and to supplement any sick pay or retirement pension available from the University Pension Scheme and State Benefits. 3. Life Assurance Plan The Voluntary Life Assurance Plan is designed to provide an additional lump sum at the date of death for a staff member who dies before age 65, while employed by the University. All members of staff under 65 years of age are eligible. If the employee wishes to join the Plan they will be automatically covered without any form of medical evidence subject to joining within 31 days of entering employment of UCD or on the date you first became an eligible employee and can sign the declaration in Application Form A which can be found on the Life Assurance section of the HR website. If you do not join the Plan within 31 days of entering the employment of UCD and subsequently apply for membership, you will be asked to submit medical evidence as requested by the Assurer along with Application Form B. In order to join the Life Assurance Scheme please complete Application Form A or B, which can be found on the Life Assurance section of the HR website. 4. Annual Leave Generous holiday leave entitlements accrue to staff at UCD. Those specifically relating to you are listed in your Contract of Employment. See also Annual Leave Policy 5. Private Healthcare Insurance: The Private Health Insurance Policy allows UCD faculty and staff to join a group scheme with one of three private health insurance companies, depending on eligibility, and the University will facilitate payment through payroll. VHI Healthcare, Aviva Health and Laya Health offer a range of healthcare plans depending on individual requirements. Faculty and staff wishing to join any of the following group schemes should contact the relevant healthcare provider.

November 17 /11

PERSONAL & PROFESSIONAL DEVELOPMENT

1. UCD Learning & Development UCD Learning & Development comprises of nine different training providers from across the University with the common goal of supporting faculty and staff in their day to day activities, improving skills while also expanding areas of expertise. These programmes aim to provide holistic learning opportunities from IT to management skills to programmes that support wellbeing and change behaviour - physically, emotionally and psychologically. These programmes are free for University faculty and staff. 2. Research Careers Framework The UCD Researcher Careers Framework (RCF) establishes a structured and supportive skills and early career development model for Post-Doctoral Fellows at UCD. This provides a research careers structure with clear role definition, structured employment framework with a career path that is supported by clear contract management policy and consistent recruitment processes, and a Skills and Career Development (SCD) Framework and supporting policy. 3. Staff Fee Concessions Staff fee concessions allow faculty and staff to pursue a professional qualification in UCD that is relevant to their role. They are based on the applicant meeting the criteria for qualification and being of benefit to their overall professional development. Applications must be made in agreement with the Head of School/Unit. The Staff Fee Concessions Policy provides more detailed information on this scheme and the application process. 4. Conference Allowance The availability of a Conference Allowance Policy allows faculty and staff who meet certain criteria, to attend relevant conferences, training, and development opportunities. These should be linked to the faculty/staff member’s professional development and assist in building sustainable networks in the interests of the University. The Conference Allowance Policy provides further detailed information.

STAFF SUPPORTS 1. Employee Assistance Programme The Employee Assistance Programme (EAP) is a confidential support service provided by an external provider. It is available to all UCD faculty and staff, their family members, and retirees. It provides easy access to confidential counselling and information services dealing with a broad range of issues such as personal, work, financial or legal. If you wish to speak to a member of the EAP team, call free phone 1-800-201-346. 2. Work Life Balance The University aims to promote work life balance, which is why the University has a range of Worklife Balance – Flexible Working options available to staff and faculty.

November 17 /12

3. Travel Pass Scheme UCD offers commuter tickets to faculty and staff in the form of the Travel Pass Scheme and is on offer all year round. This tax effective scheme allows for the purchase of annual bus, rail and luas tickets through UCD with a saving of up to 52% of travel costs. Three and six month tickets are also available from private coach providers. The University bears the full upfront cost of the travel ticket(s) and faculty and staff pay back through salary deduction. 4. Cycle To Work Scheme UCD offers a Cycle to Work Scheme to faculty and staff to encourage more people to cycle to work. The scheme allows faculty and staff to purchase a bicycle and associated equipment tax free up to the value of €1,000 and is open to all on permanent, indefinite duration and fixed term contracts. Work-Life Balance policies: The University aims to promote work life balance, which is why the University has a range of Worklife Balance – Flexible Working options available to staff and faculty. 5. UCD Oakmount Crèche Details of the UCD crèche can be found on www.ucd.ie/creche. It should be noted that enrolment policies are not the responsibility of UCD HR and the crèche should be contacted directly for further information.

