AIT staff handbook 2015

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Athlone Institute of Technology

STAFF HANDBOOK

PRESIDENT’S WELCOME

MESSAGE FROM THE HUMAN RESOURCES MANAGER

I would like to welcome you to this staff handbook, which has been produced by the Human Resources Department as a guide to the HR policies and procedures of the Institute. It is also an introduction to the organisation, as well as a valuable reference guide to the various departments in AIT and is a useful pointer to further information which can be accessed online.

We, in the Human Resources Department developed this handbook with a view to providing new and existing staff with an overview of the Institute in terms of HR policies and procedures. While we have endeavoured to include as much information as possible, the content is not exhaustive and therefore, should be read in conjunction with other materials available, which are referenced within this booklet. The handbook has also been designed in an electronic format in order to facilitate regular updating, and content will be added or amended, as appropriate, on an ongoing basis. In the event that updates are added employees will be notified by email. The electronic version can be accessed on the staff intranet under HR/Staff Handbook.

Athlone Institute of Technology is an organisation that survives and thrives on the strength of its human capital. The contribution that each member of staff makes to the achievement of AIT’s mission is immense. That includes everyone, from those who lecture and support our students, conduct research, ensure the efficient administration of this large organisation, maintain the appearance of our campus, and those who operate in external-facing roles.

Each staff member plays their part in this vibrant community.

The Institutes of Technology were established more than four decades ago to provide access to higher education expertise and resources on a regional basis. The staff community in Athlone since those pioneering days have made a major contribution to the region, a living legacy which each of us in turn are privileged to add to.

Finally, may I wish each member of staff every success in their own career and offer my hope that your time at the Institute is a rewarding and enriching experience.

Professor Ciarán Ó Catháin President

I hope you find this handbook both informative and helpful. If you require any further information or materials, please do not hesitate to contact us in the Human Resources Department.

Liam Brennan Human Resources’ Manager

BE

INFORMED

Table of Contents

1

Introduction 5

2

History and Structure 7

3

Services 11

4

Library 17

5

Employment Policies 21

6

Contract of Employment 25

7

Health & Safety 27

8

Departments 31

9

Benefits 37

10

Data Protection and FOI 39

11

Campus Map 41

Athlone Institute of Technology

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Staff Handbook

INTRODUCTION

1.1 Introduction This staff handbook has been prepared to introduce you to the Institute and to familiarise you with conditions, benefits and entitlements relating to your employment as employees of the Institute. Please read it carefully and keep it to hand for future reference. If you think it could be improved, we would welcome your thoughts. The information in the handbook should be seen as a broad guideline. The handbook is not and should not be regarded as a contract of employment. Further information is available from the Human Resources Department.

1.2 Mission Statement Athlone Institute of Technology will provide student-centred, career-focused education, training and applied research programmes for our diverse cohort of learners within a professional and supportive environment. We are fully committed to intensive engagement with regional business, enterprise and social communities while maintaining our global orientation.

1.3 Strategic Plan In September 2014, AIT published its new strategic plan (2014-2018), entitled “Global Focus – Regional Impact”. The plan sets out a new vision for the future development of the Institute, where it is determined to be a Technological University, one distinguished by an outstanding learner experience and an international focus. Its staff, teaching, applied research and innovation will all make a distinctive contribution, with a particular focus on the region.

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Staff Handbook

HISTORY AND STRUCTURE

2.1 History and Development of the Institute Athlone Institute of Technology is the sole higher education institution in the midlands. Established in 1970, it has expanded in size, scope and influence.

Situated on a 22 hectare modern campus, €115 million has been invested in facilities and infrastructure since 2000. New and enhanced facilities include the Engineering and Informatics Building, the Research Hub, Nursing and Health Science Building, in addition to our outdoor sporting facilities and the AIT International Arena.

AIT offers some 200 programmes on a full- and part-time basis ranging from higher certificate (Level 6) to PhD (Level 10) across the Faculties of Business and Hospitality, Engineering and Informatics, and Science and Health, and the Department of Lifelong Learning.

The current student population is 5,400 with ambitious targets to increase this number to 6,000 by 2018. Some 60% of full-time learners come from the five counties in the immediate hinterland of the Institute: Westmeath, Offaly, Galway, Longford and Roscommon. Eleven percent of the full-time population is drawn from across the EU and from countries such as China, Malaysia, Brazil, Saudi Arabia, Canada and India. This is one of the largest intakes of international students of any third level Institution in Ireland.

The Governing Body consists of a chairperson, appointed by the Minister for Education and Skill’s, the President of the Institute, and seventeen members representing members of the Institute (staff and students), the state, the local community and relevant businesses.

Membership of the Institute’s Governing Body and further details of the functions of the Governing Body are contained in the document.

2.5 Academic Council The Institute has a statutory Academic Council, ‘to assist in the planning, co-ordination, development and overseeing of the educational work of the Institute and to protect, maintain and develop the academic standards of the courses and the activities of the Institute’.

The Academic Council meets at least six times each year. A report on its decisions is sent to the Governing Body and a report is also circulated to all staff of the Institute. The Institute’s Academic Council has established a number of sub-committees to assist the academic council in the performance of its functions.

AIT is a research, innovation and enterprise-oriented Institution. It has three strategic research institutes in materials research (MRI), bioscience research (BRI) and software research (SRI), while further research clusters exist at school level. The research institutes have developed international collaborations with leading multinational companies and universities in Europe, Asia and the US, and have attracted significant, multi-million euro funding. AIT also hosts two Enterprise-Ireland funded Technology Gateways Applied Polymer Technology (APT) Ireland and COMAND (Connected Media Application Design and Delivery). The national entrepreneur development programme, New Frontiers, is delivered in the region by AIT in partnership with Maynooth University, and is funded and coordinated by Enterprise Ireland.

These are outlined as follows:

2.2 Authority to make own Award

2.7 Research, Innovation and Enterprise (R,I&E) Committee

The Institute now confers its own awards at all levels from Higher Certificate to PhD, subject to standards set and monitored by the Higher Education and Training Awards Council (HETAC) which was established by the Government in June 2001, under the Qualifications (Education and Training) Act, 1999.

The quality and standard of Irish awards are included in the National Qualifications Authority of Ireland, www.nqai.ie.

2.3 Structure The chief officer of the Institute is the President. The President leads the Institute with the Executive Management Team, which consist of the Deans of Faculties and Heads of Functions. The Governing Body is responsible for the management and control of the Institute’s affairs. Under the RTC Act, 1992, the Governing Body appoints an Academic Council to assist it in the planning, coordination, development and overseeing of the educational work of the Institute. Its functions are described later.

2.6 Academic Strategy and Quality (ASQ) Committee This committee has responsibility for identifying appropriate strategies and developments to facilitate the institute’s achievement of its academic development objectives; and advising on the policies, processes and procedures which impact on the academic standards of education and training which is provided, organised or procured by the institute.

The Departmental Committees and Course Boards have reporting responsibilities to this committee.

This committee has responsibility for the development of research, innovation and enterprise policies to facilitate the institute’s achievement of its strategic goals in this sphere. The School Research Committees and the Postgraduate Review Group have reporting responsibilities to this committee.

2.8 Student Learning Environment Committee This committee has responsibility for developing, reviewing and monitoring the range of academic, ICT and student support services provided by the institute, to ensure they are appropriate to facilitate the strategic goals of the institute in supporting lifelong learning provision (i.e. to include the facilities required to support adult and continuing education, part-time education, flexible learning, distance learning and e-learning).

2.4 Governing Body The Regional Technical Colleges Act, 1992 provides that the Institute shall have a Governing Body which ‘manages and controls the affairs of the Institute. It may from time to time appoint such and so many committees as it thinks proper to assist it in carrying out these functions’.

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2.9 Course Boards

2.11 Executive Management Team

Course Boards are sub-committees of Academic Council, established within each faculty to consider all matters affecting the operation and development of each individual course within the faculty. Course Boards are at the heart of the academic quality assurance system within the faculty/department, and can have an inter-departmental or inter-school representation of the staff involved with the course. Students are also represented on course boards.

The Executive Management Team (EMT) is led by the President and comprises:

Further information on the roles, responsibilities and membership of the academic council, its sub-committees, departmental committees and course boards is available on the institute’s intranet at: http://aitintranet.ait.ie/ orggov/acadcouncil/AcademicCommitteeStructure(postAC).doc or from the Quality Assurance (QA) Office. Details of the specific ex officio and nominated members are provided on the intranet at: http://aitintranet.ait.ie/orggov/ acadcouncil/AC+SubCommitteMembers.doc or from the Quality Assurance (QA) Office.

2.10 Quality Assurance The Institute’s Quality Assurance (QA) Office is responsible for co-ordinating and providing support to internal and external academic quality assurance activities. The Institute’s Academic Registrar has overall responsibility for QA matters. In order to assist in the achievement of its mission and vision for the future, the Institute has established procedures for quality improvement and quality assurance.

The Institute has been awarded a Certificate of Agreement of its procedures for quality assurance for the purpose of improving and further maintaining the quality of education and training at the Institute, from the Higher Education Training Awards Council (HETAC). This Certificate recognises that the academic systems and procedures of the Institute have been assessed by a top-level international panel of experts and have been proven to meet the highest international standards.

The Institute’s academic QA procedures operate at various levels. These processes are continually reviewed and updated in accordance with decisions by the Institute’s Academic Council, in accordance with the operational requirements of the Institute, while taking cognisance of the strictures advised by national agencies.

Quality is owned by and is the responsibility of everyone in the Institute and core quality issues are dispersed across a range of areas. The Institute’s academic, support, and administrative functions contribute to determining the quality of the overall student experience. The Institute has developed rigorous procedures to ensure that the quality of programmes is maintained and enhanced.

Procedures for obtaining student views on all aspects of course design and delivery are an integral part of the adopted approach to QA. Such feedback represents a valuable input to the planning and development of programmes.

The Quality Assurance Office also acts as Secretariat to the sub-committees of Academic Council and may be contacted to have an item included on the agenda for any of the sub-committee meetings.

Further information in relation to Quality Assurance within Athlone Institute of Technology can be had from the Quality Assurance Office Ext: 1879 or from the Office of the Academic Registrar.

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Vice President: Academic Affairs and Registry

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Vice President: Financial and Corporate Affairs

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Vice President: Strategic Planning and Institutional Performance

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Dean: Faculty of Business and Hospitality

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Dean: Faculty of Engineering and Informatics

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Dean: Faculty of Science and Health

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Dean: Research, Innovation anda Enterprise

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Communications and Marketing Manager

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Human Resources Manager

The EMT’s primary role is in the provision of leadership and is focused on strategic rather than operational issues. Its fundamental responsibilities are to: •

Develop, monitor and implement Institute Strategy

•

Ensure the effective management and organisation of the Institute.

The EMT normally meets bimonthly during the academic year.

Staff Handbook

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SERVICES

3.1 Staff Sports and Social Club The Sports and Social Club is an ideal vehicle for staff coming together in an informal context, making new friends and having a great time. In addition to the annual summer barbecue and Christmas party, the Sports and Social Club will be unveiling an extensive programme of activities such as paint-balling, hill walking, cycling, massage, make-up parties, as well as trips to the theatre.

There will also be a monthly raffle for members.

Membership of the Sports and Social Club costs €4 a month, with deductions made from salary. The application form to join can be accessed on the intranet. Further information may also be obtained from Brian Lynch, ext 2595 or brianlynch@ait.ie.

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At Java City you will find a full complement of specialty drinks to enjoy.

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The Engineering and Nursing canteen offers a wide range of light snacks, confectionery and hot and cold beverages. Fresh sandwiches and pastries are also available. Our homemade soup proves very popular with customers here.

3.4 Bank Bank of Ireland which currently holds the banking franchise for the Institute is open Monday to Friday from 10:00 to 16:00. Closed for Lunch from 12:30 to 13:30. The bank is located in the main building across from reception (Behind the ATMs).

3.2 AIT Campus Card The AIT Campus Card is issued to staff and students when they join the Institute. It is a multi-functional card that is used for numerous services on campus. Some examples are: restaurant, library, identification, printing, photocopying and access control. You can top up your AIT Campus Card at any point of sale (till), or online at http://campuscard.ait.ie

3.3 Restaurants There are five catering outlets spread across campus, ranging from Fairtrade Coffee/Tea Houses to an extensive Main Restaurant and Coffee Dock.

The AIT branch offers: •

ATM/Lodgement ATM service

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Current/Saving accounts & long term investment options

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Lending: students & personal loans, Mortgages & Business

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Insurance: Life/Home & Car insurance

If you would like to arrange an appointment outside of these hours please call (076) 6 240 272 or (090)6 475 796.

These outlets provide good variety, affordable options and something to suit all tastes. The focus is on providing a choice of healthy dishes, at affordable process, at locations across campus, from early morning until late evening.

•

AIT Campus Restaurant is ideally located in the centre of the Main Campus.

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The Coffee Dock provides a wide range of hot beverages, pastries, light snacks and fruit drinks. There is also a Sandwich Bar in the Coffee Dock, which, like the Campus Restaurant, provides a range of sandwiches, baps, bagels, subs and wraps, to meet all tastes.

Opening times for the catering outlets

Main Campus Coffee Dock Java City Engineering Building Café Nursing Building Cafe

Opens

Closes

Day

8.15am 8.15am 9.00am 8.30am 8.30am 8.30am 9.00am 8.30am 8.30am 8.30am 8.30am

9.00pm 6.00pm 3.00pm 3.30pm 2.00pm 5.00pm 4.00pm 4.45pm 3.45pm 4.00pm 1.00pm

Monday – Thursday Friday Saturday Monday – Thursday Friday Monday – Thursday Friday Monday – Thursday Friday Monday – Thursday Friday

Please note: All opening hours stated above are during term time. Outside term time, opening hours will vary to facilitate commercial opportunity.

All opening hours are subject to change, at any given time.

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3.5 Pastoral Care The Pastoral Care team is comprised of students and staff who work with the Chaplain to help create a supportive atmosphere where personal growth is facilitated. The pastoral care team deals with emergencies of all kinds at any hour, maintaining the total confidentiality of the service at all times. The team is also closely involved with international students.

The Chaplaincy Residence plays a vital part in the provision of the service.

Students are invited to drop in Sunday to Friday and an all-night emergency service is provided.

3.6 Counselling Services At the core of this service is the philosophy that education is about the development of the whole person – personally, socially and academically.

Counselling is provided free of charge to all fulltime students. In addition the Counselling Service runs a range of support seminars geared toward student needs.

AIT Student Counselling Service is staffed by Treasa Fox, Senior Counselling Psychologist and Helen Carberry, Counsellor in addition to a number of Associate Counsellors on a part-time basis. Students can make appointments by phone (090) 6 468 064, by contacting the receptionist in the Health Centre (090) 6 468 063 or emailing counsellor@ait.ie. The Counselling Offices are located in rooms C2367 (Treasa) and C2366 (Helen).

The service provides support and consultation for academic staff regarding students in difficulty, i.e. promoting awareness on the nature of student difficulties, appropriate referral procedures, advice regarding intervention/ crisis intervention, etc. If you have a concern regarding a student/students contact the Counsellor by phone (090) 6 468 064 or email tfox@ait.ie.

Please bear in mind that while the Counsellors are in a counselling session they do not answer the phone and a “Do not disturb” sign will be placed on the door: in extreme emergencies the Health Centre Receptionist/Nurse will know how to make contact.

3.6.1 Making a Referral to the Counselling Services Staff are not expected to provide counselling. If you think that a student may benefit from professional counselling you could make the recommendation in the following manner.

“This seems to be a problem which is affecting your well-being. I’d recommend talking to one of our counsellors. Do you think that would help?”

Make it clear that the recommendation represents your best judgement, based on what the student has told you. Except in emergencies leave open the option to accept or refuse counselling. If the student emphatically says “No” respect their decision but encourage them to think about it and make contact when they are ready. If you push the issue too far by insisting or being authoritarian you may close the door to future communication altogether.

If the student agrees to a referral move directly and decisively towards arranging an appointment. Provide the contact information to the student so that they can make their appointment or if they wish, make the appointment for them in their presence. If the student is ambivalent or unsure about seeking help often offering to make the appointment, making the phone call in their presence and leaving the student’s contact details if you can’t reach the Counsellor, can be very supportive.

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If you are uncertain about how to approach a student or have any questions relating to concerns about a student, please make contact with the Senior Counselling Psychologist, Treasa Fox, ext. 8064 or the Student Resource Centre Manager, Sarah La Cumbre ext. 8139.

3.6.2 Recognising Distressed Students (Non-crisis/ Non-emergency situation) Everyone experiences symptoms of distress at one time or another. However, if symptoms persist over time or are severe enough to impair their normal functioning, there may be a need for intervention. A list of indicators that students as stressed are available on Staff Intranet.

3.6.3 Recognising a Serious Mental Health Crisis (Emergency Situation) A crisis is a situation where a student’s usual coping style becomes severely overwhelmed. Dysfunctional emotional and behavioural responses escalate.

The person may become incoherent, disorientated, non-functional or attempt self-harm. A list of symptoms are available on Staff Intranet.

3.6.4 Actions Advised in Urgent/Emergency Situations Try not to act alone, if possible seek the assistance of another colleague. Then either you or your colleague can seek privacy to make the necessary contacts, while not leaving the student alone.

Immediately contact the Health Centre Receptionist (090 6468063), or Institute Nurse (087 9977437). This is the primary point of contact in an emergency. The receptionist/nurse will know the relevant people to contact, and how to contact them in emergency cases.

Give as much detail as you can such as name of student, reasons for concern, if you think the student will agree to attend the Health Centre/Counselling Service or if you feel someone needs to assist you in your location.

If the student leaves the location make a note of which direction they have taken.

If an urgent/emergency situation occurs outside of normal working hours contact Midoc (6pm to 8am), 1850 302702 Emergency services 999 or 112 and/or AIT Chaplain 087 2402514

Staff Handbook

3.7 Student Resource Centre The work of the Student Resource Centre is centred around student retention and facilitating the strategic and academic mission of the Institute. An essential element of this role is the support and promotion of a positive learning environment so that all students are assisted to achieve their full potential and are afforded equal access to learning. The SRC is one of the first ports of call for students seeking information and help on any aspect of Institute life. Staff should also see this department as a resource for them in supporting students who may be experiencing difficulties during their time in AIT. The Student Resource Centre Welcome Office is situated on the D corridor (Room D1114) just around the corner from main reception, and is open for general information Monday to Friday. Most of Student Resource Centre offices are located on the D corridor, with the exception of the Health Centre which is located in a prefab behind the main building and Counselling which operates out of C2367 and C2366 on the 2nd floor of the main building. Any of the staff of the Student Resource Centre will be happy to help you.