November 17 /13

UCD SERVICES & FACILITIES

Some of the services and facilities available within the University:

• UCD Connect

• Parking and Traffic Information

• Estate Services

• Sport Facilities & Woodland Walkways

• Banks

• Restaurants and Cafes

• Post Office

• Pharmacy

• Newsagents & Grocery Shops

• Book Shops

• Bike Shop

• Phone Directory

• CopiPrint

• UCD Maps

UCD Connect UCD Connect provides access to a wide range of University services and information. Accessed via the Internet, UCD Connect is always available whether you're on or off campus. To access UCD Connect launch a web browser, go to www.ucd.ie and select UCD Connect (top right corner). UCD username and password are required. Choose the service you want to access. Parking and Traffic Information All cars parked on the campus are required to park in one of the designated car parks or parking areas. Only cars registered on the UCD Parking Permit Service are allowed to park in permit parking car parks on campus. The UCD Parking Permit is an electronic permit utilising the car licence plate number. Permit holders are able to administer their own permit online by registering their nominated car. No physical permit is issued. Registered cars are allowed to park on a first come first served basis in permit car parks. For more information see the Guide to Parking on Campus (Belfield and Blackrock). Cars that do not have a UCD Parking Permit may park in the designated visitor parking areas subject to availability and payment of the appropriate fee. All cars are required to park in compliance with the UCD Car Parking Management Policy. Any car which is not parked in compliance with these rules is liable to be fined, clamped or towed and clamped. Traffic restrictions through campus are in operation Monday to Friday, 07.00–10:30 and 16:00–19:30 all year. This means you cannot drive straight through the campus when these restrictions are in place. See Campus Commuting Guide for full details

Gates Opening Times (see the Estates Services website for updated information):

Stillorgan Dual Carriageway 24 hours

Clonskeagh (Mon – Sun) 7.00 – 00.00

Roebuck Castle 24 hours (Pedestrian route)

Owenstown (Mon – Sat) 7.00 – 00.00

Merville House 7.00 – 00.00

Greenfield Park 24 hours (Pedestrian route)

Richview (Mon-Fri) 7.00 – 00.00 (Sat) 7.00 – 18.00

Roebuck Wicket Gate 7.00 – 16.00 (Pedestrian route)

November 17 /14

Estate Services Estate Services are responsible for the entire infrastructure of the UCD campus. Listed are some useful contact details:

General Enquiries 1111 estates@ucd.ie

Emergency Services 7999 estates@ucd.ie

Maintenance 1111 maintenance@ucd.ie

Telephone Services 1800 telephone.services@ucd.ie

Postal Services 3270 mailroom@ucd.ie

Room Bookings 8632 Room.allocations@ucd.ie

Banks Allied Irish Bank (AIB) is located on the UCD Belfield campus in the car park beside the Tierney Building. Opening Hours are Mon–Fri: 10am to 4pm and Thurs 10am to 5pm. Bank of Ireland is located across the road from the main (N11) entrance to the campus. Opening hours are Mon-Tues-Fri: 10am to 4pm, Wed: 10:30am to 4pm, and Thurs: 10am to 5pm. Banklink ATMs are located at the following points: •

• at the entrance to the both branches

• at the entrance to the main restaurant•

• beside the ground floor entrance to the Library building•

• at the rear of the Student Centre•

• at the AIB Clonskeagh branch•

• opposite the laundry room, Blackrock campus Sports Facilities & Woodland Walkway UCD offers a very comprehensive range of sports facilities that are available to faculty and staff, including a brand new UCD Sports and Fitness health club with Dublin Southsides's first ever 50 metre Olympic swimming pool. UCD Sport also offer fitness classes, sports camps for children, sports clubs and a range of UCD Get in Gear exercise programmes UCD is known for its parkland setting and mature landscaping. Over 8km of woodland paths have been created and a series of walks developed to open up the beautiful 133 hectare campus to a wider community. There are five woodland walks of varying lengths with each having its own unique characteristics, and an additional three lakes walk. Restaurants/Cafes There is a wide variety of restaurants and cafes on campus that faculty and staff can choose from, whether it is just for a coffee, a sandwich, a snack, or a full meal Post Office The UCD Post Office offers a wide range of services, and can be found in the Gerard Manley Hopkins Centre behind the main staircase. The opening hours during term time are Monday - Friday: 9.30am-1.00pm and 2.15pm-5.30pm