3.7.1 New Students Incoming first years are welcomed and led through a new student induction programme which provides key information on supports and services available to students, opportunities to meet other students, IT orientation, Students’ Union information on Clubs and Societies, and important briefing sessions from their faculty of study. These supports are continued throughout their time in the Institute with seminars and workshops tailored to student’s needs.

Amongst the range of supports provided is the Peer Assisted Study Support (PASS) programme which is a series of peer led study support sessions for first year students, led by trained student PASS leaders. PASS sessions are offered on some courses only and are timetabled accordingly. Please encourage your students to attend PASS as not only does it provide an additional learning outlet, it also provides an opportunity to meet fellow students

3.7.2 Students thinking of withdrawing Please ensure that you direct any student you encounter who may show signs of being unsettled or thinking of leaving college to talk with the Careers Officer, Denise Dolan or the Student Resource Centre Manager, Sarah La Cumbre. We will do all we can to help and support that student in continuing on at college or in helping them with their next steps.

3.7.3 Healthy Campus Initiative

The initiative is aimed at promoting student health and wellbeing in the following key areas • sexual health • positive mental health • healthy diet and lifestyles • responsible attitude to alcohol Staff members interested in getting involved are most welcome! Further information on the healthy campus initiative can be obtained by contacting Healthy Campus Coordinator, Ann Cooney (ext. 8122, acooney@ait.ie)

3.7.4 Tobacco-Free Campus Athlone Institute of Technology has become the first third level Institute in Ireland to completely ban tobacco products in its campus. This ban includes e-cigarettes. Further information can be found on the Intranet.

3.7.5 Access Office The work of the Access Office is centred around encouraging and supporting people from socio-economic and educationally disadvantaged groups in progressing to third level in the form of pre-entry and post-entry activities.

Pre-entry activities include an Access Course, Saturday Maths programme, summer camps and collaborative initiatives with external stakeholder groups.

In terms of post-entry support, this office administers the Student Assistance Fund which may provide financial assistance to qualifying students attending the Institute.

3.7.6 Careers Service The Careers Office provides a valuable range of services to students including one to one career coaching and advice, CV and interview preparation, career building seminars and workshops such as the Careers Bootcamp series, and employer presentations. Each year AIT hosts the largest Careers Fair outside of Dublin with employers and further study Institutions participating in an exhibition geared towards recruiting our graduates and informing them about career and study options.

The Careers Office also conducts an annual graduate survey which provides valuable information to Faculties and Departments regarding where our graduates go upon graduating.

3.7.7 Disability and Learning Support Service

In partnership with the Health Service Executive, Midland Area, the Institute operates a health promotion and positive health activation project called ‘Healthy Campus’. The objective of this initiative is to provide relevant information to students and staff, to motivate them to make healthy choices

The Institute aims to facilitate and support students with specific requirements relating to physical/learning/sensory and health related difficulties through the provision of special learning facilities and supports.

and to provide the opportunity for them to do so. Notices regarding Healthy Campus activities and initiatives will be sent via email, facebook and on digital screens throughout the college.

The disability support service is a confidential service where each student’s specific needs are assessed individually taking into consideration their particular course requirements. The service provides follow on supports for students accessing 3rd level through the DARE scheme (Disability Access Route to Education) and is involved with this programme at a national level.

Students with special needs are requested to make contact with the Disability and Learning Support Coordinator, Bernie Langtry ext. 8142, blangtry@ait.ie; the Counsellor; the Student Resource Centre Manager; or the relevant Head of Department as early as possible in the first term to ensure that appropriate support structures are put in place to meet specific needs.

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3.7.8 Technology

3.11 Conference Facilities

AIT takes great pride in leading the way in the sector with our Assistive Technology Centre (located on the D corridor) for students with disabilities or specific learning difficulties. The Student Resource Centre has also sponsored the development of an On-line Writing Skills Resource which supplements the work of our writing skills tutor. Additionally, AIT has invested in an interactive e-learning study skills tool, Skills 4 Study Campus, which focuses on the core study skills through a stimulating mix of activities, practice and reflection opportunities to help students learn, develop and accelerate their study skills.

The institute has a range of conference facilities including two lecture theatres with 200 and 250-seat capacity. The 250-seat theatre is fitted with state of the art audio-visual facilities. The institute has a large multipurpose hall, which can be used for exhibitions or very large conferences.

3.7.9 Tutor Support AIT continually invests in academic success, progression and retention of our students by employing highly qualified tutors to coach and support students through their studies on a no cost basis for the student. Support is provided to all undergraduate students in: maths programming, software engineering, accounting, finance, marketing, management, and economics, chemistry, physics, microbiology, biochemistry, ecotoxicology, analytical toxicology, quality control & experimental design, and writing skills.

3.8 Security The Institute does not accept responsibility for any loss or damage of personal property, whether or not such property is left in storage areas, or offices, provided by the Institute. In order to avoid such losses, staff should be vigilant at all times and not leave items of value on the premises.

In particular, staff members should •

report anyone acting suspiciously within the institute or on its grounds

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take normal precautions regarding personal safety both on and off the Institute grounds

•

report all incidents of theft or other irregularities

Catering Services are available for exhibitions and conferences run within the institute.

For further information contact Paul Coburn, Commercial Manager ext. 2527, pcoburn@ait.ie).

3.12 Post All post, both outgoing and incoming, is processed through the Institute’s Goods-In area.

Mail is collected by the appropriate faculty or function and is sorted into individual staff mail boxes located in the faculty or function offices.

A Post Box (for pre-stamped outgoing post) is located at the entrance to the Administration area (Block A). Post is collected from this post box daily Monday - Friday at 4.30 p.m.

Personal mail will not be posted from goods-in unless it has the correct postage affixed.

3.13 Print Room Limited photocopying facilities are available to staff within each faculty accessed using the Staff card.

Bulk photocopying should be processed through the Print Room ext. 1884, began@ait.ie. Adequate notice should be given for such copying, ideally a minimum of one week. Bulk photocopying requests must be processed using a copy request form and a valid pin number.

3.14 Parking AIT has approximately 1200 car parking spaces spread across the campus in various designated car parks. Car Parks are designated as

3.9 UsitNOW A usitNOW office which is managed by Mary Cooke is located within the main campus building at C1166, beside the main reception area and staff may obtain assistance with travel arrangements Monday to Friday 10:30 am 12:30 pm and 1:00 pm- 5:00 pm (during academic term only). Telephone 090 6 478 974 or Email mary.cooke@usit.ie

3.10 Meeting Rooms From time to time staff may require the use of a meeting room to accommodate various meetings, conferences, etc. Bookings for Institute rooms must be made through internal room bookings. Ext 1884. internalroombookings@ait.ie

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Staff

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Student

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Communal Staff/Student

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Reserved Car Park

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Paid Parking

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Disabled Parking Spaces

To park in AIT you must purchase an annual permit. The permit does not guarantee the vehicle owner a car parking space. Clamping is in operation across the campus.

Staff Handbook

For further information on parking, including: •

Parking Rules & Regulations

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Car Parks Map

•

Purchase a Permit

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Clamping Appeal Form

Go to http://www.ait.ie/aboutaitandathlone/parking/

3.15 Cleaning Services The Institute’s buildings are cleaned daily on a shift basis. If there is a problem with cleaning or you require additional cleaning in a particular area, for example, a special event please contact the Cleaning Supervisor on ext 2597. All staff and students are asked to help to maintain a clean campus by disposing of waste properly.

landlords and accommodation providers. Students can obtain this listing online or from the Students Union office.

The Students’ Union President for the Academic Year 2015 - 2016 is Mr Kevin Ronan Email: supres@ait.ie Mobile: 087 2 565 965 For more information please contact the Students’ Union Office located in the Students Union within the John McCormack Building beside the Multi Purpose Hall.

Web: www.aitsu.ie Email: aitsu@ait.ie Phone: 090 6 468 067

3.16 Students’ Union The Students’ Union provides support, advice and information on a wide variety of issues and represents students throughout the institute. There are three sabbatical officers elected by the student body each year as well as five part time officers made up of current students.

The three full time positions are as follows: •

President

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Deputy President for Education and Communications

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Vice President for Accommodation and Welfare

The Students’ Union is an organisation run by students to cater for students’ needs. Feel free to refer a student to the Students Union for help and advice throughout the year. The SU also provides registration service for local

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LIBRARY

Welcome to the AIT Library. Library staff, services and resources are here to assist you with your teaching, research and professional development needs.

Please do not hesitate to contact us with any queries that you have.

The Athlone Institute of Technology’s library spans the Institute’s two campuses with the principal library located in the Main (West) campus and the Nursing Library in the East campus. The library mission is to provide quality information and learning resources, and to meet the needs of learning, teaching, and research within the AIT and the local community with services of the highest quality.

There are approximately 300 reading spaces within the main library and four study rooms are available for booking by students/staff.

4.1 Resources The Library provides access to key resources and services to support teaching.

Visit the libraries in person to browse the print resources. Alternatively, the online library provides access 24/7 anywhere and anytime to the Library’s electronic services and resources. The collection includes books, journals and multi-media resources to support the Institute’s major teaching subjects: business, nursing, engineering, humanities, computer gaming, hotel and catering, IT, science, social care and tourism. The library collection consists of over 26,000 books (print and e-books). Also there are over 30,000 electronic journals and e-material searchable via the library’s website. 175 e-books are accessible via the library website & 219 DVDs available to borrow. The journal collection includes the top ranked journals such as Science, Harvard Business Review, Computers and Graphics, and many more.

Main Library General Queries

090 64 68210

Nursing Library East Campus

090 64 71822/71825

Email

library@ait.ie

The book stock is divided into 4 different areas:

Nursing Email

nursinglibrary@ait.ie

1. Reference cannot be borrowed

Library Website:

http://libmain.ait.ie/

2. General Lending - books in this section may be borrowed for one term

4.2 Bookstock

Library opening hours for staff and students during academic term are as follows:

3. Short Loan Collection - these books are clearly marked “Short Loan” and may be borrowed for 2 days only

Main Library

4. Desk Collection - this collection consists of material which is very heavily used or out of print material. Lecturers may request that certain material be placed on Desk Collection to facilitate their students.

Monday to Thursday :

9.15am -9:45pm

Friday

:

9.15am – 5.00pm

Saturday

:

9.15am -4.00pm

Nursing Library Monday to Thursday :

9.30am – 6.00pm

Friday

:

9.30am – 1.30pm

Saturday

:

Closed

During vacation Main Library Monday to Thursday :

9.15am – 5.00pm

Friday

Closed

:

All service desks open at 9.30 and close 15 minutes before the library is due to close.

4.3 Electronic Resources In this digital age, many of the library services are now provided online. For example, all the previous examination papers are accessible electronically.

Electronic/online databases are selected to cover the primary subjects taught in the Institute. Some Databases of interest include Business Source Complete, Emerald, Proquest ABI-Inform, ScienceDirect, Medline, Academic Source Complete and IEEE Xplore which supply full text access to scholarly material. Registered staff and students enjoy access to 31 online databases which contain over 30,000 electronic journals and e-material.

Some databases such as Biosis Previews or Toxnet are also available via a pay-per-search option. Searches on these databases are arranged with your specific Subject Librarian.

Online Databases may be accessed on campus or off Campus (by the use of a library PIN ID) through the ‘Databases’ shortcut on the library webpage http:// libmain.ait.ie.

4.4 Library Pin The library PIN can be self-assigned on the ‘Login’ tab’, (upper left of the library home page).

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4.5 Subject/Liaison Librarians

with your Subject/Liaison Librarian when updating your reading lists.

Each Faculty possesses their own dedicated Subject Librarians.

4.11 Inter-Library Loans

Name

Email Address

Faculty

Assumpta Byrne

abyrne@ait.ie

Engineering

Michael Doheny

mdoheny@ait.ie

Nursing and Science

Fiona Morrissey

fmorrissey@ait.ie

Nursing and Science

Una O’ Connor

uoconnor@ait.ie

Humanities & Business

The School Liaison/Subject Librarian works closely with the school to ensure a balanced and representative collection. The library policy is to provide customised ‘Point of Need’ library services including library information sessions in the classroom and online query services via email.

Material not held in the library can be obtained from other libraries using the Inter-Library Loans service. Click here to enter your interlibrary loan requests online via the library website. (Remember to enter your name, staff ID no & library PIN).

Staffs are entitled to 20 free interlibrary loans. Once they have exceeded their quota staff are requested to check with their Head of Department before ordering to ensure that their loans will be paid through the faculty’s budget.

Note: If you request an Inter-library loan from another Institute of Technology this will not count towards your quote.

4.6 Subject Guides

Inter-library loans are subject to Copyright Law, therefore, a Copyright Declaration form must be signed by the requestor on collection of the item.

Subject specific guides and resources are available through the library website. These guides are maintained by the subject librarians. Click into subject guides to access.

4.12 Current Awareness

4.7 Need help from the Library

It is possible to have journal alerts forwarded directly to you by email from the databases alerting you to new articles on your particular area of interest.

Ask your Subject Librarian for more details.

There are a number of ways to seek help in the library, •

Face to face (at the library desk for general queries and loans)

•

Via the ASK-A-LIBRARIAN service (email query service)

•

Online help via website at: http://libmain.ait.ie

•

Generic library training sessions which occur on a regular basis (check website for details) Information literacy tutorials at point of need (when Subject Librarian available).

•

4.8 Library Tailored Resources /Service for Staff One to one research Consultations (one hour normally) can be booked with your Subject Librarian. This session will show you how to get the most out of the library, what services we offer or demonstrations of specific library resources.

4.9 Borrowing Staff can borrow up to 12 items per term while Part-time staffs are entitled to borrow 8 books of rone month.

4.10 New Purchase Staff can submit suggestions for new library purchases in two ways; •

Via email to your subject Librarian.

•

Via the online link on the library website.

It can take 8-10 weeks for the entire ordering and receipt process. Consult 20

4.13 Further Information Name

Role

Email Address

Ext Number

Jo Corkery

Librarian

jcorkery@ait.ie

3031

Una O’Connor

Deputy Librarian

uoconnor@ait.ie

2593

Michael Doheny

Assistant Librarian

mdoheny@ait.ie

1825 /3030

Fiona Morrissey

Assistant Librarian

fmorrissey@ait.ie

1822/1811

Rosarii Dunne

Assistant Librarian

rdunne@ait.ie

1821

Assumpta Byrne

Systems Librarian

abyrne@ait.ie

2592

Staff Handbook

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Staff Handbook

EMPLOYMENT POLICIES

5.1 Introduction The Institute has developed many employment based policies. These policies are referenced in individual’s contracts of employment. All staff are issued with individual terms and conditions of employment. The information in this handbook is of a general nature and in no way varies the specific conditions set out in an individual’s contract on employment. If you have a query with regard to your conditions of employment you are advised to discuss these initially with your manager and/or the HR office.

5.7 Attendance at seminars/presenting programmes Where a staff member attends a seminar, etc, it is important that teaching/ other commitments are rescheduled and/or fully covered. Such absence must be fully authorised in advance by the head of department or function.

5.8 Absence

The Institute is obliged to maintain confidentiality in certain aspects of its work. It is the duty of all employees to observe such confidentiality. This restriction shall continue to apply after termination of an appointment.

Regular attendance and good time keeping are an essential art of the smooth and effective running of the Institute. The Institute must approve all authorised absences from work. Staff unable to attend work due to illness or for any other reason must contact his/her manager by no later than 10.00am on the morning of the first day of the absence. Further details on sickness related absences maybe found in the HR section of the Intranet.

5.3 Progression

5.9 Adoptive Leave

Information with regard to Progression is available from the Institutes Intranet.

An employee who is adopting a child shall be granted leave in accordance with the terms of the relevant legislation. Current legislative provisions allow an employee to avail of 24 weeks leave of absence with an option of an additional 16 weeks unpaid leave immediately following the period of adoptive leave.

5.2 Confidentiality

5.4 Selection Procedures The Institute policy in relation to recruitment and selection is to ensure that the best person, in terms of ability, experience, skills, potential and overall suitability is selected for a specified post. The Minister for Education & Skills sets down the procedures used in the Institute of technology.

5.5 Superannuation The majority of staff are covered under the Public Service Superannuation Schemes, which are defined benefit schemes and appropriate deductions are made from Salaries/Wages. Staff should contact the H.R Office, if they wish to discuss matters relating to Notional Services, any benefits which may become payable on retirement, early retirement and retirement on grounds of ill-health. Please refer to staff intranet for further information or contact hkerins@ait.ie Ext no 2572

5.10 Annual Leave – Non Academic Staff The annual leave year runs from January – December. Please refer to your contract of employment for details of your holiday entitlement. Where less than 12 months are worked in any year, annual leave entitlement is pro rata.

Staff must submit annual leave requests electronically using the Employee Self Service System. The maximum amount of annual leave which staff may be permitted to carry over from one year to the next is 5 days. Employees must apply for annual leave a minimum of one week in advance or earlier for long periods of leave. A medical certificate is required where a member of staff wishes to commence annual leave immediately following absence through ill health. On termination of employment with the Institute, a member of staff will be entitled to payment of annual leave not taken.

5.6 Retirement Staff who commenced service prior to April 2004, may retire at any time between 60 and 65 years of age. For staff appointed after that date the minimum retirement age is 65 years. Staff should contact the HR Department if they wish to discuss matters relating to early retirement on a cost neutral basis, retirement on grounds of ill-health or to obtain an estimate of any benefits which may become payable on retirement.

A course, Planning for Retirement, is available to staff prior to retirement or within 6 months of retirement date. This course is provided by the Retirement Planning Council in conjunction with the HR Department. Further details are available through the HR Department.

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5.11 Public and Bank Holidays

5.14 Force Majeure Leave

The holidays recognised by the Institute are:

A staff member is entitled to leave with pay from the Institute for urgent family reasons, owing to injury or illness of a child or adopted child of the staff member, the spouse of the staff member or a person with whom the staff member is living as husband or wife, a person to whom the staff member is in loco parentis, a brother or sister or a parent or godparent.

•

New Year’s Day

•

St Patrick’s Day

•

Good Friday

•

Easter Monday

•

First Monday in May

•

First Monday in June

•

First Monday in August

•

Last Monday in October

•

Christmas Day

•

St Stephens’s Day

The Institute will also close for a period of time at Christmas. This closure will be at the discretion of the Institute and will vary from year to year. Staff will be notified in advance of this regard.

Force majeure leave is paid leave and cannot be treated as part of any other leave to which the staff member is entitled. A staff member may not be absent on force majeure leave for more than 3 days in any 12 consecutive months, or 5 days in any 36 months. Further information can be found in HR section on the Intranet or by contacting hr@ait.ie

5.15 Jury Leave Employees who are required to serve as a member of a jury will be granted appropriate leave of absence. A copy of the Jury Notice should be submitted to the HR Office confirming the date of commencement of jury service.

Payment of salary will be made for the duration of a period of jury service.

If you are released from serving on a jury, you should return to work immediately. If practicable, you should return to work after court is finished on each day.

5.12 Career break Permanent staff are eligible to apply for a career break on completion of their probationary period. A career break is for a specified period (calendar date to calendar date) of not less than one year. Career Break leave is unpaid. It is not pensionable nor does it count for incremental purposes.

Other than in exceptional circumstances staff on a career break may not return before the end date of the specified period. The Institute must receive notification of intention to return one month prior to the intended date of return, or, alternatively, a request to extend the career break (up to a total of five years), should be submitted.

Applications for a Career Break should be agreed with one’s relevant manager before being forwarded to the HR department for considerations.

5.13 Compassionate Leave Compassionate Leave may be granted to provide staff with time away from work at a time of personal or family need, especially when there is a death or critical illness in the family. Leave with pay will be available in such circumstances. Further information is available in the HR section of the Intranet, or contact the HR department on hr@ait.ie

5.16 Marriage/Civil Partnership Leave Staff may be granted seven consecutive days (inclusive of a maximum five paid working days) leave of absence from the date of Marriage/civil Partnership. Applications for such leave should be made via ESS 3 months in advance of leave to the HR Department.

5.17 Maternity Leave In accordance with current legislative provisions the Institute’s maternity leave policy allows an employee to avail of 26 weeks paid leave of absence.

In addition, an employee may, on application, be allowed 16 weeks unpaid leave immediately following the period of paid maternity leave.

An application to avail of maternity leave should include a certificate confirming pregnancy and stating the expected week of confinement. The certificate must be submitted at least 4 weeks before the intended maternity leave commences.

Further information contact HR department hr@ait.ie

5.18 Parental Leave Parental leave shall be granted to employees who satisfy the requirements laid down in law subject to a maximum of 18 weeks leave. This leave will be unpaid and subject to agreement by the Institute may be taken in a broken or continuous form.

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Staff Handbook

5.19 Paternity Leave Fathers are entitled to 3 days special leave with pay in respect of the birth of their child. This leave may be taken at the time of the birth or up to 4 weeks after the birth.

5.20 Sick Leave The Institute operates a sick leave scheme for staff. Details and entitlements of the scheme can be found on the HR section of the Intranet.

5.21 Work Share A Work Share policy exists within the Institute for non-academic staff. Further details on this policy, and the application procedure, are available from the HR section on the intranet.

5.22 Unpaid leave policy (non-academic staff) Information with regard to unpaid leave are avalibe from the HR section on the intranet.

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Staff Handbook

CONTRACT OF EMPLOYMENT

Contracts of employment are issued to all members of staff. These set out the terms of conditions of yours employment. You will receive two copies of your contracts both which must be signed by you and returned to the HR department who in turn will have the relevant authorised signature added and a signed copy returned to you. It is important that you are aware that you cannot receive payment or continue in employment unless you return your signed contract of employment. If you have not received a contract please contact the HR Office. To resign from your employment within the Institute, you should notify your head of department/manager formally in writing as well as holding a discussion with him/her. A letter of resignation should also be sent to the HR Office. Notice period may vary depending on the specific nature of the job and your individual terms and conditions of employment and you should check your contract of employment in this regard. The Minimum Notice and Terms of Employment Act 1973-1991 will apply in all cases except in the cases of employees normally expected to work less than 8 hours per week, and employees with less than 13 week’s continuous service with the Institute. An exit interview will be completed on the last day of employment with the Institute.

6.2 Payroll Information

6.1 Probation Periods

Weekly-paid staff may receive payment in advance before going on holiday.

To avail of this arrangement staff are required to request payment in advance when applying for annual leave. To ensure that all such requests are processed on time, staff are asked to email their requests to payroll (payroll@ ait.ie) and HR Department (hr@ait.ie) at least 2 weeks before the week in which their holidays are due to commence.

A probation period will apply as per your contract of employment. It ensures that there is ample opportunity for: -

the Institute to assess the performance of the member of staff in the job;

-

the member of staff to fully understand his/her role and responsibilities within the Institute.

Either party may terminate the employment during, or at the end of, the probation period. Both parties are required to give notice as set out in the employee’s conditions of service. If the Institute is terminating the employment, then the member of staff will be aware of the reasons for this, having had an in-depth discussion with the Head of Department/HR Manager.

On the successful completion of the probation period, the HR Department will issue a formal letter of confirmation to the member of staff.

If it is necessary to extend the probation period, this may be done by the Institute, for a limited period, with specific objectives for the end of that period. The HR Department will inform the individual of any extension to the probation period and will advise where there are particular training needs, which need to be met.

Details of individual salary or wages are contained in each member of staff’s own conditions of service. Queries with regard to pay, taxation or Pay Related Social Insurance (PRSI) should be addressed to the Payroll Office (ext. 3074).

Full-time monthly staffs are paid on the 15th of each month and on the last working day of each month. Weekly paid staff are paid on Wednesday/ Thursday of each week. Part-time academic staff are paid on the last working day of each month on submission of their weekly time sheets.

The Institute facilitates staff in making certain deductions from pay on receipt of a written request/official form of authorisation from the staff member.

Deduction facilities are currently available in respect of Health Insurance, An Post, AVC Scheme, certain PRSA’s, AXA Insurance, TaxSaver Commuter Scheme, Credit Union, Sports and Social Club and various recognised Trade Unions.

Staffs are required to give adequate notice in writing if they wish to cease such deductions.

6.3 Taxation On commencing employment, staffs are required to submit a current P45 to Payroll. Normally, this will have been received if the staff member has worked for another employer since the beginning of the current tax year.

In the event of not having a current P45 the staff member should contact the local Tax Office, notifying them of relevant details of employment, quoting their own PPS number and employers PAYE Number. In the absence of a current P45 all salary payments will be made on an emergency tax basis.

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Athlone Institute of Technology

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Staff Handbook

HEALTH & SAFETY

The health and safety of all employees is the primary concern of management and staff at the Institute. The building of a strong safety culture is enhanced by all participants contributing positively to the practical use of safe systems of work in all areas within the institute.

1.

All incidences or near miss type of incidences must be reported immediately using the Incident Report form available from the Health & Safety Section of the Intranet or your Head of Section of the HR Office.

All employees, temporary, part time or whole time are required by law to take reasonable care for their own safety, health and welfare and that of others who may be affected by their acts or omissions at work. They are under a duty to co-operate with the Institute authorities in meeting safety standards, to use any of the personal protective equipment (PPE) supplied, to report without unreasonable delay any defects in plant or equipment, place of work or system of work which might endanger their safety or welfare. Furthermore, employees and students must not intentionally or recklessly interfere with or misuse any items provided for safety, health or welfare of persons or of their work activities.

2.

The Incident Report Form must be completed in full and forwarded to the Secretary/ Financial Controller’s Office.

3.

All accidents, which result in an absence of 3 days or more, must be reported to the Health and Safety Authority.

The Institute takes the issue of health and safety at work very seriously and allegations of a breach of an employee’s duties may result in disciplinary procedures up to and including dismissal.

All employees must familiarise themselves with the terms of the institute’s Safety Statement, which specifies the manner in which safety, health and welfare of employees shall be secured at work. A copy of the Safety Statement is available on the intranet at www.aitintranet.ait.ie or any queries in relation to the Safety Statement should be made to the Director of Environment Health and Safety at the AIT Health & Safety Department on ext. 2559, or by external number 090 644 2559, or fsweeney@ait.ie .

The Institute seeks to involve employees in the promotion and development of health, safety and welfare in the workplace. Employees have the right to make representations on any issues of safety, health and welfare and the institute will, so far as reasonably practicable, take account of such representations and act on them. In addition, elected employee Safety Representatives represent staff on Safety and Health welfare. Further details regarding the appointment and duties of a Safety Representative are available from the, Department of Health and Safety.

7.1 In an Emergency Dial 112 FROM ANY PHONE - FIXED OR MOBILE, The caller should stay on the line until released. Identify yourself, AIT Building’s name, room number and Situation / incident / location / victims.

Also designate a person to meet responding emergency service Ambulance / Fire / Garda.

7.2 Reporting Procedure An Incident Report Form (available on the Intranet) should be completed as soon as possible after an incident occurs on institute premises or as a result of work activities. The completed report form must be forwarded to the Secretary /Financial Controllers Office & the Health & Safety Department.

The reporting of all accident and incident data will enable more accurate interpretation of possible causes and help implement appropriate corrective action to avoid recurrence. To facilitate the prompt investigation of such incidences, they should be reported within 24 hours or as soon as possible.

In the case of a fatality, The Institute authorities should immediately inform the Health and Safety Authority, and the scene of the incident should be preserved / undisturbed, except where action is necessary for securing the safety of any person(s). This latter stipulation also applies in the event of a serious accident

Definitions “Accident” means an unplanned, undesired event that result in personal injury or property damage.

“Incidence or (Near miss)” These are dangerous unplanned occurrences which resulted in no personal injury or property damage, but where slight difference in time or position injury, damage or delay could have occurred.

“Accident / Near miss investigation” means a formal, objective process conducted by trained personnel to discover the contributing factors and the root cause of an accident / near miss.

7.3 Investigation All accidents, or near-miss accidents, will be investigated to help put in place corrective action to prevent similar recurrences.

7.4 First-Aid Boxes Trained occupational first aid personnel and first aid equipment are available throughout Institute buildings. Whenever there is a need to use the contents of a First-Aid Box an Incident Report form should be completed. This will help contribute to better analysis of accident investigation and prevention and use of the First-Aid Equipment.

7.5 Accident/Spillage In the event of an emergency such as an accident requiring medical assistance employees should raise the alarm by dialling 112 from any fixed or mobile phone and then inform the Duty Care Taker on 087 1114444. A list of emergency phone numbers is included in the back of this handbook.

7.6 Alarms An intermittent Alarm Bell indicates test/alert status; however, should the Alarm Bell sound continuously, staff are to evacuate the building immediately.

There is an evacuation procedure in place on the premises; floor plans are located around the premises indicating the nearest emergency exit and assembly point. Evacuation chairs are located in corridors for use by those with a temporary or permanent disability.

When Evacuation drills staff members are required to comply fully with all evacuation procedures and co-operate with relevant Fire Marshals & Evacuation Wardens. Trained occupational first aid personnel and first aid equipment are available throughout Institute buildings.

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7.7 Fire Safety The consequences of a fire event can be severe. AIT is committed to taking all measures to ensure the risk of fire is reduced as much as practical if not eliminated completely. Staff must familiarise themselves with the Emergency Evacuation Maps and procedures thereon posted throughout the buildings on campus.

To source a copy of the AIT Fire Safety Management Policy, contact the Estates Office.

On Discovering a Fire: Activate the nearest red break glass unit – this will set off the alarm Only if you have been trained to operate a Fire Extinguisher, and you feel confident you can extinguish the fire without putting yourself or others at risk, should you attempt to fight the fire.

Call the Fire Brigade on 112 Proceed calmly but quickly to an external Assembly Point Do not stop to gather personal items, tools/materials/equipment etc.

Co-operate with Emergency Evacuation Marshals and Fire Wardens Remain at the Assembly Point until advised it is safe to re-enter the building by an AIT Fire Warden

7.8 Emergency Evacuation •

A fire alarm warning is given by a continuous sounding bell tone

•

If the Fire Alarm activates in the building; the occupants must:

30

•

Proceed to the nearest, safest emergency exit

•

Evacuate the building quickly and calmly

•

Close all doors behind you

•

Report to an Assembly Point

•

Do not take unnecessary risks

•

Do not stop to collect personal belongingsDo not run, walk calmly and quietly

•

Do not use the lifts, use the stairs

•

Do not re-enter the building until advised to do so by a Fire Warden

7.9 Safety & Health for Pregnant & Breastfeeding Employees To ensure the safety, health & wellbeing of pregnant and nursing mothers and compliance with the General Applications Regulations 2007 Pregnant & Breastfeeding Employees, must inform the relevant Head of Department or the HR Department of her pregnancy to ensure that all necessary safeguards are put in place and that she is not exposed to any unnecessary danger. “The onus is on the employee to inform the Institute of her condition” Without this information the possible preventative measures necessary cannot be taken and the Regulations will not apply. As the earliest stages of pregnancy are the most critical ones for the developing child, it is in the employee’s interest to let her employer know she is pregnant as soon as possible.

Where hazards are identified, and there are no practical ways to avoid the risks to the pregnant employee, the Institute must temporarily adjust the working conditions and/or the hours of work of the employee concerned in order that exposure to the risk is avoided. Where temporary adjustment of conditions or hours is not possible, the Institute will make every effort to provide alternative work.

Staff Handbook

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Staff Handbook

DEPARTMENTS

8.1 Academic Computing Facilities

8.1.4 Faculties

8.1.1 Provision of IT Facilities to AIT staff

In addition specialist IT laboratories are available within the Faculty of Engineering and Informatics, Science, Department of Nursing, Department of Trades and Crafts, Department of Hospitality and Tourism.

The Computer Services Department (CSD) is responsible for the provision of IT facilities to AIT staff. Staff members have differing IT needs, based on the roles/position they are filling. In most cases, staffs are provided with a PC or a lap-top. Staff members are provided with land-line telephone handsets where possible and in some cases handsets are shared between staff members in the same office. All staff are provided with a computer network account which facilitates access to most IT resources including: •

an AIT email account (there is a 50GB size limit on email accounts)

•

A Moodle Virtual Learning Environment (VLE) account

•

A networked printing/scanning/photocopying facility (note that printing costs are borne by the Faculty/Department of the staff member)

•

A networked drive (normally designated as the X-Drive) of 3GB of storage space (Note that files saved to this networked X-Drive are backed-up at regular intervals, files saved to local PC/laptop drives are not backed up)

•

Staff are responsible for backing up all their own files also

•

Internet access (note that for IT security purposes, all Internet traffic is logged)

•

Access to internal IT applications

8.1.2 Acceptable Usage Policy (AUP) AIT has an IT AUP which must be adhered to by all staff members. This is available on the AIT staff Intranet page; http://aitintranet.ait.ie/csd/ procedures.shtml The AUP has been developed to provide a framework for the judicious use of the Institute’s computing/IT resources. The AUP sets out how the services may be used and any restrictions on use of the services. It applies to all computing and networking facilities provided by and within any department or section of the Institute. A copy of this document is available from the Computer Services Office, the QA Office or on the Institute intranet in addition to the URL above. The Acceptable Use Policy is taken to include the HEANET Acceptable Use Policy published by HEANET available at http:// heanet.ie/about/aup

8.1.5 Open Access A 120 seat computer laboratory facility Open Access Area (OAA) is available for students to complete project work.

8.1.6 Software There is a wide variety of software available through the packages in use. Students have access to industry standard hardware (PCs and UNIX workstation printers, scanners, etc.) and software (database, wordprocessing, accounting spreadsheets, statistics, computer aided design, hotel administration, graphics, programming, etc). It is the policy of each department to give their students the opportunity to become familiar with computer technology relevant to their subject area. The available hardware and software is continuously upgraded and extended to ensure the most up to date systems.

The Computer Services Department conduct an annual refresh of all software in computer laboratories. This cycle is initiated during May/June when all lecturers are requested to complete a return detailing all software required for the coming academic year. All requested software is installed in relevant PC Labs during the summer months. Ad hoc requests for software installs during the academic year cannot be facilitated due to the workload involved and disruption caused to Labs.

Please ensure that any portable storage devices that you intend to connect to Institute equipment are clean and free from virus and or malware. Raise an IT Helpdesk ticket if unsure. This is in keeping with AIT’s computer Acceptable Usage Policy (AUP).

8.1.7 E-Mail and Internet use The Institute is also part of the HEANET, which allows access to the worldwide Internet. These facilities are available to all staff. Athlone Institute of Technology seeks to promote and facilitate the proper and extensive use of computing/IT in the interests of learning and research. Whilst the traditions of academic freedom will be fully respected, this also requires responsible, ethical and legal use of the technologies and facilities made available to students and staff of the Institute.

8.1.3 IT Centre The IT centre contains the library on the ground floor and eight computer laboratories on the first floor. The technology centre contains 280 PCs connected to a network, which provides access to a wide variety of software.

The IT centre is open to all staff during normal Institute opening times, provided it is not already timetabled for teaching purposes. The IT centre network allows users to access the internet and e-mail systems available.

To access the network you must have an account. Computer Services will arrange this on receipt of an email from HR.

8.1.8 Intranet The Institute has established an intranet site for internal staff use, to provide staff members with detailed knowledge of the activities of the Institute. It contains versions of the policies and procedures for the Institute, which have been approved by the Institute’s Academic Council and/or Governing Body, and relevant forms in down-loadable format. The Reports to/from Academic Council and the Director’s Reports to Governing Body are also contained on the site.

The Documentation provided is for information purposes only, and staff are reminded that Copyright for this information remains with the Institute. The documentation contained on the intranet may not be copied, reproduced or transferred in any electronic format without prior written permission from the appropriate Institute authority.

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The site can be found at: http://aitintranet.ait.ie/ (there is a quick link on the bottom right-hand corner of the ait homepage) Username: aitstaff Password: The password will be communicated to you during induction.

Caution: Please treat this information as confidential.

Both the username and password are case sensitive so please be careful when inputting.

8.1.9 Helpdesk There is a web based helpdesk https://helpdesk.ait.ie where staff can log ICT queries they may have. They can log on by simply using their username.

When the job is logged a resource is applied to resolve the issue. Staffs are encouraged to use this service as CSD support staff can only respond to support issues logged through this service. Calls are answered on a firstcome, first-served basis, depending on priority. Note that an initial response from a technical resource must be made within 24hrs of ticket assignment.

8.1.10 Telephone System All telephone extensions can dial local calls, dialling 0 first for an outside line.

All other calls should be made through the Switchboard (8001).Prior approval for International calls is necessary; an Approval form is available at Reception.

All extension numbers within the institute may be accessed directly by external callers as follows: • Extension numbers starting with digit 1 – prefix 647 • Extension numbers starting with digit 2 – prefix 644 • Extension numbers starting with digit 3 – prefix 648 • Extension numbers starting with digit 8 – prefix 646 Any requests in relation to the telephone system contact the Computer Services Department.

8.2 Department of Lifelong Learning The Institute offers over 80 part-time programmes, which include courses in each of the three Faculties.

Full-time staff are encouraged to assist the Department on the delivery of their many part-time programmes. Classes typically run Monday to Thursday, from 6pm to 10pm and on Saturdays. If you are interested in delivering your modules on a part time basis, please contact the Department.

Many institute employees also opt to further their professional qualifications while working here and partake in programmes leading to a recognised qualification. Others may wish to update their skills and undertake short courses, which fulfil an immediate skill requirement.

Courses normally commence in September each year. Staff interested in enrolling for any of the part-time courses should attend the information and registration evening which normally takes place the first week in September.

Full time staff across all Faculties typically attend the Open Evening to assist the department with prospective student queries on the Open Evening. For a full list of all the courses, please see the Department of Lifelong Learning Part-Time Prospectus available in the department office (below HR) or on www.ait.ie

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The department is located in the new administration building located on the plaza and we would be delighted if you would drop in so that they can meet you and welcome you to the Institute.

Further information may be obtained from Dr Michael Tobin, Head of Department (ext. 1860, mtobin@ait.ie) or Caroline Burke (ext. 3052, cburke@ait.ie).

NOTE: Funding for staff attendance on courses through the Department of Lifelong Learning must be approved in advance through the HR Department/Professional Development Committee.

8.3 Sport and Recreation The Institute is one of the leading third-level institutions in the provision of sport and recreation programmes and services to students. Different interests and all levels of ability are catered for to ensure maximum participation. Our recreational programme facilitates all students who may wish to participate in activities at all levels whether as a casual player, a committed competitor, a beginner or an elite performer.

The Institute’s indoor sports facilities include the AIT International Arena with an IAAF approved 6 x lane 200 metre indoor track, 8 x lane 60 metre sprint track, 4 x lane warm up track, 2 long jump pits, pole vault area, shot putt area and a high jump. In additional to the world class athletics arena AIT facilities also include a multipurpose sports hall which contains a basketball court, four badminton courts, two volleyball courts and futsal (indoor soccer).

A new state-of-the-art fitness suite opening in September 2015 fully equipped with the most up-to-date equipment available with a capacity of well over 2,000 members. In addition to the main gym there is an indoor cycling studio and group exercise studio. Specialised fitness programmes can be devised to suit your needs by our dedicated staff. Fitness tests are free for all new members and can be organised by calling and booking a time most suitable to your lecture time table. With an extensive range of group exercise classes available there is sure to be a class that fits in with your needs and timetable. Finally a new high performance training area is available to teams and squads. Further plans to extend the facilities include a rehabilitation / recovery centre.

The outdoor facilities include a full size sand based GAA pitch and training pitch, full size FIFA-approved 2 star international standard all-weather soccer pitch (floodlit). An eight-lane IAAF approved synthetic athletics track is a recent addition to the sporting facilities at AIT. There is a full size FIFA grass soccer pitch on the track infield area. A 1.5km cross country trail surrounds the outdoor facilities.

There are a large number of successful Sporting Clubs and Societies at the Institute and these cater for a wide variety of interests. Sports clubs include: Athletics, Badminton, Basketball, Camogie, Canoeing, Equestrian, Gaelic Football, Futsal, Golf, Handball, Hill Walking, Hockey, Hurling, Indoor Football, Karate, Rugby, Sailing, Soccer, Swimming, Table Tennis, Tag Rugby, Tennis, Volleyball.

The Sports Department is particularly keen to welcome staff to the ranks of the Institute sporting clubs. Indoor & outdoor soccer, jogging, hill walking, golf, athletics, aerobics and gym training have all proved popular with staff over a long number of years. Information on Sport at the Institute is available from the Sports & Recreation Manager, Mr Gordon Brett ext. 2565 gbrett@ ait.ie or bookings@ait.ie

Staff Handbook

8.4 Midlands Innovation and Research Centre The Midlands Innovation and Research Centre at AIT is a converging hub for innovation, research and enterprise in the Midlands. The MIRC provides incubation facilities for innovative and knowledge-based enterprise, an enterprise programme for entrepreneurs and start-ups (New Frontiers – funded by Enterprise Ireland and delivered in the Midlands-Mid-East region

by AIT in partnership with Maynooth University), and makes available the resources and expertise of AIT to support client companies and enterprise in the region and beyond – including via the Enterprise Ireland Innovation Vouchers scheme.

The InnovAIT Entrepreneurship Academy for graduate entrepreneurs, led by the Business Faculty, is based in the MIRC. The MIRC assists and advises entrepreneurs and client companies at every stage of a project’s development.

The MIRC works in partnership with Enterprise Ireland.

Whether you are a prospective entrepreneur, a start-up, an existing company committed to ongoing innovation or an academic interested in commercializing your research, the MIRC is open to you.

For more information, please contact the MIRC team: MIRC Manager Michael lonergan email: mlonergan@ait.ie Contact No. 090-6471882 Enterprise Programme Manager-New Frontier Nick Allen email: nallen@ait.ie Contact No. 090-6483043 Enterprise Development Manager Richard Blake email: rblake@ait.ie Contact No. 090-648279 Director InnovAIT Dr Marc Cashin email: mcashin@ait.ie Contact No. 090-648267 Or visit: www.mirc.ie

of planning an advertising campaign includes objectives, the target audience, the timescale involved and the budget.

8.5.2 Communications & PR In terms of the communications function, the office is responsible for the planning and coordination of communications activities of AIT. This includes managing the institute’s media relations, publications, organising publicity campaigns for institute events, coordinating the public representation of the Institute and in supporting staff in their own communications activities.

If a member of staff feels that they have a potential news story which they wish to obtain publicity for, the relevant details should be sent to Brian Lynch.

The news story can be about anything, ranging from an upcoming event, research funding, to student or staff success. Please send as much information as possible well in advance, giving an indication of when it should appear in the media. In addition to text, most stories now need multimedia accompaniments to help gain traction. In addition to photographs, which can be organised through the CMO, AIT news stories are now also conveyed through video news release, examples of which can be viewed on AIT’s website or youtube channel. If the person telling the story is active on Twitter, please let us know their handle or any other relevant accounts to connect with.

8.5.3 Schools’ Liaison The schools liaison function is a central part of the office and is the primary channel for managing the Institute’s relationship with secondary schools, guidance counsellors and prospective students. The schools liaison officer is responsible for visiting secondary schools and further education colleges in AIT’s catchment area, as well as representing the Institute at a variety of information events. The officer is also the point of contact for faculty and other staff wishing to visit schools.

8.5.4 Graphic Design & Multimedia Services The CMO includes a team of creatives who have the capacity to produce a wide variety of collateral ranging from printed promotional items such as prospectuses, fliers, advertising, posters and exhibition stands, through to promotional videos and websites. Anyonezz wishing to avail of the services of the graphic design and multimedia team should contact Brian Lynch.

8.5 Communications and Marketing

Contact

8.5.1 Marketing & Advertising

Further information on the office can be obtained by contacting the communications and marketing manager, Brian Lynch:

The communications and marketing office (CMO) is responsible for managing the AIT brand and implementing the Institute’s marketing strategy. This includes areas such as student recruitment, event management, social media, advertising and promotion. Central to this process is the ambition to develop and maintain a positive perception of the Institute amongst our various stakeholders.

Phone 090 644 2595 Mobile 087 122 0361 Email brianlynch@ait.ie Twitter @brianmlynch

While the CMO manages all central advertising for AIT, individual faculties sometimes have specific advertising needs outside of this and the CMO can provide advice and assistance. Some basic information requirements in terms

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Athlone Institute of Technology

8.6 Finance Department

8.7.3 Employee Relations / Industrial Relations

The Finance Department is responsible for the management of the Institute’s finance function and all its enterprises and for the planning, implementation and development of appropriate budgetary, financial and management information systems and procedures. The Finance Department is also responsible for the preparation of the Annual Financial Statements and operates Programmes & Budgets. In addition, it manages relationships with external and internal Auditors, Department of Education officials, HEA officials as well as other external bodies. The office is also proactive in ensuring the ongoing development and maintenance of an overall financial control environment.

Hold appropriate management/union meetings to conduct negotiations on issues such as:

Contacts in the Finance Department Payroll queries

payroll@ait.ie

Travel and expenses queries

expenses@ait.ie

Procurement/purchasing queries

purchasing@ait.ie

8.7 Human Resources Department The Human Resources department reports directly to the President of the Institute and has a seat on the Executive Management Team. Primary functions include: • • • • • • •

Recruitment and selection Personnel & payroll administration Employee Relations / Industrial Relations Professional development Employee wellbeing Superannuation Employee self-service (ESS)

8.7.1 Recruitment and Selection • • •

Recruitment and selection (advertising, setting-up panel interview boards, responding to all applicants, reference checks) Staff retention (progression, promotion and development) Contracts of employment: all matters associated with recruitment, i.e. type of contract: fixed term, fixed purpose, permanent, ending of contract, pre-employment medical, reference checking, etc.

8.7.2 Personnel & Payroll Administration • Annual increments/progression • Payroll administration • Contracts of employment • Probation reports • General HR queries • Change of personal detail information Contact: hr@ait.ie

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• • • • • • •

Individual concerns Group concerns Disputes, resolution/avoidance Improved communications between all parties Discussions on national directives Implementation of various local and national agreements Provide clear guidelines and interpretation of various policies i.e. anti-harassment, parental leave, term time, employee assistance, equal opportunities, flexi-time, maternity leave, sick leave, work share scheme, etc.

Note: An important area to remember is that a HR Manager is available to provide advice and direction to the organisation, groups of employees and individuals. In the case of personal grievances, it is essential that all employees follow the organisation’s grievance and disputes procedures which are provided to all new employees at induction and also are available on the intranet.

8.7.4 Professional Development The Institute recognises that staff are a vital and valued asset. Therefore, it is committed to encouraging and enabling staff to develop their potential in order that they themselves may be enriched and their contribution to the Institute enhanced. Staff at all levels and in all categories throughout the organisation are encouraged to take responsibility for their own personal development. The Institute undertakes to allocate reasonable time and resources for this purpose, with the provision for professional development being made both centrally, through the Professional Development Committee, and at function level.

The Professional Development Committee is a sub committee of the Academic Council, and includes academic, non-academic and management members of staff. The committee considers all relevant applications for professional development funding.

An application for funding should be discussed and agreed with your head of faculty/head of function prior to submission to HR department. Meetings are held approximately every three months.

For more information contact: hr@ait.ie

8.7.5 Employee Well-being Employee wellbeing is critical to the Institute, so we provide supports such as: •

Employee assistance programme. The Employee Assistance Programme is a service for all employees, providing confidential, independent advice, together with support and assistance on any matter that impact on work or personal life. Any employee who feels that they require professional support in dealing with a personal or work-related issue can avail of this service, which provides them with access to fully qualifies, professional Counsellors. The service can be contacted directly by phoning 1800490390 or email eap@ workplaceoptions.com

Staff Handbook

We also provide • Mediation • Conflict resolution • Advise and direction on all ER/IR matters Note: It is critically important that employees deal procedurally with any issues they experience rather than allow them to fester, as it is in the best interest of all to ensure that employee concerns are dealt with promptly.

8.7.6 Superannuation The title of our superannuation pension scheme is the Education Sector Superannuation Scheme.

For information on: • Transfer of service • Notional service • General pension information Contact Helen Kerins at Ext 2572

8.7.7 Employee Self-Service (ESS) This facility enables staff to view the following information from any PC on campus: • Payslip • Expenses • Personal details • HR updates • Annual leave entitlement/balances (where applicable) Details on how to access this facility are included with your induction documents.

Contact: hr@ait.ie

8.7.8 Sources of Information • • • • •

Staff handbook/induction pack ESS (Employee self-service) Intranet AIT website HR department (hr@ait.ie)

8.8 Estates Office The Estates Office manages the day to day operation of the built environment in AIT. The AIT Campuses currently covers 50 acres with over 64,000sq.m of floor space. The following is a non-exhaustive list of items managed by the Estates Office:

• • • • • • • • • • • • • • • • • •

Opening and Closing of the campuses and buildings Allocation of office accommodation (and keys) Cleaning services Caretaking Electrical infrastructure and systems Mechanical infrastructure and systems Grounds keeping & landscaping Parking & Traffic Management Recycling and Waste Collection Passenger Lifts Assistance with event setup and management Furniture specifications and procurement Capital Project Fire Safety Water Safety Indoor Air Quality Planned Preventative Maintenance of equipment Reactive Maintenance

Estates Office Contacts: Role

Name

No.

Administration

Ann Murray

090 6483036

Estates Manager

Cormac Cloonan

090 6483077

Clerk of Works

Gerry Duane

090 6442596

Cleaning Supervisor

Katherine McLoughlin

090 6442597

Caretaker Office

Caretaker

090 6468120

Caretaker Mobile

Caretaker

087 2201746

Emergency Contact No.

Caretaker

087 1114444

8.7.9 Induction Pack • • • • • • •

Staff handbook ESS for new starters Irish Public Bodies Mutual Insurances Form Sports & social club membership form Employee assistance programme Anti-bullying and harassment policy Equal opportunities policy

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Athlone Institute of Technology

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Staff Handbook

BENEFITS

9.1 Employee Personal Accident Policy All employees of the Institute are invited to participate in the personal accident insurance scheme, which is provided through Irish Public Bodies Mutual Insurance Ltd. Insurance cover is provided on a 24 hour per day basis and certain benefits are payable under the policy where an insured employee suffers injury as a result of an accident.

Full details and application forms are available from the HR Department.

9.2 Group Health Insurance Companies Scheme A group scheme for all health insurance is in operation for employees of the Institute. Group subscription rates are approximately 10% lower than individual rates. Facilities are provided for the deduction of subscriptions from your salary.

For further information contact payroll office.

9.3 An Post Savings An optional Group Savings Scheme based on National Instalment Savings is available to employees of the Institute. Applications to join the scheme will be accepted annually in April with deductions commencing in May of each year.

Further details are available from the HR Department.

9.4 Taxsaver Commuter Scheme Staff can save up to 48% of travel costs as a result of Tax and PRSI savings.

Employees wishing to avail of this scheme should contact reception.

9.5 AXA- Insurance Scheme A Group scheme is in operation for AXA Insurance. Deductions in respect of AXA Insurance may be made directly from payroll allowing staff to benefit from an instalment payment system without incurring any interest charges. When commencing an insurance policy with AXA, staff should request a deduction at source from their local insurance office.

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Athlone Institute of Technology

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Staff Handbook

DATA PROTECTION AND FOI

10.1 Data Protection The Institute of Technology is registered as a Data Controller under the Data Protection Acts 1988 and 2003. The Institute complies with the requirements of the Data Protection Act 1988 with regard to the collection, storage, processing and disclosure of personal information and is committed to upholding the Acts’ core Data Protection Principles.

AIT regards the lawful and correct treatment of personal information by the Institute as very important to successful operations and for maintaining confidence between ourselves and those with whom we deal. We therefore make every effort to ensure that personal information is treated lawfully and correctly.

AIT collects and maintains a range of personal information in order to operate. This includes personal information of current and past students; current, past and prospective employees, suppliers, clients/customers, and others with whom it communicates. This personal information must be dealt with appropriately, however it is collected, recorded and used – whether it’s on paper, computer, or other manual form as part of a filing system, photographs or video recordings – and there are safeguards to ensure this in the Data Protection Acts 1988 and 2003 which AIT fully endorses and adheres to at all times.

Any person who wishes to exercise the right of access under the Act should make a request in writing to the Freedom of Information Officer. The request must: state that the request is made under FOI Act; • • •

set out sufficient particulars to enable the record to be identified; and specify the preferred form of access if he/she has such a preference.

There is no fee required for a standard application request for a record or records under the FOI Act. Further information is available on the website www.foi.gov.ie or from the Institute’s Freedom of Information Officer, Ms Mary Duffy, tel: (090) 6468117, e-mail: mduffy@ait.ie

Should you wish to make any changes in personal details, e.g. name, marriage, next of kin, address, children, etc., you should advise the HR Department, in writing. This ensures that all records, including those relating to pensions, are kept up-to-date. Personal data in the HR Department is held electronically and is available to individual employees on request.

Further information on data protection is available on the website www. dataprotection.ie or from the Institute’s Information Officer, Ms Mary Duffy, tel: (090) 6468117, e-mail: mduffy@ait.ie

10.2 Freedom of Information (FOI) The Institute falls within the scope of the Freedom of Information (FOI) Acts 2014. Under the FOI Act, anyone is entitled to apply for access to information not otherwise publicly available. Each person has a right of access to records held by the Institute; correction of personal information relating to oneself held by the Institute where it is inaccurate, incomplete or misleading; and access to reasons for decisions made by the Office directly affecting oneself.

The following records come within the scope of the Act: • • • •

all records relating to personal information held by the Institute irrespective of when created all personnel information with effect from 21 April 1998. other records created from commencement date (21 April 1998). any other records necessary to the understanding of a current record.

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Athlone Institute of Technology

SP

C

1

MAIN C 5

LP

H

SP

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EAST CAMPUS

MAIN CAMPUS

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LIN

1

Engineering and Informatics Building

8

Nursing and Health Science Building

2

Library

9

Trades

3

Douglas Hyde Lecture Theatre

10

4

Earl of Rosse Lecture Theatre

5

AIT International Arena

6

John McCormack Centre/MPH/Students’ Union

7

Hospitality, Tourism and Leisure Building

3

RD

OA

Open Access

C

Canteen

F

Fountain / Meeting Point

E

Entrance

LP

Lecturer Parking

RTÉ

SP

Student Parking

11

Research Hub

GP

Guest Parking

12

Midlands Innovation & Research Centre (MIRC)

HC

Health Centre

B

F

Bus Stop

C

Staff Handbook

GP SP

HC

CARTRONTROY RD

CAMPUS

LP E

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6

4

SP

EAST CAMPUS

SP E

7 E

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LP

GP

B

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DUB

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For more information visit www.ait.ie