November 17 /15

November 17 /16

Pharmacy The Pharmacy is located on the ground floor of the Student Centre, Tel: 01 7163840 Newsagent/Grocery Shops There are well-stocked shops, run by the Students' Union, in the Student Centre, Library Building, and Engineering Building. These shops sell stationery, food, confectionery, newspapers, etc. There is a supermarket beside Merville residences. The UCD College Collection Gift Shop is located in the UCD Restaurant building. Bookshops The Campus Bookshop, located on the concourse of the James Joyce Library building, sells a wide variety of books including prescribed textbooks. A special order service is also available. The Education Office of the Students' Union is responsible for the running of the Second-hand Bookshop. The bookshop is located on the ground floor of the Student Centre building. Bike Shop The Belfield Bike Shop, situated at Belfield House, sells new and second-hand bicycles, cycling accessories and offers a bicycle repair service. Bicycles are also available for hire Tel: 01 716 1697 Phone Directory Contact numbers for staff can be found on the UCD Website under the Staff Directory link Copi-Print Copi-print offer a printing and photocopying service with offices throughout the Belfield campus

November 17 /17

Belfield Campus Map

November 17 /18

November 17 /19

Blackrock Campus Location

November 17 /20

APPENDIX 1: LOCAL INDUCTION CHECKLIST

(To be completed on arrival with your Head of School/line manager)

My Personnel Number:

My work phone Number:

My work email address:

The “Local Induction” is the most important part of the orientation process and this checklist is designed with your integration in mind.

It is recommended that the following points should be covered during your discussion with your Head of School/Unit (or designated colleague) on arrival. A basic level of information around the role and functions of the School / Unit must be provided on commencement.

School / Unit information

Introductions to colleagues and tour of the School/Unit. IT set up and passwords. Contact details for colleagues and School/Unit. Details of “local arrangements” regarding holidays and working hours. Who to contact when absent or sick. Please also view the sick leave policy,

http://www.ucd.ie/hr/t4cms/Managing_Attendance_and_Sick_Leave_Policy.pdf Location of service areas. Dress codes (if applicable). Location of stationary supplies and procedures for ordering Location of photocopiers / scanners / fax machines / printers / phones / post Details on access to buildings and swipe cards (if applicable). Parking facilities (see General Information section for more additional information) Information on designated support colleagues (See policy on Dignity & Respect contained in

the Policies section of the HR website http://www.ucd.ie/hr/policies/#d.en.31151 )

Job Information

Outline probation review date and important milestones and targets I need to be aware of. Overview of UCD strategy and how it applies to the school/unit Overview of the School / Unit strategy and how it applies to my work. Details of the specific duties assigned to me and expectations. Reporting and communication lines in the School / Unit. Overview of the responsibilities assigned to others in the School / Unit. Organisation charts for my area. General information on projects and committees within my School / Unit. Outline of my immediate work plan. To access any Learning & Development offerings, please look at the UCD Learning &

Development website www.ucd.ie/learninganddevelopment. Please note you must consult with your manager prior to booking on to any of these courses. If you have any queries, please email staffdevelopment@ucd.ie

For Post-Doctoral Research Fellows Levels I & II access to learning and development can be found through Research Skills & Career Development on; www.ucd.ie/researchcareers/.

November 17 /21

Health and Safety Information

Details of fire exits and emergency procedures Location of First Aid Kit and who to report accidents to Location of fire extinguishers Name of fire marshal Details of hazardous materials on site (if applicable) Copy of local safety statement or UCD Parent Safety Statement,

Teaching and Research (if applicable)

Details on current teaching and research in my area. Information on:

- Banner Gradebook support and training.

- Blackboard virtual learning environment.

- Modularisation.

- Timetabling.

- Research Management System.

- Business Objects.

- Guidelines on lecturing.

- Exam process.

- Setting up graduate students.

- Grant applications – who signs off on what?

- Development opportunities and supports within the University. Information available at: www.ucd.ie/learninganddevelopment and www.ucd.ie/researchcareers/.

Signature of new staff member:+-

Name:

Date:

November 17 /22

APPENDIX 2: NEW TO IRELAND? SOME USEFUL LINKS

The following links may be useful for staff and faculty who are moving, or are new, to Ireland. See

also the Payroll Information chapter of this Booklet.

Department of Social Protection

PPS Number: How to Apply

Revenue Commissioners

Revenue Commissioners Guide – Starting Work & Tax

Citizens Advice Bureau – Moving to Ireland

UCD Employee Assistance Programme

November 17 /23

APPENDIX 3: USEFUL TELEPHONE NUMBERS

Name/Area Number

UCD 01 716 7777

UCD Emergency (01) 716 7999

UCD Duty Manager (01) 716 7666

UCD SIRC (Safety, Insurance, Operational Risk & Compliance) Office (01) 716-8768/ (01) 716-8770

UCD HR (01) 716 4900

UCD HR Learning and Development (01) 716 4919

UCD IT Services (01) 715 2700

Notes: